IFB_8100_PDS1004_ATT_3_v2.pdf

CITY OF AUSTIN

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1. PURPOSE

1.1 The City of Austin, Austin Aviation (“Aviation”) seeks pricing from interested parties to provide total waste management services at multiple locations at the Austin-Bergstrom International Airport (“Aviation”) campus, hereinafter this program is referred to as the “Total Waste Management Services” (“TWMS”). The Contractor may provide all TWMS itself or subcontract with other entities to perform the services that are specified in this Scope of Work.

1.2 It is Aviation’s preference to award a single contract for the TWMS. However, Aviation reserves the right to reject all bids entirely or make multiple contract awards between the lowest and/or most responsive and responsible bidder. The Award(s) will be based on individual or groups of specific line items, cost, or any criteria deemed by Aviation to be most advantageous. Aviation reserves the right to refrain from awarding any line item(s) or group of specific line items and or award the entire contract to a supplier that is available through a cooperative purchasing agreement. Further, there is no granted or implied exclusivity to the TWMS to any awardee and Aviation may, at its sole discretion, order TWMS from alternate suppliers.

1.3 Being a leader in waste diversion is a priority for the Austin community and Aviation. The City is committed to a Zero Waste goal, a goal to reduce the amount of waste sent to landfills by ninety percent (90%) percent by the year 2040. In support of this goal, Aviation envisions transforming from traditional waste collection to an innovative approach that focuses on waste reduction and resource recovery.

2. GOALS OF PROGRAM

The goals of Aviation’s Total Waste Management program are to maximize efficiency, minimize costs, optimize the amount of material diverted from the landfill through recycling, composting, reuse or ideally, source reduction and maintain a safe and clean working environment. Further, the TWMS program aims to improve Aviation’s current waste management program and incorporate additional waste types to form a comprehensive program. The successful bidder (the “Contractor”) will provide Equipment and services and be responsible for the management of all waste collection including solid waste, recycling, compost, and regulated waste on the Aviation campus. The Contractor will also provide consultation and implementation services to streamline and improve waste management practices. Aviation, the Contractor and Aviation’s tenants will work as a team to provide TWMS, as well as support Aviation’s Sustainable Vision and goal.

3. ABOUT THE CITY OF AUSTIN AND AUSTIN AVIATION

3.1 The City of Austin, Texas, is the 13th largest city in the country and continues to grow. In 2025, Austin was ranked the best city in the country to “start a business” and the best “capital city” to live in. Austin continues to lead the country with its vision of being the “Most Livable City in the Country.” Austin is proud to host major events such as South by Southwest (SXSW) and Formula 1 and is home to companies such as Apple, Samsung, Dell, Tesla, Google, The Seton Healthcare Family and St. David's HealthCare systems. Austin has gained worldwide attention as a hub for education, business, health, and sustainability.

ADDENDUM 1, 1/15/2026

ADDENDUM 1, 1/15/2026

http://www.affionpublic.com/positions/assistant-city-manager-austin-tx

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3.2 Austin-Bergstrom International Airport serves as “the gateway” to the city. Located approximately eight (8) miles southeast of Austin’s business district, Aviation is classified as a Large Hub airport by the FAA. The Barbara Jordan Terminal building is a multi-level facility with over 680,000 square feet of covered space, 34-second level gate areas with passenger boarding bridges, and one ground level gate for commuter airlines. Continued population and economic growth and the number and size of events held in Austin have led to an increase in activity at Aviation. As of mid-2025, Aviation has nonstop service to eighty plus (80+) domestic and international destinations. To keep up with the growth in flights and passengers, Aviation continues to expand its infrastructure. Currently, multiple expansion projects are underway including a second multi-level parking garage and major expansion in the Barbra Jordan Terminal. Additional infrastructure projects are in the planning stages such as a new Arrivals and Departures Hall as well as a new concourse.

4. TERM OF CONTRACT

4.1 The Contract shall become effective on the date fully executed by the parties (“Effective Date”) and shall be in effect for an initial term of thirty six (36) months or Aviation terminates the contract (“Initial Term”). At Aviation’s sole option, the contract may be extended beyond the Initial Term two (2) times, with each extension being thirty six (36) months (“Extension Term”).

4.2 Upon expiration of the Initial Term or Extension Term, the Contractor agrees to hold over under the terms and conditions of the Contract for such a period of time as is reasonably necessary to re-solicit and/or complete the project (not to exceed 180 calendar days unless mutually agreed on in writing).

4.3 For planning purposes, Aviation anticipates issuing the initial order for the TWMS in June or July of 2026 with the TWMS and any required transition, if applicable, commencing thereafter.

5. DEFINITIONS

5.1 Capitalized terms shall have the meaning set forth in this section. Terms that are capitalized that are not defined in this section, or elsewhere in the Contract, shall have their common meaning within the context of the sentence or paragraph.

