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RFQ for Thoroughfare Plan Update and Transportation Impact Fee Study #14-ENG-28-M-02♦ t� RUN "M. i il a CIHH ERT COMMUNITY* SERVICE OPPORTUNITY 1400 SGHERTZ PARKWAY, SCHERTZ, TEXAS 78154 CITY OF SC HERTZ QUALIFICATIONS r REQUEST O t 1.' Sealed Requests for Qualifications (RFQ's) addressed to the Purchasing Department; 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 registering as a Schertz vendor with Public Purchase at www.publicRurchasecom. Be advised that if your company is contemplating on responding to this RFQ you MUST register as a Schertz Vendor at www:publicpurchase:com so any changes /additions via Addendum can be accessed by your company. Vendor registration instructions can be found at www,schertz.com Departments; Purchasing, Open Bids and click on the words "Vendor Registration Instructions ". Any questions in reference to this RFQ may be directed to Nancy Tumlinson, 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 the ability to meet specifications and delivery schedule, experience, and other 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 Bids: 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. - `*Jiro a: LABELING INSTRUCTIONS: Envelopes must be clearly marked: CITY OF SCHERTZ REQUEST QUALIFICATIONS ` ✓I \ .. CITY OF SCHERTZ 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 Services Agreement for: The product to be provided under this RFQ shall be in accordance with and shall meet the scope, specifications and /or requirements as shown in this RFQ solicitation (attached). There is no intention to disqualify any respondent who can meet the requirements. 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 qualifications 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 maybe 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 Qualifications. Hand - deliver RFQ's: 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 W &IOrk i V lls Respondent's 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. PREPARATION OF RFQ's: 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. 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 submittal firm for same period of time. RIGHT TO REJ ECTI 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: Respondents are advised that the City of Schertz is soliciting Requests for Qualifications in compliance with Local Government Code 252 "Purchasing and Contracting Authority of Municipalities," and Local Government Code 2254 "Professional Services" award shall be made to the respondent(s) that in the opinion of the City of Schertz is the most highly qualified provider of those services on the basis of demonstrated competence and qualifications. ALTERATIONSIAMENDMENTS 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. 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. Any questions concerning the requirements or scope of work with regards to this solicitation for Requests for Qualifications shall be submitted using the "Questions" button on the RFQ for THOROUGHFARE PLAN UPDATE AND TRANSPORTATION IMPACT FEE STUDY bid portal at AAA. publicpurchase.com. Interpretations, regarding this request for Request for Qualifications, shall be furnished via email to all registered Respondents via Public Purchase. No interpretation shall be considered binding unless provided in writing by the City of Schertz in accordance with paragraph entitled "Addenda and Modifications ". Where in this document, "RFQ" is used; its meaning shall refer to: REQUEST ! ` QUALIFICATIONS A G -...c r.2. AJ M y F ... Y I I •+ * I .. A The City of Schertz (City) is pursuing the services of a qualified engineering consultant to prepare an update to the Master Thoroughfare Plan and conduct a Transportation Impact Fee Study: The outcome of the project will consist of an update to the City's Master Thoroughfare Plan, a Capital Improvement Plan; and calculation of a maximum impact fee in accordance with Chapter 395 of the Texas Local Government Code'(LGC 395). The City also requires assistance drafting ordinances for implementation of the Impact Fee Program for within the City limits and a Rough Proportionality Program for the City's extraterritorial jurisdiction (ETJ). Respondents are required to submit their own specific project approaches to address the tasks necessary to complete the project. These tasks will include, but not necessarily be limited to, the following: 1. Update Master Thoroughfare Plan. 1.1 Attain consistency with Schertz Comprehensive Plan 1.2 Consider known developments in planning or construction phases 1.3 Consider anticipated development in various segments of the City 1.4 Evaluate existing capacities and existing and projected demands 1.5 Identify locations of thoroughfare continuity conflicts and determine recommended alignment to provide the continuity. 