Refurbishing of Trash and Recycling Receptacles

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
1.0 PURPOSE
The City of Austin ("City") is seeking a qualified Contractor to provide services to refurbish
public Receptacles ("Receptacles") used for trash and recycling collection. This Scope of
Work ("SOW") establishes the minimum requirements for these services, ensuring the
restored Receptacles maintain their appearance, durability, and compliance with city
standards. The City reserves the right to select more than one Contractor.
The Contract will be utilized by the City's Austin Resource Recovery Department ("ARR"). The
City reserves the right to allow other City departments to utilize the ensuing contract.
It is the intent of this solicitation to acquire the services described herein. All items and/or
services omitted from this document that are necessary to meet the objectives of the
services described will be considered requirements, although not directly specified or called
for herein.
2.0 TERM OF CONTRACT
This Contract shall remain in effect for an initial term of three (3) years or until the City
terminates the contract. This Contract may be automatically extended beyond the initial
term for up to two additional twelve-month periods at the City's sole option unless the
Contractor is notified by the City at least sixty (60) days in advance of the contract's
expiration date.
3.0 BACKGROUND
On November 2, 2023, the Austin City Council approved the adoption of the 2023 Austin
Resource Recovery Comprehensive Plan. This plan updates the 2011 Master Plan adopted
by City Council, and it further guides Austin towards its zero-waste goal - reducing the
amount of trash sent to landfills by 90% by the year 2040. The revised plan outlines
milestones to achieve this goal and identifies services to keep our community clean while
equitably supporting a diverse Austin. This focus aligns with ARR's mission to provide
essential services that protect people and our planet and its vision of driving the global
transformation of traditional waste management to sustainable resource recovery.
ARR manages over 500 Receptacles throughout Austin, including those in the Central
Business District ("CBD"), which must comply with the Great Streets Standards included in
the Great Streets Master Plan. Over time, exposure to weather elements, normal wear and
tear, and chemical interactions cause the powder coat finish on these Receptacles to
deteriorate. To maintain their appearance, durability, and compliance with city standards,
ARR will transport Receptacles to the awarded contractor for refurbishment once the powder
coat begins to degrade. Upon completion of the refurbishment process, ARR will pick up and
reinstall the Receptacles to ensure continuity in design and function.
4.0 CONTRACTOR MINIMUM QUALIFICATIONS
4.1 Experience - At the time of bid submission:
The Offeror shall have continuously provided services similar in scope to the services
required in these specifications on a continual basis for a minimum of three
consecutive years. The Offeror shall:

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
A. Have ample staff to support all SOW requirements; and
B. The City reserves the right to request references if it deems it necessary to verify
the Contractor can provide the services outline in this The Contractor shall
provide the requested information within five (5) business days via email.
4.2 History
The Contractor shall not have any significant performance deficiencies under City
contracts in the last three (3) years, including but not limited to, contract termination
for cause, failure to maintain certain performance requirements, or outstanding
financial obligations to the City.
4.3 Quality Control Sample Request
4.3.1 The City reserves the right to request a sample of refurbishing services with
one of the City's Receptacles from any of the respondents prior to award, at
no additional cost to the City. Failure to supply a sample when requested may
subject the Contractor to disqualification from consideration for award.
4.3.2 The Contractor shall:
A. Be able to accept a drop-off delivery of Receptacles within 48 hours of
initial request from the City;
B. Complete the sample refurbishing service within three calendar weeks;
and
C. Contact the Contract Operations Manager ("COM") and schedule a
review of the sample refurbishing services upon completion.
4.4 Facility Requirements
4.4.1 The Contractor's facility ("Facility") must be within the Austin-Round Rock,
Texas Metropolitan Statistical Area ("MSA").
4.4.2 The Facility must adhere to all local, state, and federal laws, rules, and
regulations.
4.4.3 The City reserves the right to inspect the Contractor's facilities prior to
awarding the contract
5.0 CONTRACTOR RESPONSIBILITIES
5.1 Contractor Readiness
The Contractor shall be fully operational at the time of bid submission and ready to
carry out the Contractor requirements and responsibilities defined herein. The
Contractor assumes total responsibility for the quality and quantity of all work
performed, whether it is undertaken by the Contractor or is subcontracted to another
organization. The Contractor shall provide services within seven (7) business days of
the City's initial request to start services.
5.2 Receptacle Types
The City utilizes two primary Receptacle configurations for refurbishment under this
contract and will identify the type of each unit at the time of drop-off:

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
5.2.1 Single Body Receptacle: A one-compartment unit intended for general waste
or recycling and shall have a minimum capacity of 35 gallons.
5.2.2 Dual Body Receptacle: A two-compartment unit typically designated for
general waste and recycling and shall have a minimum capacity of 15 gallons
on each side. The Contractor shall treat both compartments as a single unit
during refurbishment, ensuring both sides are fully functional, structurally
sound, and visually consistent.
5.3 Scheduling Drop-Off of Receptacles
5.3.1 The City will contact the Contractor to schedule the delivery of Receptacles
to the Contractor's Facility. The Contractor shall be able accept delivery of
Receptacles within 48 hours of the City's initial request.
5.3.2 A City designee will drop off the Receptacles at the Contractor's facility
between the hours of 8:00 a.m. and 2:00 p.m. Central Time, Monday through
Friday, excluding City of Austin holidays.
5.3.3 Upon drop off, the City and the Contractor shall jointly inspect the
Receptacles and document damage on each Receptacle.
5.3.4 The Contractor shall provide the City with a packing slip at each drop-off to
document the amount and condition of Receptacles dropped off.
5.4 Refurbishing Requirements
5.4.1 Preparation
5.4.1.1 During refurbishing, the Contractor shall strip and remove the cured
powder coat from the Receptacles. The City prefers that this be
achieved in a way that follows the City's Zero Waste goals.
5.4.1.2 The Contractor shall sandblast all Receptacles to prepare them for
priming and new powder coating.
5.4.2 Color Determination
5.4.2.1 Future Color Selection
The City's official color palette for downtown furnishings is under
review and has not been finalized. Therefore:
A. Specific colors listed in this contract (e.g., Bengal Silver, Royal
Blue, Dark Green) are provided for reference only and may not
reflect the final selections.
B. The City will designate the required colors for each receptacle
at the time of drop-off or as otherwise communicated in writing.
The Contractor acknowledges that dual-body containers may
be provided or required in two different colors, including but not
limited to silver and blue, as designated by the City. The

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
Contractor shall accommodate color changes as directed by
the City, including the use of alternate colors or combinations,
without additional cost implications beyond those agreed upon
in the contract.
C. Equivalent coating products may be used to match the
designated colors as closely as possible, subject to City
approval.
5.4.2.2 The colors vary and may include, but are not limited to:
A. Bengal Silver (Drylac Powder Coating # 049/99999);
B. Royal Blue (IFS Coatings, Product #PLSF20064, RAL 5005, Signal
Blue); and
C. Dark Green (IFS Coatings, RAL 6009, Fir Green).
5.4.2.3 IFS Coatings or equivalent products may be used to match these
colors as closely as possible. In cases where an exact match is not
available in the IFS Coatings catalog, COM will select the color that
most closely aligns with the City's brand palette.
5.4.2.4 Color Flexibility: The City reserves the right to order receptacle
bases and dome lids in alternate color combinations, including fully
painted units, to suit operational or aesthetic needs, subject to
COM approval.
5.4.3 Coatings and Finishings
5.4.3.1 The Contractor shall adhere to RAL Color Standard when applying
the powder coating to the Receptacles.
5.4.3.2 All refurbished metal components shall receive a multi-layer
protective coating system consisting of a rust-inhibitive base layer,
a zinc epoxy primer, and a final electrostatic powder-coat-finish to
ensure long-term corrosion resistance.
5.4.3.3 Finishes shall be a minimum of 0.004 inches thick on all surfaces
and shall resist rusting, chipping, peeling, and fading. All finishes
shall include a UV inhibitor.
5.4.3.4 The Receptacle shall have surfaces pretreated with graffiti
preventer that creates an invisible barrier to prevent the absorption
of graffiti. Powder coated surfaces should safely allow easy surface
cleaning with mild detergent as needed.
5.4.4 Minor Repairs
5.4.4.1 The City may request the Contractor provide minor repairs to the
Receptacle. Minor repairs are defined as and include welding any

