RFP_1100_LLM3005_ADD_2_v1.pdf
PDF 194 KB Posted
- Attached to
- Underground Utility Locating Service
- Solicitation number
- RFP 1100 LLM3005
- Issued by
- Texas
About this file
This is a Solicitation Addendum No. 2 issued by the City of Austin Financial Services - Central Procurement for RFP 1100 LLM3005, dated March 24, 2026, addressing underground utility locating and marking services for Austin Energy. The addendum incorporates responses to 30 vendor questions and provides historical ticket volume data spanning January 2024 through January 2026. The contract encompasses an estimated 75,000 to 100,000 annual service tickets across Williamson, Hays, and Bastrop counties, with monthly volumes ranging from approximately 4,200 to 5,500 routine tickets plus 67 to 125 after-hours emergency tickets. Services must be available 365 days per year, 24 hours daily, requiring 48-hour response times during normal business hours and 2-hour response times for emergency after-hours locates. The initial contract term is 24 months from execution with three optional 12-month renewal periods. A mandatory 60-day ramp-up period follows contract execution, with anticipated contract start date in July 2026 pending City Council approval. The contractor must achieve a 95 percent on-time performance (OTP) compliance rate, with historical data showing OTP performance ranging from 91 to 98 percent.
The addendum clarifies that pricing is structured as one rate for all ticket types during working hours and a separate higher rate for after-hours emergencies. Austin Energy pre-screens approximately 60 percent of tickets before routing to the contract locator, with roughly 30 percent of field tickets resulting in clearances. The contractor may utilize its own ticket management system provided it integrates with Austin Energy's KorTerra internet operating system and meets all reporting requirements. No transition assistance or knowledge transfer from the incumbent is provided. The contract locator experienced approximately 3,376 late tickets in 2025 and 4,648 in 2024. While specific data regarding geographic zones, daily peak volumes, linear footage per ticket, and facility damage attribution is unavailable, the City confirmed approximately 10 to 15 damage investigations occur annually. All Austin Energy infrastructure—including primary, secondary, and streetlight facilities—operates under a single CDC code. No liquidated damages are specified in the contract; however, other performance-related remedies apply per the solicitation terms and conditions. One copy of the addendum with offeror signature and date must be returned with the proposal prior to the solicitation closing date.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_1100_LLM3005_ATT_7_v1.docx | DOCX document | |
| RFP_1100_LLM3005_ADD_1_v1.pdf | ||
| RFP_1100_LLM3005_ATT_10_v1.pdf | ||
| RFP_1100_LLM3005_ATT_2_v1.pdf | ||
| RFP_1100_LLM3005_ATT_5_v1.docx | DOCX document | |
| RFP_1100_LLM3005_ATT_9_v1.pdf | ||
| RFP_1100_LLM3005_ATT_1_v2.pdf | ||
| RFP_1100_LLM3005_ATT_4_v1.pdf | ||
| RFP_1100_LLM3005_ATT_1_v1.pdf | ||
| RFP_1100_LLM3005_ATT_12_v1.docx | DOCX document | |
| RFP_1100_LLM3005_ATT_3_v1.pdf | ||
| RFP_1100_LLM3005_ATT_11_v1.pdf | ||
| RFP_1100_LLM3005_ATT_8_v1.pdf | ||
| RFP_1100_LLM3005_ATT_6_v2.xlsx | XLSX spreadsheet | |
| RFP_1100_LLM3005_ATT_6_v1.xlsx | XLSX spreadsheet |
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Text version
SOLICITATION ADDENDUM
AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT
Revised 10/01/2024
We
Solicitation: RFP 1100 LLM3005 Addendum No: #2 Date: 3/24/2026
This addendum is to incorporate the following changes to the above referenced solicitation:
1. Questions and Answers:
1. Question: Please provide the past 12–24 months of ticket volume data broken down by month.
Answer: See attached document, ADD2 - Attachment A.
2. Question: If available, please provide ticket volumes by type (routine, emergency, after-hours) by month.
Answer: See attached document, ADD2 - Attachment A.
3. Question: What percentage of total annual tickets occur outside normal business hours?
Answer: Ticket volume for after-hours emergencies is provided in ADD2 – Attachment A. We do not track if our locate company works outside normal business hours on routine tickets or projects.
4. Question: What are the volumes by month for Marked vs Cleared?
Answer: There are approximately 30% clear tickets in the field annually by the contract locate company. AE does screen tickets before they go to the contract locate company.
5. Question: Approximately how many late tickets per year?
Answer: The following data points are approximate numbers: Year 2025 – 3,376 tickets and Year 2024 – 4,648 tickets
6. Question: What is the CITY’s current average response time performance and compliance rate?
Answer: See attached document, ADD2 - Attachment A. Refer to the OTP column. There is no data available for City’s average response time.
7. Question: Can the CITY provide ticket volumes by geographic zones by month?
Answer: This data is not available.
8. Question: What is the highest daily ticket volume recorded in the past year?
Answer: This data is not available.
9. Question: What are the ticket volumes of remarked or updated by month?
Answer: This data is not available.
Revised 10/01/2024
10. Question: Can the CITY provide the service territory broken down by operational zones or districts and the approximate ticket volume per zone?