2. Coordinate with San Antonio District of the Texas Department of Transportation (TXDoT) and the Alamo Area Metropolitan Planning Organization (MPO) 2.1 Perform traffic modeling, based on existing and expected demands, to determine thoroughfare needs in the City and the ETJ 2.2 Review current standards and provide recommendations regarding street classifications and design standards such as right -of -way and lane widths, turn lane standards, medians, and street and driveway intersection location criteria and geometries. 2.3 Produce a new Thoroughfare Plan Map for the City of Schertz and deliver in hard copy and digital format 3. Prepare 10 -Year Transportation Capital Improvement Plan. 3.1 Define geographic service areas (meet criteria of LGC 395) for Impact Fee program 3.2 Identify Qualifying Capital Improvement_ Projects including: 3.2.1 New Facilities 3.2.2 Expanded Capacity of Existing Facilities 4 Provide estimates of complete project costs (including survey, right -of -way acquisition, design, and construction) 5. Assemble appropriate land use and growth assumptions for each defined service area based on information provided by City personnel, 6. Establish and define appropriate transportation Service Unit. 7. Calculate maximum assessable impact fee per service unit based on growth projections and capital improvement plan. 8. Recommend policy for providing impact fee credit based on developer - constructed infrastructure. 9. Draft impact fee ordinance to codify compulsory policies. 10. Prepare program for implementation of rough proportionality for roadway construction related to development in the ETJ. 10.1 Draft rough proportionality ordinance 10.2 Prepare interactive rough proportionality calculation worksheet Throughout the process; the successful respondent will meet with appropriate stakeholders to gauge community needs and desires and to aid the City in establishing a general consensus of the various affected parties. III. QUALIFICATIONS REQUIREMENTS 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. Qualifications that do not include the required information may be deemed non - responsive and may not be considered for contract award. Respondent must be firm normally engaged in these services and be licensed to perform the service in Texas. Respondents are encouraged to be specific about the firms' expertise as it relates to the request for Request for Qualifications. All documents and information must be complete. 1. Firm name, including the addresses of business, identifying location of offices where the plan will be formulated. 6 2. Name, position, phone (including cell phone), fax numbers, e -mail contact of contact person(s). 3. Names of principals and the number of years the company has been in business. 4. Number of staff in the company that will be working to provide a Thoroughfare Plan Update and Transportation Impact Fee Study to the City, respondents shall provide a description of the experience, and workload of the employees assigned to the City plan. 5. List and briefly describe at least reference clients, with dates and performance results for each client. Include names, addresses and phone numbers of representatives of these clients who may be contacted as references. 6. Current delivery schedule and capacity to provide the product in a:timely manner. 7: DBE / MBE/ WBE and Affirmative Action status of company. $. Name and phone number of direct contact person who would be responsible for interacting with City Staff on this RFQ: 9. Any other items, which the respondent deems necessary. IV. EVALUATION PROCESS After the deadline for receipt of RFQ's, an evaluation committee will review all submissions utilizing the evaluation criteria noted below. V. EVALUATION CRITERIA The following criteria and weight factors will generally be used to evaluate the RFQ: 1. Understanding of the requirement (0 -20) 2. Experience in providing similar services to the City of Schertz or any other government entity and success in performing this service (0 -25) 3. Samples and references (0 -20) 4. Key personnel professional background, certifications, and experience in providing the requested services (0 -20) 5. Proposed timeline of events in completing the project (0 -15) VI. SELECTION PROCESS Based on the Evaluation Committee review, several companies may be short- listed, for further consideration, and may be required to submit supplemental information and/or an interview or presentation. The City reserves the right to reject all submissions. VII. CONTRACT AWARD The selected vendor must be willing and able to execute a Professional Services Agreement (attached) with the City of Schertz, TX. 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. VIII. RESPONSE DEADLINE Responses to the RFQ must be addressed to Nancy Tumlinson, 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 Qualifications Request, please refer to Notice for labeling instructions. 