5.1.1 AUS: The Austin Bergstrom International Airport.

5.1.2 Austin Aviation or Aviation: The City of Austin – Aviation Department

5.1.3 Aviation Environmental Policies: means collectively the Aviation Stormwater Pollution Prevention Plan, Aviation Environmental Policy, Aviation Waste Management Policy and Aviation Waste Plan (when available)

5.1.3.1 SWP3: https://www.austintexas.gov/department/storm-water-pollution-prevention-plan-aus

5.1.3.2 Environmental Policy: https://www.austintexas.gov/department/environmental-affairs#EnvironmentalPolicyStatement

5.1.3.3 Waste Management Policy:

https://www.austintexas.gov/department/environmental-

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affairs#AviationWasteManagementPolicy

5.1.3.4 Waste Plan: The following documents are being developed and will be incorporated by amendment to this Contract.

5.1.4 Aviation Sustainable Vision: to develop the airport in a way that balances customer and community values, operational excellence, economics, and environmental stewardship while meeting the needs of the present without compromising the needs of future generations.

5.1.5 ANSI: American National Standards Institute.

5.1.6 Campus: areas of the airport controlled by Aviation.

5.1.7 City: the City of Austin. City includes Aviation interchangeably.

5.1.8 Collection Sites: cart staging areas, terminal chute rooms, dumpster areas, and compactor site areas.

5.1.9 Compost: pre and post-consumer compostable waste, including, for example, kitchen scraps, napkins, food contaminated paper and paperboard products and certified compostable products (e.g. utensils, food ware, and bin liners).

5.1.10 Construction Projects: projects at Aviation that typically have a general contractor performing construction activities such as expansion, remodeling, roadwork, etc.

5.1.11 Contractor: the successful proposer, includes subcontractor.

5.1.12 Contract Manager or Aviation Contract Manager: The Aviation person, or his/her designate, that is the main point of contact regarding the TWMS program.

5.1.13 Equipment: all equipment required to perform the tasks, work and services specified in this Scope of Work, including, but not limited to, carts, dumpsters, compactors, tippers, tug tractors, and any other equipment needed to clean and maintain the cleanliness of Contractor’s workspace and Aviation’s facilities.

5.1.14 Front Load Dumpster: a rectangular metal waste collection container with a lid for waste containment, and a flat front panel for waste management truck forks to attach for lifting and emptying.

5.1.15 Landfill Trash: material that cannot be recycled or composted.

5.1.16 Non-Secure Area: areas on the airport campus or landside operations area that do not require a green Airport Security Badge.

5.1.17 Operational emergency: an unplanned event that results in an accumulation of Landfill Trash or recycling in the terminal and/or on the terminal apron.

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5.1.18 OSHA: Occupational Safety and Health Administration.

5.1.19 Recycling: Material that has reached the end of its current use that can be processed into material utilized in the production of new products. Examples include, but are not limited to, beverage containers, newspaper, office paper, cardboard, steel cans, scrap metal, plastic film, electronics, appliances, etc.

5.1.20 Secure Area: areas within the terminal or air operations area that require an Airport Security Badge (see Section 17).

5.1.21 Service or Serviced: means any of the work items performed by the Contractor, including, but not limited to, emptying a collection container by either transporting it offsite or using a waste collection truck onsite.

5.1.22 Toter Cart: large container with a handle and two or four-wheels that is used to collect and transport waste material to larger collection containers like dumpsters or compactors. Commonly used in residential curbside waste collection programs.

5.1.23 Tug Tractor: towing vehicle currently used to tow three (3) to four (4) Trainable Carts between cart staging areas and the Main Compactor Site.

5.1.24 Trainable Cart: metal containers with a capacity of three (3) cubic yards currently used to collect Landfill Trash, Recycling, and Compost from the terminal chute rooms and apron; and towed by a Tug Tractor “train style” to the Main Compactor Site to be emptied via tippers.

5.1.25 Waste: collectively refers to material that is discarded because it is no longer deemed useful, wanted, or necessary, including Landfill Trash, Recycling, Compost, Municipal Waste, Non-Hazardous Waste, Other Waste and/or Regulated Waste.

5.1.26 Waste-Municipal Solid or Municipal Solid Waste: means solid waste resulting from or incidental to municipal, community, commercial, institutional, and recreational activities, including garbage, rubbish, ashes, street cleanings, dead animals, abandoned automobiles, and all other solid waste other than industrial solid waste.

5.1.27 Waste-Non-Hazardous or Non-Hazardous Waste: means non-industrial solid waste that meets the definition of Municipal Solid Waste defined by Texas Administrative Code Chapter 330.

5.1.28 Waste-Other or Other Waste: means waste streams that are not part of the terminal or landside collection systems; includes Regulated Waste.

5.1.29 Waste-Regulated or Regulated Waste: means waste that because of its properties is regulated by local, state or federal laws that govern collection, transport and disposal.

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5.1.30 Waste-Universal or Universal Waste: a specific type of hazardous waste that is subject to more relaxed standards of accumulation, record-keeping, and shipping requirements than those of "normal" hazardous waste (e.g. batteries, some pesticides, fluorescent lights, and paint-related waste).

6. CURRENT WASTE MANAGEMENT PROGRAM

6.1 The current waste management services are described below. These current services are subject to change based on the needs of Aviation. In 2024, the existing contractor collected over 4,658 tons of Landfill Trash, Recycling, and compost from compactors and containers at the airport terminal and across the campus. Aviation anticipates that the total volume of materials will increase during the term of the agreement.

6.2 Current Facility Layout & Operations

6.2.1 Barbra Jordan Terminal

The Barbra Jordan Terminal (BJT) currently has approximately fifty-five (55) concessions and retail locations and thirty-four (34) airline gates.

