IFQ_1500_AAM1001_SOW_v1.pdf

CITY OF AUSTIN

SCOPE OF WORK

ISO 9001 QUALITY MANAGEMENT RE-CERTIFICATION & SURVEILLANCE SERVICES

Scope of Work Page 1 of 8

1.0 PURPOSE

The City of Austin (“City”) seeks to establish a contract with a qualified Contractor to provide expertise in the certification of utilities to the ISO 9001:2015 standard. The Contractor shall be a U.S.-based Certification Body (“CB”) accredited by the ANSI National Accreditation Board (“ANAB”) and shall follow ISO 19011 auditing guidelines to provide Quality Management System (“QMS”) surveillance and re-certification audits in accordance with International Organization for Standardization (“ISO”) requirements. In addition, the Contractor must demonstrate the capability and expertise to conduct audits in accordance with the forthcoming ISO 9001:2026 standard upon its release. This scope of work (“SOW”) establishes the minimum requirements for these services.

The contract will be utilized by the City’s Austin Resource Recovery Department (“ARR”). It is the intent of this solicitation to acquire the services described herein. All items and/or services omitted from this document that are necessary to meet the objectives of the services described will be considered requirements, although not directly specified or called for herein.

2.0 TERM OF CONTRACT

This Contract shall remain in effect for two (2) years or until the City terminates the contract. This Contract may be extended automatically beyond the initial term for up to one (1) additional twelve

(12) month periods at the City’s sole option.

3.0 BACKGROUND

On November 2, 2023, the Austin City Council approved the adoption of the 2023 Austin Resource Recovery Comprehensive Plan. This plan updates the 2011 Master Plan adopted by City Council, and it further guides Austin towards its zero-waste goal — reducing the amount of trash sent to landfills by 90% by the year 2040. The revised plan outlines milestones to achieve this goal and identifies services to keep our community clean while equitably supporting a diverse Austin. This focus aligns with ARR’s mission to provide essential services that protect people and our planet and its vision of driving the global transformation of traditional waste management to sustainable resource recovery.

ARR was newly certified to the ISO 9001:2015 standard in January 2026. The first surveillance audit occurred in August 2026, and ARR anticipates that the Contractor shall conduct the second surveillance audit in June 2027 and re-certification audit in June 2028. This date allows for a six-month buffer prior to expiration of the current certification cycle.

ARR provides residential collection services to 216,387 single family homes, multifamily properties up to four units, and 2,426 small commercial customers as of July 2026. Residential services include curbside collection of Trash, Recycling, Compost, Brush, and Bulk items, including On Demand residential collections services for Bulk, Brush, and household hazardous waste (“HHW”).

Additionally, ARR operates a Reuse and Recycle Drop Off Center for hard-to-recycle items and

HHW.

ARR handles approximately 15% of the resource stream, while the remaining 75% is handled by private waste haulers who are contracted by the City to collect all other materials from businesses, institutions, larger multifamily properties, and government offices.

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During the contract term, ARR will begin operations of a furniture warehouse that will be added to the QMS scope. In the fall of 2027, ARR anticipates the opening of the Northeast Service Center (“NESC”) which will consolidate administrative functions and selected operations services.

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4.0 CONTRACTOR MINIMUM QUALIFICATIONS

4.1 Offer Requirements

The Contractor shall submit with their bid, and within three (3) business days of the City’s request, information demonstrating compliance with the minimum qualifications specified below.

4.2 Experience

At the time of bid submission, the Contractor shall have continuously provided services similar in scope to the services required in these specifications for a minimum of three (3) consecutive years.

4.3 References

The City reserves the right to contact references if it deems it necessary to verify the Contractor can provide the services in this SOW. The Contractor shall provide the required information with their bid.

5.0 CONTRACTOR REQUIREMENTS

5.1 Contractor Readiness

5.1.1 The Contractor shall be fully operational at the time of bid submission and ready to carry out the Contractor requirements and responsibilities defined herein. The Contractor shall provide services within seven (7) business days of the City’s initial request to start services. The Contractor shall provide all skilled personnel, equipment, supplies, vehicles, transportation, and all resources necessary to successfully complete the services described below.

5.1.2 The Contractor shall be solely responsible for the Contractor’s and any subcontractors' compliance.

5.1.3 The Contractor shall perform audits to the ISO 9001:2026 standard once ARR has completed the required transition of its QMS to the new standard. Upon publication of ISO 9001:2026, ARR will have a three-year transition period to update its QMS, and the Contractor shall assess conformance to the new standard during the applicable surveillance or recertification audits within the contract term.

5.2 ISO 9001 Surveillance and Re-certification Services

5.2.1 Current Certification

ARR was certified to the ISO 9001:2015 standard on January 9, 2026. Under the three-year certification cycle, the current certification period will extend through January 9, 2029. During the two-year contract term, ARR requires a third-party CB to conduct the second surveillance audit and perform the re-certification audit at the end of the current audit cycle.

