RFP_2200_MLJ3013_BID_DOC_v1.pdf

Solicitation

COVER SHEET RFP

(061720)

Revised 10/26/2023

IDENTIFICATION

Number RFP 2200 MLJ3013 Title Customer Plumbing Services

Summary Provide residential and commercial plumbing services in coordination with Austin Water and its customers.

Type Request for Proposals (RFP) Version (Addenda) 0

AUTHORIZED CONTRACT PERSONS

Primary Marissa Jones, Procurement Specialist, IV; (512) 974-2038;

Marissa.Jones@austintexas.gov

Secondary Maggie Stenz, Procurement Specialist, III; (512) 974-3020;

Margaret.Stenz@austintexas.gov

Subcontractor Questions Austin Small Minority Business Resources; (512) 974-7600;

SMBRComplianceDocuments@austintexas.gov

Notes See Solicitation Instructions, 3.1 Authorized Contact Persons.

IMPORTANT DATES

OFFERS DUE:

Date and Time Thursday, November 5, 2026, PRIOR TO 2:00pm CT

Notes See Solicitation Instructions, 5 Offer Submission.

OFFER OPENING:

Date and Time Thursday, November 5, 2026, around 3:00pm CT

Notes See Solicitation Instructions, 5 Offer Submission.

QUESTIONS DUE:

Date and Time Friday, October 23, 2026, by 5:00pm CT

Submission Method Email Only

Notes See Solicitation Instructions, 3.2 Questions.

mailto:Marissa.Jones@austintexas.gov mailto:Margaret.Stenz@austintexas.gov

CITY OF AUSTIN Solicitation Cover Sheet

(061720)

Revised 10/26/2023

PRE-OFFER

CONFERENCE:

Conference (Yes/No) Yes

Mandatory (Yes/No) Not Mandatory

Date and Time Monday, October 19th at 9:00am

Location Microsoft Teams meeting

Notes

Meeting ID: 260 651 849 822 26 Passcode: Fa3Yo2hw

Dial in by phone

(512) 831-7858 | Phone conference ID: 369 761 272#

PUBLISHED:

Date October 12, 2026

Available Online https://www.austintexas.gov/page/solicitations

Available Hardcopy Austin Financial Services-Central Procurement, 721 Barton Springs Road, Austin, TX 78704

SOLICITATION DOCUMENTS

Document name Pages Date Solicitation Packet – RFP 2200 MLJ3013 Includes the following:

Solicitation Cover Sheet 2 October 12, 2026

Solicitation Instructions 13 October 12, 2026

Terms and Conditions 23 October 12, 2026

Scope of Work 8 October 12, 2026

Pricing Submittal – RFP 2200 MLJ3013 – Complete and return 4 October 12, 2026

Offer and Certifications – RFP 2200 MLJ3013 – Complete and return 11 October 12, 2026

NIGP CODES

COMMODITY CODES:

Code Description 91060 Plumbing Maintenance and Repair (Includes Toilets) tel:+15128317858,,154512532 https://www.austintexas.gov/page/solicitations

INSTRUCTIONS

RFP

Solicitation Instructions Page 1

Revised 06/15/2026

1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Austin invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet.

1.3 Process. The process described in this RFP is the Competitive Sealed Proposals process. This process is procedurally compliant with the competitive proposal processes prescribed by Texas Local Government Code Ch. 252 and Ch. 271.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be added to the Attachments section of the Solicitation Cover Sheet. The Version number displayed in the Solicitation Cover Sheet will indicate the number of Addenda issued. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the City’s financial services website, Austin Finance Online, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in Austin Finance Online, that had previously selected the NIGP Codes displayed in the Solicitation Cover Sheet section. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in Austin Finance Online.

2.3 Newspaper Notices. If applicable, one or more notices of this Solicitation were published in the newspaper as required by statute.

2.4 Third-Party Notices. Austin Finance Online is the only source of official notices regarding this Solicitation.

Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than Austin Finance Online.