6.2.1.1 Chute Rooms

Landfill Trash, Recycling, and Compost generated in the BJT concourse and mezzanine levels are primarily collected using chutes. There are multiple chute rooms located throughout the BJT. The original chute rooms have one (1) Landfill Trash chute and one

(1) Recycling chute while the newer chute rooms have one (1) Landfill Trash, one (1) Recycling, and one (1) Compost chute. There are currently a total of seven (7) chutes in the BJT. Trainable carts are used to collect bagged Landfill Trash, Recycling, and Compost from the chutes and transport it to the Main Compactor Site. Toter Carts (64 gallons) are used for Compost collection in chute rooms without Compost chutes then transported to the Main Compactor Site.

6.2.2 Apron

Landfill Trash and Recycling removed from planes is collected in Trainable Carts on the apron. All deplaned Waste is treated as Recycling material. From the airside operations area, up to three (3) to four (4) Trainable Carts at a time are pulled “train style” by a Tug Tractor and transported out of the secure area to the Main Compactor Site. The Trainable Carts are emptied into compactors using cart tippers. Terminal waste generation rates and current collection services are summarized in Exhibit 1. A facility layout figure is included in Exhibit 2.

6.2.3 Compactor Sites

The Aviation campus currently has two compactor sites for handling waste generated inside the BJT and from deplaned waste on the apron.

6.2.3.1 Main Compactor Site

The Main Compactor Site is located near the west end of the terminal outside the secure area and is operated by onsite Contractor personnel. In addition to a climate-controlled breakroom for Contractor personnel, this site is comprised of four (4)

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compactors (35 cubic yards each) for Landfill Trash and Recycling as well as one (1) front load dumpster (8 cubic yards) for Compost collection. Each collection container has a corresponding cart tipper to dump material from Trainable Carts into compactors and from Toter carts into the Compost dumpster. One airline has a dedicated dock at the site, which requires Contractor personnel to coordinate with the airline provision trucks to directly access Landfill Trash and Recycling compactors. Contractor personnel monitor collection containers and coordinate pickup schedules and equipment maintenance at this site.

6.2.3.2 Secondary Compactor Site

The Secondary Compactor Site is located on the landside near the east end of the terminal. This site has two (2) compactors (25 cubic yards each) for Landfill Trash and Recycling in addition to two Toter Cart tippers. Landfill Trash and Recycling generated at security checkpoints, airline ticketing counters, and other areas on the non-secure side of the terminal are collected in Toter carts, transported by airport Facilities staff, and dumped into these compactors using the cart tippers. In addition, bulk cardboard and Recycling collected in large bins in the baggage level service corridor is deposited in these compactors.

6.2.4 Landside

Multiple landside locations have front load dumpsters (capacity of six (6) or eight (8) cubic yards) for Landfill Trash and Recycling, and open top roll-off dumpsters are used to collect waste generated from routine maintenance activities. Refer to Table 1 for a list of onsite equipment. Landside Landfill Trash and Recycling generation rates and current collection services are summarized in Exhibit 1. A facility layout figure is included in Exhibit 2.

6.2.5 Other Waste

The airport does generate other Waste streams including hazardous waste, universal waste, construction and demolition debris, spill residue, scrap tires, scrap metal, and other recyclables not accepted in the single stream commingled recycling (e.g. batteries, used oil, antifreeze, etc.). Aviation, and in some cases a third party, handles classification of waste streams; preparation of waste and recycling material for shipment;

coordination and tracking of shipments; and tracking waste and recycling generation.

6.2.6 Equipment

Waste collection Equipment is stationed at multiple locations across the airport campus. Table 1 lists the current onsite Equipment. Waste generation rates and current collection services are summarized in Exhibit 1. A facility layout figure is included in Exhibit 2.

Table 1

Equipment (capacity) Quantity

Front Load Recycling Dumpster (8yd3) 7

Front Load Landfill Trash Dumpster (8yd3) 5

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Front Load Compost Dumpster (8yd3) 1

Front Load Recycling Dumpster (6yd3) 2

Front Load Landfill Trash Dumpster (6yd3) 1

Front Load Compost Dumpster (6yd3) 2

Landfill Trash Compactor (35yd3) 2

Recycling Compactor (35yd3) 2

Landfill Trash Compactor (25yd3) 1

Recycling Compactor (25yd3) 1

Open Top Roll-Off Dumpster (20yd3) 1

Curbside Landfill Trash Cart (96Gal) 1

Curbside Recycling Cart (96Gal) 1

Trainable Cart Tipper 5

Toter Cart Tipper 2

Tug Tractor 3

Trainable cart (2yd3) 34

Trailer (for Compost Toter Cart transport) 1

7. FACILITY EXPANSION

The following paragraphs in Section 7 are for information and planning purposes only. Such Aviation’s future plans, including timelines, may change. This information is provided so that the Contractor is aware that the quantities of certain items may change during the term of the contract. Notwithstanding the foregoing, Aviation may increase or decrease order amounts at any time Aviation deems necessary.

7.1 West Gate Expansion (Spring 2026)

A project is currently underway that will add three (3) gates and approximately 84,500 square feet to the west end of the Barbara Jordan Terminal, which includes new passenger amenities, a new third-level mezzanine, apron-level airline support space, and another chute room. This chute room will have three (3) chutes, one (1) for Landfill Trash, one (1) for Recycling, and one (1) for Compost. The chutes will terminate into Trainable Carts on the apron level. Trainable Carts will be transported to and from the Main Compactor Site like the other BJT chute rooms.

