RFQ for Facility Master Plan Final�.�
FACILITY MASTER PLAN STUDY
# 14- CM- 27 -M -01
July 3, 2014
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1400 SCHERTZ PARKWAY, SCHERTZ, TEXAS 78154
CITY OF SCHERTZ
REQUEST FOR QUALIFICATIONS
# 14- CM- 27 -M -01
FACILITY MASTER PLAN STUDY
Sealed Requests for Qualifications (RFQ's) addressed to the Director of Purchasing, will be
received on July 24, 2014 until 11:00 a.m., at the Purchasing and Asset Management
Department, 10 Commercial Place, Bldg. #1, Schertz, Texas 78154. All Requests for
Qualifications must be in the City of Schertz's possession on or before the scheduled date and
time (no late RFQ's will be accepted).
Respondents receiving a REQUEST FOR QUALIFICATIONS, notice in the mail, or reading
the announcement in the newspaper are advised that the RFQ documents can be
obtained by contacting Purchasing and Asset Management, 10 Commercial Place,
Schertz, TX 78154 or by calling the Department at (210) 619 -1160.
Be advised that if your company downloaded the documents from the web page and is
contemplating responding to this RFQ you MUST register as a Schertz Vendor at
wy . ublic urchase.com so any changes /additions via Addendum can be accessed by your
company. Vendor registration instructions can be found at w.schertz.com, Departments,
Purchasing, Open Bids and click on the words Vendor Registration Instructions. Any questions
in reference to these Qualifications may be directed to Purchasing & Asset Management at
(210) 619 -1160.
Request for Qualifications responses received after the deadline will not be considered. The
City shall evaluate the Request for Qualifications on the basis of technical ability, experience,
and ability to perform the work and factors identified within the attached request for Request for
Qualifications solicitation.
The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all
formalities or technicalities, accept the response or portions of the response determined to be
the best and most advantageous to the City, and hold the responses for a period of 120 days
without taking action. The City of Schertz reserves the right to accept responses from more than
one firm determined to be the best option for the City. Respondents are required to hold their
responses firm for the same period of time.
Hand - deliver Submissions: Purchasing & Asset Management Department, 10
Commercial Place, Bldg. # 1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Bldg. #1, Schertz, Texas 78154.
A Pre - Submittal Conference will be held July 15, 2014 at 10:00 a.m. in the Hal Baldwin
Municipal Complex Bob Andrews Conference Room, 1400 Schertz Parkway, Building #1
Schertz, TX 78154. All prospective respondents are encouraged to attend.
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
CITY OF SCHERTZ REQUEST FOR QUALIFICATIONS
# 14- CM- 27 -M -01
FACILITY MASTER PLAN STUDY
1.
PURPOSE ............................................................................................................ ..............................5
11.
SCOPE OF SERVICES REQUIRED .......................................................................... ..............................6
111.
QUALIFICATIONS REQUIREMENTS ..................................................................... ..............................7
IV.
EVALUATION PROCESS ....................................................................................... ..............................7
V.
EVALUATION CRITERIA ....................................................................................... ..............................8
VI.
SELECTION PROCESS .......................................................................................... ..............................8
VII.
ADDITIONAL REQUIRED INFORMATION ............................................................ ..............................8
VIII.
CONTRACT AWARD ............................................................................................ ..............................8
IX.
RESPONSE DEADLINE ......................................................................................... ..............................9
X.
CLARIFICATION OF REQUIREMENTS .................................................................. ..............................9
X1.
ADDENDA AND MODIFICATIONS ....................................................................... ..............................9
XII.
REQUEST FOR QUALIFICATIONS PREPARATION COSTS .................................... .............................10
XIII.
EQUAL EMPLOYMENT OPPORTUNITY .............................................................. .............................10
XIV.
ANTI - LOBBYING PROVISION .............................................................................. .............................10
XV.
INDEMNIFICATION CLAUSE ............................................................................... .............................10
XVI.
RESPONDENT'S EMPLOYEES ............................................................................. .............................11
XVII.
HUB CERTIFICATION .......................................................................................... .............................11
XVIII.
VERBAL THREATS .............................................................................................. .............................11
XIX.
CONFIDENTIAL INFORMATION ......................................................................... .............................11
XX.
RIGHT TO AUDIT ................................................................................................ .............................11
XXI.
JURISDICTION .................................................................................................... .............................12
XXII.
VENUE ............................................................................................................... .............................12
XXIII.
CONFLICT OF INTEREST ..................................................................................... .............................12
XXIV.
CONFIDENTIALITY OF INFORMATION AND SECURITY ...................................... .............................12
XXV.
SUBSTITUTIONS /CANCELLATIONS OF QUALIFICATIONS ................................... .............................12
XXVI.
TIME ALLOWED FOR EXECUTION OF CONTRACT .............................................. .............................12
XXVIL
PERSONNEL ....................................................................................................... .............................13
XXVIII.