3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet. Offerors needing assistance contacting an

CITY OF

AUSTIN

INSTRUCTIONS RFP 2200 MLJ3013

Solicitation Instructions Page 2

Authorized Contact Person regarding this Solicitation may also contact Austin Financial Services - Central Procurement’s main line at (512) 974-2500 and request assistance from any member of Austin Financial Services - Central Procurement’s management team. Offerors may direct specific questions concerning subcontractors and responding to the Minority-owned Business Enterprise and Women-owned Business Enterprise Procurement Program requirements to the ASMBR contact, also listed on the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the Authorized Contact Persons displayed on the Solicitation Cover Sheet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet. The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the City’s online financial services system, Austin Finance Online, Vendor Connection (“Vendor Connection”), Offerors may contact the Vendor Help Desk at (512) 974-2018. Assistance from the Vendor Help Desk is limited to navigating and using Vendor Connection only. The Vendor Help Desk will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 Site Visits. The City may hold one or more site visits to allow prospective Offerors to inspect the location(s) where work under any resulting contract will be performed and to receive verbal questions. The Solicitation Cover Sheet will display if a Site Visit is being held and if attendance at this meeting is mandatory. If a Site Visit is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Site Visit will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.6 No-Lobbying. In accordance with Austin City Code, sec. 2-7-101, et. seq., Austin City Ordinance no.

20180614-056, and applicable Administrative Rules, this Solicitation is subject to certain limits on communication by Offerors and their agents. The No-Lobbying period for this Solicitation starts on the Published Date displayed on the Solicitation Cover Page and continues through the earliest of the following: (i) the Solicitation is cancelled, (ii) the last of any resulting contract(s) are executed, or (iii) 60-days following Council authorization of the last contract resulting from this Solicitation. The No-Lobbying Period continues throughout the completion of the solicitation process. During the No-Lobbying Period, Offerors, Respondents and/or their Agents shall not make any prohibited communications to City Officials or City employees other than the Authorized Contact Persons. Respondents include both prospective and actual Offerors.

Solicitation Instructions Page 3

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions in the submittal. At a minimum, submittals will include a Price Offer, a Technical Offer, and an Offer and Certifications submittal.

4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal. Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Texas Government Code, Ch. 552, and will be made available to the public. Offerors seeking to keep any portions of their Offer confidential shall mark each such portion as “Proprietary.” The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The City may request a review and determination from the Attorney General’s Office of the State of Texas, of any Proposal contents marked as “Proprietary.” A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Minority and Women Owned Business Enterprise (MBE/WBE) Procurement Program. If the solicitation includes an MBE/WBE Program Compliance Plan, the Offeror shall comply with the provisions of Chapters 2-9A and B, of the Austin City Code and the terms of the Compliance Plan or Subcontractor Utilization Plan as approved by the City (the “Plan”).

4.8 Living Wage. The City requires Contractors submitting Offers on this Contract to provide a certification (see the Living Wages Contractor Certification included in the Solicitation) with their Offer certifying that all Contractor Employees (and all tiers of Subcontracting) directly assigned to this City Contract will be paid a minimum living wage equal to or greater to the amount Living Wage Certification. The Living Wage Certification shall include a list of all Contractor Employees (and all tiers of Subcontracting) directly assigned to providing services under the resultant contract including their name and job title. The list shall be updated and provided to the City as necessary throughout the term of the Contract.

4.9 Wage Theft. This Solicitation is subject to City Code, Chapter 4-22 Wage Theft (Ordinance No. 20221201- 031 | Code of Ordinances | Austin, TX | Municode Library). In accordance with City Code, Ch. 4-22, any Employer that submits an Offer to the City is required to provide certification (see the Employer Certification Wage Theft Ordinance – Responsibility Criteria included in this the Solicitation) that they have not been adjudicated for Wage Theft related incidents within five (5) years prior to the date set forth within the Employer Certification Wage Theft Ordinance – Responsibility Criteria. Additionally, City Code, Ch. 4- 22 Wage Theft, requires all Employers to complete a training program designed by the Wage Theft Coordinator on federal and state wage laws and the provisions of City Code, Ch. 4-22 Wage Theft.

https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313 https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313

Solicitation Instructions Page 4

All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

4.10 Pricing Requirements – Non-Specified Items.

4.10.1 The City may purchase additional related items that are available from the Contractor in various quantities. Pricing for these non-specified items will be calculated based on a percentage markup over Contractor’s cost as identified in the Price Sheet under the Non-Specified Parts Section.

