RFP_7500_SMW3037_PAC1_v1.pdf

Solicitation

COVER SHEET RFP

(061720)

Revised 10/26/2023

IDENTIFICATION

Number RFP 7500 SMW3037 Title Facility Condition Assessments

Summary

This solicitation is intended to acquire services to provide for ongoing assessments of City owned building systems with a lifecycle cost analysis including current capital investment, current operating costs, future capital replacement costs, and risk analysis.

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

AUTHORIZED CONTRACT PERSONS

Primary Shawn Willett, Assistant Chief Procurement Officer;

(512) 974-2021; shawn.willett@austintexas.gov

Secondary Alfonso Drayton, Procurement Specialist IV;

(512) 974-2298; alfonso.drayton@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 October 29, 2026 2:00 PM CST

Notes See Solicitation Instructions, 5 Offer Submission.

OFFER OPENING:

Date and Time October 29, 2026 3:00 PM CST

Notes See Solicitation Instructions, 5 Offer Submission.

QUESTIONS DUE:

Date and Time October 16, 2026 at 5:00 PM CST

Submission Method Email Only

Notes See Solicitation Instructions, 3.2 Questions.

CITY OF AUSTIN Solicitation Cover Sheet

(061720)

Revised 10/26/2023

PRE-OFFER

CONFERENCE:

Conference (Yes/No) No

Mandatory (Yes/No) N/A

Date and Time N/A

Location N/A

Notes N/A

PUBLISHED:

Date October 7, 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 7500 SMW3037 Includes the following:

Solicitation Cover Sheet 2 10/7/2026 Solicitation Instructions including Submittal Requirements 10 10/7/2026

Scope of Work, including Exhibits 17 10/7/2026 Contract Terms and Conditions 22 10/7/2026

Attachment 1 – Exceptions Form – Complete and return if needed 1 10/7/2026 Offer and Certifications – RFP 7500 SMW3037 – Complete and return 11 10/7/2026

NIGP CODES

COMMODITY CODES:

Code Description

9614542 Property and Building Assessment, Asset Condition https://www.austintexas.gov/page/solicitations

Solicitation

INSTRUCTIONS

RFP 7500

SMW3037

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

Solicitation

INSTRUCTIONS

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

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. All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a 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

Solicitation Instructions Page 4 contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

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 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.

mailto:wagetheft@austintexas.gov https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf mailto:vendor@austintexas.gov

Solicitation

INSTRUCTIONS

Solicitation Instructions Page 5

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 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, 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.

Solicitation

INSTRUCTIONS

Solicitation Instructions Page 6

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 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

Solicitation

INSTRUCTIONS

Solicitation Instructions Page 7 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.

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.

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

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INSTRUCTIONS

Solicitation Instructions Page 8

“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.

“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 General Company Information. Provide the name of Offeror’s company (including the name of any parent company), business address, e-mail address, Federal Tax ID number, and telephone number.

10.3 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.

10.4 Company Qualifications and Specialized Experience . Provide the following:

10.4.1 Provide information to demonstrate your overall experience to perform ongoing assessments of lifecycle cost analysis for facilities of similar scope and magnitude to those at the City of Austin.

10.4.2 Provide a minimum of five (5) references. References shall include the following:

10.4.2.1 Client Name

10.4.2.2 Contact Name, Title, Telephone, and Email

10.4.2.3 Description of Services Provided

10.4.2.4 Name and Role of Contractor Personnel Assigned to the Project

10.5 Quality and Specialized Experience of the Key Personnel. Provide the following:

10.5.1 Resumes of Key Personnel assigned and roles and responsibilities on the project with a demonstrated track record for providing facility condition assessments.

10.6 Proposed Methodology and Technical Approach. Submit your approach and methodology for determining the following:

10.6.1 Approach to conducting portfolio-wide Facility Condition Assessments

10.6.2 Approach to lifecycle cost modeling

10.6.3 Approach to useful life determination

10.6.4 Cost-estimating methodology

Solicitation

INSTRUCTIONS

Solicitation Instructions Page 9

10.6.5 Rosk assessment methodology

10.6.6 Energy benchmarking and modeling

10.6.7 Savings verification

10.7 Price Proposal. Submit a cost proposal including the following information:

10.7.1 Rate for Standard Facility Condition Assessments as proposed by square foot. Please note

– Retro-Commissioning and Energy Audits are not included in the Standard Facility Assessments.