CONTRACT ......................................................................................................... .............................13
XXIX.
EXHIBITS ............................................................................................................ .............................14
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CITY OF SCHERTZ
INSTRUCTIONS TO RESPONDENTS
DEVIATION FROM SPECIFICATION/ REQUIREMENTS
Please read the requirements thoroughly and be sure that your response complies with all
requirements /specifications noted. Any variation from the solicitation requirements /specifications
must be clearly indicated by letter, on a point by point basis, attached to and made a part of
your RFQ. If no exceptions are noted, and you are the successful respondent, the City of
Schertz will require that the service(s) be provided as specified.
The purpose of these specifications /requirements and RFQ documents are to award a
Professional Service Agreement for:
FACILITY MASTER PLAN STUDY
1
The professional services to be provided under the RFQ /Qualifications shall be in accordance
with and shall meet all specifications and /or requirements as shown in this solicitation for
Request for Qualifications (RFQ). There is no
meet the requirements.
SUBMITTAL OF RFQ
intention to disqualify any respondent who can
RFQ's shall be submitted in sealed envelopes as referenced on the attached solicitation. One
(1) signed original marked "ORIGINAL ", five (5) complete sets marked "COPY 1", "COPY 2 ",
etc. and (1) DVD or USB of the response is to be submitted complete with all supporting
documentation. RFQ's submitted by facsimile (fax) or electronically WILL NOT be accepted.
Submittal of a response to this Request for Qualifications (RFQ) constitutes an offer by the
respondent. Once submitted, RFQ's become the property of the City of Schertz and as such the
City reserves the right to use any ideas contained in any response regardless of whether that
respondent/firm is selected. Submission of a proposal in response to this solicitation, by any
respondent, shall indicate that the respondent(s) has accepted the conditions contained in the
RFQ, unless clearly and specifically noted in the RFQ submitted and confirmed in the contract
between the City and the successful respondent. RFQ's which do not comply with these
requirements may be rejected at the option of the City. RFQ's must be filed with the City of
Schertz before the deadline day and hour. No late RFQ's will be accepted. They will be returned
to respondent unopened (if properly identified). Failure to meet RFQ requirements may be
grounds for disqualifying your proposal.
Hand - deliver Submissions: Purchasing & Asset Management Department, 10
Commercial Place, Building #1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Building #1, Schertz, Texas 78154
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ASSIGNMENT
Respondents are advised that the City of Schertz shall not allow the successful respondent to
sell, assign, transfer, or convey any part of any contract resulting from this RFQ's in whole or in
part, to a third party without the written approval of the Purchasing and Asset Management
Department for the City of Schertz.
Responses MUST give full firm name and address of respondent, and be manually signed.
Failure to do so will disqualify your submittal. Person signing the response must show title or
AUTHORITY TO BIND HIS /HER FIRM IN A CONTRACT. Firm name and authorized signature
must appear on each page that calls for this information. The legal status of the
Respondent /Bidder whether corporation, partnership, or individual, shall also be stated in the
submittal. A corporation shall execute the submittal by its duly authorized officers in accordance
with its corporate by -laws and shall also list the state in which it is incorporated. A partnership
Respondent /Bidder shall give full names and business addresses of all partners. All partners
shall execute the submittal. Partnership and Individual Respondent /Bidder shall state in the
submittal the names and addresses of all persons with a vested interest therein. The place of
residence of each respondent/ bidder, or the office address in the case of a firm or company,
with county and state and telephone number, shall be given after the signature. Any costs
associated with assembling this submittal will be at the sole expense of the respondent.
TIME ALLOWED FOR ACTION TAKEN
The City of Schertz may hold RFQ responses 120 days after submittal deadline without taking
action. Respondents are required to hold their proposals firm for same period of time.
RIGHT TO REJECT/ AWARD
The City of Schertz reserves the right to reject any or all RFQ's, to waive any or all formalities or
technicalities, and to make such awards of contract as may be deemed to be the best and most
advantageous to the City of Schertz.
AWARD
Award shall be made to the respondent(s) that in the opinion of the City of Schertz is the best
qualified and can provide the best service for the City.
ALTERATIONS /AMENDMENTS TO RFQ
RFQ's CANNOT be altered or amended after the opening deadline. Alterations made before
opening time must be initialed by respondent guaranteeing authenticity. No RFQ may be
withdrawn after opening time without reasonable exception in writing and only after approval by
the City of Schertz.
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LIST OF EXCEPTIONS
The respondent shall attach to his /her RFQ a list of any exceptions to the
specifications /requirements, on a point by point basis.
INTERPRETATIONS
Any questions concerning the requirements or scope of work with regards to this solicitation for
Requests for Qualifications shall be directed to the designated individuals as outlined in the
RFQ. Such interpretations, which may affect the eventual outcome of this request for Request
for Qualifications, shall be furnished in writing to all prospective Respondents via Addendum. No
interpretation shall be considered binding unless provided in writing by the City of Schertz in
accordance with paragraph entitled "Addenda and Modifications ".
