RFI_2200_RBB5001_0500_v1.docx

CITY OF AUSTIN

REQUEST FOR INFORMATION

DRONE CLEANING SERVICES

RFI 2200 RBB5001

1. DISCLAIMER:

This (Request for Information) RFI is issued solely for information and planning purposes only and does not constitute a solicitation or contract. All material submitted to the City of Austin (City) becomes public property and is subject to the Texas Open Records Act upon receipt. Any information submitted in response to the RFI should not contain proprietary and/or confidential information. Responses to the RFI will not be returned. Accordingly, responses to this notice are not offers and cannot be accepted by the City as such or to form or suggest a contract or commitment of any nature. Respondents are solely responsible for all expenses associated with responding to this RFI.

2. PURPOSE:

The purpose of this RFI is to ask for input to inform a scope of work for (a) firm(s) to provide drone-based exterior cleaning services for Austin Water (AW). In relation to this RFI, the City is looking for input to consider regarding the scope of work, recent innovations made in the drone cleaning industry, as well as anything else to consider that may contribute to the successful execution of a contract. The city is also looking to confirm that the services required are reasonable and achievable. In the future, the City seeks to establish a contract with qualified firms to provide equipment, drones, and exterior cleaning services for City of Austin facilities and treatment plants.

3. SUBMISSION TO THE RFI

The submission should include, at a minimum, the following information:

3.1 Proposed Scope of Work.

3.1.1 Describe all services that must be included for exterior drone cleaning services.

3.1.2 What types of exterior surfaces and materials can be cleaned with drones.

3.1.3 Equipment and technology used (including drones, cleaning nozzles, chemicals, capture systems, etc..)

3.1.4 What limitations, exclusions, or conditions are affecting service delivery.

3.1.5 Describe work that cannot be performed via a drone and what alternative methods would be deployed.

3.2 Operational Requirements

3.2.1 Mobilization and demobilization procedures

3.2.2 Required access points and staging areas.

3.2.3 Estimated number of personnel and roles.

3.2.4 Anticipated flight durations and number of flights needed per structure

3.2.5 Accommodations needed (traffic control, access to water, power, etc…)

3.3 Environmental and Safety Considerations

3.3.1 Describe environmental compliance practices needed (runoff prevention, containment, permitted chemicals).

3.3.2 Safety protocols for aerial operations, chemical handling, and emergency response

3.3.3 Any other requirements such as (permitting, public coordination, airspace authorization)

3.4 Schedule and Service Availability

3.4.1 Estimated timeline for scheduling and cleaning municipal structures.

3.4.2 Seasonal or weather-related limitations

3.4.3 Typical lead times from service request to mobilization.

3.5 Indicate what services your firm provides related to the scope of work. Note that the City is not asking vendors/contractors to indicate how they can fulfill the scope of work, but rather to provide details on the industry standards for drone cleaning and what the requirements are.

3.6 Pricing Structure

3.6.1 Unit pricing (e.g., per square foot, per structure, per drone flight).

3.6.2 Hourly labor rates for pilots, crew members, or specialists.

3.6.3 Pricing based on structure height, material type, complexity, or contamination level.

3.6.4 Cost differences between drone‑based cleaning and any required manual cleaning.

3.6.5 Additional Fees

3.6.5.1 Mobilization/demobilization costs.

3.6.5.2 Equipment rental or chemical costs.

3.6.5.3 Environmental compliance or waste disposal fees.

3.6.5.4 Airspace authorization or permitting fees, if applicable.

3.6.6 Optional or Value‑Added Services

3.6.6.1 Costs for enhanced reporting (photography, inspections, GIS mapping).

3.6.6.2 Emergency or expedited response fees.

3.6.7 Assumptions and Conditions

3.6.7.1 Any assumptions used when calculating pricing.

3.6.7.2 geographic limitations.

If you wish to be provided with notification if the City issues a competitive solicitation associated with these services, please include the following details:

• Company Name:

• Point of Contact:

• Email Address:

• Telephone Number:

CONTACT THE FOLLOWING PERSON WITH ANY QUESTIONS: ryan.braziel@austintexas.gov

The Respondent, by submitting a response, acknowledges that this request is not a solicitation, will not result in a contract award, and the information provided may be utilized in possible future solicitations.

SUBMIT YOUR RESPONSE VIA EMAIL TO:

ryan.braziel@austintexas.gov

4. BACKGROUND:

4.1 AW maintains multiple assets that require periodic exterior cleaning to preserve structural integrity and visual appearance.

4.2 Traditional cleaning methods often require lifts, scaffolding, or rope access, which introduce increased safety risks and operational disruption. Drone-based cleaning provides a safer and more efficient alternative.

4.3 The primary goals of this project align with the City’s commitment to safety, operational efficiency, environmental responsibility, and public engagement. This drone-based exterior reservoir cleaning initiative is intended to achieve the following objectives:

4.3.1 Improve Safety: Reduce the need for workers to perform high-elevation tasks using lifts or scaffolding, thereby minimizing risk and improving job site safety.

4.3.2 Increase Operational Efficiency: Complete the cleaning process faster and with fewer labor hours by utilizing advanced drone technology.

4.3.3 Extend Asset Lifespan: Maintain and protect the exterior surfaces of critical infrastructure to reduce long-term deterioration and extend service life.

4.3.4 Enhance Community Satisfaction and Curb Appeal: Improve the visual appearance of public infrastructure, enhancing overall aesthetics and demonstrating the City’s commitment to cleanliness and quality, especially for new and existing residents.