4.10.2 Offeror shall bid a percentage markup to their cost.

4.10.2.1 The percentage markup shall be fixed throughout the term of the Contract and are not subject to increase. They shall also remain firm through subsequent renewal periods if the City and the Contractor choose to renew the Contract.

4.10.2.2 The Offeror may offer a different percentage discount or markup amount per manufacturer for any Non-Specified Part; however, parts within each manufacturer’s product line shall be priced by taking the stated list price and applying that percentage discount or markup.

4.11 Published Price Lists.

4.11.1 Offerors may quote using published price lists in the following ways:

4.11.1.1 Offerors may quote one discount from a Published Price List for all offered items to be covered in the Contract. The discount must remain firm during the life of the Contract.

4.11.1.2 Offerors may quote their dealer cost, plus a percentage markup to be added to the cost. The percentage markup must remain firm during the life of the contract.

4.11.2 A copy of the list upon which the discounts or markups are based shall be submitted with the Offer.

All price lists identified in the Offer shall clearly include the Offeror’s name and address, the solicitation number, prices, title of the discount and number, and the latest effective date of the price list. If the Offer is based on a discount or markup on a manufacturer’s price list, the price list must also include the manufacturer’s name, the manufacturer’s latest effective date, and the manufacturer’s price schedule. All price lists submitted become part of the Offer.

4.11.3 The price list may be superseded or replaced during the Contract term only if price revisions are the result of the manufacturer’s official price list revision. Written notification from the Contractor of price changes, along with two (2) copies of the revised list must be submitted to the Buyer in Austin Financial Services - Central Procurement with the effective date of change to be at least 30 calendar days after written notification. The City reserves the right to refuse any list revision.

4.11.4 The discounts or markups on equipment rental, material, supplies, parts, and contract services shall be fixed throughout the term of the Contract and are not subject to increase.

4.11.5 Failure to submit written notification of price list revisions will result in the rejection of new prices being invoiced. The City will only pay invoices according to the last approved price list.

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this solicitation shall be submitted electronically (electronic documents) to the City of Austin using the Solicitation’s eResponse function, available through the City’s mailto:wagetheft@austintexas.gov

Solicitation Instructions Page 5 online financial system, Austin Finance Online. To submit Electronic Offers using the eResponse function, Offeror’s must first be registered as a vendor with the City of Austin in Austin Finance Online.

See Instructions, Submitting Offers in Austin Finance Online. For any questions or problems concerning eResponse, please contact vendor@austintexas.gov and copy the Procurement Specialist listed on the Cover Sheet. For immediate attention, call 512-974-2467.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via eResponse by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The system time within Austin Finance Online shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the eResponse function any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. The Solicitation’s eResponse function in Austin Finance Online will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

5.5 Opening Electronic Offers. The information regarding Electronic Offers will become available on or shortly after the Offer Opening Date and Time stated on the Solicitation’s Cover Sheet. When Electronic Offers are opened, the names of each Offeror would be displayed within the Solicitation’s eResponse section. For Solicitations conducted via Competitive Sealed Bidding, the Price Offer for each Offeror will also be displayed in the eResponse section.

6 OFFER EVALUATION

6.1 Bases of Competition. The City may compare Offers based on groups or categories and will choose the basis or bases of competition that best meets the City’s needs for the resulting contracts. The basis or bases of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, past performance, and positive compliance history with all City ordinances. An Offer may be rejected if an Offeror is determined to not be responsible.

6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents in order to better understand these contents as-written. Responses to clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents. Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf mailto:vendor@austintexas.gov

Solicitation Instructions Page 6

Proposals and to identify which Proposal(s) represent the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter into discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published to Austin Finance Online and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed as stated in the purpose section of the Scope of Work, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

7.3 Contract Execution. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Austin City Council.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the contract resulting from this Solicitation is executed, or in the case of multiple awards, the last contract is executed; (ii) the date the Solicitation is cancelled. Debriefings are not public called meetings in accordance with the Texas Open Meetings Act and are usually limited to a single Offeror and any of their representatives. Only information regarding the Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation; (v) reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal Government; (vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services

Solicitation Instructions Page 7 included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low) and/or (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process.