7.2 West Infill & TSA Checkpoint 3 Expansion (Spring 2026)

This project is a renovation to the Barbara Jordan Terminal along the front northwest side of the terminal along the curbside roadway. With the addition of over 75,000 square feet

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over four (4) levels, this project will allow for the expansion of Checkpoint 3 from two (2) lanes to up to eight (8) lanes. This space expansion includes the baggage claim, apron, concourse, mezzanine and roof levels. This project includes one (1) additional chute room, which will have three (3) chutes, one (1) for Landfill Trash, one (1) for Recycling, and one (1) for Compost. The chutes will terminate into Trainable Carts on the baggage claim level non-secure side just up the service road from the compactor site. The Trainable Carts will be towed with a Tug Tractor to and from the Main Compactor Site like the other BJT chute rooms.

7.3 Temporary Hold Room Facility (Estimate 2027)

The Temporary Hold Room Facility (THF) project will build a new interim facility near the current location of the South Terminal. Project is currently planned to include six (6) temporary gates in addition to hold rooms and possibly concessions. This facility has not started design, so waste operations are still in development. Preferably this facility will include compactors directly beneath chutes on the apron level, but it may be serviced by Trainable Carts, similar to the BJT.

7.4 Arrivals and Departure Hall (Estimate 2030)

A new Arrivals and Departures Hall will be approximately 850,000 square feet and will include ticketing, security and baggage handling. This facility may include a small number of concessions and/or retail locations. Waste management processes will be determined throughout the design phase. Preferably, Waste will be collected via chutes that terminate directly into compactors on the ground level.

7.5 Concourse B & Tunnel (Estimate 2030)

The project includes designing and building a new midfield concourse parallel with the existing BJT. This concourse will have a total buildout of approximately forty (40) gates and will be connected to the center of the existing BJT through a tunnel. The initial phase, planned to open in 2031, will include twenty-six (26) gates and the connector tunnel. The project will be a minimum of three (3) levels and include components similar to the existing BJT: concessions and retail spaces, concourse and hold room areas, tenant spaces, restroom facilities, and apron level spaces. The project is in the early planning stages at this time, so more detailed information is not available.

The Waste collection process in Concourse B will differ from the established processes in the Barbra Jordan Terminal. Waste will be deposited directly into compactors that are then hauled offsite instead of collected in Trainable Carts that are transported to the Main Compactor Site. Deplaned waste from the apron may be collected by Trainable Carts, similar to the current process. A new waste collection site may be part of the design. Due to the location of the new concourse, Landfill Trash, Recycling, and Compost will need to be transported from the airside operations area directly offsite to the Contractor’s landfill, materials recovery facility, and compost processing facility.

8. REQUIREMENTS

8.1 General – Full Compliance Required

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8.1.1 The Contractor shall fully comply with all requirements described in this Scope of Work’s Sections 8, 9, 10, 13, 14, 15, 16, 17 and 18, and elsewhere in the Scope of Work, at all times during the Initial Term and any and all Extension Terms.

8.1.2 At any time, including prior to award, during the Initial Term and any Extension Term, Contractor shall cooperate with Aviation regarding an onsite review of Contractor’s facilities, including its landfill, recycling, and compost operations, inspection of permits and licenses and any other items that are commercially reasonable to review.

8.2 Contractor Minimum Qualifications

The Contractor shall

8.2.1 Have provided services similar in scope and size as described in this scope of work, on a continuous basis for a minimum of a five (5) year period, and within the past ten (10) years. For clarity, “similar in scope” does not mean that the Contractor must have previous experience providing the types of services described herein at an airport. For example, “similar in scope” could include, but not be limited to, services performed at any large campus or multibuilding environment which requires dedicated personnel and Equipment.

8.2.2 Possess at least five (5) years’ experience managing subcontractors if it uses subcontractors on the TWMS.

8.2.3 Assign staff to the Contract that complies with the Aviation Airport Security Plan and are able to obtain Airport Security Badges as required by Aviation. To obtain an Airport Security Badge, all Contractor’s employees and subcontractor’s employees that provide services, including, periodic supervision and site visits, must be able to successfully complete the Criminal History Records Check and Security Threat Assessment process, and badge and security training. Contractor shall have at least two (2) administrative personnel that facilitates the processing of badge requests and related items. In addition, the Contractor and subcontractor(s), if applicable, will be required to obtain vehicle insurance, complete vehicle logo registration, and complete “non-movement area” drivers training. This requirement is applicable to all Contractor’s subcontractors.

8.2.4 Obtain all permits and licenses that are necessary and that are required by law and regulation, to perform the work prior to the start date.

8.3 Services

The Contractor shall:

8.3.1 Provide the TWMS 365 days per year.

8.3.2 Provide a work plan to ensure uninterrupted delivery of the TWMS including a collection schedule that is provided to the Aviation Contract Manager within 20 days of contract execution and is revisited at least annually.

8.3.3 Actively monitor all collection containers at the Main Compactor Site, on the

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apron, and in terminal chute rooms and service collection containers throughout each day as needed including preparing containers for inclement weather (e.g., storms, wind, rain, ice, hail, etc.)

