SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: IFB 8100 SAR1015 Addendum No: 3 Date: May 27, 2026

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

1.0 The solicitation due date is hereby extended until June 9th, 2026, at 2:00 PM.

2.0 Questions:

Q1 Question: Scheduled Cleaning Occurrences: Committed or Advisory?

Exhibit A lists estimated annual cleaning occurrences for each facility (e.g., 2x per year for Terminal areas, 1x per year for campus buildings). However, SOW Section 2.1 describes services on an “as needed basis,” and SOW Section 13.3 states Aviation may order services in any quantity with no minimum or maximum.

Additionally, during the May 5 site walk, it was verbally communicated that cleanings would be performed “as the budget allows.” These three signals are in direct conflict. Can Aviation clarify:

(a) Are the annual cleaning occurrences listed in Exhibit A committed, scheduled work that the awarded contractor can plan and staff for in advance? Or are they purely advisory estimates with no guarantee that any given occurrence will be ordered in a contract year?

Q1(a) Answer: Consistent with the Price Sheet instructions (and prebid meeting), these are estimates only and not a commitment. Austin Aviation will order the services on an as needed basis at its sole discretion.

(b) Has Aviation secured budget appropriation to fund the cleaning occurrences listed in Exhibit A for each year of the contract term prior to issuing this solicitation? If full multi-year appropriation is not in place, what is the process by which annual funding is approved, and at what point in each contract year would the awarded contractor be notified of the confirmed scope for that year?

Q1(b) Answer: The Austin Aviation budget is prepared prior to the beginning of each Fiscal Year (Oct. 1 through Sept. 30) for only the following one (1) Fiscal Year. Reference City of Austin Terms and Conditions Paragraph 4.4(G).

(c) If budget limitations after contract award could result in the reduction or elimination of cleaning occurrences reflected in Exhibit A, can Aviation provide historical data showing actual annual order volumes under the prior contract term — specifically, what was the average annual square footage actually ordered, and what variance existed between high and low order years? This information is essential for bidders to price the work accurately and assess the viability of bidding.

Q1(c) Answer: Historically, Austin Aviation has cleaned the terminal windows at least once per year.

Some areas of the terminal have been cleaned more than once a year. The outbuilding windows have been cleaned less than the terminal windows. Again, this is a non-commitment agreement and Austin Aviation will order based on its needs and budget.

Q2 Question: Completion Window Contradiction (5 vs 30 Days) SOW 5.7.5 states all work shall be completed within five (5) business days of the mutually agreed upon work schedule. SOW 10.6.3 states all work shall be completed within 30 working days of the schedule approved by the Contract Manager. Can Aviation clarify which timeframe applies and under what circumstances?

Q2 Answer: Each window cleaning project is normally broken down into 5-day increments (mini projects). For example, the front of the terminal may be 5 days, the back of terminal may be 5 days.

The mutually agreed schedule will describe the mini-projects and their estimated completion times.

The Contractor will check in daily to report status. This allows the Austin Aviation Contract Manager to schedule internally (within Aviation) for the next mini project. The entire project usually concludes within 30 days.

Q3 Question: Davit Certification & Documentation To support safe mobilization and equipment planning, can Aviation share when the davits at the Terminal and campus buildings were most recently inspected and certified, and confirm that the current certification documentation will be made available to the awarded contractor prior to start of services?

Q3 Answer: Austin Aviation requires the bidder to assume that there are no davits or anchor points on any building. If davits or anchor points are present, under no circumstances shall the Contractor use them while providing services under this contract.

Q4 Question: Davit Inventory Across Buildings To develop accurate per-square-foot pricing that reflects the most efficient access method for each location, can Aviation provide:

(a) A documented inventory or map of all installed davits and certified anchor points across the Terminal and campus buildings (Administration, IS, ACDC, AUS Police HQ, and CMF)?

Q4(a) Answer: See Q3 Answer.