8.4 Protests. Austin Financial Services - Central Procurement has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of Austin of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, Austin Financial Services - Central Procurement may dismiss your complaint or protest.

8.4.1 Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) business days prior to the due date and time for proposals.

Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

8.4.2 Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the City shall be filed with the City no later than five (5) business days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as a Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

8.4.3 Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) business days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

8.4.4 You shall submit your protest in writing, and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

8.4.5 Your protest shall be concise and presented logically and factually to help with the City’s review.

8.4.6 When the City receives a timely written protest, Austin Financial Services - Central Procurement will determine whether the grounds for your protest are sufficient. If Austin Financial Services - Central Procurement decides that the grounds are sufficient, Austin Financial Services - Central Procurement will schedule a protest hearing, usually within five (5) business days. If Austin Financial Services - Central Procurement determines that your grounds are insufficient, the City will notify you of that decision in writing.

8.4.7 The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who may attend from the City are: representatives from the department that requested the purchase, the Department of Law, Austin Financial Services - Central Procurement, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

8.4.8 A decision will usually be made within fifteen (15) calendar days after the hearing.

8.4.9 The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

Solicitation Instructions Page 8

8.4.10 When a protest is filed, the City usually will not make an award until a decision on the protest is made. However, the City will not delay an award if the City Manager or Austin Financial Services - Central Procurement determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

8.5 Interested Parties Disclosure. As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the Offerors and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below:

https://ethics.state.tx.us/filinginfo/1295/.

9 DEFINITIONS. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Austin Financial Services – Central Procurement” refers to the line of business within the City of Austin’s, Austin Financial Services, responsible for the City’s procurement business function.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Austin, a Texas home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

“Chief Procurement Officer” means the officer of Austin Financial Services – Central Procurement and the principal recipient of procurement authority from the City Manager.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City ordinances concerning the purchasing process.

“Responsive” means meeting all the requirements of a Solicitation.

https://ethics.state.tx.us/filinginfo/1295/

Solicitation Instructions Page 9

“Solicitation” means this Request for Proposals or RFP.

“Wage Theft” means any action by an employer that secures performance of a service by agreeing to provide compensation for the service and, after the service is rendered, fails to make full payment.

10 PROPOSAL SUBMITTALS.

10.1 Executive Summary. Provide an Executive Summary that summarizes your RFP response and confirms you will comply with the requirements, provisions, terms, and conditions specified in this solicitation. The Executive Summary should be in the form of a standard business letter on official business letterhead and signed by an authorized representative of Offeror. Include the complete name and address of your firm, telephone number, and email address of the person the City of Austin should contact regarding your firm’s response.

10.2 Authorized Negotiator: Include name, address, email, and telephone number of a person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.

10.3 Offeror Experience. Offerors shall provide a description of their qualifications and demonstrate that it possesses the experience, organizational capacity, resources, and technical capability necessary to successfully perform the service(s) described in the Scope of Work, including:

10.3.1 Firm History and Presence.

Provide a brief history of the firm, including the number of years in business providing plumbing services and the firm's experience providing residential and commercial plumbing services of similar size, scope, complexity, and service requirements.

Clearly identify experience that demonstrates the Offeror's ability to perform work comparable to the service(s) included in this solicitation.

10.3.2 Relevant Company Experience.

Describe the Offeror's experience performing projects or ongoing service contracts involving work comparable to the service(s) required by this solicitation.

The response should identify experience, as applicable, involving:

• Residential plumbing repairs;

• Commercial plumbing repairs and installations;

• Grease interceptor installation, repair, or replacement;

• Water service-line repair or replacement;

• Wastewater or sewer-line repair and replacement;

• Excavation and trenching;

• Restoration of landscaping, pavement, and other disturbed property;

• Plumbing work performed on occupied residential or commercial properties; and

• Municipal, governmental, utility, or customer-assistance programs involving multiple work assignments or locations.

