IFB_8100_PDS1004_ADD_1_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: IFB 8100 PDS1004 Addendum No: ADDENDUM 1 Date: January 15, 2026

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

1.0 Clarifications: The Scope of Work (SOW), Price Sheet, and Exhibit 2 Airport Map published with the solicitation have been deleted and replaced in their entirety with the following revisions:

SOW – includes redline edits to Section 6.2.6 Equipment, Table 1 Price Sheet – includes redline edits in Category 5 and Category 6 EXHIBIT 2 Airport Map (includes redline edits)

Additions: The following document has been added to the solicitation; Addendum 1 Example Report Templates.

2.0 Questions:

Q1 Question: Since this is an IFB and there is no scoring breakdown or interview process (as was the case in the previous RFP nine years ago) how will the final evaluation and recommendation be decided? Will it be based on low price only for all qualified respondents or will the success of similar work couple with sustainability success be taken into consideration?

Q1 Answer: If the bid submittal has been found to be complete and responsive, and the bidder has met all of the requirements, the bidder with the lowest overall bid total will be recommended for award.

Q2 Question: Is there a sustainability/ diversion goal for the end of the initial three-year term of the contract, and if so, what is the successful proposer’s responsibility in helping ABIA to achieve this goal?

Q2 Answer: Aviation’s goal is to improve the airport’s diversion rate each year. The contractor’s role would be to advise and assist Aviation throughout the term of the contract. Coordinating and conducting waste characterizations would be an example of assisting Aviation in improving the airport’s diversion rate. The contractor, by virtue of being a commercial operator in this industry, should be up to date on successful diversion tactics and improvements and should desire to share such expertise with its customers.

Q3 Question: The IFB lists the required number of tugs to be utilized for this contract. If one is out of service for any reason, is it a requirement of the contract to maintain that number of tugs as the minimum number of tugs available for service at any time or is it acceptable to ABIA for one of the required number of tugs to be down for maintenance?

Q3 Answer: The IFB estimates the number of tugs to be utilized on Day 1. There may be more (or less).

When Aviation places the initial order, that will be the requirement. Reference 8.4.5 and 8.4.13 for maintenance of equipment and spares.

Q4 Question: In the Minimum Requirement section of the IFB does the requirement need to illustrate specific sustainable improvements, including diversion percentage growth, with similar sized facilities?

Q4 Answer: Assuming you are referring to Section 8.2 Contractor Minimum Qualifications, the answer is no, that is not a requirement.

Q5 Question: Per Section 8.2.1, ‘similar in scope’ includes large campus/multi-building services requiring dedicated personnel, and per Sections 8.3.1 and 8.3.9, Terminal Waste Management Services (TWMS) must be provided 365 days/year with onsite personnel coverage during operational hours (e.g., 4:00 am– 12:00 am). Yes/No: For meeting the minimum qualification in 8.2.1, will the City require bidders to demonstrate they have provided continuous onsite- staffed services with comparable daily coverage (365 days/year, similar operational hours) for at least five (5) consecutive years at a similar campus/multi-building operation?

Q5 Answer: No, similar does not mean a bidder has to have provided the exact service level, including 365 days a year coverage, as required at AUS.

Q6 Question: Yes/No: Given that the current TWMS program has achieved a ~4× increase in diversion performance over the course of the current contract, for Section 8.2.1 compliance must a bidder submit a comparable program reference that includes five (5) consecutive years of reported diversion rates (as required under 13.4 / 8.8) and demonstrates a minimum 4× increase in diversion from the program’s starting baseline?

Q6 Answer: No.

Q7 Question: Per Sections 8.8.2 and 13.7, the Contractor must conduct a waste characterization (waste sort) and report the material composition. Yes/ No: Will Aviation issue (via Addendum/Q&A) the required commodity category list and definitions that must be used for the waste sort report so all bidders price and perform to the same scope?

Q7 Answer: The commodity categories list for waste characterizations may change during the term of the contract. With that said, at a minimum, waste characterizations will have the following commodity categories: Cardboard, Metal, Glass, Paper Products (Napkins, Toilet Paper, Tissue), PET, Mixed Plastics (#2-#7), Food Waste, and Recyclable Paper.