5. CONTRACTOR QUALIFICATIONS:

The Contractor shall:

5.1 Licensing & Certification

5.1.1 What licensing and certifications are required to provide these services

5.2 Experience

5.2.1 Demonstrate a minimum of three (3) completed projects within the past five (5) years involving drone-based exterior cleaning of tanks, reservoirs, silos, or similar vertical infrastructure, preferably on public utility structures. References shall include at a minimum:

5.3 Personnel

5.3.1 Provide personnel requirements and roles to provide these services.

6. SERVICE REQUIREMENTS:

The Contractor shall:

6.1 General Business & Authorization

6.1.1 Be legally authorized to perform the services offered.

6.1.2 Maintain an established business location with full-time operations and be reachable by telephone and email during normal business hours.

6.1.3 Coordinate all scheduling, site access, and work areas with the designated Contract Manager and/or designee.

6.1.4 Notify the City at least forty-eight (48) hours prior to any on-site activities.

6.1.5 Respond promptly to City concerns or feedback throughout the project. Be authorized to perform the services offered.

6.2 Personnel & Operational

6.2.1 Provide requirements

6.3 Equipment Standards

6.3.1 Provide all necessary drones, cleaning systems, trailers, mobile units, and support equipment required to safely and effectively complete the work.

6.3.2 Use drones and cleaning systems specifically designed or adapted for aerial cleaning operations.

6.3.3 Ensure all drones and equipment

6.3.3.1 Are regularly inspected and maintained

6.3.3.2 Are safe for operation near critical infrastructure

6.3.3.3 Are capable of stable flight under expected site conditions

6.3.4 Maintain inspection and maintenance records and provide within five (5) business days upon request.

6.4 Pre-Cleaning Assessment

6.4.1 Conduct a pre-cleaning on-site assessment using drone imagery or other approved methods to document current exterior conditions.

6.4.2 Identify areas requiring special attention due to buildup, staining, or environmental exposure.

6.4.3 Submit pre-cleaning imagery and a summary of findings to the City for review and approval prior to commencing cleaning operations.

6.5 Cleaning Services

6.5.1 Perform full exterior cleaning of the reservoir using UAVs equipped with appropriate cleaning technology.

6.5.2 Ensure cleaning methods are:

6.5.2.1 Appropriate for the surface type

6.5.2.2 Effective

6.5.2.3 Environmentally responsible

6.5.3 Cleaning shall include elevated and hard-to-reach areas without requiring scaffolding, lifts, or manual access by personnel.

6.6 Chemical Use & Environmental Protection

6.6.1 Submit Safety Data Sheets (SDS) for all cleaning agents prior to use.

6.6.2 Obtain written City approval before applying any chemical.

6.6.3 Cleaning agents shall:

6.6.3.1 Be non-corrosive to coatings and structural materials

6.6.3.2 Be safe for use around potable water infrastructure

6.6.3.3 Comply with all environmental regulations

6.6.4 Prevent uncontrolled runoff into:

6.6.4.1 Storm drains

6.6.4.2 Vegetated areas

6.6.4.3 Public rights-of-way

6.6.4.4 Adjacent structures

6.7 Sodium Hypochlorite (If proposed)

6.7.1 If sodium hypochlorite is proposed, the Contractor shall submit:

6.7.1.1 Dilution ratio

6.7.1.2 Application method

6.7.1.3 Estimated total volume

6.7.1.4 Written runoff containment and mitigation plan detailing capture, neutralization (if applicable), and disposal methods

6.7.2 Sodium hypochlorite concentration shall not exceed City-approved limits.

6.8 Preferred Cleaning Product

6.8.1 The City prefers the use of Citra Shield or an approved equivalent environmentally responsible cleaning agent.

6.8.2 If proposing an alternative product, the Contractor shall provide a green sustainable product:

6.8.2.1 Identify the product

6.8.2.2 Submit SDS

6.8.2.3 Provide equivalency justification

6.8.2.4 Provide dilution ratios (if applicable)

6.8.2.5 Submit runoff management plan

6.8.3 City approval is required prior to use.

6.9 Post-Cleaning Inspection & Documentation

6.9.1 Conduct a post-cleaning inspection using drone imagery or other approved method.

6.9.2 Submit the following:

6.9.2.1 Before-and-after imagery

6.9.2.2 Flight logs

6.9.2.3 Chemical usage records

6.9.2.4 Completion report summarizing work performed, issues encountered, and recommendations

6.9.3 Payment may be withheld until required documentation is submitted and approved.

6.10 Site Restoration & Closeout

6.10.1 Ensure all work areas are left clean and free of debris.

6.10.2 Remove all equipment and materials from the site upon completion.

7. DELIVERY REQUIREMENTS:

7.1 Deliver location will be at 11110 ½ El Salido Pkwy Austin, TX 78750

7.2 Hours of service will be Tuesday through Thursday 7:00 AM to 2:00 PM

8. CITY REQUIREMENTS:

The City will:

8.1 Provide a Contract Manager and/or designee who will schedule the service.

8.2 Provide access to a water source on or near the site for use during cleaning operations

8.3 Designate a project coordinator or representative to serve as the primary point of contact for scheduling, coordination, and approvals.

8.4 Provide detailed maps of the area(s) to be worked in. Including the boundary limits of our Sites.

8.5 Perform random performance checks at job sites to ensure compliance.

8.6 Not be responsible for any lost or damaged equipment left or stored by the Contractor on City property.