SYNONYM
Where in this proposal, RFQ for SERVICES is used; its meaning shall refer to:
REQUEST FOR QUALIFICATIONS
# 14- CM- 27 -M -01
FACILITY MASTER PLAN STUDY
F
The City of Schertz, Texas requests submissions from qualified firms to provide
Architectural /Engineering and evaluative services necessary to complete a Facilities Master
Plan for City of Schertz facilities other than those that are specifically excluded.
The firm shall provide a comprehensive Facilities Master Plan for the City of Schertz assuming a
population of 75,000.
Included in the Facilities Master Plan are several specific studies to address near term needs,
including site selection for a Fire Station in Southern Schertz (see Exhibits A &B) and
recommendation on best utilizing the City's current office and space demands at:
• Hal Baldwin Municipal Complex (all buildings, all departments)
• Emergency Services (all stations and substations)
• Public Works (all buildings, all divisions)
• Purchasing
• Public Library
• Animal Adoption Center
• Senior Center
• YMCA (owned by the City of Schertz)
The firm should explore, but not be limited to, options of joint use and space needs of City
Departments or Divisions. This should include analysis of department adjacency, relocations,
consolidation, co- location and City owned non - designated buildings and land that may be of use
in the Plan. Firm should consider office, work shop, classroom, conference room, break room,
warehouse, file room and general storage requirements.
5
Areas not included in the study:
• Recreational Facilities including Parks, City Swimming Pools & Playscapes
• Water and wastewater plants, lift stations, water towers
11. SCOPE OF SERVICES REQUIRED
Qualified Firms shall be responsible for the following duties and services:
A. Project Description
1. Develop a city -wide Facilities Master Plan for future municipal facilities.
2. Identify the number, size, and location of existing and future city facility needs in
order to plan and prioritize for future staffing needs.
3. Develop future facility needs, including type, size, and location.
4. Provide the ability to prioritize future new facility construction (by department,
size, and location.)
5. Provide the ability to prioritize future bond projects (facility construction and land
purchases).
6. Help the City maximize resources by considering department adjacency, co-
location and co- utilization of facilities.
7. Provide a more effective and efficient delivery of services.
B. Assessment /Documentation
1. Help develop final goals of the Master Plan and Programming Plan with city staff.
2. Evaluate current function and space utilization efficiencies and deficiencies.
3. Develop square footage requirements. (Deliverable: Spreadsheet and other
graphics)
4. Document the present operation. (Deliverable: Flowcharts and other graphics)
5. Develop adjacencies, relationship and analysis of City Departments.
(Deliverable: Relationship Diagram or chart)
6. Address City functions that are most likely suited to remain in place.
7. Comment on any significant Code Compliance issues, as may be observed in the
routine performance of the Master Plan Study.
8. Analyze Public access to City Buildings and /or Departments. (Deliverable:
Graphics, Table, or other charts)
9. Map locations of city buildings and land owned.
10. Develop future building needs with recommendations and estimated square
footage and per foot costs. (Deliverable: Map, spreadsheet, and charts).
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C. Specific studies
1. New Fire Substation location in Southern Schertz (north of Interstate 10, south
of State Hwy 78) followed by an interim report of findings delivered to the City
Manager within 30 -45 days after contract award. See Exhibit "A ".
2. New Fire Substation location in Northern Schertz (north of State Hwy 78) report
of findings to be including with the City Facilities Master Plan. See Exhibit `°B >,
D. Plan Outcomes Include
1. Strategic near term recommendations for facility utilization.
2. Long term goals and benchmarking for facilities planning.
3. Recommendation of critical adjacencies — by facility and campus area.
4. Include a public presentation process.
5. Facility Assessment — base information and base condition of facility
6. Prioritize Recommendations
7. List the top facility planning issues that need to be addressed
8. Provide a cost analysis and Financing options of directional
recommendations
9. Provide comments and analysis on the City's ability to own or lease
additional facilities.
10. Respondents must be firms, corporations, individuals or partnerships normally
engaged in provision of the services specified herein; and
11. Be licensed to perform these services in the State of Texas.
111MEROIi1_"1:2 [a_ lwi1=1r• 0
Respondents are encouraged to submit concise, clear responses to this solicitation. Responses
of excessive length and /or complexity are discouraged. Each RFQ must address, but not be
limited to, the following requested information. Responses that do not include the required
information may be deemed non - responsive and may not be considered for contract award.
Respondents are encouraged to be specific about the firms' expertise as it relates to the
Request for Qualifications. All documents and information must be complete and bear proper
signature(s) of binding parties.
A. General Information
1. Briefly describe your firm's history, number of employees and year in existence
2. Describe the team members that would work be assigned to the Master
Planning and their experience as it relates to the RFQ including the
responsibilities of each member, and their background.
