IFB_2200_BYS1060_ADD_1_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: IFB 2200 BYS1060 Addendum No: 1 Date: 10/28/2026

This addendum is to incorporate the following changes to the above referenced solicitation:

1.0 Clarification:

a. Tech Doc 12 for the GIS Dataset Zip File referenced in Question 6 has been added to the solicitation files

b. Tech Doc 13, COA water pipe network breakdown referenced in Question 31 has been added to the solicitation files and below.

2.0 Extension: The solicitation due date is hereby extended until Tuesday November 10 before 2:00PM CST.

3.0 Questions:

Question Final Answer

Does the Scope of Work require Contractor personnel to operate (open, close, or exercise) any City valve or hydrant? If so, which assets, and under what City authorization or supervision?

No, the Scope of Work does not require Contractor personnel to operate (open, close, or exercise) any City valve or hydrants.

Will City personnel accompany survey crews or perform any valve or hydrant operation during the survey?

No, City staff may be present for leak detection activities but are not expected to operate any valves or hydrants when onsite.

Is the sub meter GPS requirement for just leaks found or all data collected? Sub meter accuracy shall apply to all data collected.

What is your water loss percentage?

Austin Water does not compile a water loss percentage, as it is a poor performance measure as per the AWWA.

The Infrastructure Leakage Index for 2025 was 5.16, and our real losses per connection per day was 94 gallons.

The solicitation defines a survey mile as one linear mile of water main assigned through GIS mapping, regardless of the number of assets inspected. Can the City provide average asset densities per mile (hydrants, valves, meters, air release valves, etc.) for the anticipated survey areas?

No, the City can not provide average asset densities per mile (hydrants, valves, meters, air release valves, etc.)

for the anticipated survey areas.

Can the City provide a sample GIS dataset or representative survey area to illustrate expected asset density, accessibility, and data collection requirements?

Yes, the City will provide a sample GIS dataset or representative survey area to illustrate expected asset density, accessibility, and data collection requirements.

Please see Tech Doc 12 for the GIS Dataset Zip File.

Will survey areas generally be geographically contiguous, or should contractors anticipate multiple mobilizations throughout the Austin service area?

Survey areas will generally be geographically contiguous, Survey areas are expected to be polygons covering one contiguous area.

Can the City provide historical annual survey volumes and expected mileage allocations by year during the contract term?

Yes, the City provides past and expected mileage below:Miles surveyed via past leak detection contracts:FY16 = 322.51FY17 = 715.76FY18 = 30.78FY19

= 1049.74FY20 = 453.02FY21 = 401.65FY22 = 644.59FY23

= 363.95FY24 = 1118.53FY25 = 1072.34The expected mileage allocation per contract year is 500-700 miles.

The solicitation specifies work hours of Monday through Friday between 7:00 a.m. and 5:00 p.m.

May surveying activities be performed during evenings, nights, or weekends with prior City approval? (All Waypoint investigations will be done at night).

Yes, surveying activities be performed during evenings, nights, or weekends with prior City approval. SOW 1.6.A. will be revised to "The Contractor shall perform leak detection surveying service at locations and during normal business hours, Monday – Friday, 7:00 a.m. to 5:00 p.m. Work outside of normal business hours shall be coordinated with and agreed to beforehand with the Contract Manager or designee."

Is the contractor expected to uncover, clear vegetation from, or otherwise expose buried assets identified during the survey?

No, the contractor is not expected to uncover, clear vegetation from, or otherwise expose buried assets identified during the survey.

What level of traffic control is anticipated for routine leak detection, correlation, and inspection activities? Is traffic control considered incidental to the unit pricing?

Contractor shall use traffic controls as needed to safely perform leak detection surveys. Yes, traffic controls are incidental to unit pricing.

Is the contractor responsible for obtaining utility locates through Texas 811 or any other locating service when performing pinpointing activities?

Yes, the contractor is responsible for obtaining utility locates through Texas 811 or any other locating service when performing pinpointing activities if location services are needed.

Section 1.5.B references contract cancellation if zero leaks are found after surveying at least five percent of the system. Can the City provide historical leak discovery rates from previous leak detection efforts to establish expected performance benchmarks?

Historical leak discovery rates from previous leak detection efforts has ranged from 1.5 to 13 miles per leak

Section 1.5.B references cancellation if more than three false leak reads occur within a three-month period. How does the City define a "false leak read," and what validation process will be used to make that determination?

A false leak read is a location reported as a leak but when the city excavates/exposes the asset in question, there is no leak found.

If a suspected leak is reported by the contractor but is not excavated or investigated by the City, how will that location be treated for performance evaluation purposes?