8.3.4 Provide a cell phone to onsite Contractor personnel to communicate with Aviation Contract Manager as well as receive emergency notifications.

8.3.5 Service all compactors, front load dumpsters, and other waste collection Equipment managed by the Contractor that are not actively monitored by onsite Contractor personnel, according to a set schedule. Contractor must provide the Aviation Contract Manager with a written explanation and photo documentation within twenty-four (24) hours if any Equipment is unable to be serviced for any reason (e.g. Equipment is blocked, etc.)

8.3.6 Ensure that Landfill Trash and Recycling compactors are serviced as close to full capacity as possible to maximize operational efficiency.

8.3.7 Service all waste collection Equipment outside scheduled collection times upon request from the Aviation Contract Manager. Response times are twelve (12) hours for non-emergency and four (4) hours for emergency requests. Response means from the time of notification until beginning the task at Aviation.

8.3.8 Have Single Point of Contact acknowledge and respond to operational emergencies within one (1) hour between 8:00 am – 8:00 pm and two (2) hours outside of these hours.

8.3.9 Provide adequate number of properly trained onsite personnel to effectively perform the TWMS operations during operational hours (e.g., 4:00 am and 12:00 am). Operational hours are subject to change with advance written notice provided to the Contractor.

8.3.10 Allow Aviation to make changes to Contractor personnel including the number of onsite personnel and work hours, which may increase or decrease the number of hours on any day, week or month.

8.3.11 Monitor, pull and service Trainable Carts from the terminal chute rooms and apron throughout each day as needed so that carts do not overflow at any time.

8.3.12 Perform the last pull and service of Trainable Carts between 10:00 pm-12:00 am or within the last two hours of operations, whichever is later, to ensure carts are empty for the next day.

8.3.13 Service additional locations as requested by Aviation for long- or short-term events and/or projects.

8.3.14 Provide a valet service for Compost pickup on a scheduled basis for participating

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tenants within the terminal. (This is OPTIONAL, and will not be evaluated for award)

8.3.15 Transport all Landfill Trash, Recycling and Compost to a local landfill, material recycling facility and organics processing facility, respectively. For Other Waste (including regulated waste), Contractor shall give preference to local facilities when practicable. No material collected under this contract may be taken for disposal to WM - Austin Community Landfill located at 9900 Giles Lane, Austin, Texas, 78754, in accordance with the policy direction given on Item #37 at the February 20, 2020, meeting of the Austin City Council. Further, contractor shall possess a Private Hauler License per City of Austin Code 15-6, Article 3 at all times the contract is in effect.

8.3.16 Collect and process bagged Recycling. This includes, without limitation, having access to a material recycling facility which can process bagged Recycling.

8.3.17 Collect, handle and process all deplaned Waste as Recycling material.

8.3.18 Use a documentation system or process for all services provided at Aviation on a daily basis. This would include, but not be limited to, time of day of the service, type of service, maintenance activities, location of service, etc.

8.3.19 Comply with the Aviation Environmental Policies, as amended.

8.3.20 Dispose of and handle all Waste in compliance with all laws, ordinances, specifications, rules and regulations, for this service as established by the City of Austin, State of Texas, State Board of Health, U.S Environmental Protection Agency, and any other applicable federal, state, or local governmental provisions prevailing during the term of this agreement.

8.3.21 Comply with all applicable provisions of the City of Austin Universal Recycling Ordinance (URO) and any future amendments to the URO.

8.3.22 Comply with all OSHA laws and regulations, training requirements, and safety practices as they relate to the TWMS and the contract. The Contractor shall be responsible for job site safety and for the safety of its agents, employees, and subcontractors. The Contractor or subcontractor shall provide, have on hand, and properly maintain, at no cost to Aviation, necessary personal protective equipment (“PPE”). The Contractor shall also abide by any site-specific safety regulations. All monetary penalties and liabilities associated with non-compliance with OSHA shall be the responsibility of the Contractor.

8.3.23 Conduct monthly onsite safety training to Contractor personnel and make such training available to Aviation.

8.4 Equipment - General

The Contractor shall

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8.4.1 Provide Landfill Trash, Recycling, and Compost collection dumpsters, compactors, Trainable Carts and cart tippers that effectively store, transport, move and separate the Aviation Waste streams in an efficient and safe manner.

8.4.2 Coordinate delivery and set up and demonstrate the operation of all Equipment.

8.4.3 Use uniform labeling of “Recycling”, “Compost” and “Landfill Trash” compactors, Trainable Carts, and other related Equipment to avoid cross contamination and maintain consistency of service.

8.4.4 Color code containers, through label color, container lids, or container surface color to represent each material type: blue for Recycling, green for Compost, and black for Landfill Trash. Containers shall be uniform in design and appearance.

8.4.5 Provide all Equipment required to perform the TWMS and maintain sufficient spare Equipment to use during maintenance activities to ensure no interruption of service.

8.4.6 Ensure Equipment is in good, clean, safe and working condition.

8.4.7 Replace or repair all defective Equipment within 24 hours of notification by Aviation or when Contractor knows of such defect, whichever comes first.