Q8 Question: During the pre-bid meeting, Aviation referenced a transition period in June/July with a ‘go-live’ in August. However, the Scope of Work describes implementation milestones relative to contract execution/contract signed (e.g., work plan within 20 days per 8.3.2, employee badging/site training within 1 month per 13.3, and delivery/installation of adequate equipment with Aviation written acceptance within 6 weeks per 13.2, and Aviation approval of equipment prior to commencing services per 11.2).

Is it accurate to state the following:

1. Mobilization/transition start date (including when onsite access/badging can begin) would commence upon award.

Q8, 1 Answer: Such items would begin after the initial Kickoff meeting. This meeting will occur after the awarded contract is executed. The initial Kickoff meeting is estimated to occur in June, 2026.

2. Go-live date when the awarded contractor is expected to be in full operations providing TWMS 365 days/year per 8.3.1 is August 1st, 2026.

Q8, 2 Answer: This is generally accurate. If there is a transition of suppliers, the new supplier will likely begin training with the outgoing supplier 30 days prior to 8/1/2026. If there is no transition of supplier, then the start date for the services would be upon expiration of the current contract.

3. The specific date by which all required equipment must be onsite, installed, and accepted in writing by Aviation to support full operations (per 13.2 and 11.2) is August 1st, 2026.

Q8, 3 Answer: The specific dates in Section 13.0 are directionally correct, but may be adjusted, at Aviation’s discretion, depending on when the award is made.

Q9 Question: Yes/No: Based on 8.1.1 (requirements apply throughout the Initial Term and any Extension Terms) and 15.3 (invoices itemized per the Price Sheet line items), are the unit rates submitted on the Price Sheet intended to remain firm for the full term of the Contract (Initial Term and any Extension Terms)?”

a. Yes/No: If the answer above is No, will Aviation allow rate adjustments limited only to the labor portion of the Price Sheet line items (with all non-labor components remaining fixed)? Answer: Except for Category 1 RESOURCES, all rates remain fixed.

Q9 Answer: Except for Category 1 RESOURCES, all rates remain fixed (Category 1 would be subject to the City’s approval of an economic price adjustment).

Q10 Question: Per Section 8.3.9, TWMS operations are expected during operational hours (example 4:00 am–12:00 am, ≈ 20 hours/day). The bid Price Sheet includes 3,650 annual hours for the Team Lead (Item 1.1), which equates to ~10 hours/day of Lead coverage. Yes/No: Is Aviation requiring a Team Lead to be physically onsite for the full operational hours each day (≈20 hours/day), 365 days/year?”

Q10 Answer: Aviation has not determined how many hours per day a Team Lead will be onsite each day. As described on the Price Sheet, such schedules are subject to change, based on the current needs of the airport. Bidders should bid the number of hours estimated on the Price Sheet.

a. “Yes/No: If the answer to the question above is Yes, will Aviation revise the Price Sheet estimated annual Team Lead hours (Item 1.1) to align with full operational- hour coverage, so all bidders price the same required scope?”

Q10a Answer: Regarding the quantity of hours, no, the scope and price sheet will not be updated. As stated throughout the solicitation, including in the Price Sheet, all quantities are estimates. All bidders will be bidding on the same estimated quantities. After award and during the initial Kickoff meeting timeframe, Aviation will provide the initial quantities to the supplier. As stated throughout the documents, these quantities may change over time and the supplier is obligated to fulfill such changes.

Q11 Question: Sections 8.3.10 and 8.3.9 allow Aviation to increase the number of onsite personnel and/or work hours and adjust operational hours, and 8.3.13 and 8.7.5 allow Aviation to add locations and/or modify waste management programs (priced per the Price Sheet). Additionally, reporting requirements may change (8.8.1) and Aviation may request additional reports (8.8.4). To ensure bidders price consistently and to avoid scope creep during the Airport’s planned expansion period, please provide Aviation’s current best estimate of any anticipated incremental labor hours / staffing increases expected over the contract term due to expansion, added locations/programs, or reporting changes. Further, please confirm the mechanism for compensation: will Aviation authorize and allow the Contractor to bill additional labor hours beyond the estimated hours on the Price Sheet at the applicable Price Sheet labor rates when increased staffing/hours are required under these sections?”