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5.2.2 Milestones and Estimated Timeline

Contract Year Milestone Estimated Timeline 1 Surveillance Audit (2nd) June 2027 2 Re-certification June 2028

5.2.3 ISO 9001:2026

The ISO 9001 Standard is in the process of shifting to ISO 9001:2026 during the contract period. ARR will have a three-year transition period from the date of publication to upgrade its QMS and certify it to the new standard. The Contractor must support this transition by incorporating the requirements of the ISO 9001:2026 standard into the applicable audits within the contract term.

5.3 Schedule

5.3.1 The Contractor shall work with the City’s Contract Operations Manager (“COM”) to schedule dates, locations, and processes to be audited.

5.3.2 Work shall be completed Monday through Friday 5:30am to 5pm Central Time, excluding City holidays. Actual hours are determined by the work group which is being audited but shall not exceed an 8-hour workday.

5.4 ARR Audit Sites and Headcounts

Audit Site Address

Rutherford Lane Campus (RLC) 1520 Rutherford Lane, Austin, TX Kenneth Gardner Service (KGSC) 3810 Todd Lane, Austin, TX Recycle and Reuse Center (RRC) 2514 Business Center Drive, Austin, TX FM 812 Facility 10108 FM 812, Austin, TX Austin Reuse Warehouse1 9201 Metric Blvd, Austin, TX Northeast Service Center (NESC)2 8301 Johnny Morris Road, Austin, TX

1 Site is scheduled to open at the end of 2026. Actual date may change.

2 Site is scheduled to open in October 2027 and will replace the RLC Site and FM 812 Facility. Actual date may change.

5.4.1 Current Audit Sites

Site Headcount Hours of

Operation Scope No. of

Processes RLC 24 8:00am –

5:00pm Management, Customer Service, Purchasing

KGSC 306 6:00am - 2:30pm

IT, Operations (Residential Curbside, Litter Abatement)

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RRC 32 8:00am – 4:00pm

Training, Operations (Recycling and Reuse Center, HHW)

FM 812 16 6:00am – 2:30pm

Operations (Carts Management)

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5.4.2 Future Audit Sites (2027)

Audit Site Scope NESC Management; Customer Service; Operations

(Residential Curbside North Zone); Carts Management; Training

KGSC Operations (Residential Curbside South Zone;

Litter Abatement)

RRC Operations Austin Reuse Warehouse Operations

5.5 Reports

5.5.1 The Contractor shall provide both oral and written reports on ARR’s QMS for surveillance and re-certification. The reports shall clearly define all potential minor and major nonconformances and observations. The Contractor shall provide a written report no later than seven (7) calendar days after the completion of each registration activity. Oral reports shall be provided on the day of the registration activity. Required reports are:

A. Audit plan, including dates and sites;

B. Audit scope;

C. Audit report that includes audit findings (non-conformances and observations); and D. QMS assessment.

5.5.2 Other Reports

The City reserves the right to request additional reports that may be required by local, state, or federal laws and/or regulations, as well as reports that may be beneficial to the City’s Zero Waste initiative or correlate with the scope of work and specifications described herein. The City will outline the specific requirements for these reports (format, deadline, submission requirements, etc.)

with the report request.

5.6 Identification Requirements

Employees of the Contractor shall have identification when on City property. All vehicles shall comply with all applicable federal, state, and local laws, codes, and regulations. All drivers shall have valid licenses.

6.0 OTHER CONTRACTOR REQUIREMENTS

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6.1 Designation of Key Personnel

6.1.1 Project Manager

The Contractor shall assign a Project Manager who shall oversee the contract.

Upon contract award, the Contractor shall provide contact information for the Project Manager, and an alternate contact via email to the COM. The Contractor shall also provide contact information for an emergency contact with availability after-hours, on weekends, including City Holidays, via email to the COM. The Project Manager or alternate must be available by telephone Monday through Friday between 8:00 a.m. and 5:00 p.m. Central Time. The City reserves the right to request a change in personnel, and the Contractor shall respond to the City’s request with replacement contact information within three (3) business days via email.

6.1.2 Key Personnel Replacement

If it becomes necessary for the Contractor to replace any key personnel, the replacement shall be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall immediately notify the COM via email and obtain approval for the replacement.

6.1.3 Contractor Staff Replacement

Upon notification from the City that the Contractor’s staff is to be removed for any reason, the Contractor shall rectify any problems and provide a qualified replacement immediately upon notification.

6.1.4 Operational/Employee Changes

The Contractor shall keep the City informed of any operational or employee changes that may affect the Contractor’s ability of implementing or performing services described herein. The Contractor shall notify the COM within one (1) business day of such changes taking place.

6.2 Required Meetings with the City

6.2.1 The Contractor shall attend all meetings related to the ensuing contract as needed, at a time mutually agreed upon by the City and the Contractor. Notice of any such meeting(s) may be given by email or telephone to the Contractor by the COM, or designee.