8.4.8 Immediately remove any leaking Equipment from the Aviation Airside apron (aircraft ramp and gate areas). This includes leaks from Waste and or the Equipment itself. Such Equipment shall be removed from service until repaired. Contractor shall immediately clean up any spilled or leaked material caused by the Equipment or services and such clean up shall comply with all Aviation policies regarding spills.

8.4.9 Provide additional Equipment and or services as requested by Aviation for Other Waste (e.g. spill residue, tires and Universal Waste items) within seventy-two

(72) hours of notification from Aviation.

8.4.10 Provide additional Equipment as requested by Aviation for long- or short-term events and or projects.

8.4.11 Allow Aviation to reduce or add to the onsite Equipment, if there is a change in the Airport’s operational needs.

8.4.12 May be required to use Equipment purchased by Aviation.

8.4.13 Provide spare Equipment (e.g., Tug Tractor, Trainable Cart) either onsite or within

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four (4) hour delivery time to ensure uninterrupted service. Aviation shall not be invoiced for such spare Equipment.

8.5 Equipment – Specifications

The Contractor shall provide Equipment meeting the following minimum specifications. At the start of the Initial Term, all Equipment shall be new or like new (e.g., refurbished or rebuilt, painted, etc.)

8.5.1 Trainable Carts:

8.5.1.1 Clearly marked and uniform in construction and color.

8.5.1.2 Equipped with components, which lock into place when raised to the vertical position and set a brake.

8.5.1.3 Designed to be emptied into compactors using a tipper.

8.5.1.4 Sealed and maintained to prevent leakage of liquids.

8.5.1.5 Equipped with permanently attached lids, which open automatically when elevated by a cart tipper.

8.5.1.6 Have the ability to hook together and be towed “train” style.

8.5.2 Waste collection containers, including carts, dumpsters, compactors and any other containers, shall have consistent color schemes, black for Landfill Trash, blue for Recycling, and green for Compost, or as directed by Aviation.

8.5.3 The Compactors shall:

8.5.3.1 Operate using existing facility configurations (i.e. access for trucks, overhead lines, location of power source, loading dock configurations, etc.).

8.5.3.2 meet all applicable ANSI and OSHA standards.

8.5.4 Cart tippers and compactors shall be electric and hydraulic powered.

8.5.5 Tug tractors shall be electric or propane fueled.

8.5.6 Landfill Trash and Recycling compactor capacities are maximized to ensure full compactors are picked up.

8.5.7 All Equipment shall be maintained and repaired by the Contractor at its own expense.

8.5.8 Aviation is under no obligation to purchase but reserves the "Right of First Refusal

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(ROFR)" to procure from the Contractor at fair market value, any or all Equipment used in the delivery of services under the Contract

8.6 Clean-up and Deep Clean

8.6.1 Definitions:

8.6.1.1 Clean-Up means sweeping area, picking up Waste, emptying debris and Waste from containers, scrubbing floors and walls, and rinsing area. Contractor shall provide all supplies and Equipment needed to perform this task (e.g. brooms, scrub brushes, pressure washers, cleaning chemicals etc.). All chemicals must be approved by Aviation prior to using.

8.6.1.2 Deep Clean means using a pressure washer and other equipment to thoroughly clean an area or space (e.g. pavement) or Equipment. Contractor shall provide all supplies and Equipment needed to perform this task (e.g.

brooms, scrub brushes, pressure washers, cleaning chemicals, etc.). All chemicals must be approved by Aviation prior to using.

8.6.1.3 Trench Drain Deep Clean means moving all Equipment to allow for full access to the trench drain; sweeping the area to remove Waste and dirt; disposing of Waste in a container (not washing it down the trench drain), removing trench drain grates; scooping dirt and debris out of the trench drain (disposing of it in a Waste container); power washing the area and the trench drain; and replacing trench drain grates and Equipment.

8.6.2 The Contractor shall perform weekly (or at any other time requested by Aviation) Clean-Ups to keep all work and Equipment staging areas clean, orderly, and free of uncontained Waste. This weekly Clean- Up includes, without limitation, the terminal chute rooms containing Trainable Carts.

8.6.3 At least quarterly, or upon the request of Aviation, the Contractor shall perform a Deep Clean of the following areas. Quarterly Deep Cleans shall be included in the Contractor’s price for services and not a separate line item that is charged to Aviation.

8.6.3.1 Equipment staging areas.

8.6.3.2 All compactor sites (entire site).

8.6.3.3 Trench Drain at Main Compactor Site (This procedure does not require moving compactors or other equipment.).

8.6.4 Trench Drain Deep Clean shall be performed bi-annually at no charge to Aviation.

Additional requests by Aviation to perform a Trench Drain Deep Clean will be compensated according to the Price Sheet.

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8.7 Quality and Improvements

The Contractor shall:

8.7.1 Provide, at no additional charge to Aviation, a written quality control plan to ensure accuracy of data collected for reports as described in Section 8.8. This is required for the initial bid submission and any other time requested by Aviation.

8.7.2 At no additional charge to Aviation, assist Aviation with professional recommendations and industry standards on managing Municipal Waste, Hazardous Waste, Universal Waste, Other Waste, and Recycling not accepted in the single stream commingled recycling (e.g. batteries and tires).

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.

