Battery Recycling Services

SOLICITATION - Details V.1
SOLICITATION - Details
1. INVITATION
IDENTIFICATION
Type Invitation for Bids (IFB)
Number IFB 5000 AAM1016REBID
Title Battery Recycling Services
Summary The City of Austin (City) seeks to establish a contract with qualified Contractor(s) to
provide transportation, and recycling of damaged and undamaged rechargeable
and non-rechargeable batteries collectively known herein as (Batteries). The
contract will be utilized by multiple departments within the City of Austin.
CONTACTS
Primary Contact Alejandro Arroyo; (512) 978-1989; alejandro.arroyo@austintexas.gov
Secondary Contact Bridney Stewart, (512) 974-3127, Bridney.Stewart@austintexas.gov
Subcontractor Small Minority Business Resources Department; (512) 974-7600;
Questions SMBRComplianceDocuments@austintexas.gov
FSD Help Desk Vendor Registration; (512) 974-2018; vendor@austintexas.gov
General Assistance FSD Central Procurement (Front Desk); (512) 974-2500
DATES
Offers Due Thursday, April 16, 2026; 2:00 pm CT
Offers Opened Thursday, April 16, 2026; 3:00 pm CT
Questions Due Friday, March 19, 2026; 5:00 pm CT
Solicitation Published Monday, March 9, 2026
DOCUMENTS
Solicitation and SOLICITATION - Solicitation Details (this document)
Contract (Packet) SOLICITATION - Solicitation Instructions
CONTRACT - Standard Terms and Conditions
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Contract ATTACHMENT - Insurance
Attachments ATTACHMENT - Service Locations
ATTACHMENT - Scope of Work
ATTACHMENT - Battery Photos and Descriptions
Offer Submittals SUBMITTAL - Offer and Acceptance
SUBMITTAL - Prices and Pricing
SUBMITTAL - Wage Theft Prevention Employer Certification
SUBMITTAL - Subcontracting Plan
SUBMITTAL - Local Business Preference
SUBMITTAL - Small Business Preference
SUBMITTAL - Addendum 1
CODES
NIGP 92677
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SOLICITATION - Instructions
1. SOLICITATION, CONTENTS
1.1. Invitation for Bids
The City of Austin invites all Responsible Offerors to submit Bids to provide the goods and/or services
described in this Solicitation. This Invitation for Bids ("IFB" or "Solicitation") is composed of all documents
identified in the Solicitation - Details, Documents section. The instructions included in this IFB describe the
City's Competitive Sealed Bidding process. This process is compliant with the competitive sealed bidding
processes prescribed by Texas Local Government Code Ch. 252, Ch. 271, as well as Texas Government Code
Ch. 2269.
1.2. Solicitation Contents
This Solicitation is inclusive of all documents named and referenced in the Solicitation Details section.
1.3. Review of Documents
Offerors shall review the entire Solicitation, as revised. Offerors shall notify the applicable Contact Person(s)
identified in the Solicitation - Details, Contacts section in writing of any omissions, ambiguities, inconsistencies
or errors in the Solicitation prior to the Offers Due date and time displayed in the Solicitation - Details, Dates
section. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be
unreasonably restrictive.
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 Solicitation - Details, Documents section. 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. Definitions
Unless specifically defined elsewhere, terms used in this Solicitations are defined below.
"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.
"Bid" means a complete, properly signed Offer submitted in response to this Solicitation, which if accepted,
would bind the Offeror to perform the resultant Contract.
"City" means the City of Austin, a Texas home-rule municipal corporation.
"Competitive Sealed Bidding" means the competitive process described within an Invitation for Bids, wherein
the City invites Offerors to submit bids to supply the City with the Goods and/or Service describes in the
Solicitation document, where the City will award the resulting contract to the responsible Offeror submitting
the low responsive bid.
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"Invitation for Bids (IFB)" means a complete packet of documents describing the City's competitive sealed
bidding process, including but not limited to Solicitation instructions, Standard and Special contract terms and
conditions, and the submittals necessary for Offerors to respond to the Solicitation.
"Offer" means a complete signed response to a Solicitation including, but not limited to, an Invitation for Bids.
"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.
"Price and Pricing Submittal" means a document, submitted by an Offeror in response to this Solicitation,
containing unit and extended Bid prices for one or more of the Goods and/or Services identified by in the
Prices and Pricing Submittal document.
"Financial Services Department - Central Procurement" refers to the line of business within the City of
Austin's Financial Services Department, responsible for the City's procurement business function.
"Chief Procurement Officer" means the officer of the Financial Services Department - Central Procurement
and the principal recipient of procurement authority from the City Manager.