IV. EVALUATION PROCESS
After the deadline for receipt of RFQ's, an evaluation committee will review all submissions
utilizing the evaluation criteria noted below.
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V. EVALUATION CRITERIA
The following criteria and weight factors will generally be used to evaluate the RFQ:
• Experience in providing services to the City of Schertz or any other government entity
and success ratio in performing this service. (0 -20 points)
• Capability to perform all of the services required by this RFQ, including personnel
availability and current workload. (0 -20 points)
• Portfolio samples and references. (0 -20 points)
• Key personnel professional background, certifications, and experience in providing the
requested services. (0 -20 points)
• Proposed timeline of events in completing the project. (0 -10 points)
• Respondents past performance will be taken into consideration in the evaluation of the
Request for Qualifications submittal. (0 -10 points)
VI. SELECTION PROCESS
Based on the Evaluation Committee review, several Firms may be
consideration, and may be required to submit supplemental information
presentation. The City reserves the right to reject all submissions.
VII. ADDITIONAL REQUIRED INFORMATION
The following Items must be included as part of your RFQ Submittals:
A. Executive Summary
1. List of local office(s) and resources.
2. Overview of services proposed
B. Describe your organization's personnel
1. Specify the number of full -time employees
C. References
short- listed, for further
and /or an interview or
1. Provide at least three (3) references (entities) for which you have provided
Master Plan services. These references should include the name of the contact
person, address, and phone number.
2. Any other information you consider pertinent to this RFQ.
VIII. CONTRACT AWARD
The City does not guarantee that a contract (or contracts) will be awarded as a result of the
RFQ. In the event that a contract award is made, but the contract is not executed, the City does
not guarantee that the contract will be re- awarded.
E:3
IX. RESPONSE DEADLINE
Responses to the RFQ must be addressed to Purchasing & Asset Management, City of Schertz,
and received at the Purchasing and Asset Management Department, 10 Commercial Place,
Building #1, Schertz, TX 78154, by 11:00 a.m., July 24, 2014 for consideration. One (1) signed
Original, five (5) complete sets of the response and a DVD or USB copy must be submitted no
later than this date and time in a sealed envelope indicating that its contents are in response to
the Request for Statement(s) of Qualifications Request, please refer to Notice for labeling
instructions.
RFQ's will be accepted in person, by United States Mail, or by private courier service. RFQ's will
not be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or
facsimile transmission. RFQ's may be withdrawn prior to the above scheduled time set for
closing. Alterations made before RFQ closing must be initiated by respondents guaranteeing
authenticity.
Hand - deliver Submissions: Purchasing & Asset Management Department, 10
Commercial Place, Building #1, Schertz, TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Building #1, Schertz, TX 78154
There is no expressed or implied obligation on the part of the City of Schertz to reimburse
responding firms for any expenses incurred in preparing Request for Qualifications in response
to the request.
X. CLARIFICATION OF REQUIREMENTS
All requests for additional information or clarification concerning this RFQ must be submitted, in
writing, no later than 12:00 P.M., July 17, 2014 using the eProcurement site at
www.publicpurchase.com.
Any changes, additions, or clarifications to the RFQ are made by amendments (addenda) and
will be posted on the Public Purchase website. Any respondent in doubt as to the true meaning
of any part of the RFQ or other documents may request an interpretation from the Purchasing
and Asset Management Department. At the request of the respondent, or in the event the
Purchasing and Asset Management Department deems the interpretation to be substantive, the
interpretation will be made by written addendum issued by the Purchasing and Asset
Management Department. Such addendum will be attached to the original RFQ in the Public
Purchase file and will become part of the RFQ package having the same binding effect as
provisions of the original RFQ. It shall be the respondent(s) responsibility to ensure that they
have received all Addenda in respect to this project. Furthermore, respondents are advised that
they must recognize, comply with, and attach a signed copy of each Addendum which shall be
made part of their Submittal. Respondent(s) signature on Addenda shall be interpreted as the
respondent's recognition and compliance to official changes as outlined by the City of Schertz
and as such are made part of the original RFQ documents. Failure of any respondent to receive
any such addendum or interpretation shall not relieve such Respondent from its terms and
requirements. Addendums are available online at www.publicpurchase.com. No verbal
explanations or interpretations will be binding. In order to have a request for interpretation
considered, submit the request in writing via the Public Purchase bid site. The request must be
pi
received by the City of Schertz Purchasing and Asset Management Department no later than
4:00 P.M., July 17, 2014. The City does not assume responsibility for the receipt of any
addendum sent to respondents.
XII. REQUEST FOR QUALIFICATIONS PREPARATION COSTS
Issuance of this RFQ does not commit the City of Schertz, in any way, to pay any costs incurred
in the preparation and submission of an RFQ. All costs related to the preparation and
submission of this RFQ shall be borne by the respondent.