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
cracks found after removing paint, welding or other repair to a door
hinge, replacing corroded bolts and other hardware, and removing
large dents.
5.4.4.2 Minor repairs to the Receptacle, include but are not limited to:
A. Welding cracks found after removing paint
B. Repairing or welding door hinges
C. Replacing corroded bolts and other hardware
D. Removing large dents
5.4.4.3 The Receptacle welds shall be smooth continuous fillet welds,
ground smooth where necessary for appearance, including but not
limited to the topmost ring welds. The top of the straps on the
access door shall be continuously welded; these welds do not
require finish-grinding.
5.4.4.4 If the required Receptacle repair is determined to be more than
minor, the City may opt to disassemble the Receptacle for parts or
return the receptacle to the City's facility.
5.4.5 The Contractor shall complete Receptacle refurbishing services within three
(3) calendar weeks after drop-off.
5.5 Notification, Pickup and Acceptance
5.5.1 Upon completion of refurbishing services, the Contractor shall notify the
COM via both email and phone call to schedule the pickup of the refurbished
Receptacles.
5.5.2 The City will pick up the Receptacles from the Contractor's facility within five
(5) business days of notification of completion.
5.5.3 Upon pickup, the City will inspect the refurbished Receptacles and review
records at the Facility to ensure compliance with contract requirements. The
Contractor shall provide all reasonable facilities and assistance for such
inspections at no additional cost.
5.5.4 If any refurbished Receptacles do not conform to contract requirements, the
City may require the Contractor to perform the services again in conformity
with contract requirements, with no increase in contract amount. If defects
cannot be corrected by reperformance, the City may reduce the contract
price to reflect the reduced value of the services performed.
5.4.5 The Contractor shall be responsible for all damage to the Receptacle caused
as a direct result of the Contractor's actions while refurbishing the
Receptacle. Any Receptable damaged beyond repair while in Contractor's
control shall be replaced at Contractor's expense. The City reserves the right

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
to request that services be performed again on any Receptacles not meeting
City's standards, at no additional charge to the City.
5.6 Structural Integrity and Accessibility Standards
To maintain consistency with existing infrastructure in the downtown area, all
Receptacles must adhere to specific size, design, and color standards. The
refurbished units must seamlessly integrate with the components already in place,
ensuring both visual and functional uniformity throughout the district.
A. The Contractor shall ensure that all refurbished Receptacles maintain their
original dimensions and structural integrity without modifications.
B. No structural alterations shall change the footprint, height, or spacing of
Receptacle components.
C. The Contractor shall ensure all refurbished Receptacles are fully functional,
structurally sound, and safe for public use following refurbishment. Any
refurbished Receptacle shall be free of defects, sharp edges, rust, or structural
weaknesses that could compromise durability or safety.
D. Receptacles shall maintain their intended capacity, stability, and accessibility
standards in accordance with City requirements.
E. All components, including lids, hinges, latches, locks and liners, must be
operable, secure, and capable of withstanding regular use and environmental
conditions without failure.
5.7 Equipment, Supplies and Labor
The Contractor shall be solely responsible for obtaining and providing all materials,
equipment, supplies, labor, and other services as may be necessary to fulfill the
requirements of the contract, including but not limited to:
A. Spray booths
B. Stoving ovens
C. Electrostatic spray guns
D. Conveyor systems
E. Ventilation and powder collection systems
F. Tools for disassembly
6.0 OTHER CONTRACTOR REQUIREMENTS
6.1 Designation of Key Personnel
6.1.1 Project Manager
The Contractor shall assign a Project Manager who shall oversee the contract
and have:
A. Authority to receive orders or requests from the City; and
B. Full decision-making authority on behalf of the Contractor for all services
provided under this contract.
6.1.1.1 Upon contract award, the Contractor shall provide contact
information for the Project Manager, an alternate contact and the
Project Manager's supervisor via email to the COM. The Project