The city plans to investigate all reported leaks, but if any leaks are not investigated will not count towards a false leak read.

Is there a prescribed methodology the City requires contractors to use when estimating leak rates for reporting purposes? (We use

AWWA)

No, a prescribed methodology the City requires contractors to use when estimating leak rates for reporting purposes; AWWA methodology is more than acceptable.

The solicitation requires a web-based GIS project tracking tool accessible to City staff. May contractors utilize contractor-hosted systems, such as ArcGIS Online or similar platforms, to satisfy this requirement?

Yes, a third-party GIS tracking tool is acceptable if city staff is provided full access for the duration of the contract at no additional cost outside of the unit procing on the Submittal-Prices and Pricing.

The solicitation requires GPS data collection with sub-meter accuracy. Does the City have preferred GPS hardware specifications or approved data collection platforms?

No, the City does not have preferred GPS hardware specifications or approved data collection platforms.

Will the City provide ArcGIS templates, domains, attribute tables, sample deliverables, and naming conventions before commencement of services, and can examples be made available during the bid period?

Yes, the city will provide past reports/deliverables to the contractor after contract award.

For mapping discrepancies, is the contractor expected only to identify discrepancies for City review, or is the contractor expected to propose or perform GIS corrections?

The contractor is only responsible for reporting discrepancies.

Does the City have an estimate of the expected volume of damaged assets, buried assets, and mapping discrepancies that may be encountered during the annual survey effort?

No, the City does not have an estimate of the expected volume of damaged assets, buried assets, and mapping discrepancies that may be encountered during the annual survey effort.

Can the City provide examples of the required daily, monthly, and annual reports identified in the scope of work?

No, the City can not provide examples of the required daily, monthly, and annual reports identified in the scope of work. The reporting requirements for previous contracts were different than the current solicitation.

Upon completion of fieldwork within a survey area, may invoicing occur upon submission of deliverables, or only after City acceptance of all reports and GIS data?

No, upon completion of fieldwork within a survey area, invoicing shall not occur upon submission of deliverables but only or only after City acceptance of all reports and GIS data?

If deliverables are submitted and the City's review exceeds the ten-business-day review period, how will invoice processing be handled?

No, upon completion of fieldwork within a survey area, invoicing shall not occur upon submission of deliverables but only or only after City acceptance of all reports and GIS data.

Per 1.8.C. - "Payment shall not be made for rejected work or for services for which the required reports and deliverables have not been submitted and accepted by the City in accordance with Section 4.8 of this Scope of Work."

Note that Section 4.8 is incorrect and the SOW will be updated to reference the correct section.

Are progress meetings expected to occur virtually, in person, or either at the City's discretion?

Meeting format will be mutually agreed by the City and the Contractor after contact execution.

The contract allows travel reimbursement with prior approval. Should travel, lodging, and mobilization costs be included in the unit-mile pricing, or does the City anticipate separate reimbursement for approved travel-related expenses?

Yes, travel, lodging, and mobilization costs be included in the unit-mile pricing. There will be no separate reimbursement for approved travel-related expenses.

Will the City provide historical leak repair data, break history, or prioritized risk areas that may be used to optimize survey planning?

Needs reworded. Why not all? What about, "The city willy provide available information after contract award."?

Can multiple survey crews operate simultaneously in separate portions of the system?

Yes, multiple survey crews can operate simultaneously in separate portions of the system

For leaks identified on private plumbing, is any customer notification expected from the contractor or will that responsibility remain with Austin Water?

No, customer notification is not expected from the contractor. That responsibility remain with Austin Water.

Does the City anticipate assigning all 500 miles at one time, or will work be released in phases throughout the year?

The City anticipates assigning a single large polygone once each contract year.

Can the City provide the approximate percentage of distribution system materials (PVC, DI, CI, AC, HDPE, etc.)

expected within the survey areas, as detection productivity may vary by pipe material?

Yes, the City provide the approximate percentage of distribution system materials (PVC, DI, CI, AC, HDPE, etc.)

expected within the survey areas. Please see Tech Doc 13, COA water pipe network breakdown.

Does the City have an understanding of which 500 miles of Austin Water’s approximately 4,018 miles of water piping will be included in the survey scope?

No, the City does not have an understanding of which 500 miles of Austin Water’s approximately 4,018 miles of water piping will be included in the survey scope. It is anticipated that areas to be assigned have not been leak surveyed within the past several years.

The solicitation requires survey data to be transferable to the City in shapefile format or another City-acceptable ArcGIS-compatible format. Can the City clarify which export formats will be accepted for ODL and survey data, and whether contractor-generated FIDO data may be converted into an acceptable GIS deliverable format?