Answer: No. This data is not available.
11. Question: What is the average locate ticket density per square mile?
Answer: This data is not available.
12. Question: What is the approximate average linear footage marked per One Call Center (Texas
811) locate ticket for CITY facilities? If available, please provide typical ranges (e.g., average and median footage per ticket) or representative examples of ticket scope to assist.
Answer: This data is not available.
13. Question: Does the City set a standard linear footage per locate ticket for pricing/workload, and will the ticket rate cover both locates or be issued separately?
Answer: Pricing is one price for all ticket types during working hours, and a separate price for after-hours emergencies.
14. Question: Does the CITY have an established escalation process for identifiable but unlocatable facilities?
Answer: The contract locate company needs to have a lead tech or supervisor on site to verify a line is unlocatable before turning back to AE OneCall.
15. Question: Will a CITY representative be available after-hours to assist in emergency locate situations where facilities cannot be identified through standard locating methods?
Answer: Yes, after the procedure of a lead or supervisor assisting the technician has taken place.
16. Question: How many contracts or in-house locate technicians are presently supporting operations?
Answer: We cannot provide this information.
17. Question: Can the CITY provide the past 12–24 months of total ticket volume and the number of locators used to achieve the 95% compliance rate?
Answer: See attached document, ADD2 - Attachment A. Total locators have varied in this time frame.
18. Question: How soon after Notice of Award is the anticipated contract start date?
Answer: Council approval will be required, tentative date is scheduled for July.
Revised 10/01/2024
19. Question: Will the incumbent provide transition assistance or locator knowledge transfer during the 60-day ramp-up?
Answer: No.
20. Question: Are there any special certifications, licenses, or credentials required beyond standard industry requirements?
Answer: No.
21. Question: Is the contractor required to use a specific ticket management system, or may the contractor use its own system provided it integrates with KorTerra system and meets reporting requirements? May the contractor utilize its own locating management system (e.g., DigTix), provided reporting requirements are satisfied?
Answer: The contractor can use any system that integrates with the current internet version of Austin Energy’s Koreterra internet operating system per 5.4.1 of the Scope of Work.
22. Question: Are there contractual performance penalties or liquidated damages associated with late responses, missed locates, or failure to meet service levels? If so, please provide details regarding how they are calculated and applied.
Answer: While no liquidated damages are included in the contract, there are other performance‑related remedies. Please review the solicitation packet in its entirety, including the Terms and Conditions.
23. Question: Can the CITY provide historical data for facility damages attributed to locate error vs excavator fault?
Answer: This data is not available.
24. Question: In the event of a dispute over ticket validity or locate accuracy, will there be a formal dispute resolution process outlined in the final contract?
Answer: The documents contained in the solicitation packet, including the Standard Terms and Conditions, will be part of the contract resulting from this RFP.
25. Question: What are the Average number of damage investigations per year.
Answer: Approximately 10-15
26. Question: Does the CITY anticipate any major infrastructure expansions, capital improvement projects, or special initiatives during the contract term that may significantly increase ticket volumes?
Answer: The number of projected service ticket calls identified in the SOW account for the City's anticipated future activities. However, this number is only an estimated and subject to change.
Revised 10/01/2024
27. Question: What is the recent breakdown of electric and streetlight locates?
Answer: This data is not available.
28. Question: Are all tickets assigned the same CDC code, or are electric and streetlights categorized under separate CDC codes?
Answer: Yes, everything is under one code for primary, secondary, streetlight, etc. (all AE infrastructure)
29. Question: What percentage of 811 tickets are screened out before being sent to the contractor?
Answer: This varies but appx 60% are screened and cleared. The ticket count on the rate sheet is based on the estimated ticket count to be received by the contract locate company.
30. Question: Does Austin Energy pre-screen the work prior to sending tickets to the contract locate company?
Answer: Yes.
31. Question: Is the contract locate company allowed to screen tickets, or is a job site visit required?
Answer: Refer to Section 5.1.1 of the Scope of Work.
2. 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.
Contract Locator Closed Tickets Volume Data beginning in 01/2024 through 01/2026
Year Month Routine After hours OTP 2026 January 4557 104 97% 2025 December 5032 97 92% 2025 November 4588 94 94% 2025 October 5539 121 94% 2025 September 5013 123 97% 2025 August 4878 112 97% 2025 July 5415 97 95% 2025 June 5045 89 98% 2025 May 4977 76 95% 2025 April 5286 67 95% 2025 March 4945 97 98% 2025 February 4565 86 91% 2025 January 4809 100 2024 December 4218 97 2024 November 4358 79 2024 October 5091 125 2024 September 4282 112 2024 August 4367 100 2024 July 4692 104 2024 June 4489 86 2024 May 5403 90 2024 April 5460 92 2024 March 5429 74 2024 February 5139 92 2024 January 5040 115
Historical analytic insights are based on invoicing measurements.
ADD2 - Attachment A
| Contract locator closed tickets 2024 through January 2026.pdf |
| Contract locator closed tickets |
| Offeror Name: |
| Signed_af_date: |
File details come from the government source that posted it. Updated .