8.7.4 Conduct a written waste characterization (waste sort) of Waste generated in the Aviation campus within six (6) months of contract start date and on an annual basis thereafter. Annual waste characterizations shall be performed at no additional cost to Aviation and shall include planning, coordination, management and documentation as well as a final report of the results, all of which will be provided to Aviation upon completion.

8.7.5 Allow the addition or removal of Waste management programs pursuant to the request of Aviation. Such modifications shall be submitted through the Aviation Contract Manager or his/her designee only and priced according to the prices listed in the Price Sheet.

8.7.6 Conduct thorough monthly reviews of all invoices to ensure invoices are correct and accurate prior to submitting them to Aviation. All charges on the invoices should relate to the pricing structure in the Price Sheet and be verifiable through a related electronic reports or other process approved by the Aviation Contract Manager.

8.8 Reporting

The Contractor shall:

8.8.1 Submit electronic reports to Aviation each month with invoice, or at any time requested by Aviation. All electronic reports shall be in the data format required by Aviation which is subject to periodically change http://austintexas.gov/uro

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Monthly reports shall include:

8.8.1.1 Rental Equipment and services provided during the month, including weights for all Landfill Trash, Recycling, Compost, and Regulated Waste removed from the Aviation campus.

8.8.1.2 Description of any recycling loads rejected from the Recycling facility due to contamination. Description shall include at minimum, weight, picture, and reason for rejection. Aviation will not be obligated to pay the Landfill Trash rate if proper documentation is not provided.

8.8.1.3 Equipment evaluation, including the number of Trainable Carts in use, description of Equipment out of service, planned maintenance activities, estimated time of repairs, and a summary of all clean-up activities.

8.8.1.4 Hours worked by Contractor’s onsite personnel.

8.8.2 Within six (6) months of contract start date, and annually thereafter, submit an individual report for the waste characterization (waste sort) of waste generated in the terminal within one (1) week of performing the sort.

8.8.3 Immediately report to Aviation’s Telephone extension 2242 and EA for safety incidents and Equipment mechanical issues or failures on areas of the airside ramp that could endanger, without limitation, airplanes, property and or people.

8.8.4 Submit any additional reports as requested by Aviation.

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 offers.

9. TRANSITION AND WIND-DOWN

9.1 If requested by Aviation, the Contractor shall fully cooperate with Aviation and any new or existing TWMS contractor with the wind-down and/or transition of a TWMS program. This may include, without limitation:

9.1.1 Running parallel service until the new contractor has been fully onboarded.

9.1.2 Transitioning records and administrative items to new contractor.

9.1.3 Attending joint discussions and meetings with Aviation and the new contractor.

9.1.4 Providing on-the-job training for the new contractor.

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9.2 The duration of the wind-down and transition services may commence at any time during the term and shall end upon notification by Aviation, but in any case, shall end no later than six (6) months after the expiration of the Contract.

9.3 The Contractor shall be compensated with the pricing rates for the TWMS transition and wind-down services during such time the services are being performed.

10. SINGLE POINT OF CONTACT AND TEAM LEAD

10.1 The Contractor shall Provide a Single Point of Contact (SPOC), who has full decision-making authority for services performed under this Contract. The SPOC shall be the Contractor’s designated person that Aviation contacts for any of the following:

10.1.1 Questions that onsite Contractor personnel cannot or are not authorized to answer

10.1.2 Escalations

10.1.3 Emergencies

10.1.4 Incidents and accidents

10.1.5 Invoicing items

10.1.6 Service items

10.1.7 Scheduling items

10.1.8 Safety items

10.1.9 Any other reason Aviation deems necessary

10.2 The SPOC shall:

10.2.1 Have at least three (3) years’ experience performing in the capacity of such position on a program similar to the TWMS program. For clarity, such SPOC’s previous experience is not required to have been gained at an airport.

10.2.2 Be proficient and knowledgeable on all aspects of the Contract and the services provided, including, but not limited to, its processes, safety, operations, invoicing, schedules, Equipment (and Equipment maintenance), and handling of emergencies.

10.2.3 Acknowledge and respond to operational emergencies within one (1) hour between 8:00 am – 8:00 pm and two (2) hours outside of these hours.

10.2.4 In the event the SPOC will be unavailable due to vacations, illness, etc., a designated backup SPOC must be communicated to the Aviation Contract Manager (or its designee) in writing as soon as possible, once it is known the SPOC will be unavailable.

10.2.5 If requested by Aviation, Contractor shall provide Aviation other specialized contacts within Contractor’s organization as required by Aviation.

10.3 All “Team Leads” that are onsite shall

10.3.1 Have full decision making authority regarding the TWMS operations.

10.3.2 Have authority to manage onsite personnel.

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10.3.3 Be accessible by cell phone while on shift.

11.0 AVIATION’S RESPONSIBILITIES

11.1 Aviation will (reserves the right to) designate the time of day and frequency during which the Contractor shall perform the services. This includes, without limitation, emptying or replacing compactors, and servicing containers, chute rooms and dumpsters.