Q11 Answer: These services’ pricing is a “fixed menu” and any decrements or increments to the quantities will be based on the Price Sheet’s rates. For example, if Aviation requires labor resources added or subtracted, the prevailing rate in the price sheet will be used.

Regarding a forecast for incremental staff hours, due to the expansion plans and dates being fluid, Aviation does not have one. Aviation provided in the SOW, the airport’s current waste levels and also provided an overview of its expansion plans. Bids should be based on the estimated hours described on the Price Sheet. Consistent with the above, if additional resources are required, the price sheet pricing will be used to compensate the supplier. Note: Aviation will provide the supplier reasonable advance notice if additional Equipment is required.

Q12 Question: Per the IFB requirements that the Contractor/Bidder will provide (own) and maintain the tug(s) used for waste operations, please clarify how expansion will impact tug needs. Specifically, for bid pricing and equipment planning: 1. Does Aviation anticipate the Contractor will be required to add additional tug tractors as the Airport expands?

a. If yes, how many tugs does Aviation expect to be actively in operation at full build-out, and how many tugs should be maintained as dedicated backup/spare units to ensure uninterrupted service?

Q12 Answer: Aviation reiterates that the quantities in the Price Sheet are estimates and are not guarantees. The estimate in the Price Sheet for the tugs is, at this time, most likely what Aviation will order initially. This is not a commitment for the term of the contract and such quantity may increase or decrease, at Aviation’s sole discretion, depending on the airport’s needs. If Aviation determines it needs an additional tug during the contract’s term, it will provide a request to the supplier and provide the supplier a commercially reasonable timeframe (e.g., 4 weeks) to deliver the tug . The pricing described in the Price Sheet will be used for any additions or subtractions of all Equipment.

Q13 Question: Per Section 8.8.1, the Contractor must submit monthly electronic reports with the invoice (and ‘at any time requested by Aviation’), in Aviation’s required data format which is ‘subject to periodically change.’ Monthly reports must include the items listed in 8.8.1.1– 8.8.1.4 (weights by stream, rejected loads documentation, equipment evaluation, and hours worked). Additionally, 13.4 indicates Aviation will provide written approval of report format and content. To ensure all bidders price, staff, and build reporting processes consistently, please provide: The current required report template (sample) and data dictionary/field definitions for each required element in 8.8.1.1–8.8.1.4, including clarification on required weight reporting by stream- specifically whether Aviation requires front load dumpster recycling weights and actual compactor weights (and the required source for each, e.g., scale tickets, onboard scales, facility-reported weights, etc.);

Q13 Answer: Please see Addendum 1 Example Report Templates which has been added to the solicitation. Monthly weight reports should include weights for all compactors (landfill trash and recycling), roll-offs, and recycling front load dumpsters. Scale tickets should be available to share with Aviation upon request.

A. The required file type(s) (e.g., Excel/CSV), submission method, and any required portal/upload location; and B. Any expected reporting cadence beyond monthly (if Aviation anticipates requesting reports more frequently than monthly), and whether those requests are considered part of base scope under

8.8.1 / 8.8.4.

Q13A,B Answer: The reports should be submitted via email in Excel format. Aviation may request reports outside of the monthly cadence. For example, a weight report may be requested in the middle of the month for a two-week period.

Q14 Question: Front Load dumpsters are defined in Section 5.1.14, and ‘Serviced’ is defined as emptying a collection container in Section 5.1.21. To ensure all bidders price consistently, please confirm: Is the Front

Load hauling unit price on the Price Sheet intended to be billed per haul/service event (i.e., each time a container is lifted/tipped/emptied = one unit), regardless of how many times per week the container is serviced?

Q14 Answer: The estimated quantities in the Price sheet should be used by all bidders. For clarity though, within Category 3 (HAULING AND DISPOSAL) of the Price Sheet, if one (1) “Front Load TRASH 6YD or 8YD haul (includes container rental)” is hauled one (1) time during a month, the supplier will be compensated for one (1) haul unit using the Price Sheet’s pricing.