10.7.2 Rate for QR Code Tag Services as proposed per square foot. QR codes link to CMMS asset records only and do not contain embedded data and are not required if the CMMS being utilized does not have the capability

10.7.3 Rate for PM Scheduled Services as proposed per square foot. All PM schedules must use the City’s ISO-based classification structure and Uniformat is not accepted.

10.7.4 Abbreviated Accessibility Survey as proposed per square foot. The survey is only performed as requested by the City and typically for public facing buildings.

10.7.5 Retro-Commissioning Services as proposed per square foot.

10.7.6 Energy Audit (ASHRAE Level 1) as proposed per square foot.

10.7.7 Energy Audit (ASHRAE Level 2) as proposed per square foot.

10.7.8 Energy Audit (ASHRAE Level 3) as proposed per square foot.

10.7.9 Describe any volume discounts being offered based on annual square feet of assessments done annually.

10.7.10 Describe any other related services offered and the pricing for each. This is for informational purposes and contract pricing only and will not be evaluated.

Price evaluation will be based on 1,000,000 square feet annually for the pricing in 10.7.1 and 500,000 square feet annually for pricing in sections 10.7.2 through 10.7.8. Whichever Offeror offers the City the most competitive price will be awarded the maximum amount of points. Remaining points will be distributed on a pro-rated basis.

10.8 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.

10.9 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.

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Solicitation Instructions Page 10

10.10 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 Evaluation Criteria

11.2 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 Company Qualifications and Specialized Experience (10.4) 25 Quality and Specialized Experience of Key Personnel (10.5) 25 Proposed Methodology and Technical Approach (10.6) 15 Price Proposal (10.7) 15 Local Business Preference Up to 10 Small Business Preference Up to 10 Total Up to 100

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SCOPE OF WORK

The scope of this Contract, including the goods and/or services needed by the City, the statement of the goods and/or services offered by the Contractor, and the City’s acceptance of the Contractor’s statement, are set forth below.

1.0 Background

1.1 Austin Facility Management (AFM) supports two hundred sixty (260) buildings both owned, and leased, by the City of Austin (COA). AFM currently manages approximately 8 million square feet, and participation from additional City departments is expected to increase the assessable portfolio to more than 12 million square feet.

Approximately 3 million square feet were assessed in 2024; other departments have completed various past Facility Condition Assessments (FCAs) through different vendors, while some buildings have never been assessed. The Contractor shall perform new FCAs where none exist and verify/update existing FCA and asset data where available.

Some buildings in the City’s portfolio may be historically designated or potentially eligible for historical classification and require assessment methods consistent with historic-preservation practices.

A facility list with addresses, estimated square footage, and available asset information will be provided to the Contractor with each delivery order. No minimum number of buildings or square footage is guaranteed under this Indefinite Delivery Indefinite Quantity (IDIQ) contract.

Responsibility for these facilities falls under a total of thirteen (13) different City Department’s, which may include the following building types:

Administrative and Office Buildings Public Safety Facilities: Fire, Police, EMS Libraries and Museums Recreational Facilities: Recreation and senior centers, community centers, and aquatic facilities.

Transportation Facilities: Transit Stations, Parking Garages Utility and Infrastructure Facilities: Water Treatment, Electrical Substations

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Public Housing

• Cultural and Civic Centers

• Public Health Clinics and Hospitals

• Maintenance Facilities

2.0 Purpose

2.1 The purpose of this contract is to acquire services for the ongoing assessment of a lifecycle cost analysis for COA owned building systems to include current capital investment, current operating costs, future capital replacement costs, and risk analysis. Contractor shall perform all assessments in accordance with International Facility Management Association (IFMA) standards, ASTM E2018 baseline practices, City of Austin asset management standards, and applicable historic‑preservation requirements for historically significant structures. FCAs shall be performed for buildings identified by the City each year, based on available budget, departmental priority, and building groupings. This contract operates as an (IDIQ) agreement with no guarantee of the number of buildings that will be assessed annually.

2.2 The Contractor shall provide pricing on a per-square-foot basis for FCA services so the City may determine, each year, the number of buildings to be assigned based on available funding.

2.3 Retro-commissioning (RCx) and Energy Audits are not part of the Standard FCA services and shall only be performed when specifically authorized by the City for a designated facility. RCx and Energy Audit tasks are optional and shall be delivered under separate task orders as needed.

2.4 This Scope of Work applies to all buildings included in the City’s facilities portfolio. The City reserves the right to unilaterally add or remove facilities to this portfolio at the City’s sole discretion.