(b) For each location, the current operational status of those anchor points — serviceable vs. out of service?

Q4(b) Answer: See Q3 Answer.

Q5 Question: Lift Equipment Storage vs Removal SOW sections 10.5.1, 10.5.4, and 10.5.5 require equipment to be 'removed' by specific times. To plan equipment logistics and pricing accurately, can Aviation clarify:

(a) Does 'removed' mean equipment must be relocated off-campus entirely, or simply moved out of the active public-facing work area?

Q5(a) Answer: If the Contractor is working in the terminal, the equipment, including lifts, may be stored on the premises (e.g., up on curb, etc.), subject to approval by the Austin Aviation Security Department.

(b) If equipment can remain on-campus, are there designated lift staging or storage areas where equipment may be parked between work windows?

Q5(b) Answer: Yes, if this is coordinated in advance with the Austin Aviation Contract Manager and the Austin Aviation Security Department approves.

(c) For multi-day projects requiring the same equipment, is the contractor permitted to leave lifts on-campus overnight, or must the equipment be transported off-site daily?

Q5(c) Answer: See Q5(b) Answer

Q6 Question: Louver Access Method (Airfield Side) For the airside exterior cleaning where Bosun's chair is prohibited due to the louvers, can Aviation clarify the intended access method? Specifically, can the louvers themselves be used as a tied-off work platform for hands-on cleaning, or is the expectation that this work is performed using extension poles or other ground-based methods?

Q6 Answer: Any method that does not damage the airport building, property or other items may be used subject to the approval of the Austin Aviation Contract Manager. In the past this area was accessed with a lift. Austin Aviation may consider other methods as long as the Austin Aviation Contract Manager approves it in advance

Q7 Question: Smoke Detector Coordination During Lift Work For interior lift work that may generate dust or disturbance near the building's fire detection system — particularly in high-ceiling areas like the Concourse, Mezzanine, and Skylights — what is Aviation's standard process for coordinating with the facility's life safety systems? Specifically:

(a) Are smoke or fire detectors temporarily isolated or placed on test mode during such work, and if so, who is responsible for initiating that coordination — the contractor or Aviation?

Q7(a) Answer: The Austin Aviation Contract Manager is responsible for coordinating this process.

Building Maintenance requires a 72-hour notification to approve Fire Impairment.

(b) For multi-day work in the same section, does the isolation process need to be repeated each day, or can it be maintained continuously for the duration of the active work window?

Q7(b) Answer: Impairment is scheduled in lots each night.

(c) Are there any associated fees or third-party requirements (e.g. fire watch personnel) the contractor needs to budget for?

Q7(c) Answer: No, there are no associated fees or third-party requirements.

Q8 Question: Multi-Vendor Operating Model SOW section 2.2 states Aviation reserves the right to make a single award or multiple awards based on line items, categories, or any criteria Aviation deems advantageous. In the event Aviation awards this contract to multiple vendors operating across the same campus during the same contract term, can Aviation clarify the expected operating model? Specifically:

(a) Operational coordination — How does Aviation manage scheduling and access across multiple vendors working concurrently on the AUS campus? Is coordination handled directly between vendors, or does the Contract Manager serve as the central scheduling authority?

Q8(a) Answer: The Contractor and Subcontractors shall operate strictly within their designated Work Area as outlined by the Aviation Contract Manager for each specific order. Contractor shall not, under any circumstances, perform work or enter the work zones, premises, or areas assigned to other contractors or Austin Aviation staff without prior authorization from the Aviation Contract Manager.

(b) Equipment and resource sharing — If multiple vendors are awarded different line items or categories, what is the expectation regarding shared access to davits, storage areas, and other Aviation-provided resources? Are vendors expected to cooperate on resource sharing, or is each vendor expected to operate independently within their awarded scope?

