IFB_1500_SDS1002_BID_DOC_9_v1.pdf

CITY OF AUSTIN

SCOPE OF WORK

TRASH AND RECYCLING RECEPTACLES REFURBISHMENT

1.0 PURPOSE

The City of Austin (“City”) is seeking a qualified Contractor to provide services to refurbish public Receptacles (“Receptacles”) used for trash and recycling collection. This Scope of Work (“SOW”) establishes the minimum requirements for these services, ensuring the restored Receptacles maintain their appearance, durability, and compliance with city standards. The City reserves the right to select more than one Contractor.

The Contract will be utilized by the City’s Austin Resource Recovery Department (“ARR”). The City reserves the right to allow other City departments to utilize the ensuing contract.

It is the intent of this solicitation to acquire the services described herein. All items and/or services omitted from this document that are necessary to meet the objectives of the services described will be considered requirements, although not directly specified or called for herein.

2.0 TERM OF CONTRACT

This Contract shall remain in effect for an initial term of three (3) years or until the City terminates the contract. This Contract may be automatically extended beyond the initial term for up to two additional twelve-month periods at the City’s sole option unless the Contractor is notified by the City at least sixty (60) days in advance of the contract’s expiration date.

3.0 BACKGROUND

On November 2, 2023, the Austin City Council approved the adoption of the 2023 Austin Resource Recovery Comprehensive Plan. This plan updates the 2011 Master Plan adopted by City Council, and it further guides Austin towards its zero-waste goal — reducing the amount of trash sent to landfills by 90% by the year 2040. The revised plan outlines milestones to achieve this goal and identifies services to keep our community clean while equitably supporting a diverse Austin. This focus aligns with ARR’s mission to provide essential services that protect people and our planet and its vision of driving the global transformation of traditional waste management to sustainable resource recovery.

ARR manages over 500 Receptacles throughout Austin, including those in the Central Business District (“CBD”), which must comply with the Great Streets Standards included in the Great Streets Master Plan. Over time, exposure to weather elements, normal wear and tear, and chemical interactions cause the powder coat finish on these Receptacles to deteriorate. To maintain their appearance, durability, and compliance with city standards, ARR will transport Receptacles to the awarded contractor for refurbishment once the powder coat begins to degrade. Upon completion of the refurbishment process, ARR will pick up and reinstall the Receptacles to ensure continuity in design and function.

4.0 CONTRACTOR MINIMUM QUALIFICATIONS

4.1 Experience – At the time of bid submission:

The Offeror shall have continuously provided services similar in scope to the services required in these specifications on a continual basis for a minimum of three consecutive years. The Offeror shall:

Slagle, Amy Remove “for Central Business District” from title as containers are located across the city.

Davis, Hillary done

TRASH AND RECYCLING RECEPTACLES REFURBISHMENT

A. Have ample staff to support all SOW requirements; and B. The City reserves the right to request references if it deems it necessary to verify the Contractor can provide the services outline in this The Contractor shall provide the requested information within five (5) business days via email.

4.2 History

The Contractor shall not have any significant performance deficiencies under City contracts in the last three (3) years, including but not limited to, contract termination for cause, failure to maintain certain performance requirements, or outstanding financial obligations to the City.

4.3 Quality Control Sample Request

4.3.1 The City reserves the right to request a sample of refurbishing services with one of the City’s Receptacles from any of the respondents prior to award, at no additional cost to the City. Failure to supply a sample when requested may subject the Contractor to disqualification from consideration for award.

4.3.2 The Contractor shall:

A. Be able to accept a drop-off delivery of Receptacles within 48 hours of initial request from the City;

B. Complete the sample refurbishing service within three calendar weeks;

and

C. Contact the Contract Operations Manager (“COM”) and schedule a review of the sample refurbishing services upon completion.

4.4 Facility Requirements

4.4.1 The Contractor’s facility (“Facility”) must be within the Austin-Round Rock, Texas Metropolitan Statistical Area (“MSA”).

4.4.2 The Facility must adhere to all local, state, and federal laws, rules, and regulations.

4.4.3 The City reserves the right to inspect the Contractor's facilities prior to awarding the contract

5.0 CONTRACTOR RESPONSIBILITIES

5.1 Contractor Readiness

The Contractor shall be fully operational at the time of bid submission and ready to carry out the Contractor requirements and responsibilities defined herein. The Contractor assumes total responsibility for the quality and quantity of all work performed, whether it is undertaken by the Contractor or is subcontracted to another organization. The Contractor shall provide services within seven (7) business days of the City’s initial request to start services.

5.2 Receptacle Types

The City utilizes two primary Receptacle configurations for refurbishment under this contract and will identify the type of each unit at the time of drop-off:

5.2.1 Single Body Receptacle: A one-compartment unit intended for general waste or recycling and shall have a minimum capacity of 35 gallons.

