RFP_5000_BYS3046_ADD_1_v1.pdf

This Solicitation Addendum No. 1, issued by the City of Austin Financial Services Central Procurement Office on March 11, 2026, supplements RFP 5000 BYS3046 for maintenance and repair services of pond pump and irrigation systems serving the City's sixty-seven water quality and retention/irrigation ponds. The RFP seeks a contractor to provide routine maintenance services, ad hoc repairs, and replacement parts for hardware utilized across Austin's re-irrigation water quality ponds and landscape irrigation systems within city limits and the Extra Territorial Jurisdiction. Key deliverables include a minimum of four annual maintenance visits per retention irrigation pond (two regular maintenance visits and two post-rain event inspections of at least 0.5 inches of rain over twelve hours), with eight Austin Aviation ponds requiring only one annual visit; 115 scheduled maintenance visits annually; 102 post-rain event visits across 45 ponds; 400 hours of labor for standard pond repairs; 40 hours of emergency on-site response services with a two-hour response requirement; and seven final acceptance inspections for new ponds. A non-mandatory pre-offer conference was held on March 4, 2026, via Microsoft Teams with six attendees from City of Austin departments and one representative from Divided Water Services. Written questions were due by March 6, 2026, with responses included in the addendum addressing requests for additional pond information and site visit scheduling. Proposals are due electronically by March 26, 2026, at 2:00 PM Central Daylight Time. The contract term is twenty-four months with options to extend for up to three additional twelve-month periods at the City's discretion.

The addendum clarifies that Exhibits A-F containing details of each Aviation and Austin Energy pond have been added to the solicitation, and that site visits cannot be arranged. Contractor qualifications must include a minimum of five continuous years of full-time experience in similar work scope, an irrigation service provider license, confined space and fall protection training, knowledge of City of Austin Environmental Criteria Manual requirements, access to an electronic/hydraulic truck-mounted crane or winch system, and retention of a licensed electrician. The City of Austin's procurement is subject to the Living Wage Program requiring a minimum of $22.05 per hour for all employees directly assigned to the contract, Wage Theft compliance training, and M/WBE Program requirements if applicable. Evaluation will be based on six weighted criteria: Project Concept and Strategy (30 points), Experience and References (20 points), Personnel Qualifications and Structure (10 points), Price Proposal (20 points), Local Business Preference (up to 10 points), and Small Business Preference (up to 10 points). The pricing submittal must include all-inclusive costs with a fixed percentage markup for non-specified parts not to exceed 25 percent and an estimated annual spending need of $5,000 for materials. Original Equipment Manufacturer (OEM) parts are required with a minimum one-year warranty on labor mandatory.