Q8(b) Answer: If multiple awards for individual line items and categories are made, Austin Aviation will make commercially reasonable efforts to separate the work so that contractors do not interfere with each other’s work. Austin Aviation will make reasonable and fair accommodations for storing equipment and access to Austin Aviation’s resources. It is the intent of Austin Aviation to have each Contractor operate independently.

(c) Liability and accountability — In the event of property damage, safety incidents, or service disputes that occur while multiple vendors are simultaneously on-site, how does Aviation determine accountability and assign responsibility?

Q8(c) Answer: There will be a review of the facts surrounding the damage and the liability will be apportioned according to each Contractor’s contribution to such damage.

Q9 Question: Payment Cycle SOW section 14 details invoice requirements but does not specify Aviation's payment cycle. What is Aviation's standard payment timeline after submission of a compliant invoice?

Q9 Answer: Reference Paragraphs 4.3 and 4.4 of the City of Austin Standard Terms and Conditions.

Q10 Question: Minimum Advance Notice for Work Orders SOW Section 5.1.10 requires the Contractor to respond to service requests within 72 hours, but the solicitation does not specify the minimum advance notice Aviation will provide before expecting work to begin. For contractors mobilizing personnel and equipment from outside the Austin area, the lead time between an order being placed and the expected start date is a critical operational and pricing variable. Can Aviation clarify:

(a) What is the minimum number of calendar days of advance notice Aviation will provide to the awarded contractor between the issuance of a work order and the expected start date of services?

Q10(a) Answer: Schedules are mutually agreed to between the Contractor and the Austin Aviation Contract Manager in accordance with Section 5.7.1 of the Scope of Work. For example, If Austin Aviation requests service, Contractor must be in contact and effectively communicating with the Austin Aviation Contract Manager within 72 hours

(b) Is there a distinction in lead time between scheduled/recurring cleaning orders (as reflected in Exhibit A) and unscheduled or emergency service requests? If so, what is the expected response window for each category?

Q10(b) Answer: There will be no scheduled/recurring orders. Each order will be on an as needed basis.

(c) Based on the prior contract term, what has been the typical lead time Aviation has provided between issuing a work order and expecting mobilization to begin?

Q10(c) Answer: Austin Aviation will make commercially reasonable requests with respect to onsite response time. An ordinary lead time is 2-3 weeks.

Q11 Question: Local Telephone Number Requirement SOW Section 5.1.10 requires the Contractor to “maintain a local telephone number throughout the term and any renewal term of the contract.” Can Aviation clarify the intent and scope of this requirement:

(a) Does “local telephone number” require a physical Austin-area office presence, or is a dedicated Austin-area number that forwards to the Contractor’s operations center acceptable for compliance?

Q11(a) Answer: No, a physical office is not required in the Austin area

(b) Does Aviation require or prefer that the awarded contractor maintain a local Austin-area physical presence or office for the duration of the contract term? If so, is this a responsiveness requirement that will factor into evaluation?

Q11(b) Answer: The Contractor is not required to have a local presence or office during the duration of the contract term. See Local Presence form included in solicitation packet for additional information.

Q12 Question: Security Badging Timeline and Pre-Award Processing SOW Section 2.7 requires all contractor employees to obtain Austin Aviation (AUS) security badges, which include a ten-year background investigation and fingerprinting prior to being permitted on secured areas of the campus. The solicitation does not indicate how long this process typically takes or whether it can be initiated before contract execution. To ensure the awarded contractor can mobilize without delay, can Aviation clarify:

(a) What is the typical processing timeline from badge application submission to badge issuance for a contractor employee at AUS?

Q12(a) Answer: This typically takes about 3 weeks. However, if the applicant was born outside of the United States (even if a US citizen), the process could take up to 6 weeks.

(b) Can the badge application and background investigation process be initiated prior to formal contract execution, so that the awarded contractor’s employees are badged and cleared at or near the contract start date rather than after it?

Q12(b) Answer: No, the badge application and background investigation process cannot be initiated prior to formal contract execution.

