CITY OF AUSTIN

SCOPE OF WORK

FOR

CUSTOMER PLUMBING SERVICES

RFP 2200 MLJ3013

1. PURPOSE:

The City of Austin (City) seeks to establish a Contract with qualified Contractor(s) to provide residential and commercial plumbing services in coordination with Austin Water and its customers. Services performed under this Contract shall directly support the City’s efforts to conserve water, reduce water loss, and protect environmental resources.

The contract will be used by the Austin Water department. The City reserves the right to add or remove locations, services, or adjust frequency as deemed necessary throughout the contract term. Other City departments and locations may be added as necessary.

The City intends to award Contracts to multiple Offerors within each program area to provide the best value to the City. Each of the four (4) program areas will be evaluated independently in accordance with the evaluation criteria established in this solicitation. Offerors may submit proposals for one (1), multiple, or all program areas and may be awarded a contract in any or all the program areas for which they are evaluated and selected.

Following Contract award, individual projects will be assigned as follows:

• Projects estimated at $3,000 or more: The City department will issue a Request for Quotation (RFQ) via email to all awarded Contractor’s within the applicable program area. The department will specify a date when the quotes shall be returned and no less than three working days-the response time could vary for emergencies. The Contractor submitting the lowest firm-fixed-price quotation that meets the project Scope of Work, required completion schedule, and all other project requirements shall be awarded.

• Projects estimated at less than $3,000: The City’s department will maintain a rotation list for awarded Contractors within each applicable program area. Work will be assigned on a rotational basis to provide Contractors a fair opportunity to receive work. The City may move to the next Contractor in the rotation when a Contractor is unavailable, unable to meet the required schedule, lacks the capability to perform the specific work, or has documented Contract performance issues. Any deviation from the established rotation will be documented by the City.

The amount and frequency of work assigned to each Contractor will vary. Award of a Contract does not guarantee a minimum number of projects, dollar amount, or level of work during the Contract term.

Any items or services that have been omitted from this scope of work that are clearly necessary or in conformance of services/goods shall be considered a requirement although not directly specified or called for in the scope of work.

2. TERM OF CONTRACT:

This Contract shall remain in effect for an initial term of twenty-four (24) months or until the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional twelve (12) month periods at the City’s sole option.

3. BACKGROUND:

The following provides background information for each program area included under this contract.

3.1. Grease Interceptors:

3.1.1. This program supports small food service establishments as defined by Austin Water by reducing the financial and logistical challenges of installing or replacing grease interceptors, solids interceptors, and remote monitoring systems (pretreatment devices).

FOR

CUSTOMER PLUMBING SERVICES

RFP 2200 MLJ3013

These devices are essential for protecting public health and preventing fats, oils, and grease (FOG) from entering the wastewater system. This initiative promotes equitable economic development and environmental responsibility in accordance with Austin Water’s response to Council Resolution 20240530-165 (directing the City Manager to reduce or eliminate barriers to small business advancement without sacrificing public safety).

3.2. Galvanized Lines Requiring Replacements:

3.2.1. Private water service lines for approximately 780 properties served by Austin Water have been identified as “galvanized requiring replacement” (GRR) in accordance with the Environmental Protection Agency’s (EPA’s) Lead and Copper Rule (40 CFR 141.84(d)) because they have galvanized iron or steel pipe between the meter and the building, and the history of pipe material upstream of these lines is unclear. These galvanized lines could have adsorbed lead if they were ever downstream of a lead pipe. Austin Water aims to replace all private-side GRR lines since they may present increased risk of lead exposure. Property owners with GRR lines have been notified of their service line status and may sign up to have GRR lines replaced via this contract.

3.3. Wastewater Plumbing Repairs:

3.3.1. The Austin Water Pipeline Maintenance (PM) collection system customer assistance program will serve Austin Water customers by helping to resolve wastewater issues negatively impacting privately-owned sewer infrastructure between the city-owned and private-side cleanouts. Program assistance may include mitigation of slope issues, city-owned cleanout relocation, service relocation, and other issues impacting sewer infrastructure, as determined by Austin Water PM to be within this program’s scope on a case-by-case basis.

3.4. Customer Assistance Leak Mitigation (CALM):

3.4.1. The CALM program is designed to provide essential plumbing repairs to residents who may not have the means to address these issues themselves. The program supports the City's goals of water conservation, public health, and safety by ensuring that plumbing systems in single-family homes are functioning properly. The program also aligns with the City's mission to provide equitable services to all residents.

4. CONTRACTOR GENERAL REQUIREMENTS:

The Contractor shall:

4.1. Provide all tools and equipment necessary and customarily required by the trade, to include materials, labor, permits, incidentals, expendable items, personnel protective equipment, and transportation, for proper execution and completion of services. The materials and services provided by the Contractor shall comply with all current Federal, State and Local laws, and City ordinances, rules and regulations.