5.2.2 Dual Body Receptacle: A two-compartment unit typically designated for general waste and recycling and shall have a minimum capacity of 15 gallons on each side. The Contractor shall treat both compartments as a single unit during refurbishment, ensuring both sides are fully functional, structurally sound, and visually consistent.

5.3 Scheduling Drop-Off of Receptacles

5.3.1 The City will contact the Contractor to schedule the delivery of Receptacles to the Contractor’s Facility. The Contractor shall be able accept delivery of Receptacles within 48 hours of the City’s initial request.

5.3.2 A City designee will drop off the Receptacles at the Contractor’s facility between the hours of 8:00 a.m. and 2:00 p.m. Central Time, Monday through Friday, excluding City of Austin holidays.

5.3.3 Upon drop off, the City and the Contractor shall jointly inspect the

Receptacles and document damage on each Receptacle.

5.3.4 The Contractor shall provide the City with a packing slip at each drop-off to document the amount and condition of Receptacles dropped off.

5.4 Refurbishing Requirements

5.4.1 Preparation

5.4.1.1 During refurbishing, the Contractor shall strip and remove the cured powder coat from the Receptacles. The City prefers that this be achieved in a way that follows the City’s Zero Waste goals.

5.4.1.2 The Contractor shall sandblast all Receptacles to prepare them for priming and new powder coating.

5.4.2 Color Determination

5.4.2.1 Future Color Selection

The City’s official color palette for downtown furnishings is under review and has not been finalized. Therefore:

A. Specific colors listed in this contract (e.g., Bengal Silver, Royal

Blue, Dark Green) are provided for reference only and may not reflect the final selections.

B. The City will designate the required colors for each receptacle at the time of drop-off or as otherwise communicated in writing.

The Contractor acknowledges that dual-body containers may be provided or required in two different colors, including but not limited to silver and blue, as designated by the City. The

Contractor shall accommodate color changes as directed by the City, including the use of alternate colors or combinations, without additional cost implications beyond those agreed upon in the contract.

C. Equivalent coating products may be used to match the designated colors as closely as possible, subject to City approval.

5.4.2.2 The colors vary and may include, but are not limited to:

A. Bengal Silver (Drylac Powder Coating # 049/99999);

B. Royal Blue (IFS Coatings, Product #PLSF20064, RAL 5005, Signal

Blue); and C. Dark Green (IFS Coatings, RAL 6009, Fir Green).

5.4.2.3 IFS Coatings or equivalent products may be used to match these colors as closely as possible. In cases where an exact match is not available in the IFS Coatings catalog, COM will select the color that most closely aligns with the City’s brand palette.

5.4.2.4 Color Flexibility: The City reserves the right to order receptacle bases and dome lids in alternate color combinations, including fully painted units, to suit operational or aesthetic needs, subject to COM approval.

5.4.3 Coatings and Finishings

5.4.3.1 The Contractor shall adhere to RAL Color Standard when applying the powder coating to the Receptacles.

5.4.3.2 All refurbished metal components shall receive a multi-layer protective coating system consisting of a rust-inhibitive base layer, a zinc epoxy primer, and a final electrostatic powder-coat-finish to ensure long-term corrosion resistance.

5.4.3.3 Finishes shall be a minimum of 0.004 inches thick on all surfaces and shall resist rusting, chipping, peeling, and fading. All finishes shall include a UV inhibitor.

5.4.3.4 The Receptacle shall have surfaces pretreated with graffiti preventer that creates an invisible barrier to prevent the absorption of graffiti. Powder coated surfaces should safely allow easy surface cleaning with mild detergent as needed.

5.4.4 Minor Repairs

5.4.4.1 The City may request the Contractor provide minor repairs to the Receptacle. Minor repairs are defined as and include welding any cracks found after removing paint, welding or other repair to a door hinge, replacing corroded bolts and other hardware, and removing large dents.

5.4.4.2 Minor repairs to the Receptacle, include but are not limited to:

A. Welding cracks found after removing paint B. Repairing or welding door hinges C. Replacing corroded bolts and other hardware D. Removing large dents

5.4.4.3 The Receptacle welds shall be smooth continuous fillet welds, ground smooth where necessary for appearance, including but not limited to the topmost ring welds. The top of the straps on the access door shall be continuously welded; these welds do not require finish-grinding.

5.4.4.4 If the required Receptacle repair is determined to be more than minor, the City may opt to disassemble the Receptacle for parts or return the receptacle to the City's facility.

5.4.5 The Contractor shall complete Receptacle refurbishing services within three

(3) calendar weeks after drop-off.

5.5 Notification, Pickup and Acceptance

5.5.1 Upon completion of refurbishing services, the Contractor shall notify the

COM via both email and phone call to schedule the pickup of the refurbished Receptacles.