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
Manager or alternate must be available by telephone Monday through
Friday between 8:00 a.m. and 5:00 p.m. Central Time. The City
reserves the right to request a change in personnel, and the
Contractor shall respond to the City's request with replacement
contact information within three (3) business days.
6.1.2 Operational/Employee Changes
The Contractor shall keep the City informed of any operational or employee
changes that may affect the Contractor's ability of implementing or
performing services described herein. The Contractor shall notify the COM
within one (1) business day of such changes taking place.
6.2 Required Meetings with the City
6.2.1 The City reserves the right to request meetings related to the ensuing contract
as needed, at a time and location mutually agreed upon by the City and the
Contractor. Notice of any such meeting(s) may be given by email or phone to
the Contractor by the COM, or designee.
6.2.2 Meetings shall include key personnel (e.g., Project Manager, Supervisor, etc.)
from both parties to discuss requirements, processes, and tasks to be
performed; to confirm the procedures for services to be provided, including
program concepts, methodology, project timelines, testing, correction plans,
and deliverables; and to address other topics as determined by the City. The
City will have final approval for the items listed in this section.
6.3 Reports
The City reserves the right to request additional reports that may be required by
local, state, or federal laws and/or regulations, as well as reports that may be
beneficial to the City's Zero Waste initiative or correlate with the scope of work and
specifications described herein. The City may outline the specific requirements for
these reports (i.e., format, deadline, submission requirements, etc.) with the report
request.
6.4 Defective Parts or Components
The Contractor shall, at no additional cost to the City:
A. Repair, adjust, calibrate, or replace defective parts to ensure proper operation,
with COM's approval.
B. Agree on a timeline for repairs and/or replacements.
C. Repair and/or replace parts due to Contractor's fault within five (5) business
days.
D. Provide temporary replacements if needed.
E. Provide shipping or expedited delivery, as needed.
F. Be an authorized dealer and/or reseller.
6.5 Performance Standards
The Contractor shall:

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
A. Comply with all applicable federal, state, and local laws, including those related
to health and safety, the environment, employer-employee relations, employee
training, and the City's Zero Waste goals. The stricter standard applies in case of
conflict. Notify the COM of any citations or violations within three (3) business
days via email.
B. Provide services that are professional, efficient, timely, and meet or exceed
contract specifications.
C. Maintain high-quality workmanship, ensuring all materials, products, and
services comply with industry standards or higher.
D. Ensure all work meets safety, environmental, and regulatory requirements,
including accessibility, waste management, and pollution control.
6.6 Waste Material
6.6.1 The Contractor shall be responsible for the environmentally sustainable and
proper disposal of any waste material generated in accordance with federal,
state, and local laws, rules, and regulations. The Contractor shall remove,
dispose, and recycle (when recyclable) all packing materials, debris, and
trash created by the Contractor and the Contractor's sub-contractors at no
cost to the City.
6.6.2 All costs for disposal of material shall be incurred by the Contractor.
6.7 Confirmation of Facilities
All facilities and locations used for services under this contract shall be fully licensed,
permitted, and compliant with local, state, and federal laws, rules, and regulations.
The City reserves the right to request the name, location, contact information, and
proof of compliance for any refurbishing facilities, landfills, recycling facilities, or
other sites used for disposing of removed coatings, waste materials, or non-reusable
components. The Contractor shall provide this information, including the following
details, within three (3) business days of the City's request via email:
A. Types of materials to be taken to each facility;
B. Whether each facility is Contractor-owned/leased and operated or
subcontracted;
C. Whether the Contractor has a valid agreement with each materials recycling
facility.
6.8 Statutory and Regulatory Provisions
6.8.1 Except to the extent that more explicit or more stringent requirements are
written directly into the solicitation documents, all applicable codes,
regulations, and standards have the same force and effect and are made a
part of the contract documents by reference as if copied directly into the
solicitation documents, or as if published copies are bound herewith.
6.8.2 All statutory and regulatory provisions currently in effect, or which may be
subsequently enacted, and which are applicable to the performance of any