4.1.1. All materials used must meet or exceed industry standards and comply with applicable codes and regulations (see Section 11 Applicable Specifications).

4.2. Require all personnel who perform onsite work to wear necessary safety equipment and company issued identification (shirt, hat, or badge).

4.3. Clearly mark all vehicles with the Contractor's name on both sides of vehicle. Magnetic signs are acceptable.

4.4. Coordinate scheduled work in advance directly with the Client as necessary, providing an estimated arrival time and a minimum of one (1) hour notification prior to arrival.

https://www.ecfr.gov/current/title-40/part-141/section-141.84#p-141.84(d)

FOR

4.5. Scheduling and Hours of Service, the Contractor shall:

4.5.1.1. Schedule work during the hours of 8:00 a.m. to 5:00 p.m., Monday through

Friday, unless alternate workdays or hours are mutually agreed upon in writing by the Contractor and the City.

4.5.1.2. Schedule appointment via email upon request by the Contract Manager and/or designee. At the time the appointment is scheduled, a confirmation email with the scheduled appointment date shall be provided to the Customer and to the Contract Manager and/or designee .

4.5.1.3. Notify the Contract Manager and/or designee of the intended work schedule and location, prior to commencing work. The Contractor shall adhere to the following options for the work schedule:

• Be responsible for obtaining a Right of Entry agreement from the property owner.

• Coordinate and obtain agreement on the hours of work with the Client

4.5.1.4. Perform work before 8:00 a.m., after 5:00 p.m., on weekends, or on holidays when necessary to correct a failure resulting from prior repair work or installation performed by the Contractor.

4.5.1.5. Make emergency repairs resulting from failures of work performed by the Contractor within twenty-four (24) hours after being reported by the Client, or within a timeline mutually agreed upon between the Client and the Contractor.

4.5.1.6. Provide documentation of the manufacturer's warranty along with the final invoice to Contract Manager and/or designee. Contractor shall provide a written warranty for all parts, labor, and workmanship upon completion of each job.

Warranty shall be guaranteed for a minimum of one (1) year from the completion date and shall cover any malfunctions or defects in products, parts, and faulty labor services. If the manufacturer's warranty is longer for any part(s) provided during the repair or service work, the longest warranty shall apply.

4.6. Provide the most appropriate and cost-efficient licensed position(s) to complete each phase of the work requested. Service calls shall be responded to by the lowest-cost employees qualified to perform the task. Invoices reflect the hourly labor rate for the position used for each job assignment.

4.7. Provide Client and City with the name of employee(s) who will perform onsite work.

4.8. Document preconstruction and postconstruction conditions of each site prior to initiating any construction, and after work has been completed.

4.8.1. A minimum of two (2) digital photos of the area of work impact shall be taken, or an otherwise adequate number to fully document all landscaping, residential features, and existing conditions along the entire connection alignment of each residence that may be impacted during the project.

4.8.2. Copies of photos will be provided to the Client before work begins and after work has been completed.

FOR

4.9. Be responsible for all damage/injuries to Client property as a direct result of Contractor’s equipment, employees, or Contractor’s actions.

4.9.1. If damage/injury occurs, Contractor shall notify the City immediately.

4.10. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

4.11. Provide and maintain a telephone dispatch system that is operational 24 hours per day, seven

(7) days per week, and 365 days per year (including holidays). Telephone answering machines do not meet this requirement.

4.12. Understand that all work is subject to inspection and acceptance by the Contract Manager or designee.

4.13. Be responsible for ensuring the safety of their employees and the general public during performance of all services under this contract. The Contractor shall ensure that all crews are fully and properly equipped to perform services promptly and safely.

4.14. Own and maintain an inventory of all basic and necessary equipment and tools which are clearly a requirement to perform services under this contract. The Contractor shall not charge the City for Contractor-owned tools and equipment used when providing services for this Contract.

4.15. Obtain any applicable permits that are required by the municipal, state, or federal government prior to the start of work. The cost of the permit, provided it is for actual projects assigned the Contractor, shall be billable to the City, with no markup.. Proof of applicable permits obtained shall be provided to the Contract Manager and/or designee, upon request.

5. SERVICE REQUIREMENTS:

5.1. Grease Interceptors Program:

Used for new installation or repair/replacement of existing grease interceptors, solids interceptors, and grease interceptor remote monitoring systems.