For each relevant contract or project identified, provide the client’s name, general scope of services, contract or project duration, approximate contract value, and a description of the Offeror's responsibilities.

Solicitation Instructions Page 10

10.3.3 Organizational Capacity and Resources.

Describe the Offeror's current capacity to perform the anticipated work under this Contract.

At a minimum, identify:

• Number and type of plumbing crews available to support the Contract;

• Number of licensed Master Plumbers, Journeyman Plumbers, Apprentices, and other personnel available;

• Equipment and vehicles available to support the work;

• Dispatch and scheduling capabilities;

• Ability to provide 24-hour, seven-day-per-week dispatch and emergency response;

• Ability to perform multiple work assignments concurrently; and

• Any subcontractors or specialty trades anticipated to support the Contract.

The Offeror shall explain how it will ensure sufficient staffing, equipment, supervision, and resources are maintained throughout the Contract term to prevent delays in City-assigned work.

10.3.4 Past Performance and References.

Provide a minimum of three (3) references for contracts or projects completed or substantially performed within the past five (5) years that are similar in size, scope, complexity, or service requirements to this solicitation.

For each reference, provide:

• Client/organization name;

• Contact name and title;

• Telephone number and email address;

• Contract or project description;

• Contract/project dates; and

• Approximate contract value.

The City will contact references to verify the Offeror's experience and performance, including quality of work, responsiveness, timeliness, customer service, contract administration, and resolution of performance issues.

Evaluation will consider the relevance and depth of the Offeror's experience performing comparable residential and commercial plumbing services; experience with similar municipal, utility, or multi-location service contracts; demonstrated experience with the types of work included in this Scope of Work;

availability of crews, equipment, and other resources; ability to accommodate fluctuating workloads; and demonstrated past performance.

10.3.5 Key Personnel.

Offerors shall provide the names and qualifications of all professional personnel who will be assigned to this project. Identify key people by name and title, including the Single Point of Contact (SPOC), Master Plumber(s), supervisory personnel, and other key staff. Provide all resumes.

Solicitation Instructions Page 11

For each key person, provide:

• Name and proposed role;

• Relevant licenses and certifications;

• Years of relevant experience;

• Experience with projects or contracts similar to this Scope of Work; and

• Responsibilities under this Contract.

Describe how personnel will be assigned to individual work requests and how the Offeror will ensure that the most appropriate and cost-efficient licensed position is utilized for each assignment.

Evaluation will consider the qualifications, licenses, relevant experience, and proposed responsibilities of key personnel; availability of qualified plumbing personnel; experience of proposed supervisory personnel;

and the Offeror's ability to assign appropriately qualified and cost-efficient personnel to City work assignments.

10.4 Project Concept and Service Delivery Strategy.

At a minimum, the response shall address:

• The Offeror's understanding of and approach to supporting the applicable primary service area(s) identified in the Scope of Work:

o Grease Interceptor installation, repair, and replacement;

Grease Interceptor remote monitoring system (Austin Water-approved manufacturer) Sample Port (as required under Austin City Code, Chapter 15-10, Wastewater Regulations, §15-10-226 – Sample Port Required) o Galvanized Requiring Replacement (GRR) private service-line work;

o Wastewater Plumbing Repairs; and/or o Customer Assistance Leak Mitigation (CALM) services.

• The process the Offeror will use to receive, prioritize, schedule, dispatch, track, and complete individual work assignments.

• The Offeror's approach to coordinating appointments and communicating with Austin Water, property owners, residents, businesses, and other affected parties.

• The Offeror's ability to respond to multiple concurrent assignments and accommodate fluctuations in workload.

• The Offeror's approach to emergency or time-sensitive work, including its ability to meet the response requirements established in the Scope of Work.

• The Offeror's approach to obtaining required permits, documenting pre- and post-construction site conditions, protecting existing property, and restoring affected landscaping, pavement, and other property to the condition required by the Scope of Work.

• The Offeror's quality-control process for ensuring completed work complies with applicable plumbing codes, regulatory requirements, City requirements, and manufacturer specifications.