5.5.2 The City will pick up the Receptacles from the Contractor’s facility within five

(5) business days of notification of completion.

5.5.3 Upon pickup, the City will inspect the refurbished Receptacles and review records at the Facility to ensure compliance with contract requirements. The Contractor shall provide all reasonable facilities and assistance for such inspections at no additional cost.

5.5.4 If any refurbished Receptacles do not conform to contract requirements, the City may require the Contractor to perform the services again in conformity with contract requirements, with no increase in contract amount. If defects cannot be corrected by reperformance, the City may reduce the contract price to reflect the reduced value of the services performed.

5.4.5 The Contractor shall be responsible for all damage to the Receptacle caused as a direct result of the Contractor’s actions while refurbishing the Receptacle. Any Receptable damaged beyond repair while in Contractor’s control shall be replaced at Contractor’s expense. The City reserves the right to request that services be performed again on any Receptacles not meeting City’s standards, at no additional charge to the City.

5.6 Structural Integrity and Accessibility Standards

To maintain consistency with existing infrastructure in the downtown area, all Receptacles must adhere to specific size, design, and color standards. The refurbished units must seamlessly integrate with the components already in place, ensuring both visual and functional uniformity throughout the district.

A. The Contractor shall ensure that all refurbished Receptacles maintain their original dimensions and structural integrity without modifications.

B. No structural alterations shall change the footprint, height, or spacing of Receptacle components.

C. The Contractor shall ensure all refurbished Receptacles are fully functional, structurally sound, and safe for public use following refurbishment. Any refurbished Receptacle shall be free of defects, sharp edges, rust, or structural weaknesses that could compromise durability or safety.

D. Receptacles shall maintain their intended capacity, stability, and accessibility standards in accordance with City requirements.

E. All components, including lids, hinges, latches, locks and liners, must be operable, secure, and capable of withstanding regular use and environmental conditions without failure.

5.7 Equipment, Supplies and Labor

The Contractor shall be solely responsible for obtaining and providing all materials, equipment, supplies, labor, and other services as may be necessary to fulfill the requirements of the contract, including but not limited to:

A. Spray booths B. Stoving ovens C. Electrostatic spray guns D. Conveyor systems E. Ventilation and powder collection systems F. Tools for disassembly

6.0 OTHER CONTRACTOR REQUIREMENTS

6.1 Designation of Key Personnel

6.1.1 Project Manager

The Contractor shall assign a Project Manager who shall oversee the contract and have:

A. Authority to receive orders or requests from the City; and B. Full decision-making authority on behalf of the Contractor for all services provided under this contract.

6.1.1.1 Upon contract award, the Contractor shall provide contact information for the Project Manager, an alternate contact and the Project Manager’s supervisor via email to the COM. The Project

Manager or alternate must be available by telephone Monday through Friday between 8:00 a.m. and 5:00 p.m. Central Time. The City reserves the right to request a change in personnel, and the Contractor shall respond to the City’s request with replacement contact information within three (3) business days.

6.1.2 Operational/Employee Changes

The Contractor shall keep the City informed of any operational or employee changes that may affect the Contractor’s ability of implementing or performing services described herein. The Contractor shall notify the COM within one (1) business day of such changes taking place.

6.2 Required Meetings with the City

6.2.1 The City reserves the right to request meetings related to the ensuing contract as needed, at a time and location mutually agreed upon by the City and the Contractor. Notice of any such meeting(s) may be given by email or phone to the Contractor by the COM, or designee.

6.2.2 Meetings shall include key personnel (e.g., Project Manager, Supervisor, etc.)

from both parties to discuss requirements, processes, and tasks to be performed; to confirm the procedures for services to be provided, including program concepts, methodology, project timelines, testing, correction plans, and deliverables; and to address other topics as determined by the City. The City will have final approval for the items listed in this section.

6.3 Reports

The City reserves the right to request additional reports that may be required by local, state, or federal laws and/or regulations, as well as reports that may be beneficial to the City’s Zero Waste initiative or correlate with the scope of work and specifications described herein. The City may outline the specific requirements for these reports (i.e., format, deadline, submission requirements, etc.) with the report request.

6.4 Defective Parts or Components

The Contractor shall, at no additional cost to the City:

A. Repair, adjust, calibrate, or replace defective parts to ensure proper operation, with COM’s approval.

B. Agree on a timeline for repairs and/or replacements.

C. Repair and/or replace parts due to Contractor's fault within five (5) business days.

D. Provide temporary replacements if needed.

E. Provide shipping or expedited delivery, as needed.

F. Be an authorized dealer and/or reseller.

6.5 Performance Standards

The Contractor shall:

A. Comply with all applicable federal, state, and local laws, including those related to health and safety, the environment, employer-employee relations, employee training, and the City’s Zero Waste goals. The stricter standard applies in case of conflict. Notify the COM of any citations or violations within three (3) business days via email.