5.1.1. The Contractor shall provide replacement, repair, and installation of plumbing, piping, fixtures, and equipment:

5.1.1.1. Grease Interceptor/Solids Interceptor (Austin Water approved manufacturer and size)

5.1.1.2. Grease Interceptor Remote Monitoring System (Austin Water approved manufacturer)

5.1.1.3. Sample Port (As required under Austin City Code, Chapter 15-10 Wastewater

Regulations §15-10-226-Sample Port Required)

5.1.2. The Contractor shall provide minor building or equipment modifications required to complete plumbing repairs:

• Carpentry

• Masonry

• Trenching up to four (4) feet deep

• Mechanical

• Electrical

• Air Spading

• Irrigation - design, installation, and repair https://library.municode.com/tx/austin/codes/code_of_ordinances?nodeId=TIT15UTRE_CH15-10WARE

FOR

CUSTOMER PLUMBING SERVICES

RFP 2200 MLJ3013

5.2. Galvanized Lines Replacement Program:

Used for repair or replacement of existing plumbing infrastructure. . Engineering Services as defined by the Texas Board of Professional Engineers shall not be included in this Contract.

5.2.1. The Contractor shall repair, replace, and install plumbing, piping, fixtures, and equipment:

5.2.1.1. Potable water service lines

5.2.1.2. Property owner cutoff valves

5.2.1.3. Pressure reducing valves

5.2.1.4. Expansion tanks

5.2.1.5. Meter boxes

5.2.1.6. Repair of city or privately-owned landscaping, vegetation, and paved surfaces to like or better condition compared to before construction conditions.

5.2.1.7. Any and all additional work associated with replacing a private water service line in compliance with all applicable codes.

5.3. Wastewater Plumbing Repairs Program:

Used for the repair or replacement of private plumbing located outside of a residence. Private plumbing refers to piping, fixtures, and disposal systems that serve a single household or individual and are located on private property outside the public right-of-way.

5.3.1. The Contractor shall perform repairs and/or replacements exclusively in exterior areas of the property. No work or services performed inside the residence is eligible for payment or coverage under this contract.

5.3.2. The Contractor shall obtain approval in writing from the City for all repair costs prior to start of work.

5.3.3. The Contractor shall provide plumbing services and items to complete, but not limited to, the following:

5.3.3.1. Repair, replacement, and installation of plumbing, piping, fixtures, and equipment.

5.3.3.2. Excavation and trenching

5.3.3.3. Repair of city or privately-owned landscaping, vegetation, and paved surfaces to like or better condition compared to before construction conditions.

5.3.3.4. Proper abandonment of existing private lateral after the new private lateral is in service. Abandonment shall be, at a minimum, flushing, cutting and plugging of the existing lateral, per City of Austin standards, up to and including the building cleanout.

5.3.3.5. New installations or replacements of sewer lines shall include:

• Excavation (digging the site to the required depth and dimensions)

• Restoration work, including final backfill (repair any damage to the parking lot or surrounding area)

• Final cleanup (ensure debris from activity is collected and properly disposed of)

FOR

• Provide approved bedding for sewer line installation and/or repairs to industry standards.

• Proper connection of sewer infrastructure between city-owned and privately-owned cleanouts.

5.4. Customer Assistance Leak Mitigation (CALM) Program:

Used for limited repairs directly related to resolving an active water leak.

5.4.1. The Contractor shall provide plumbing services and items, but not limited to, the following:

• Fixing dripping faucets • Unclogging drains

• Repairing running toilets • Replacing faucets

• Fixing low water pressure • Repairing leaky pipes

• Installing new sinks • Replacing shower heads

• Water heater repairs • Installing new toilets

• Fixing garbage disposals • Replacing hose bibbs

• Repairing sump pumps

5.4.2. Perform other repairs and/or replacements approved in writing by the Contract Manager and/or designee, as applicable to the program by Austin Water CARO (Customer Accounts Relations Office).

5.4.3. Obtain approval from Austin Water CARO for all repair costs above $500.00 prior to work being performed.

5.4.4. The Minimum Service Fee will only be applicable in the event the total repair cost is less than the minimum service fee.

6. CONTRACTOR QUALIFICATIONS:

The Contractor shall:

6.1. Ensure all employees performing work under this contract are properly trained, registered, and currently licensed by the Texas State Board of Plumbing Examiners (TSBPE).

https://tsbpe.texas.gov/

6.2. Provide a copy of the current TSBPE license or registration for each Contractor employee who will perform onsite work with the applicable quote or within three (3) business days upon request by the City.

6.3. For commercial work: Provide a Master Plumber with five (5) years of recent experience in commercial plumbing at each job to oversee the project.

6.4. For residential work: Have a minimum of five (5) years of recent experience in residential plumbing repairs.

6.5. Provide a minimum of three (3) references from previous clients with the quote or within three (3) business days upon request from the City.