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• The Offeror's approach to managing warranties, callbacks, deficiencies, and corrective work.

• The Offeror's process for preparing and submitting accurate and timely quotes, supporting documentation, invoices, photographs, warranties, and other documentation required by the City.

The Offeror should clearly identify any methods, resources, technology, or practices that will improve scheduling, customer communication, quality control, cost effectiveness, and overall Contract performance.

Evaluation will consider the Offeror's demonstrated understanding of the Scope of Work; completeness and feasibility of its proposed service-delivery approach; scheduling and dispatch procedures; ability to manage concurrent assignments; customer and City communication; emergency response; quality control; site protection and restoration; documentation; and warranty/corrective-work procedures.

10.5 Project Management Structure and Contract Administration. An organizational chart or other visual representation of the project team indicating reporting structures for personnel from the primary firm that also indicates the reporting structure to primary firm of any subcontractors.

The response shall describe the Offeror's procedures for:

• Receiving and tracking City work requests;

• Scheduling and dispatching personnel;

• Monitoring work progress and completion;

• Communicating with Austin Water and customers;

• Supervising field personnel;

• Managing subcontractors, if applicable;

• Reviewing quotes and invoices for accuracy;

• Maintaining required licenses, permits, and documentation;

• Quality assurance and quality control;

• Resolving customer concerns or complaints; and

• Correcting deficient or warranty-related work.

Evaluation will consider the effectiveness of the proposed organizational structure; Single Point of Contact; scheduling, dispatch, work-order tracking, supervision, quality assurance, subcontractor management, customer communication, documentation, invoicing, and issue-resolution processes.

10.6 Price Proposal. Whichever Offeror offers the City the most competitive price will be awarded the maximum number of points. Remaining points will be distributed on a pro-rated basis.

10.7 Local Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Local Businesses to participate under City contracts. Local Businesses responding to this Solicitation may be eligible to receive preference as described in the Local Business Preference Form, included with this Solicitation (see Offer and Certification Form). To receive this preference, Offerors must complete the form and include the completed form with their Offer.

Note: Local Business Preference may not be allowable, and will not be provided, in solicitations subject to federal funding.

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10.8 Small Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Small Businesses to participate under City contracts. Small Businesses responding to this Solicitation, and their subcontractors, may be eligible to receive preference as described in the Small Business Preference Form, included with this Solicitation. To receive this preference, Offerors must complete the form and include the completed form with their Offer. If the Solicitation includes an MBE/WBE Program Compliance Plan, only the Offeror/Prime is eligible for Small Business preference.

10.9 Local and Small Businesses Points. Proposals from Local Business and Small Businesses will be assigned points based on the following.

Total Proposal Value (Aggregate) Local Points

Small Points (highest of either Prime or Sub)

Prime Sub

$78,000 to $499,999 10 10 4

$500,000 to $50 million 6 6 2

Above $50 million 0 0

11 EVALUATION OF OFFERS

11.1 Each of the four (4) program areas will be evaluated independently based on the evaluation criteria established in this solicitation. Offerors will be evaluated only for the program area(s) for which they submit a proposal.

11.2 Evaluation Criteria

Interviews and/or presentations, Optional. The City will score proposals on the basis or bases of the criteria listed above. The City may select a “short list” of Offerors based on those scores. “Short-listed” Offerors may be invited for presentations, demonstrations, or discussions with the City. The City reserves the right to re-score “short-listed” proposals as a result, and to make award recommendations on that basis or bases.

RFP Evaluation Factors Maximum Points Offeror Experience and Organizational Capacity (10.3) 25 Project Concept and Service Delivery Strategy (10.4) 25 Project Management Structure and Contract Administration (10.5) 18 Price (10.6) 15 References (10.3.4) 5 Local Business Preference (10.7) Up to 6 Small Business Preference (10.8) Up to 6 Total Up to 100

CITY OF AUSTIN

STANDARD TERMS AND CONDITIONS

Standard Terms & Conditions 1 Rev. 08-17-2026

The Contractor agrees that the Contract shall be governed by the following terms and conditions.

