IFB_5000_ACA1012_ADD_4_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: IFB 5000 ACA1012 Addendum No: 4 Date: September 01, 2026

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

1.0

2.0

Extension: The solicitation due date is hereby extended until September 22, 2026 at 2:00pm CST.

Questions:

Q1 Question: Will this contract involve placing and servicing gear on migrant or homeless encampments?

Q1 Answer: No, at this time the City does not see the services being needed on migrant or homeless encampments.

Q2 Question: How many locations have units on site on a monthly basis? With these locations, how many units are at each location and what is the frequency of service.

Q2 Answer: Currently the City has approximately 27 sites, averaging 2 per site and roughly 6 sites have 4-6 units. There are 4 sites that exceed 8-12 units. The frequency of services for these sites would typically be 2-3 times a week. Some departments may need usage for planned training events, that will be communicated to the awarded vendor.

Q3 Question: Do you have a list of locations that have units on site on a monthly basis?

Q3 Answer: The City can provide a list of locations as needed.

Q4 Question: Do you have a list of City events that will require portable toilets and how many units are typically needed for each event?

Q4 Answer: ACL, Austin High have 4 additional units, On Easter weekend the City estimates 6 additional units at Edward Rendon, an estimated of 2 additional units for Austin Parks and Recreation, for the Juneteenth Celebration the City estimates 10 additional units at Rosewood Park and Oakwood Cemetery estimates an additional portable restroom for 2-4 events that are held annually. Other departments may require the usage of portable toilets on an as-needed basis, depending on the requirements of each event.

Q5 Question: Is the Contractor required to maintain or reserve any minimum quantity of portable toilets, restroom trailers, shower trailers, or associated support equipment for this contract? If no minimum inventory requirement is established, may the Contractor advise the City that a requested quantity or unit configuration is unavailable at the time of an individual activation/order?

Q5 Answer: Yes, will need inventory on hand.

Q6 Question: Would the City consider removing the requirement for Contractor personnel to handle and transport regulated medical waste, including contaminated sharps, and instead require the Contractor to notify the Contract Manager for removal by an appropriately qualified medical-waste provider?

Q6 Answer: This requirement is needed to ensure portable toilets are cleaned thoroughly. Any medical waste or contaminated sharps shall be removed from portable toilets / portable showers to ensure proper cleaning. These items shall not be discarded into the trash or at a parkland location. Contacting the

Revised 10/01/2024

Contract Manager to have the items removed would delay the timely servicing of portable toilets/ portable showers.

Q7 Question: For Section 8.4, please clarify the scope of the Contractor's responsibility to restore a site to its pre-deployment condition. Is this requirement limited to removal of Contractor-provided equipment, wastewater, debris, and minor impacts directly associated with the deployment, or could it include ground/site restoration such as grading, turf replacement, aggregate replacement, remediation of rutting, or other civil/site work?

Q7 Answer: The Contractor shall restore the deployment site to the condition that existed prior to deployment. This includes, but is not limited to, removal of Contractor-provided equipment, wastewater, and debris, as well as repair or replacement of damage resulting from the Contractor's activities.

Restoration may include regrading, turf replacement, repair of rutting caused by vehicles, aggregate replacement, and repair or replacement of damaged amenities such as walls, fencing, signage, or similar site features.

Q8 Question:

After-Hours & Emergency Service: After-hours coverage is Monday–Friday, 5:00 PM–5:00 AM, and all day Saturday and Sunday. Is this the expected service window? Our estimated cost to dispatch a technician after hours is $1,500 per visit. Can this additional charge be included in the contract/pricing? Or is this Lines 6.7 thru 6.9 of the pricing file?

Q8 Answer: Correct, this would be line items 6.7-6.9 on the price sheet.

Q9 Question:

We require approximately 8 hours of lead time for after-hours technician requests and emergency mobilization. Will the City accept this response requirement? What response time does the City require for phone/email acknowledgment of a service request? What is the City’s expected delivery response time for each site?

Q9 Answer: The City cannot accept a blanket response requirement of approximately eight (8) hours for all after-hours technician requests and emergency mobilizations. The Contractor shall acknowledge service requests by phone or email within two (2) hours and provide an estimated time to complete the service request during that communication. Standard response time is twenty-four (24) hours unless the City identifies the request as an emergency.

Q10 Question:

For every service request/order, will the City provide: Complete delivery/service address; On-site point of contact; Contact phone number/email; Required delivery date and time; Any site-access or security requirements?

Q10 Answer:

Yes, the City will provide that information.

Revised 10/01/2024

Q11 Question:

Medical Waste: Please confirm that medical waste is not included within the requested services. USS does not handle medical waste. Is the handling and off-site disposal of medical waste (including contaminated sharps) a mandatory requirement of this contract, or is it optional/as needed? USS does not currently handle medical waste or contaminated sharps as part of our standard operations. Will the City accept a proposal that excludes medical waste handling, or must all proposers be prepared to perform this service?

Q11 Answer: Removal of medical waste left in portable toilet / portable showers shall be removed by contractor. This would be the required service needed to cleanout portable toilets/ portable showers.

Q12 Question:

How will the “additional fee” for medical waste / sharps removal be structured and invoiced (e.g., per incident, per container, per pound, time-and-materials, or a fixed unit rate)? Can proposers include a proposed rate schedule for this service in their pricing response? Who is responsible for providing the proper waste storage containers for medical waste and sharps? Are there any specific licensing, training, insurance, or regulatory requirements the City expects the contractor to meet to perform medical waste / sharps removal?

Q12 Answer: Section 7.5 of the Scope of Work outlines who will remove all medical waste items and Item No. 6.12 on the price sheet “remove of medical waste including contaminated sharps off premises resulting from delivery, pickup, relocation, and unit service”. Proper waste storage containers shall be provided by the contractor. Contractor shall also provide proper waste storage containers for drivers to utilize in removing waste.

Q13 Question:

Water & Power: Will the City provide water and electrical power at each trailer location? If not, is USS expected to provide water and/or power for all trailers? If USS is required to provide these services, can the associated costs be added to the contract/order?

Q13 Answer: All trailers should include their own power and water source.

3.0 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.

Solicitation: IFB 5000 ACA1012 Addendum No: 4 Date: September 01, 2026