"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 Invitation for Bids or IFB.
"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.
2. PUBLICATION, 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 - Details, Dates 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 -
Details, Dates 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.
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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. COMMUNICATION, MEETINGS
3.1. Authorized Contacts
The Solicitation may be subject to the City's Anti-Lobbying Ordinance. The names and contact information for
the authorized contact persons for this Solicitation are displayed in the Solicitation - Details, Contacts section.
Offerors needing assistance contacting an Authorized Contact Person regarding this Solicitation may also
contact the Financial Services Department (FSD) - Central Procurement's main line. See Solicitation, Details,
Contacts.
3.2. Limits on Communication
This Solicitation is subject to the City's Anti-Lobbying Ordinance (Austin City Code, sec. 2-7-101, et. seq., Austin
City Ordinance no. 20180614-056, and applicable Administrative Rules), which limits communications
between actual and prospective offerors (Respondents), their agents and other persons, with certain City
employees and officials, during the Solicitation's No-Lobbying period. The No-Lobbying period for this
Solicitation starts the date the Solicitation was published (see Solicitation Detail section) and continues
through the earliest of the following: (i) the date 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.
3.3. Questions
Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the authorized Contact
Persons. See Solicitation Details, Contacts. The City will respond to all questions received by the Questions Due
date and time displayed in the Solicitation - Details, Dates section. 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.
3.4. FSD Help Desk, Vendor Registration
For general questions concerning the City's online financial services system, Austin Finance Online, to register
or respond to a Solicitation in the system, Offerors may contact the Financial Services Department (FSD) Help
Desk. Assistance from the FSD Help Desk is limited to navigating and using Austin Finance Online system only.
The FSD Help Desk will not respond to questions concerning a specific Solicitation.
3.5. Pre-Offer Conferences
The City may hold one or more Pre-Offer conferences to review the Solicitation and to receive verbal
questions. The Solicitation - Details, Dates section will indicate if a Pre-Offer Meeting 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 - Details. Pre-
Offer Conference attendance, as well as any relevant questions and responses, will be documented and will be
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included in an Addendum published following the Pre-Offer Conference. Offerors shall not rely on verbal
exchanges that may occur at a Pre-Offer Conference.
4. OFFER CONTENTS, PREPARATION
4.1. Offer Contents
Offerors intending to respond to this Solicitation shall download and complete each of the Submittal
documents listed in the Solicitation - Details, Documents section. Submittal documents will include additional
instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions
in the submittal. At a minimum, submittals will include Prices and Pricing, and Offer and Acceptance
submittals.
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 taking exceptions to any portions of the Solicitation in their Offer will cause the City to reject the
Offer entirely.
4.4. Offer Acceptance Period
All Offers are valid for a period of one hundred fifty (150) calendar days subsequent to the Solicitation Due
Date and Time.
4.5. Offer Costs, Participation
Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating
in this Solicitation process.
5. OFFER SUBMISSION, OPENING
5.1. Offer Submission, Online Only
The City will not accept Offers submitted in hardcopy, or using any means, other than through the eReponse
function, accessible in the Solicitation, as displayed in the City's online financial system, Austin Finance Online.
To submit Offers using the eResponse function, Offeror's must first be registered as a Vendor in Austin Finance
Online. For any questions or support using Austin Finance Online or eResponse, please contact FSD Help Desk.
See Solicitation - Details, Contacts. See also System Instructions, "How to Submit Offers online using
eResponse", (https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf)
5.2. Due Date and Time for Offers
Offers in response to this Solicitation shall be submitted via eResponse by the Offers Due date and time. See
Solicitation - Details, Dates. The system time within Austin Finance Online shall be the official time of record
for Offer submission.
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5.3. Withdrawing, Modifying, Resubmitting Offers
Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the
eResponse function any time prior to the Offers Due date and time. Withdrawn Offers may be resubmitted,
with or without modifications, up to the Offers Due date and time.
5.4. Late Offers
The City will not receive, nor will Austin Finance Online will not allow, any Offers in response to this
Solicitation submitted after the Offers 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 Details. 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. BID EVALUATION, AWARD
6.1. Minimum Responsiveness
Bids are minimally responsive when they include all the Submittals stated in the Solicitation, completed and
with sufficient detail in each to evaluate the Bid in accordance with the Solicitation's Instructions. Bids that are
not minimally responsive will be rejected.
6.2. Bases of Competition
The City may compare Bids by line items, groups of line items (categories) or aggregately for all line items, in
determining the basis of competition that best meets the City's needs for the resulting contract(s).