6.6. All employees performing on-site services shall have completed an annual criminal background check.

6.7. Ensure all applicable employees comply with TSBPE fingerprinting and criminal background check requirements (https://tsbpe.texas.gov/fingerprint-requirement-for-all-license-types ). The Contractor shall verify compliance annually and provide updated documentation to the City upon request. Any new employee assigned to perform work under the Contract shall meet all applicable https://tsbpe.texas.gov/ https://tsbpe.texas.gov/fingerprint-requirement-for-all-license-types

FOR

licensing, registration, fingerprinting, and background check requirements prior to performing onsite services.

7. CITY REQUIREMENTS:

The City will:

7.1. Provide personnel who will assist the Contractor with Client appointment scheduling.

7.2. Schedule a contract kick-off meeting within 10 business days of contract award to discuss the contract and nature of work.

7.3. Perform random performance checks to ensure Contractor and Client compliance.

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

8. INVOICE AND PAYMENT ADDRESS:

8.1. The Contractor shall provide, within three (3) business days, a detailed invoice showing the description of each repair, actual labor hours, material items, quantity, and unit price to the City.

Additional invoicing instructions will be provided at time of order.

9. SINGLE POINT OF CONTACT:

The Contractor shall:

9.1. Designate a Single Point of Contact (SPOC) who shall be available for emergency requests that shall be available 24 hours a day, 7 days a week. This shall be submitted on the Price Sheet.

9.2. Provide a SPOC available at the work site during all hours worked by the Contractor's employees.

9.2.1. The SPOC shall be fluent in the English language and shall be able to communicate effectively with the City.

9.2.2. The SPOC shall have the authority to dispatch Contractor personnel and shall have full decision-making authority on behalf of the Contractor for all services provided under this Contract.

9.2.3. The SPOC shall inspect, monitor, and supervise the Contractor’s employees, ensuring adherence to the work schedule, safety requirements, and quality of work.

9.2.4. The SPOC shall not be removed from the project without prior written consent by the City.

10. APPLICABLE SPECIFICATIONS:

The Contractor shall:

10.1. Comply with all applicable City, Federal, and State of Texas laws, regulations, codes, and standards governing the services performed under the Contract, as amended or otherwise effective during the term of the Contract, including all applicable safety requirements for the work being performed.

FOR

10.2. Ensure all plumbing materials and fixtures installed under this agreement are certified under the EPA WaterSense program, where applicable. In instances where specific materials are not covered by the EPA WaterSense certification, contractors shall utilize products that meet or exceed the minimum standards established by the 2024 edition of the Universal Plumbing Code (see City of Austin Ordinance No. 20250410-042). Compliance with these requirements is mandatory to ensure water efficiency, safety, and regulatory alignment with the City’s sustainability goals.

10.3. Comply with:

10.3.1. EPA’s Lead and Copper Rule (40 CFR 141.84(d)):

https://www.ecfr.gov/current/title-40/chapter-I/subchapter-D/part-141/subpart-I

10.3.2. Texas State Board of Plumbing Examiners (TSBPE) Board Rules:

https://tsbpe.texas.gov/plumbing-license-law-board-rules/

10.3.3. Occupations Code, Title 8, Chapter 1301, The Plumbing License Law:

http://www.statutes.legis.state.tx.us/Docs/OC/htm/OC.1301.htm

10.3.4. EPA WaterSense Specifications: Product Specifications | US EPA

10.3.5. 2024 Uniform Plumbing Code Standards: 2024 Uniform Plumbing Code

10.3.6. City of Austin Ordinance No. 20250410-042: Ordinance No. 20250410-042

10.3.7. American National Standards Institute/American Water Works Association Standards:

https://www.awwa.org/Publications/Standards

10.3.8. Texas Commission on Environmental Quality (TCEQ): https://www.tceq.texas.gov/

10.3.9. Occupational Safety and Health Administration (OSHA) Safety Requirements:

https://www.osha.gov/

10.3.10. City of Austin City Council Resolution 20240530-165:

https://services.austintexas.gov/edims/document.cfm?id=430877

10.3.11. City of Austin Ordinances and Regulations:

https://library.municode.com/tx/austin/codes/code_of_ordinances

10.3.12. National Electric Code Standards:

https://www.nfpa.org/NEC/electrical-codes-and-standards https://www.ecfr.gov/current/title-40/chapter-I/subchapter-D/part-141/subpart-I https://tsbpe.texas.gov/plumbing-license-law-board-rules/ http://www.statutes.legis.state.tx.us/Docs/OC/htm/OC.1301.htm https://www.epa.gov/watersense/product-specifications https://epubs.iapmo.org/2024/UPC/ https://services.austintexas.gov/edims/document.cfm?id=453142 https://www.awwa.org/Publications/Standards https://www.tceq.texas.gov/ https://www.osha.gov/ https://services.austintexas.gov/edims/document.cfm?id=430877 https://library.municode.com/tx/austin/codes/code_of_ordinances https://www.nfpa.org/NEC/electrical-codes-and-standards