(c) For employees who will need access to Customs security areas (as referenced in Exhibit A line items 4 and 11), is a separate Customs Access Seal required under 19 CFR § 122.182, and if so, does Aviation require the contractor to maintain a Customs Security Area Bond? Will this be a contract compliance requirement for the awarded bidder regardless of whether Customs area work is ordered, or only when those specific line items are activated?

Q12(c) Answer: This contract does not include services for window washing where a Customs Seal is required.

Q13 Question: Scope Changes Due to Active Construction SOW Section 1 acknowledges that AUS is currently undergoing multiple expansion projects, including a new parking garage, terminal expansion, a new Arrivals and Departures Hall, and a new concourse. SOW Section 1 further states the Contractor must “maintain flexibility” as “service levels may increase, decrease, or shift.” This directly affects the ability of bidders to price the contract accurately. Can Aviation clarify:

(a) If new construction adds glass square footage to the campus during the contract term that was not reflected in Exhibit A at the time of bidding, will the awarded contractor be required to service that additional square footage at the originally bid per-square-foot rate, or will a rate negotiation or contract amendment process be available?

Q13(a) Answer: Any new expansion building not in service on day one of the contract will, at Austin Aviation’s sole discretion, negotiate an amendment that establishes the new price for the expansion building based on established square footage pricing in the contract for a similar building.

(b) Are any of the currently listed Exhibit A locations expected to be partially or fully unavailable during the contract term due to active construction? If so, which locations and during what estimated timeframe?

Q13(b) Answer: The P&D building may be unavailable during 2026. Note though that this contract is not a commitment contract regarding the quantity of cleaning in any year during the term of the contract.

Orders will be placed “as needed” with no minimum quantity guaranteed to the Contractor.

(c) When construction zones require the Contractor to modify access methods, sequencing, or equipment

— beyond what was anticipated at bidding — is there a change order mechanism by which the Contractor can seek compensation for materially increased costs of performance?

Q13(c) Answer: No. If there are significant construction issues that arise that affect the Contractor’s cost, it can be discussed with the Austin Aviation Contract Manager regarding scheduling and other potential remedies. Note: There will be construction going on from time to time, and it is Austin Aviation’s expectation that the Contractor be flexible and work alongside construction as needed.

Reference Section 1, Paragraph 2 in the Scope of Work.

Q14 Question: Termination for Convenience and Contractor Protections City of Austin standard contracts typically include a termination for convenience clause allowing Aviation to cancel the contract at any time with written notice. For contractors who have invested in mobilization, badging, equipment procurement, and staffing in order to service this contract, an early termination without adequate notice or compensation for sunk costs represents a significant financial exposure. Can Aviation clarify:

(a) What is the written notice period Aviation is required to provide to the Contractor in the event of a termination for convenience?

Q14(a) Answer: Refer to paragraph 7.6 of the City of Austin Standard Terms and Conditions for information on this process.

(b) In the event of a termination for convenience, is the Contractor entitled to compensation for documented mobilization costs, badging fees, and other reasonable startup expenditures incurred in preparation for contract performance that have not been recovered through work orders at the time of termination?

Q14(b) Answer: See Q14(a) Answer

Q15 Question: I know that is was mentioned that y'all may request portions of areas rather than entire areas that were bid. However, if we have a lift rental for an area, it would be very costly to have lifts dropped off and picked up multiple times. Would it be possible to ensure that, if we are renting a lift, that whole area can be done at once?

Q15 Answer: Austin Aviation will minimize small orders (e.g., orders that require less than 1 week to complete).

Q16 Question: When it comes to being available by phone 24hrs, 7 days a week, including holidays; we are a small company and myself or the owner are typically the ones answering phones but we are tied up with site walks, financial meetings, etc. I just want to confirm that if we miss a call due to meetings we will not be penalized?