XIII. EQUAL EMPLOYMENT OPPORTUNITY
Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms
and conditions of employment based on race, sex, national origin, age, disability, or in any way
violate Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.
XIV. ANTI - LOBBYING PROVISION
During the period between RFQ submission date and the contract award, respondents,
including their agents and representatives, shall not directly discuss or promote their RFQ with
any member of the Schertz Council or City staff except in the course of City- sponsored
inquiries, briefings, interviews, or presentations. Violation of this provision shall result in the
rejection of the respondent's RFQ and disqualification from future consideration of similar
RFQ's.
THE CITY OF SCHERTZ RESERVES THE RIGHT TO REFUSE AND REJECT ANY OR ALL
RFQ'S, AND TO WAIVE ANY OR ALL FORMALITIES OR TECHNICALITIES, AND TO MAKE
SUCH AWARDS OF CONTRACT AS MAY BE DEEMED TO BE THE BEST AND MOST
ADVANTAGEOUS TO THE CITY OF SCHERTZ.
XV. INDEMNIFICATION CLAUSE
THE RESPONDENT HEREBY AGREES TO PROTECT, DEFEND, INDEMNIFY AND HOLD THE CITY
AND ITS EMPLOYEES, AGENTS, OFFICERS AND SERVANTS FREE AND HARMLESS FROM ALL
LOSSES, CLAIMS, LIENS, DEMANDS AND CAUSES OF ACTION OF EVERY KIND AND
CHARACTER INCLUDING, BUT NOT LIMITED TO, THE AMOUNTS OF JUDGMENTS, PENALTIES,
INTERESTS, COURT COSTS, LEGAL FEES, AND ALL OTHER EXPENSES INCURRED BY THE CITY
ARISING IN FAVOR OF ANY PARTY, INCLUDING CLAIMS, LIENS, DEBTS, PERSONAL INJURIES,
INCLUDING EMPLOYEES OF THE CITY, DEATH OR DAMAGES TO PROPERTY (INCLUDING
PROPERTY OF THE CITY) AND WITHOUT LIMITATION BY ENUMERATION, ALL OTHER CLAIMS
OR DEMANDS OF EVERY CHARACTER OCCURRING OR IN ANY WAYS INCIDENT TO, IN
CONNECTION WITH OR ARISING DIRECTLY OR INDIRECTLY OUT OF THIS CONTRACT. THE
RESPONDENT AGREES TO INVESTIGATE, HANDLE, RESPOND TO, PROVIDE DEFENSE FOR
AND DEFEND ANY SUCH CLAIMS, DEMAND, OR SUIT AT THE SOLE EXPENSE OF THE
RESPONDENT. IN ADDITION, THE RESPONDENT AGREES TO PROTECT, DEFEND, INDEMNIFY
AND HOLD THE CITY AND ITS EMPLOYEES, AGENTS, OFFICERS AND SERVANTS FREE AND
HARMLESS FROM ALL LOSSES, CLAIMS, LIENS, DEMANDS AND CAUSES OF ACTION
RELATING TO, FOR, OR ON ACCOUNT OF THE USE OF PATENTED APPLIANCES, PRODUCTS
OR PROCESSES, AND THE RESPONDENT SHALL PAY ALL ROYALTIES AND CHARGES WHICH
ARE LEGAL AND EQUITABLE. EVIDENCE OF SUCH PAYMENT OR SATISFACTION SHALL BE
SUBMITTED UPON REQUEST OF THE DIRECTOR OF PURCHASING AND ASSET MANAGEMENT
AS A NECESSARY REQUIREMENT IN CONNECTION WITH THE FINAL ESTIMATE FOR PAYMENT
IN WHICH SUCH PATENTED APPLIANCE, PRODUCTS OR PROCESSES ARE USED.
RESPONDENT ALSO AGREES TO BEAR ALL OTHER COSTS AND EXPENSES RELATED
THERETO, EVEN IF THE CLAIM OR CLAIMS ALLEGED ARE GROUNDLESS, FALSE OR
FRAUDULENT. THIS PROVISION IS NOT INTENDED TO CREATE ANY CAUSE OF ACTION IN
FAVOR OF ANY THIRD PARTY AGAINST RESPONDENT OR THE CITY OR TO ENLARGE IN ANY
WAY THE RESPONDENT'S LIABILITY BUT IS INTENDED SOLELY TO PROVIDE FOR
INDEMNIFICATION OF THE CITY FROM LIABILITY FROM DAMAGES OR INJURIES TO THIRD
PERSONS OR PROPERTY ARISING FROM RESPONDENT'S PERFORMANCE HEREUNDER.
XVI. RESPONDENT'S EMPLOYEES
Neither the Respondent nor his /her employees engaged in fulfilling the terms and conditions of
any awarded Service Contract shall be employees of the City. The method and manner of
performance of such undertakings shall be under the exclusive control of the vendor on
contract. The City shall have the right of inspection of said undertakings at any time.