2.5 Assessments performed on historically designated or potentially historic facilities shall include methods and recommendations consistent with historic preservation best practices and shall respect protected architectural elements. The Facility Condition Assessments and Retro Commissioning Energy Audits may included any of the 300 City-owned facilities. Specific buildings will be assigned by the City and shall incorporate the square footage provided in the City’s official building list. Final building lists, with confirmed square footage and available asset data, will be provided prior to scheduling each FCA. The FCA data will be entered into each Department's preferred Computerized Maintenance Management Software (CMMS) for assessment using the chosen capital planning solution. The Contractor shall ensure that FCA, asset inventory verification, CRV updates, Energy Audit findings, and RCx recommendations are delivered in a format compatible with the City's CMMS platforms, including Asset Essentials (Brightly) for AFM and Maximo for other departments as applicable.

3.0 Term of Contract

3.1 This Contract shall remain in effect for an initial term of twenty-four (24) months, or 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.

3.2 This contract does not guarantee any minimum number of buildings, services, or square footage to

Pg. 3 be assessed in any year. The City will assign work by issuing delivery orders (“Authorization to Proceed”) identifying the buildings to be assessed, the applicable square footage, the scope of services to be performed, and the timeline for completion.

3.3 The City anticipates issuing annual building groupings for assessment, generally following a 3– 5-year rotating cycle based on funding availability and departmental requirements.

3.4 The Notice to Proceed (NTP) for each delivery order may be issued at any point within the contract term or any exercised extension period.

4.0 Tasks/Requirements -

All services under Section 4.0 will be assigned through individual delivery orders that identify the buildings, square footage, and specific services authorized by the City. No minimum quantity of buildings or square footage is guaranteed.

4.1 Contractor’s Responsibilities - Contractor responsibilities described in Sections 4.1.1 through 4.1.12 apply only after being authorized by the City in each delivery order. No work shall be performed without the issuance of a delivery order.

4.1.1 Capital Planning Facility Condition Assessments-

4.1.1.1 Perform a lifecycle cost analysis for each of the authorized existing building systems based on items identified during the FCA to include:

4.1.1.1.1 Current capital investment

4.1.1.1.2 Current operating costs

4.1.1.1.3 Future capital replacement costs (Minimum of 20 years predictions w/ inflation adjustments)

4.1.1.1.4 Risk analysis

4.1.1.2 Evaluate the condition and estimate the remaining service life of each system for the purposes of renewal forecasting for the building systems shown below. Visible systems will be evaluated through field assessment; non-visible or concealed systems shall be documented using available information, basic descriptions, estimated age and expected useful life without destructive investigation. Evaluation of the conditions can be assessed, of the site by conducting interviews of facility personnel with historical knowledge of each of the assets only when appropriate personnel are available and only to supplement field observations. Data collected and information gathered will be related to system type, age, quantities and current condition to construct accurate budget estimates.

4.1.1.2.1 Building Envelope (Exterior systems): Roof systems, wall systems, Pg. 4 window systems, exterior door systems, insulation, and exterior waterproofing.

4.1.1.2.2 Superstructure and Substructure systems: Foundations, walls, roofing, and framing.

4.1.1.2.3 Interior systems: Wall systems, interior door systems, floor systems, framing, paint condition, and condition of other surfaces’ finishes, and ceiling systems.

4.1.1.2.4 Technology systems: Security systems and building automation systems (BAS).

4.1.1.2.5 Mechanical Systems: Heating, ventilation, air conditioning (HVAC) systems, boilers, chillers, and related mechanical equipment.

4.1.1.2.6 Electrical and electrical distribution systems: Power distribution systems, branch wiring systems, exterior lighting, lighting systems, backup generators, and transformers.

4.1.1.2.7 Plumbing systems: Water supply, drainage, fixtures, waste and domestic water management systems.

4.1.1.2.8 Life Safety Systems: Emergency lighting systems, fire suppression systems, fire alarm detection system, egress systems, and standpipe systems.

4.1.1.2.9 Elevators and Conveyance systems: Elevators, escalators, lifts, and other people-moving systems. (i.e., Traction, hydraulic, pneumatic systems and components).

4.1.1.2.10 Site systems: (Immediately adjacent to the facility being assessed)

4.1.1.2.10.1 Perform a visual Pavement Condition Assessment of pavement surface to document the current condition of the pavement by using the contractors subject-matter expertise. The City does not prescribe a specific pavement evaluation standard.