Q16 Answer: Although this is a requirement for this contract, as long as the return phone call is within a reasonable period of time (e.g., 4 hours) this will be acceptable.

Q17 Question: Will magnets with our logo on trucks suffice for the vehicles being clearly identifiable with company name and contact numbers?

Q17 Answer: Yes, magnets with company logos on vehicles will be acceptable.

Q18 Question: May we use our pressure washing drone at the airport? (this has already been asked) Q18 Answer: At this time, Austin Aviation will not be accepting bids for use of drones

Q19 Question: Our ground equipment is on a truck that our drone uses. May that have access near where we are washing? For example, at the gates near the airplanes?

Q19 Answer: No, automobiles are not allowed on the ramp/apron while providing services for this contract.

Q20 Question: Are there water sources, or will we need to bring in water?

Q20 Answer: Refer to Section 11.3 of the Scope of Work.

Q21 Question: Can we do an exterior bid only?

Q21 Answer: Yes, bids for exterior window washing only are acceptable.

Q22 Question: Can we create a line item to clean the building's exterior, not just the windows?

(clarifications, they are referring to cleaning walls and vertical surfaces other than windows. They mentioned to me (Susan) in the site visit that they have good success with cleaning wall surfaces or stains and grime if needed.)

Q22 Answer: No new line items shall be added to the pricing sheet. This solicitation is for window washing only

Q23 Question: What is the value of the current contract for these services?

Q23 Answer: Currently, Austin Aviation is included on a contract with other City departments, however, in the last 12 months Austin Aviation has spent $57,949.57.

Q24 Question: Is the scope of work on this project the same as the current contract? If not, how is it different?

Q24 Answer: The scope of this contract is directionally similar.

Q25 Question: Are the cleaners working on this contract members of a union? If so, which union?

Q25 Answer: This information is not available to the City of Austin.

Q26 Question: For pricing for years 2 through 3, is the City open to the contractor proposing an alternate price in the event min7mum wage and/or CPI increase during the contract term?

Q26 Answer: Refer to Section 3.1 of the City of Austin Standard Terms and Conditions.

Q27 Question: What is the anticipated award date for this project?

Q27 Answer: The anticipated award date for the contract is 3rd quarter, 2026. This estimated date is not a guarantee or commitment.

Q28 Question: What is the contract start date for this project?

Q28 Answer: The anticipated start date for the contract is 3rd quarter, 2026. This estimated date is not a guarantee or commitment.

Q29 Question: How are exterior windows accessed at each facility (ground access, ladder, lift, rope access, or a combination)?

Q29 Answer: The Contractor may use any method allowed in the Scope of Work and is approved by the Austin Aviation Contract Manager and the Austin Aviation Safety Department.

Q30 Question: For buildings that require lift access. What is the maximum working height needed for lift access at each of these buildings?

Q30 Answer: Austin Aviation estimates the highest point of the terminal on the ramp airside is approximately 70 feet. The highest point on the street side of terminal is approximately 78 feet.

Q31 Question: Are there any site constraints that would affect lift access (limited parking, landscaping, narrow access points, weight restrictions, overhead obstructions)?

Q31 Answer: Refer to the Scope of Work. All locations were viewed at the mandatory site visit.

Q32 Question: Does the customer provide any lift or access equipment, or is the contractor responsible for rentals?

Q32 Answer: Contractor is responsible for all equipment including rentals. Refer to the Scope of Work and Price Sheet.

Q33 Question: For buildings suitable for rope access, are roof tie-backs or anchors installed?

Q33 Answer: See Q3 Answer

Q34 Question: Are existing roof anchors certified, maintained, and approved for contractor use?

Q34 Answer: See Answer for Q3 Answer

Q35 Question: If no anchors are available, is lift access the expected alternative?

Q35 Answer: Any industry standard method approved by the Aviation Contract Manager and is not excluded or prohibited in the Scope of Work may be used.