XVI1. HUB CERTIFICATION
State Certified HUB Vendor(s) are required to provide a copy of their certification, if they have
not previously done so. Fax information to the Purchasing & Asset Management Department at
210- 619 -1169.
XVI11. VERBAL THREATS
Any threats made to any employee of the City, be it verbal or written, to discontinue the
providing of item /material /services for whatever reason and /or reasons shall be considered a
breach of contract and the City will immediately sever the contract with the vendor.
XIX. CONFIDENTIAL INFORMATION
Any information deemed to be confidential by the respondent should be clearly annotated on the
pages where confidential information is contained. The City cannot guarantee that it will not be
required to disclose all or part of any public record under Texas Public Information Act, since
information deemed to be confidential by the bidder may not be confidential under Texas Law,
or pursuant to a Court order.
XX. RIGHT TO AUDIT
The City of Schertz reserves the right to audit the vendor's books and records relating to the
performance of this contract. The City of Schertz, at its own expense, shall have the right at all
reasonable times during normal business hours and upon at least twenty -four (24) hours'
advance notice, to audit, to examine, and to make copies of or extracts from the books of
account and records maintained by the vendor(s) with respect to the Service Contract. If such
audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be
provided to the vendor and the amount of the overpayment shall be promptly reimbursed to the
City. In the event any such overpayment is not paid within ten (10) business days after receipt of
such notice, the unpaid amount of such overpayment shall bear interest at the rate of one
percent (1 %) per month from the date of such notice until paid.
III
e *
Contract(s) executed as part of this solicitation shall be subject to and governed under the laws
of the State of Texas. Any and all obligations and payments are due and performable and
payable in Guadalupe County, Texas.
XXI1. VENUE
The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration,
and /or any other dispute(s) shall be in Guadalupe County, Texas.
XXI11. CONFLICT OF INTEREST
Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any
vendor or person considering doing business with a local government entity must disclose in the
Questionnaire Form CIQ, the vendor or person's affiliation or business relationship that might
cause a conflict of interest with a local government entity. This questionnaire must be filed, by
law, with the City Secretary of the City of Schertz not later than the 7th business day after the
date the person becomes aware of facts that require the statement be filed. See Section
176.006, Local Government Code. A person commits an offense if the person violates Section
176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For
more information or to obtain the Questionnaire CIQ go to the Texas Ethics Commission web
page at www.ethies.state.tx.us/forms/C jQ.pdf.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL
COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF
A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER
176 IS A CLASS C MISDEMEANOR.
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Should the successful respondent be awarded a contract and become the holder of, and have
access to, confidential information, (in the process of fulfilling its responsibilities in connection
with the contract), the successful respondent agrees that it shall keep such information
confidential and will comply fully with the laws and regulations of the State of Texas, ordinances
and regulations of the City, and any applicable federal laws and regulations relating to
confidentiality.
XXV. SUBSTITUTIONS /CANCELLATIONS OF QUALIFICATIONS
No substitutions or cancellations are permitted without written approval of City of Schertz.
XXVI. TIME ALLOWED FOR EXECUTION OF CONTRACT
Number of days required for the successful respondent to execute a contract for FACILITY
MASTER PLAN STUDY after receiving notification of award of contract shall be thirty (30) days.
HPA
XXVII. PERSONNEL
The successful respondent shall ensure that the work being performed in response to an
executed agreement shall be performed by competent and qualified personnel. Such personnel
must be licensed or certified within the State of Texas.
XXVIII. CONTRACT
Successful Bidder shall be required to execute the Professional Services Agreement with the
City attached hereto as Exhibit "A ".
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XXIX. EXHIBITS
I:MII I �
Site Feasibility and Programming Study for a Future Fire Station (South)
This proposal is for basic professional services for a Site Feasibility and Programming Study for a future
Fire station for the Schertz Fire Department and the City of Schertz. The intent of the proposal is to
provide the City of Schertz with guidance on the best location to place a fire station in regards to
response times, enhancement and compliment areas surrounding the fire station, and to meet the
functional needs identified for the area defined in Site Analysis below.
The City is seeking guidance on whether it will take one or two fire stations to meet the City's built -out
need. Furthermore, the City seeks to receive conceptual plans of the most immediate fire station design
and layout as part of this deliverable of Exhibit A.
These professional services shall be provided by a company that has no less than 5 (five) years of similar
project experience. The professional services company, hereinafter called the firm, shall provide a list of
fire departments that have previously used their services along with contact information of those
departments. The firm gives the City of Schertz permission to contact any previous department that has
used its services for reference.
The professional services shall include the following:
Professional Services:
Development of both Short and Long Term Alternatives
Review and consider both temporary and final alternatives, including city owned and public - private
partnership opportunities, to best meet the immediate demand for a south fire station over the next five to
ten years, as well as a final design and /or location for a permanent station location. This will consider that
today's population location may be very different than the population location in 10+ years. It will also
consider that short term funding may be more limited than out year funding yet the location and or design
should not be compromised in the long term based on short term constraints.