Q15 Question: Per Section 8.3.14, Aviation identifies an optional compost valet pickup service for participating terminal tenants. The Price Sheet line item 6.19 references ‘20 locations per day.’ To ensure all bidders price this optional item consistently, please clarify: (1) what constitutes a ‘location’ and the expected service frequency/window (pickups per day/ week) ; (2) the intended unit of measure for pricing/billing (e.g., per location per day vs. per pickup event); and Yes/No: will Aviation allow this item to be priced/billed as an hourly labor rate (actual hours performed/authorized) to accurately reflect scope as participation and routes change? If No, please provide the assumed daily labor hours Aviation expects for servicing 20 locations so bidders can price accordingly.

Q15 Answer: Location = a restaurant or other commercial business within the terminal. A Pickup = going to a restaurant and retrieving one container of compost and delivering to compost chute room. Invoicing Unit = each Pickup.

-Aviation will not allow hourly for this service.

-The purpose of the site visit was for the bidders to see the terminal, including a sample of commercial businesses. For the purpose of this pricing item, all bidders should assume that the 20 Pickups occur at a set time each day so that the supplier can “work a Pickup route” one time per day.

Q16 Question: The Scope of Work identifies scrap tires as part of the ‘Other Waste’ streams generated at the airport campus. Invoices must be itemized according to the Price Sheet line items. On the Price Sheet, Item 6.17 is listed as ‘Tire Disposal per 20YD Roll-off’ with Unit of Measure = ‘Each’, and Item 6.21 is listed as ‘Optional Tire Disposal (list out on separate lines each tire size if price varies)’ with Unit of Measure = ‘Each.’ To ensure all bidders’ price consistently, please confirm:

1. Is Item 6.17 (‘Each’) intended to represent one 20-yard roll-off haul/pull/service event (i.e., each time a

20YD roll-off containing tires is removed/emptied/replaced = 1 unit), regardless of the number of tires in the container?

Q16, 1 Answer: Yes.

2. Is Item 6.21 (‘Each’) intended to represent the disposal fee per individual tire (by tire size, if pricing varies)?

Q16, 2 Answer: Yes.

3. If both apply, should tire events be billed as 6.17 (haul) + 6.21 (per-tire disposal), or is 6.17 intended to be all-inclusive (haul + disposal) with 6.21 used only under specific circumstances?”

Q16, 3 Answer: 6.17 is all inclusive, a full 20YD roll-off full of tires of various sizes. 6.21 is for individual tires that may be disposed in lesser quantities than a roll-off.

Q17 Question: Is the additional value to the provider owning and operating their own facilities, specifically for auditing purposes?

Q17 Answer: This question is not clearly understood as written. The provider owning and operating their own facility is not a requirement in the Scope of Work.

Q18 Question: Category 5 Price Sheet cell C58 to A56 there is a discrepancy of 5% of the price sheet.

Q18 Answer: This discrepancy has been corrected with replacement Addendum 1 Price Sheet.

Q19 Question: 8.7.3 At least bi-annually, the Contractor’s SPOC (or designee) provide Aviation with formal recommendations and an implementation plan of a total waste management program that improves waste diversion, meets internal waste diversion goals, expands operations (if required) and complies with the most current City of Austin Universal Recycling Ordinance. For clarity, the Contractor shall be proactive in recommending to Aviation, improvements and optimizations to the program while meeting Aviation’s goals. This item may be provided by the Contractor’s SPOC or designee. There is not an individual line item in the Price Sheet for this requirement’s deliverable and shall be provided at no additional charge to Aviation. We need clarification of what ABIA expects clearly defined in KPI’s. We are also requesting a defined support minimum from the airport to implement recommended changes to improve operations for increase waste diversion. We are requesting the airport to be proactive in the implementation and following up to keep a program running effectively.

Q19 Answer: Aviation expects the contractor to assist and partner with Aviation throughout the term regarding achieving its goals. The contractor, by virtue of being a commercial operator in this industry, should be up to date on successful diversion tactics and improvements and should desire to share such expertise with its customers.