6.3. Best Value Competition, Local and Small
Once the City determines the basis or bases of competition, the City will evaluate the bids based on best value
to the City, including consideration of offerors' headquarters (Local Businesses) and size (Small Businesses). In
conducting best value competition, the City will discount the bids submitted by Local and/or Small Businesses
based on their aggregate value as follows.
A. Local Businesses. Bids up to $500,000, will be discounted Five Percent (5%). Bids between $500,000
and $50 million, will be discounted Three Percent (3%)
B. Small Businesses. Bids up to $500,000, will be discounted Five Percent (5%). Bids between $500,000
and $50 million, will be discounted Three Percent (3%)
Bids submitted by Offerors that are both Local and Small Businesses will receive both discounts. After any/all
discounts have been applied, the City will sort the bids by price to determine the low bid representing best
value to the City. Any discounts applied are for purposes of the competition only and will not apply to any
resulting contract(s).
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See SUBMITTAL - Local Business Preference.
See SUBMITTAL - Small Business Preference.
6.4. Clarifications
Any time after the Offers Due date and time, and the opening of Bids, the City may contact Offerors to ask
questions about their Bid'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 Bid's contents.
6.5. Responsiveness
Once the low bid, or best value bid, is identified the City will evaluate the bid for responsiveness with all
Solicitation requirements. A bid is responsive if it complies with all Solicitation Instructions, scope, and
specifications. If a bid is found to be nonresponsive, the City will set it aside and proceed with evaluating the
next lowest bid, or next best value bid, for responsiveness.
6.6. Responsibility
Once the low responsive bid, or best value responsive bid, is determined, the City will evaluate the Offeror for
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. If an Offeror is found to be non-
responsible, the City will set their bid aside and proceed with evaluating the responsibility of the Offeror
submitting the next low responsive bid, or best value responsive bid.
6.7. Award
The City will award the contract to the responsible Offeror(s) submitting the low responsive bid, or best value
responsive bid, as applicable. If the City determines that multiple contracts are needed, the City will award
one or more additional contracts to the responsible Offerors submitting the next lowest responsive bids, or
next best value responsive bids. The City will publish the award determination to the Solicitation's
attachments in Austin Finance Online, and automatically notify all parties that subscribed to the Solicitation of
the award determination's availability therein.
7. ADMINISTRATIVE MATTERS
7.1. Contract Authorization, 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.
7.2. 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 publication of the City's recommendation of award. The recommendation of award will
be posted in Austin Finance Online.
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7.3. 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 in response to the Solicitation will be discussed.
7.4. Protests
The Chief Procurement Officer 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, the Chief Procurement Officer may dismiss your
complaint or protest.
A. Protest regarding the Solicitation (Pre-Bid Protest). Any protest regarding the Solicitation by the City
shall be filed no later than five (5) business days before the opening of Bids. Any protest filed after that
date which raises issues regarding the Solicitation will not be considered.
B. Protests regarding the evaluation of Bids. Any protest regarding the evaluation of Bids by the City shall
be filed with the City no later than five (5) business days after the opening of Bids, or notification that
the protestor's status as an Offeror has changed, such as notification that a Bid has been rejected. Any
protest filed after such date which raises issues regarding the evaluation will not be considered.
C. 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.
D. 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.
E. Your protest shall be concise and presented logically and factually to help with the City's review.
F. When the City receives a timely written protest, the Chief Procurement Officer will determine whether
the grounds for your protest are sufficient. If the Chief Procurement Officer decides that the grounds
are sufficient, the Chief Procurement Officer will schedule a protest hearing, usually within five (5)
business days. If the Chief Procurement Officer determines that your grounds are insufficient, the City
will notify you of that decision in writing.
G. 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
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may attend from the City are: representatives from the department that requested the Solicitation, the
Department of Law, the Financial Services Department - 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.
H. A decision will usually be made within fifteen (15) calendar days after the hearing.
I. The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the
decision.
J. 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 the Chief Procurement Officer
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.
7.5. Reservations
The City reserves the right to: (i) cancel this Solicitation at any time for any reason and to resolicit the goods
and services included in this Solicitation; (ii) specify approximate quantities in the Solicitation; (iii) extend the
Solicitation due date and time; (iv) add additional terms or modify existing terms in the Solicitation; (v) reject
an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation; (vi)
reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal
Government; (vii) reject an Offer that contains fraudulent information; (viii) reject an Offer that has material
omissions; (ix) reject any or all Offers; (x) procure any goods or services included in this Solicitation by other
means; (xi) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to
the City; (xii) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other
prices are significantly low) and/or (xiii) waive any minor informality in any Offer or procedure so long as the
deviation does not affect the competitiveness of the Solicitation process.
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