Site Analysis
The Site Analysis will review run data, travel miles, thoroughfare access, and traffic flow to identify
potential sites to place a fire station in Southern Schertz (north of Interstate 10, south of State Hwy 78).
The firm will analyze the characteristics of each site configuration and assess a score and ranking for
each. The firm will provide a summary report and a conceptual site plan drawing to summarize findings
for each of the recommended site configurations.
For vehicle circulation, the Firm will analyze the turning radius of the drives, the curb returns at the street
and:
Model the drive approach into and out of the apparatus bays.
Provide a checklist of characteristics to analyze the existing site for compliance.
Programming:
The firm along with the Schertz Fire Department and the City of Schertz will develop a program of space
needs for the first proposed future fire station. The program will include a summary of each room and the
proposed sizes. The program will also include a detailed description of each room including a diagram,
1
furniture layout, as well as finishes and special requirements. The program will be critical in examining the
configuration of the building onto the site, such as public /private separation.
A flow analysis will be conducted to provide appropriate groupings of functions within the fire station to
minimize exiting encumbrances and improve response times out of the station.
The programming will address pros and cons of multifunction capabilities, to include public meeting
spaces, EMS co- locations, Police Department satellite room, and any other City of Schertz needs.
Conceptual Design:
The firm will provide a conceptual floor plan with room layouts and sizes identified from programming.
Included in conceptual design will be a site plan indicating parking, drives, and turning radiuses of drives.
Computer Imaging:
Computer images will consist of up to three (3) computer images for the new fire station. The images will
include building mass, materials, door, windows, and other general detail information.
Cost Proposal:
Schematic statement of probable cost forecasted for construction in 2015 with adjusted construction
inflation compounded for 2016. Statement of probable cost will analyze construction costs as well as total
project costs breakdown for the future fire station.
Delivery:
The firm will provide five (5) copies in bound booklets to summarize findings and a summary report.
Compensation for Basic Professional Services will include:
Site Analysis
Programming
Conceptual Design
Computer Imaging
Cost Estimate
Schedule
Four weeks upon notice to proceed.
Anticipate three (3) visits to be sufficient to conduct the feasibility study and present to City Council.
Additional visits at the City's request shall be compensated.
W,
Exhibit B
Site Feasibility and Programming Study for a Future Fire Station (North)
This proposal is for basic professional services for a Site Feasibility and Programming Study for a future
fire station for the Schertz Fire Department and the City of Schertz. The intent of the proposal is to
provide the City of Schertz with guidance on the best location to place fire stations assuming that all lands
within the city limits and all extraterritorial lands have been annexed and developed (built -out). The City
wishes to identify locations that will meet national standard response times and enhance the City's
Insurance Services Organization (ISO) Fire Suppression Rating.
These professional services shall be provided by a company that has no less than 5 (five) years of similar
project experience. The professional services company, hereinafter called the firm, shall provide a list of
fire departments that have previously used their services along with contact information of those
departments. The firm gives the City of Schertz permission to contact any previous department that has
used its services for reference.
The professional services shall include the following:
Professional Services:
Site Analysis
The Site Analysis will review run data, travel miles, thoroughfare access, and traffic flow to identify
potential sites to place fire station in the City of Schertz north of Hwy 78. The firm will analyze the
characteristics of each site configuration and assess a score and ranking for each. The firm should
consider response times and distances from neighboring fire stations when appropriate.
For vehicle circulation, the Firm will analyze the turning radius of the drives, the curb returns at the street
and:
Model the drive approach into and out of the apparatus bays.
Provide a checklist of characteristics to analyze the existing site for compliance.
Programming:
The firm along with the Schertz Fire Department and the City of Schertz will develop a program of space
needs for the all proposed future fire stations.
The programming will address pros and cons of multifunction capabilities, to include public meeting
spaces, EMS co- locations, Police Department satellite room, and any other City of Schertz needs.
Computer Imaging:
Computer images will consist of up to three (3) computer images for the new fire station dispersal map.
Delivery:
The firm will provide five (5) copies in bound booklets to summarize findings and a summary report.
Compensation for Basic Professional Services will include:
Site Analysis
Programming
Computer Imaging
Im.
Schedule
Four weeks upon notice to proceed.
Anticipate three (3) visits to be sufficient to conduct the feasibility study and present to City Council.
Additional visits at the City's request shall be compensated.
17
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}
History & Informatioq
* Annual Estimates of the Resident Population: April 1, 2010 to July 1, 2013
Source: U.S. Census Bureau, Population Division
The City of Schertz currently has 290 full time
employees and 37 part time employees working in
20 Departments. The City owns 24 buildings that
house our staff.