Q20 Question: 8.8.5. Provide Aviation with access to a portal with access to real-time monthly, weekly, daily activities including, hauls, Equipment inventory, maintenance activities, work orders, weights, etc.

This will not take the place of the monthly electronic reports which are used by Aviation to populate the Aviation Sustainability Dashboard. Furthermore, this will be a separate line item on the Price Sheet and will not be used to evaluate offer. Can we price this via EcoVisor from a 72-hour, weekly, monthly rate structure? Or directly through API. Is this a separate report request?

Q20 Answer: This Price Sheet item is optional and can be priced however the bidder desires. It will not be used to evaluate for award. However, this may be an opportunity for the supplier to provide other services to AUS if such proposal is cost effective and meaningful.

Q21 Question: If rate increases for labor and equipment are not permitted during the initial 36-month term or the two (2) 36-month extension terms, please confirm whether Offerors should propose pricing that is intended to remain fixed for the full potential nine (9)-year contract duration?

Q21 Answer: Economic Price Adjustments are available on Category 1, RESOURCES, each anniversary in accordance with Section 2.7, Item B, Price Adjustments of the contract Standard Terms and Conditions.

The other Category prices remain fixed throughout the initial and extension terms (if applicable).

Q22 Question: What type of hazard waste? Assuming oil spills would like to confirm Q22 Answer: Used Absorbent and contaminated soil (including, but not limited to: Jet fuel, hydraulic fluid, motor oil, lavatory waste, refrigerant oil)

Q23 Question: Electrical outlet for the Tug will be provided/Given that it’s electric

Q23 Answer: Aviation will provide access to electric charging for electric tugs. The supplier may have to share the chargers with other tenants as the chargers will not be located at the Main Compactor Site.

Q24 Question: Large Propane tank for refills be provided? If gas.

Q24 Answer: The supplier will be responsible for their own propane. Currently, a propane supplier comes to the Main Compactor Site at the airport to refill individual propane tanks used on the tugs. There is also a propane pump at the alternative fuel station on Spirit of Texas Drive (near the Main Compactor Site) that is available to the supplier to purchase propane.

Q25 Question: Would you consider a contract length to 6 year with a (one) 3 year option?

Q25 Answer: No, AUS has been directed to only have terms of no more than 3 years at a time for any contracts with Living Wage requirements.

Q26 Question: Would you consider a contract length to 6 year with a (three) 1 year options?

Q26 Answer: No, AUS has been directed to only have terms of no more than 3 years at a time for any contracts with Living Wage requirements.

Q27 Question: Is compost going into compostable bags?

Q27 Answer: Yes, but not all compost is in bags. Compost from the concessions back of house areas is mostly collected in unlined 5-gallon buckets and dumped into toter 4-wheeled carts in chute rooms.

Compostable bags are required for compost deposited in the East Expansion Chute Room that has a compost chute. Compostable bags are also used in outbuildings to collect compost in breakrooms and bathrooms.

Q28 Question: Are they using clear bags for recycling?

Q28 Answer: Recycling is collected in transparent blue bags.

Q29 Question: Can you provide the service frequency and schedule for each trash and recycling compactor and front load container for organics?

Q29 Answer: Directly below, is for informational purposes only. Aviation will assign the new schedule during the initial contract kickoff phase. THE INFORMATION DISPLAYED BELOW IS NOT A REQUIREMENT, COMMITMENT, OR GUARANTEE OF THE FUTURE SCHEDULE OR QUANTITIES.

*Haul frequency is adjusted during busier times of the year.

Q30 Question: Also, for the open top roll offs can you provide the annual hauls for the 2024 and 2025?

Q30 Answer: Directly below, is for informational purposes only. Aviation will assign the new schedule during the initial contract kickoff phase. THE INFORMATION DISPLAYED BELOW IS NOT A REQUIREMENT, COMMITMENT, OR GUARANTEE OF THE FUTURE SCHEDULE OR QUANTITIES.

*Includes scheduled hauls through the end of December 2025.

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 8100 PDS1004 Addendum No: ADDENDUM 1 Date: January 15, 2026