6.2.2 Meetings shall include key personnel (e.g., Project Manager, Supervisor, etc.) from both parties to discuss requirements, processes, and tasks to be performed and to confirm the procedures for services to be provided, including program concepts, methodology, project timelines, testing, correction plans, deliverables and to address other topics as determined by the City. The City will have final approval for the items listed in this section.

6.3 Certifications, Licenses, and Permits

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6.3.1 The Contractor and all subcontractors shall comply with all laws applicable to the services under this contract, including all federal, state, and local laws, and Travis County and City ordinances. The Contractor and all subcontractors shall have and maintain current identification numbers, licenses, permits, and other governmental approvals or authorizations required by all applicable environmental or safety laws.

6.3.2 If any standards listed herein should change during the ensuing contract and a timeline for compliance is not prescribed by the authority with jurisdiction, the City will establish a timeline by which the Contractor must comply with any revised regulations.

6.3.3 The Contractor shall maintain and make available upon request throughout the term of any resulting contract, all licenses, registrations, and permits required by federal, state, local agencies, statutes, ordinances, or rules, for the duration of the Contract, including extension options and holdover periods. The City may request a copy of the current license, registration, or permit at any time during the duration of the contract, including extension options and holdover periods. The Contractor shall provide the requested information within five (5) calendar days after a written request by the City. The Contractor shall maintain licenses and certifications required throughout the Contract at no expense to the City and immediately notify the City, in writing, in the event its license and certification or the licenses and certifications of any of its Subcontractors are canceled or allowed to expire.

6.3.4 The Contractor shall notify and provide copies to the City of any amendments, renewals, or replacements to their applicable licenses and permits within 30 calendar days after the amendment, renewal, or replacement effective date.

6.3.5 The Contractor shall be solely responsible for the Contractor’s and the subcontractors' compliance.

6.3.6 The Contractor is presumed to be fully knowledgeable regarding all applicable compliance requirements and assumes full responsibility to comply with all requirements.

6.3.7 The Contractor shall notify the City in writing within two (2) calendar days of all violations or notices of non-compliance of operating permits that occur with the Contractor, subcontractors, consultants, and facilities while performing all duties under the contract.

7.0 CITY RESPONSIBILITIES

7.1 Contract Operations Manager

The COM will be the main point of contact at ARR and will manage the services, operations, and communications with the Contractor. The City will notify the Contractor if there is any change in contract administration responsibilities. The City reserves the right

Scope of Work Page 7 of 8 to assign a designee to assist the COM at any time throughout the contract term. The City will provide this designee’s contact information to the Contractor upon assignment. Email communication is preferred, but in the case of emergencies, contact the COM by phone.

7.1.1 Contract Operations Manager (or successor)

Jason McCombs, Division Manager City of Austin – Austin Resource Recovery Office Phone: 512-974-2192 Email: Jason.McCombs@austintexas.gov

7.1.2 Designee to assist the COM (or successor)

Copy on all communication:

William Purcell, Business Process Consultant Senior City of Austin – Austin Resource Recovery Office Phone: 512-974-9739 Email: William.Purcell@austintexas.gov

7.2 Performance Monitoring

The City will provide direction, instruction, and feedback regarding performance issues, concerns, corrections, and communication as necessary.

8.0 INVOICING

8.1 ARR Invoice Requirements

Invoices, required reports, and additional supporting documents shall be emailed to ARR.AP@austintexas.gov and the COM, or designee(s), on or before the 10th calendar day of each month for all the services provided in the prior month. Invoices shall be itemized and contain the information below, at a minimum. Invoices that are not itemized, do not contain the required information listed below, or are submitted without an adequate monthly report and/or additional supporting document will not be processed and will be returned to the Contractor for correction.

A. The department’s name, “Austin Resource Recovery”;

B. The name of the COM;

C. Name of the Project Manager;

D. Telephone number;

E. A unique invoice number;

F. Invoice date;

G. The ARR-provided purchase order or delivery order number and the City contract number;

H. The Contractor’s name and remit to address;

I. Any travel costs incurred will be reimbursed according to GSA Per Diem rates; and J. If applicable, the Contractor’s tax identification number, which must exactly match the information in the Contractor’s registration with the City.

8.2 Unless otherwise instructed in writing, the City may rely on the remittance address specified on the Contractor’s invoice.

mailto:Jason.McCombs@austintexas.gov mailto:William.Purcell@austintexas.gov mailto:ARR.AP@austintexas.gov

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8.3 The Contractor shall not be compensated for work made necessary by the Contractor’s negligent errors or omissions. In the event of any dispute over the classification of the Contractor's services as basic or additional services under the resulting contract, the decision of the City will be final and binding on the Contractor.

8.4 It is expressly understood and agreed that the Contractor shall not furnish any additional services without the prior written authorization of the City. The City will have no obligation to pay for such additional services which have been rendered without the prior written authorization of the City.

5.6 Identification Requirements

7.2 Performance Monitoring