1 GENERAL

1.1 TERM OF CONTRACT:

A. The Contract shall commence upon execution unless otherwise specified and shall continue in effect until all obligations are performed in accordance with the Contract. Upon written notice to the Contractor, and unless specified otherwise in the Scope of Work, the Contract may be extended beyond the initial term at the City’s sole option. If the City does not provide this notice, the Contract will expire at the end of its current term. If the City exercises any extension option, all terms, conditions, and provisions of the Contract shall remain in effect for that extension period, subject only to any economic price adjustment otherwise allowed under the Contract.

B. Upon expiration of the initial term or any period of extension, the Contractor agrees to holdover under the terms and conditions of this Contract for such a period as is reasonably necessary for the City to re-solicit and/or complete the Deliverables due under this Contract. Any holdover period will not exceed 180 calendar days unless mutually agreed on by both parties in writing.

1.2 INDEFINITE QUANTITY:

The quantities and/or services listed herein are estimates of the goods and services needed by the City for the period of the Contract. The City reserves the right to purchase more or less of these quantities and/or services as may be required during the Contract term. Quantities and/or services will be as needed and specified by the City for each order. Unless specified in the Contract, there are no minimum order quantities.

1.3 INVOICES:

A. The Contractor shall submit separate Invoices for each Order after each delivery or on the schedule provided in the Contract. If partial shipments or deliveries are authorized by the City, a separate Invoice must be sent for each shipment or delivery made.

B. Invoices shall be sent to the address on the Purchase Order or Delivery Order in the section entitled, “BILL TO”. Proper Invoices must include a unique Invoice number, the purchase Order or delivery Order number, the master agreement number (if applicable), the Department’s Name, and the name of the point of contact for the Department. Invoices shall be itemized according to pricing structure in the Contract. A copy of the bill of lading and the freight waybill, when applicable, shall be attached to the Invoice. The Contractor’s name and, if applicable, the tax identification number on the Invoice must exactly match the information in the Vendor’s registration with the City. Unless otherwise instructed in writing, the City may rely on the remittance address specified on the Contractor’s Invoice. Invoices received without all required information cannot be processed and will be returned to the vendor.

C. Invoices for labor shall include a tabulation of work-hours at the appropriate rates and grouped by work Order number. Time billed for labor shall be limited to hours actually worked.

D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all Subcontracting and other authorized expenses at actual cost without markup.

E. Federal excise taxes, State taxes, or City sales taxes must not be included in the Invoiced amount.

The City will furnish a tax exemption certificate upon request.

1.4 PAYMENT:

A. All proper Invoices received by the City will be paid within 30 calendar days of the City’s receipt of the Deliverables or of the Invoice, whichever is later.

Standard Terms & Conditions 2 Rev. 08-17-2026

B. If payment is not timely made, (per Paragraph A), interest shall accrue on the unpaid balance at the lesser of the rate specified in Texas Government Code §2251.025 or the maximum lawful rate;

except, if payment is not timely made for a reason for which the City may withhold payment hereunder, interest shall not accrue until 10 calendar days after the grounds for withholding payment have been resolved.

C. If partial shipments or deliveries are authorized by the City, the Contractor will be paid for the partial shipment or delivery, as stated above, provided that the Invoice matches the shipment or delivery.

D. The City may withhold or set off the entire payment or part of any payment otherwise due the Contractor to such extent as may be necessary on account of:

i. Delivery of defective or non-conforming Deliverables by the Contractor;

ii. Third party claims, which are not covered by the insurance which the Contractor is required to provide under the terms of this Contract, are filed or there is reasonable evidence indicating probable filing of such claims;

iii. Failure of the Contractor to pay Subcontractors, or for labor, materials or equipment;

iv. Damage to the property of the City or the City’s agents, employees or Contractors, which is not covered by insurance required to be provided by the Contractor;

v. Reasonable evidence demonstrates that the Contractor’s obligations will not be completed within the time specified in the Contract, and that the unpaid balance would not be adequate to cover actual or liquidated damages for the anticipated delay;

vi. Failure of the Contractor to submit proper Invoices with all required attachments and supporting documentation; or

vii. Failure of the Contractor to comply with any material provision of the Contract Documents.

E. Notice is…