Q36 Question: What months are preferred to perform window cleaning?

Q36 Answer: Ordinarily, Austin Aviation cleans windows prior to significant events such as Formula 1 (September/October) and South by Southwest (SXSW – February/March).

3.0 Attachments: Pre-Offer Meeting Attendance Log

4.0 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.

Revised 6/5/2017

PRE-OFFER MEETING SIGN-IN SHEET – IFB 8100 SAR1015

Solicitation Description: Window Washing for AUS Meeting Date: May 5, 2026, 8AM – Noon CT

Purchasing Office Point of Contact: Susan Arbuckle Location: AUS site visit

Name Company/Agency/Dept. Phone Email Initials

Sharon Emily Gonzales ABM Manufacturing & Distribution, Sr. District Mgr Sharon.Gonzales@abm.com

Tiffany Hardt Miller ABM Manufacturing & Distribution, Sr. Bus. Dev. Mgr. (512) 539-6581 tiffany.hardt@abm.com

Steven Paul Schuchart Window Gang (512) 299-4558 Steven.schuchardt@windowgang.com

Matthew David Cafrelli Window Gang, Owner (512) 646-9313 [c]

(512) 259-7979 [o] Matt.Cafrelli@windowgang.com

Keith Lawrence Hearn Austin Drone Wash (832) 805-1720 keith@austindronewash.com

Leigh Lotter Hearn Austin Drone Wash leigh@austindronewash.com

John Wyatt Wilson Squeegee Squad (512) 290-9843 John.wilson@squeegeesquad.com

Michael Andrew Murphy Royal Pane Window Cleaning (830) 217-3646 office@royalpanewindowcleaning.com

Chrystian Adrian Molina CCNG Building Services (214) 662-2052 chrystian@ccngbuildingservices.com

Cevastian Orlando Molina CCNG Building Services Cevastian@ccngbuildingservices.com

Gerardo Alhain Gutierrez CCNG Building Services Gerardo@ccngbuildingservices.com

Kyle James Sullivan Vertex Facade Maintenance (512) 400-0641 kyle@ver-tx.com

Nicholas Paul Hector Benoit Vertex Facade Maintenance (512) 400-0641 nick@ver-tx.com mailto:keith@austindronewash.com

Revised 6/5/2017

PRE-OFFER MEETING SIGN-IN SHEET – IFB 8100 SAR1015

Solicitation Description: Window Washing for AUS Meeting Date: May 5, 2026, 8AM – Noon CT

Purchasing Office Point of Contact: Susan Arbuckle Location: AUS site visit

Name Company/Agency/Dept. Phone Email Initials

Evan David Williams Rightway Exterior Cleaning (210) 721-2177 evan@rightwaycleaningtx.com

Jesse Mings Jr (NMI) Rightway Exterior Cleaning (737) 808-6881 jesse@rightwaycleaningtx.com

Chull Ho Kim International Building Services, President (512) 833-8466 yosan80@hotmail.com

Jordan Demarcus Roy Best Service Window Cleaning LLC (713) 851-0071 jordandroy1997@gmail.com

David Travis Roberts TRC Window Cleaning (512) 516-5123 thatsreallyclean@gmail.com

Susan Arbuckle City of Austin, AUS Procurement (512) 974-1773 Susan.Arbuckle@austintexas.gov

Sydney Ceder City of Austin, AUS Procurement (512) 974-2225 sydney.ceder@austintexas.gov

David Johnson City of Austin, Austin Aviation Contract Management

Jeff Meyer City of Austin, Austin Aviation Contract Management

Karrie Cox City of Austin, Austin Aviation Division Manager

Additional site tour Wed., May 13, 3pm-5pm special permission granted for RSVP missed due to email encryption issue.

Jose Cruz Ibarra High Access Solutions 303-468-6355 TWhite@HighAccessSolutions.com

Karol Garcia High Access Solutions 512-915-0034