B. Provide services that are professional, efficient, timely, and meet or exceed contract specifications.

C. Maintain high-quality workmanship, ensuring all materials, products, and services comply with industry standards or higher.

D. Ensure all work meets safety, environmental, and regulatory requirements, including accessibility, waste management, and pollution control.

6.6 Waste Material

6.6.1 The Contractor shall be responsible for the environmentally sustainable and proper disposal of any waste material generated in accordance with federal, state, and local laws, rules, and regulations. The Contractor shall remove, dispose, and recycle (when recyclable) all packing materials, debris, and trash created by the Contractor and the Contractor’s sub-contractors at no cost to the City.

6.6.2 All costs for disposal of material shall be incurred by the Contractor.

6.7 Confirmation of Facilities

All facilities and locations used for services under this contract shall be fully licensed, permitted, and compliant with local, state, and federal laws, rules, and regulations.

The City reserves the right to request the name, location, contact information, and proof of compliance for any refurbishing facilities, landfills, recycling facilities, or other sites used for disposing of removed coatings, waste materials, or non-reusable components. The Contractor shall provide this information, including the following details, within three (3) business days of the City's request via email:

A. Types of materials to be taken to each facility;

B. Whether each facility is Contractor-owned/leased and operated or subcontracted;

C. Whether the Contractor has a valid agreement with each materials recycling facility.

6.8 Statutory and Regulatory Provisions

6.8.1 Except to the extent that more explicit or more stringent requirements are written directly into the solicitation documents, all applicable codes, regulations, and standards have the same force and effect and are made a part of the contract documents by reference as if copied directly into the solicitation documents, or as if published copies are bound herewith.

6.8.2 All statutory and regulatory provisions currently in effect, or which may be subsequently enacted, and which are applicable to the performance of any resulting contract, are hereby incorporated by reference as additional terms of any resulting contract and shall be enforced as though the same were included specifically herein and therein. The Contractor shall be responsible for determining the laws, rules, ordinances, regulations, orders, or other legal requirements imposed upon its activities hereunder.

6 8.3 If the Contractor observes that any contract documents or provisions are at variance with such laws, ordinances, rules, regulations, and orders in any respect, the Contractor shall notify the City in writing, and any necessary changes shall be made by appropriate modification. If the Contractor performs any work to the contrary of such laws, rules, ordinances, regulations, and orders, the Contractor shall bear the full responsibility and costs attributable to such performance and shall indemnify and hold the City harmless from all resulting costs, loss, expense, or liability.

6.9 Billing

6.9.1 Billing for Errors or Omissions

The Contractor shall not be compensated for work made necessary by the Contractor’s negligent errors or omissions. In the event of any dispute over the classification of the Contractor's services as basic or additional services under the resulting contract, the decision of the City will be final and binding on the Contractor.

6.9.2 Billing for Corrective Actions

The Contractor shall not bill the City for repair, restoration work, and/or environmental cleanup work required due to negligence or poor workmanship by the Contractor.

6.9.3 Billing Additional Services

It is expressly understood and agreed that the Contractor shall not furnish any additional services without the prior written authorization of the City. The City will have no obligation to pay for such additional services which have been rendered without the prior written authorization of the City.

6.9.4 Records and Documentation Retention

The Contractor shall maintain any records and books of account, including records of all costs relating to any resulting contract for a period of at least three years after initial billing. The Contractor shall make these records available to the City for inspection at any time during the three-year period.

The City will outline the specific requirements for these reports (format, deadline, submission requirements, etc.) with the report request.

7.0 CITY’S RESPONSIBILITIES

7.1 Contract Operations Manager

The COM will be the main point of contact at ARR and will manage the services, operations, and communications. The City will notify the Contractor in writing in the event there is any change in contract administration responsibilities. The City reserves the right to assign a designee to assist the COM at any time throughout the contract term. Email communication is preferred, but in the case of emergencies, please contact the COM by phone.

7.1.1 Contract Operations Manager (or successor)

Jaime Moreno, Inventory Control Manager City of Austin – Austin Resource Recovery Office Phone: 512-974-1476 Email: jaime.moreno@austintexas.gov

7.2 The City will specify the final Receptacle colors at the time of each order to ensure coordination with each District Plan.

7.3 Receptacles will not contain any trash or recyclable material when dropped off by the City.

7.4 Oversight

The COM will be responsible for exercising general oversight of the Contractor’s activities in completing deliverables outlined herein. This includes, but is not limited to:

A. Representing the City’s interest in resolving day-to-day issues that may arise during the term of the ensuing contract;

B. Participating regularly in conference calls or meetings for status reporting;

C. Providing written feedback on the acceptability of progress and task reports;

D. Reviewing any written reports submitted by the Contractor; and E. Approving all invoices for payment.

mailto:jaime.moreno@austintexas.gov