7 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 Bids: 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, IX. CLARIFICATION OF REQUIREMENTS All requests for additional information or clarification concerning this RFQ must be submitted, in writing, no later than 4 :00 P.M., July 18, 2014 using the eProcurement site at www. Publionurchase,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.coin, 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 received by the City of Schertz Purchasing and Asset Management Department no later than 4 :00 P.M., July 18, 2014. The City does not assume responsibility for the receipt of any addendum sent to respondents. XI. REQUEST FOR QUALIFICATIONS PREPARATION COSTS Issuance of this RFQ does not commit the City of Schertz, in anyway, 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. XII. 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. XIII. 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 similarRFQ'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. Neither the Respondent nor his /her employees engaged in fulfilling the terms and conditions of any awarded 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. XVI. 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. XVIL 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. XVIII. CONFIDENTIAL INFORMATION Any information deerned 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. XIX, 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 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. XX. PAST PERFORMANCE Respondent's past performance will be taken into consideration in the evaluation of the Request for Qualifications submittal, XXI. JURISDICTION 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. 10 ►:fuMTl=1k1 ln 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. XXIII. 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 mny ethios .state.tx.ustfarms(CIGt.Udf. IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE; PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE 1S 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. XXIV. CONFIDENTIALITY OF INFORMATION AND SECURITY 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 "Thoroughfare Plan Update and Transportation Impact Fee Study" after receiving notification of award of contract shall be thirty (30) days. XXVIL 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. XXVIIL CONTRACT Successful Bidder shall be required to execute the attached Professional Services Agreement with the City. 11 ILAI -Ja T -=J I" Purpose and Scope The City of Schertz (City) is pursuing the services of a (, consultant to prepare an update to the Master Thoroughfare: Transportation Impact Fee Study. The outcome of the:`prcj update to the City's Master Thoroughfare Plan, a Cq06I:Jm calculation of a maximum impact fee in accordance with? Texas Local Government Code (LGC 395). The 'City also drafting ordinances for implementation of the , Impact Fee Pi City limits and a Rough Proportionality, Program for the jurisdiction (ETJ). SCOPE OF SERVICES: Respondents are required to submit address the tasks necessary to corn'r but not necessarily be limited to, the k 1 Update Master Thoroughfare Plan. 1.1 1.2 alified engineering ?Ian and conduct a 1 will consist of an Dvement Plan, and hap'ter 395 of the E)quires assistance r 11 am for within the own specific,, project approaches to i1e.project. These tasks will include, 9. comprehensive mprehensive Plan i planning or construction phases 13 Consider:anticioated development in various segments of the City Evaluate existing capacities and existing and projected demands 1.5 .Identify locations of thoroughfare continuity conflicts and determine , recommended alignment to provide the continuity. 1.6 Coordinate ' " With San Antonio District of the Texas Department of Transportation (TXDoT) and the Alamo Area Metropolitan Planning Organiz'ation (MPO) 1.7 Perform traffic modeling, based on existing and expected demands, to determine thoroughfare needs in the City and the ETJ 1.8 Review current standards and provide recommendations regarding street classifications and design standards such as right-of-way and lane widths, turn lane standards, medians, and street and driveway intersection location criteria and geometrics. 1.9 Produce a new Thoroughfare Plan Map for the City of Schertz and deliver in hard copy and digital format 2 Prepare 10 -Year Transportation Capital Improvement Plan. 2.1 Define geographic service areas (meet criteria of LGC 395) for Impact Fee program 2.2 Identify Qualifying Capital Improvement Projects including: 2.2.1 New Facilities 2.2.2 Expanded Capacity of Existing Facilities 2.3 Provide estimates of complete project costs (including survey, right- of-way acquisition, design, and construction) - 2 Assemble appropriate land use and growth assumptions for each defined 11, , service area based on information provided by City 'personnel. 3 Establish and define appropriate 4 Calculate maximum assessable impact fee Per service unit based on growth projections and capital improvement plan 5 Recommend policy for providing impact fee:,credit based on developer- constructed infrastructure. 6 Draft impact fee ordinance to 7 Prepare program construction relatc 7.1 W-A the ETJ lity for roadway calculation worksheet Throughout the process, the successful respondent will meet with appropriate stakeholders to gauge community needs and desires and to aid the City in establishing a general consensus of the various affected parties.