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
resulting contract, are hereby incorporated by reference as additional terms
of any resulting contract and shall be enforced as though the same were
included specifically herein and therein. The Contractor shall be responsible
for determining the laws, rules, ordinances, regulations, orders, or other legal
requirements imposed upon its activities hereunder.
6 8.3 If the Contractor observes that any contract documents or provisions are at
variance with such laws, ordinances, rules, regulations, and orders in any
respect, the Contractor shall notify the City in writing, and any necessary
changes shall be made by appropriate modification. If the Contractor
performs any work to the contrary of such laws, rules, ordinances,
regulations, and orders, the Contractor shall bear the full responsibility and
costs attributable to such performance and shall indemnify and hold the City
harmless from all resulting costs, loss, expense, or liability.
6.9 Billing
6.9.1 Billing for Errors or Omissions
The Contractor shall not be compensated for work made necessary by the
Contractor's negligent errors or omissions. In the event of any dispute over
the classification of the Contractor's services as basic or additional services
under the resulting contract, the decision of the City will be final and binding
on the Contractor.
6.9.2 Billing for Corrective Actions
The Contractor shall not bill the City for repair, restoration work, and/or
environmental cleanup work required due to negligence or poor
workmanship by the Contractor.
6.9.3 Billing Additional Services
It is expressly understood and agreed that the Contractor shall not furnish any
additional services without the prior written authorization of the City. The City
will have no obligation to pay for such additional services which have been
rendered without the prior written authorization of the City.
6.9.4 Records and Documentation Retention
The Contractor shall maintain any records and books of account, including
records of all costs relating to any resulting contract for a period of at least
three years after initial billing. The Contractor shall make these records
available to the City for inspection at any time during the three-year period.
The City will outline the specific requirements for these reports (format,
deadline, submission requirements, etc.) with the report request.
7.0 CITY'S RESPONSIBILITIES
7.1 Contract Operations Manager
The COM will be the main point of contact at ARR and will manage the services,
operations, and communications. The City will notify the Contractor in writing in the

CITY OF AUSTIN
SCOPE OF WORK
TRASH AND RECYCLING RECEPTACLES REFURBISHMENT
event there is any change in contract administration responsibilities. The City
reserves the right to assign a designee to assist the COM at any time throughout the
contract term. Email communication is preferred, but in the case of emergencies,
please contact the COM by phone.
7.1.1 Contract Operations Manager (or successor)
Jaime Moreno, Inventory Control Manager
City of Austin - Austin Resource Recovery
Office Phone: 512-974-1476
Email: jaime.moreno@austintexas.gov
7.2 The City will specify the final Receptacle colors at the time of each order to ensure
coordination with each District Plan.
7.3 Receptacles will not contain any trash or recyclable material when dropped off by
the City.
7.4 Oversight
The COM will be responsible for exercising general oversight of the Contractor's
activities in completing deliverables outlined herein. This includes, but is not limited
to:
A. Representing the City's interest in resolving day-to-day issues that may arise
during the term of the ensuing contract;
B. Participating regularly in conference calls or meetings for status reporting;
C. Providing written feedback on the acceptability of progress and task reports;
D. Reviewing any written reports submitted by the Contractor; and
E. Approving all invoices for payment.