4.1.1.2.10.2 Parking Lots – Curbs, gutters, pavement markings, and pavement surfaces.

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4.1.1.2.10.3 Pedestrian Paving (Sidewalks and other Small Paved Areas) - Curbs, gutters, pavement markings, and pavement surfaces.

4.1.1.2.11 Fencing, external utilities, landscape sprinkler systems Drainage and flood hazards. Assess presence and general condition of fencing, external utilities and irrigation systems. The requested assessment information includes whether the facility is in a floodplain or otherwise at risk of flooding, as well as identifying any on-site drainage blockages that may need to be cleared. The assessment should also note any potential flooding concerns or areas where standing water may accumulate on the premises. A condition or rating report such as good/fair/poor/obsolete. No engineering-level hydrological or civil analysis is required.

Determine whether an irrigation system is present & operational; zone by zone functional testing is not required.

Trees, shrubs, turf, or other landscaping elements are excluded from the assessment.

4.1.2 Corrective Action Recommendations and Costing- Budgets will be provided for deficient conditions identified during the facility condition assessment and shall be based on per-square-foot pricing and unit pricing as submitted in the Contractor’s proposal. No lump sum pricing shall be used unless specifically authorized in a delivery order. Parametric cost estimates are based on the latest nationally recognized estimating data such as RS Means unless otherwise directed by the City. All pricing shall be inclusive of overhead, administrative costs, and travel, in alignment with city procurement requirements.

4.1.3 Deficiency Prioritization- Reduction of the current backlog of maintenance items to be a multi-year task and must be able to assign a priority to each deficiency.

Before data collection begins, establish prioritization standards.

4.1.4 Review and Calculate Current Replacement Value (CRV) - On an annual basis unless semi-annual is explicitly requested, review, update, and determine an appropriate facility, asset, and/or component CRV value(s) to reflect local market conditions and to provide greater FCA accuracy. This should be recalculated each year.

4.1.5 Facility Condition Index (FCI)- To determine the relative condition of each facility, divide the total deferred maintenance cost by the current replacement value (CRV) to calculate the facility condition index (FCI).

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FCI = Needed Repairs x 100

CRV

The CRV for the facility will be calculated using the most recent, nationally recognized estimating data, such as RSMeans cost data, adjusted by the appropriate area cost index.

Based on the FCI score ratio, facilities can be ranked from "best condition" to "worst condition."

4.1.5.1 Provide the FCI for current timeframe.

4.1.5.2 Provide an extended FCI for current timeframe plus a minimum of five years.

4.1.5.3 FCI Rating Scale

Condition Score Description

Good 0% - 5% Minimal maintenance is required; the facility is new or well maintained.

Fair 5% - 10% Minor repairs needed; the facility is satisfactorily maintained.

Poor 10% - 30%

Some systems may require attention; the facility is under maintained.

Critical

> 30%

Significant maintenance issues and multiple systems nearing or at the end of their life;

facility should be considered for significant renovation or possible replacement.

4.1.6 Facility Renewal Forecasting- Long-range funding for facilities is accomplished by identifying the rate of renewal required to maintain components of each facility as it depreciates and becomes unusable. As part of the facility renewal forecasting activities:

4.1.6.1 Analyze and model the rates of depreciation of each facility and report on the annual reinvestment rate to replace components as they exceed useful service life.

4.1.6.2 The replacement value shall be based on the cost to reconstruct the facility as it currently exists, using current cost estimates; a component-

Pg. 7 level sum-of-parts methodology is not required.

4.1.6.3 After the assessments are complete, develop forecasts for the renewal of building systems through life-cycle analysis. The purpose of these forecasts is to assist in the creation of budgets for capital renewal and the long-term projection of renewal cost. Future work will be estimated by taking the cost of a particular system renewal and forecasting the date of renewal by determining the expected life.

4.1.7 Asset Inventory- An asset inventory shall be performed only for facilities that do not already have a verified inventory. For COA Department facilities without an existing inventory, the contractor shall verify and update existing asset data. The contractor will provide the asset inventory after the FCA is completed and will be uploaded to the asset management system (CMMS). This inventory will be performed in conjunction with Asset tagging and reporting. The purpose of this inventory is to note estimated remaining useful life of major building equipment.

Items listed at a System Level will be listed as a single item. For the non-visual systems, a basic description, estimated age, useful life of the system, and any other information of the system that is available from site visit or provided plans.

Equipment…