Formatting and type of data deliverables are to be coordinated after contract award.

For required GIS metadata, can the City clarify expectations for documenting equipment utilized, coordinate system/projection/datum, and technician(s) performing the survey? For example, should equipment identify specific acoustic tools such as FIDO sensors, topside sound bases, microphones, correlators, or similar devices, and are technician names required for each individual survey record, or would a project-level field staff list be acceptable?

For required GIS metadata, expectations for documenting are clarified below:

Equipment utilized: Manufacturer and model number.

Coordinate system/projection/datum: Not clear what clarification is needed.

Technician(s) performing the survey: Provide name of technician who collected the data; a list of staff is not acceptable.

Can the City clarify the expected reporting scope for damaged, dirty, buried, missing, inaccessible, unavailable, misaligned, submerged, paved-over, or otherwise problematic assets encountered during the annual survey effort? Should contractors report only assets intended for use that are unavailable, or all such conditions observed in the field?

The contractor is only required to report data for dirty or damaged assets within each assigned polygon.

Section D, Suspicious Noises (Potential Leaks), requires collection of GPS coordinates, the nearest street address, and appurtenance type when suspicious noise is heard. Is the City expecting every generated waypoint or suspicious-noise location, including locations later determined to be false or non-leak indications, to be reported in the GIS deliverable?

Yes, the City is expecting every suspicious-noise location, including locations later determined to be false or non-leak indications, to be reported in the GIS deliverable in accordance with Section 1.5.D of the Scope of Work.

Several scope requirements appear to be written around traditional leak detection methods. Will the City confirm whether technology-enabled acoustic monitoring workflows, including monitoring, analysis, and follow-up investigation methods, are acceptable if they meet the same reporting, accuracy, and deliverable requirements?

No, technology-enabled acoustic monitoring workflows, including monitoring, analysis, and follow-up investigation methods, are acceptable for this solicitation. The city will pursue any technology based acoustic monitoring systems outside of this contract..

Could the city provide a pipe inventory of pipe materials and sizes of the pipe to be surveyed by year. That way, the best leak detection methods can be costed to pipe segments based on material composition and sizes.

No, the Citycan not provide a pipe inventory of pipe materials and sizes of the pipe to be surveyed by year, as leak detection survey areas to be assigned to this contract are yet to be determined.

Does the city expect the leak detection firm to provide “on call” leak detection services for immediate leaks and main breaks during this contract? If so, can the contractor submit a separate fee schedule for this work?

No, the City does not expect the leak detection firm to provide “on call” leak detection services for immediate leaks and main breaks during this contract. The City has leak detection staff that are on-call outside of regular business hours.

Since regular acoustic leak detection methods do not normally require the operation ofmainline valves and hydrants, why is the valve and hydrant operation course forcertification from the TCEQ required? Can a Water Operators Certification from anotherstate be accepted in place?

No, an operations certificate from another jurisdiction cannot be substituted for the TCEQ “Valve and Hydrant Maintenance” course. The City desires a baseline level of water distribution system operations knowledge for the contractor's field crews.

Do you have targets for this project?

No, we do not have targets for this contract. We just wanting to canvas as much of the lines as possible within our budget.

Any water tanks or pressure zones that will be focused on?

No, there are no specific areas of focus or targeting at this time.

Is the TCEQ Valve & Hydrant Certification required to submit offer?

No, the Certification is required to be turned in at the contract kick-off meeting and prior to the start of services.

Is the 500 miles for one year or the first 2 years of work? The 500 miles is the estimate per year.

Who is the current/past provider?

Xylem Dewatering Solutions Inc was the previous provider of these services.

Are you selecting one firm or multiple contractors?

The City intends to award to a single contractor;

however, we reserve the right to award more than one.

Do you have any interest in a full non-revenue water recovery program using DMAs.

No, at this time, the City is not interested in a full non-revenue water recovery program using DMAs.

How does the City allocate responsibility under Section 6.2, Indemnity for system impacts that result from asset operation performed at the City's direction?