11.2 Aviation will approve all Equipment to be used to perform the services prior to commencing services.

11.3 Aviation will provide electrical power, connections and staging locations for Equipment.

11.4 Aviation will provide an air-conditioned/heated break room for onsite Contractor personnel.

12.0 EXCLUSIONS

This contract does not include

12.1 Services for Construction Projects

13.0 DELIVERABLES/MILESTONES

Milestone / Deliverables

Description of Contractor’s Responsibilities

Timeline (due/completion date or reference date)

Performance Measures

(Acceptance Criteria)

Contract Reference/

Section

13.1 Provide a

Work Plan to Aviation for approval

Shall Include:

• Service Schedule

• Personnel Schedule

• Equipment list

• Maintenance and

Preventive maintenance tasks and schedule

• Cleanup tasks

• Invoicing

• Administrative tasks (e.g., meeting schedules, reporting, etc.)

3 weeks after contract signed

Aviation accepts in writing

Solicitation Instructions

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13.2 Provide

equipment needed for services

• Manufacture or purchase Trainable Carts for terminal chute rooms and apron

• City to approve cart design

• Purchase/install cart tippers

• Order and delivery containers

(carts, dumpsters, compactors) needed for servicing terminal and landside

• Purchase alternative fuel or electric tug tractor

6 weeks after contract signed

Delivery and installation of adequate equipment, and written acceptance by Aviation

8.4, 8.5

13.3 Employee Badging &

Site Training

• Onsite personnel complete Employee badging, security training and non-movement area driver training

• Provide vehicle insurance and logo registration to Aviation

1 month after contract signed Aviation approval

13.4 Provide waste diversion and “other” waste

reporting

• Generate monthly reports that summarize actual labor, waste weights, diversion rates, equipment rental for the terminal and landside locations.

• Provide a summary report of any other waste generated including manifest, if applicable. Use appropriate tracking methods to demonstrate compliance with environmental laws.

1 month after contract signed

Aviation’s written approval of report format and content

8.8

13.5 Assist Aviation

with improving efficiency of the current

Compost collection program

• Evaluate Compost generation rates as defined by Aviation.

• Work with Aviation to assess the current Compost program’s operations.

• Work with Aviation and terminal concessionaires to recommend operational changes to improve Compost program diversion rate and overall efficiency.

6 months after contract signed

Implementation and Aviation’s evaluation of program.

8.7.3

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13.6 Develop and implement a

quality control plan to ensure accuracy of data

• Develop a plan that will ensure data collected for reports (e.g.

Landfill Trash, Recycling and Compost weights) are accurately measured and reported.

1 month after contract signed

Implementation and Aviation’s evaluation of plan.

8.7.1

13.7 Conduct solid

waste characterizatio n (waste sort) of terminal Waste

• Develop a method for characterizing Waste.

• Conduct a “waste sort” to identify a representative composition of materials in the Waste streams.

• Prepare a report summarizing the findings and make recommendations on ways to improve waste diversion.

6 months after contract signed

Aviation to provide approval of method;

submission of report(s).

8.7.5 8.8.2

13.8 Conduct

Equipment Inventory

• Conduct evaluation of Equipment to determine if maintenance is needed. Evaluation should include all Equipment.

• Provide a report to Aviation summarizing planned maintenance activities. The report should include a summary of any repairs needed, estimated time of repairs, and any cleaning of compactor site, compactor site drains, containers, dumpsters, etc.

3 months after contract signed

Submission of report(s) to the Aviation Contract Manager, or their designee

8.8.1.3

14.0 LIQUIDATED DAMAGES

14.1 The following table describes critical elements of the TWMS program’s success. In the event that the Contractor fails to perform the services Aviation will incur damages that’s monetary values are difficult to assess and quantify on a timely basis. As such, the Contractor shall be liable to Aviation as a liquidated damage, and not a penalty, the amount described in the table below. Upon notification from Aviation of a liquidated damage claim, Contractor shall review such claim and notify the Aviation Contract Manager within five (5) business days if there are questions regarding the claim. The Aviation Contract Manager will respond in good faith to the Contractor within five

(5) business days, attempting to answer any questions Contractor has. The Contractor shall issue a credit memorandum to Aviation for the amount of the Aviation liquidated damage claim no later than thirty (30) calendar days from the receipt of the claim in cases where there are no questions, or thirty (30) calendar days from the receipt and resolution of all Contractor questions. Further, the liquidated damages described in this section are “in addition to” and “cumulative” to any other remedy available to Aviation.

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Table: Service Levels and Liquidated Damages

Category Requirement Referenced Contract Section #

Liquidated Damage

14.1.1 Emptying Landfill Trash, Recycling and Compost carts

Trainable carts are pulled prior to overflowing and Compost Toter carts are pulled at least twice daily or in accordance with the most current Aviation Compost Program SOP.

8.3

Observed monthly:

0-4 defects – $0 5-8 defects - $350 >8 defects - $750

(Complaints received or defects observed by Aviation)

14.1.2 Compactors

Serviced within 12 hours of notification on routine requests and 4 hours for emergencies

8.3

Each incident 1-4 hours late - $1500 >4hrs late - $2500

14.1.3 Labeling of carts and containers

Proper labeling of carts and containers (including correct container colors)

8.3

$250 each day after 5 business days from time Aviation notifies Contractor of incorrect or missing label

14.1.4 Inoperable Equipment

Repaired within 24 hours of notification

8.4.7

Equipment required to perform services is not repaired or replaced within 24 hours - $250 each day the equipment is out of service.

Additionally, Aviation will not be charged for the rental of Equipment that is out of service.

14.1.5 SPOC Emergency Response

Respond to emergency…