City Facilities
Hal Baldwin Municipal Complex
City Hall
1400 Schertz Parkway —Bldg. 1
• Total Square Feet: 11,240
• Total Number of Employees: 39
• Departments Housed & Number Employees per
Department:
— Marshals: 8
— Business Office: 9
— GIS: 2
— Information Technology: 6
— Municipal Court: 6
— Development Services: 8
• Planning: 4
• Inspections: 4
s.
Administration Building
1400 Schertz Parkway —Bldg. 2
• Total Square Feet: 8,500
• Total Number of Employees: 25
• Departments Housed & Number Employees per
Department:
— City Manager: 5
— Mayor/City Secretary/CIP: 4
— Human Resources: 4
— Customer Relations: 2
— Finance: 6
— EDC: 4
Hal Baldwin Municipal Complex
Community Center
1400 Schertz Parkway —Bldg. 3
• Total Square Feet: 4,870
• Total Number of Employees: 4
• Departments Housed & Number Employees per
Department:
— Public Affairs
• Events Manager: 1
• Schertz Magazine: 3
FwMW. • •. • •
Council Chambers
1400 Schertz Parkway —Bldg. 4
• Total Square Feet: 5,540
• No Employees Housed out of this Building
Hal Baldwin Municipal Complex
Civic Center
1400 Schertz Parkway —Bldg. 5
• Total Square Feet: 18,460
• Total Number of Employees: 3
• Departments Housed & Number Employees per
Department:
— Public Affairs
• Civic Center Coordinator: 1
• Customer Care: 1
• Client Affairs Specialist: 1
Hal Baldwin Municipal Complex
Igloo
1400 Schertz Parkway — Bldg. •
• Total Square Feet: 15,640
• Total Number of Employees: 70
• Departments Housed: Police Department
BMW . • •. • •
EMS Department
1400 Schertz Parkway —Bldg. 7
• Total Square Feet: 9,640
• Total Number of Employees: 44
• Departments Housed: EMS Department
Fire Department
1400 Schertz P. Bldg.
•
• Total Square Feet: 11,960
• Total Number of Employees: 32
• Departments Housed: Fire Department
--lal Baldwin Munici•. Complex
General Services/Records Department
1400 Schertz Parkway — Bldg •
• Total Square Feet: 3,480
• Total Number of Employees: 12
— General Services: 11
— Records Management: 1
Schertz Visitors Center
1730 Schertz Parkway
Total Square Feet: 1,710
Schertz Chamber of Commerce Housed Here
Schertz Animal Adoption Center
:/1 Community
0
0
0
Total Square Feet: 11,000
Total Number of Employees: 7
Departments Housed: Animal Services
• Total Square Feet: 3,130
• Old Animal Shelter
• No employees housed here
• • a a
• Total Square Feet: 8,710
— Senior Center: 6,350
— WeIIMed:2,360
• Total Number of Employees: 2
Schertz Public LibrarA
• Total Square Feet: 28,100
• Total Number of Employees: 18
• Departments Housed: Library Services
I
621 Westchester Drive
Total Square Feet: 32,440
YMCA Operates this Facility
Pickrell Park Pool
701 Oak Street
Total Square Feet: 1,800
YMCA Operates this Facility
Pickrell Park Pavilion
703 Oak Street
Total Square Feet: 14,600
Public Works Complex
• Commercial Place — Bldg. 1
• Total Square Feet: 13,010
• Total Number of Employees: 16
• Departments Housed & Number Employees per
Department:
— Purchasing: 4
— Parks: 7
— Fleet: 3
— Sign Shop: 2
Public Works Complex
10 Commercial Place —Bldg. 2
• Total Square Feet: 12,160
• Total Number of Employees: 45
• Departments Housed & Number Employees per Department:
— Engineering: 2
— Public Works: 43
• Administration: 8
• Water/Wastewater: 14
• Streets: 13
• Drainage: 6
• Building Maintenance: 2
.""ublic Works Complex
11 Commercial Place
Total Square Feet: 7,050
Purchased 2013 — Currently Vacant
.""ublic Works Complex
27 Commercial Place
Total Square Feet: 15,020
Purchased 2013 — Currently Vacant
IH -35 Substation
•1:
• Total Square Feet: 9,400
• Total Number of Employees: 6
• Departments Housed:
UC Substation
2160 Universal City Blvd.
Universal City, TX
• Total Square Feet: 8,850
— Schertz EMS #2 (Quarters & Bay): 1,140
— UC Fire /EMS: 7,710
• Total Number of Schertz Employees: 2
Marion Substation
104 East Huebinger
Marion, TX
• Total Square Feet: 700
• EMS #4
• Total Number of Schertz Employees: 2
North Center
3501 Morning Drive
• Total Square Feet: 4,000
• No Departments Housed Here
• Community Events Center
Northcliffe Pool
J
,601 Cherry Drive
Total Square Feet: 875
Woodruff •
1053 Live Oak R
• Total Square Feet: 2,840
• Currently Vacant
• Used for SWAT Training by Schertz PD & Local
Law Enforcement Agencies