As stated in Section 6.2 of the Terms and Conditions, Indemnification is enacted and the contractor (indemnifying party) is responsible when there is a third-party claim that arises out of:a. BREACH OR NON-

FULFILLMENT OF ANY PROVISION OF THIS CONTRACT BY

THE INDEMNIFYING PARTY; b. ANY FALSE

REPRESENTATION OR WARRANTY MADE BY THE

INDEMNIFYING PARTY IN THIS CONTRACT OR IN THE

INDEMNIFYING PARTY’S PROPOSAL/RESPONSE LEADING

TO THIS CONTRACT; c. ANY NEGLIGENT OR MORE

CULPABLE ACT OR OMISSION OF THE INDEMNIFYING

PARTY, INCLUDING ANY RECKLESS OR WILLFUL

MISCONDUCT, RELATED TO THE PERFORMANCE OF ITS

OBLIGATIONS UNDER THIS CONTRACT; d. BODILY

INJURY; DEATH OF ANY PERSON; OCCUPATIONAL

ILLNESS OR DISEASE; LOSS OF SERVICES, WAGES, OR

INCOME; OR DAMAGE TO REAL OR PERSONAL PROPERTY

CAUSED BY THE NEGLIGENT OR MORE CULPABLE ACTS

OR OMISSIONS OF INDEMNIFYING PARTY, INCLUDING

ANY RECKLESS OR WILLFUL MISCONDUCT; OR e. ANY

FAILURE OF THE INDEMNIFYING PARTY TO COMPLY

WITH ANY APPLICABLE FEDERAL, STATE, OR LOCAL

LAWS, REGULATIONS, OR CODES RELATED TO THE

PERFORMANCE OF ITS OBLIGATIONS UNDER THIS

CONTRACT.

Can the City confirm whether any additional insurance requirements, beyond those included in the insurance attachment, will apply to field personnel, vehicles, or GIS-hosted platforms?

No, different insurance requirements will not be required beyond those listed in ATTACHMENT-Insurance

Do you have Distributed Meter Areas (DMAs)? Yes, the City has some DMAs, but not many, single digits.

Is it the intent if the city to have 500 miles of water main investigated for leakage each year for two years?

No, the contract with the optional extensions is for 5 years, at 500+/- miles per year, depending on budget.

Has the city had a full comprehensive leak detection program in the past? Was this program operated in house by city staff or by a third-party firm?

Yes, the City has a full comprehensive leak detection program that combines proactive leak detection by city crews and several past iterations of this contract.

4.0 Pre-Offer Attendance: Pre-Offer Conference attendance is attached.

5.0 ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.

ACKNOWLEDGED BY:

Offeror Name Offeror Authorized Signature Date

RETURN ONE COPY OF THIS ADDENDUM WITH YOUR RESPONSE PRIOR TO THE SOLICITATION CLOSING

DATE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR OFFER.

MAINMATERIAL Count %Count LF %LF <Null> 18 0.0 110 0 Asbestos Cement / Transite (AC)

18,071 7.7 3,313,578 15

Cast Iron (CI) 28,589 12.1 4,748,432 21.5 Concrete (CONC) 11 0.0 8,100 0 Copper (COP) 2,278 1.0 31,061 0.1 Concrete Steel Cylinder (CSC)

3,722 1.6 1,349,574 6.1

Ductile Iron (DI) 137,267 58.1 7,133,524 32.4 Galvanized (GALV) 288 0.1 26,784 0.1 High Density Poly Ethylene (HDPE)

396 0.2 50,671 0.2

Polybutylene (PB) 1,001 0.4 20,232 0.1 Polyethylene (PE) 132 0.1 3,407 0 Polyvinylchloride

(PVC)

41,234 17.5 5,214,004 23.7

Steel (STL) 121 0.1 65,339 0.3 Unknown 2,954 1.3 76,253 0.3

TOTAL 236,082 100.0 22,041,070 100

Revised 6/5/2017

PURCHASING OFFICE MEETING SIGN-IN SHEET

Solicitation Description: Leak Detection Services Meeting Date: 10/13/2026 1:00PM CT

Purchasing Office Point of Contact: Brenita Wilkison Place/Room: Microsoft Teams

Please Print Legibly

Name Company/Agency/De

pt. Phone Email Address

Have you or do you expect to receive compensation for this meeting from your organization?

Wilkison, Brenita

COA

Brenita.Selement@austintexas.gov

Yes No

Lofgran, Jimmy

Jimmy.Lofgran@austintexas.gov

Irrinki, Sam Weston Solutions

Sam.Irrinki@WestonSolutions.com

Ashley Smart McKim & Creed

ASmart@mckimcreed.com

Barry Hales bhales@mckimcreed.com

John V., M.E. Simpson Co., Inc. (Unverified) ME Simpson

Hoepken, Joe

Joe.Hoepken@austintexas.gov

Isaiah Jaeger

IJaeger@mckimcreed.com

Angi Cranford

ACranford@mckimcreed.com

Vitela, Edward

Edward.Vitela@austintexas.gov