1-00339 - RFQ main solicitation document.docx

REQUEST FOR QUALIFICATIONS (RFQ)

For

Indefinite Delivery Indefinite Quantity (IDIQ) for Engineering Services: Mechanical, Electrical, Plumbing, and Structural # 00339

Issue Date: November 21, 2025 Responses must be received BEFORE:

December 23, 2025, 11:00 A.M. C.S.T

Pre-Submittal Conference: There will be a non-mandatory pre-submittal conference held on 12/2/2025 at 11:00 AM CST, via GoTo Meeting.

Contents

Exhibit 1 – Not applicable for this solicitation Exhibit 2 – Sample Contract

PART I -REQUIREMENTS FOR RESPONSES

INTRODUCTION

In accordance with the provisions of San Antonio River Authority (River Authority) Enabling Statute (Chapter 276, Page 556, Acts of the 45th Legislature, 1937, and subsequent amendments), policies and procedures, the River Authority is requesting proposals from qualified individual(s) or business(es) with considerable experience to provide the professional services as outlined in this solicitation. The responses shall be submitted to the River Authority in a sealed submission.

The awarded individual(s) or business(es) shall possess a proven track record of using innovative approaches to providing professional services to their clients. The awarded individual(s) or business(es) shall have the ability to accomplish all aspects of the requested services. The awarded individual(s) or business(es) should be able to provide innovative methods to deal with challenges and provide effective solutions and communicate effectively and in a timely manner with River Authority.

GUIDING PRINCIPALS

By working collaboratively, the River Authority is able to sustain and enrich the watershed’s ecosystem and the lives of the people in and the economies of the communities we serve.

The River Authority’s Vision: Inspiring Actions for Health Creeks and Rivers The River Authority’s Mission: Committed to Safe, Clean, Enjoyable Creeks and Rivers

SERVICE DESCRIPTION

The River Authority is seeking to award a contract(s) for the following professional services or INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ) FOR ENGINEERING SERVICES: MECHANICAL, ELECTRICAL, PLUMBING, AND STRUCTURAL.

The awarded contracts will provide Mechanical, Electrical, Plumbing, and Structural Engineering services to support troubleshooting, repairs, and upgrades across existing River Authority buildings, facilities, and parks. Anticipated tasks include performing load calculations, conducting energy audits, diagnosing HVAC issues, implementing irrigation and plumbing improvements, and completing life-safety assessments.

The goods and/or services shall be accomplished per the solicitation documents, all applicable Laws and all exhibits and Attachments identified in the table of contents.

MINIMUM QUALIFICATIONS

The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the River Authority. Any submission received, which is determined to not meet these mandatory requirements, may be immediately disqualified and rejected as non-responsive.

· The responding entity must demonstrate that the company, as an entity, has a minimum of five (5) years of documented experience in providing the specified services of equal complexity and magnitude. Experience must pertain to the company itself and not to the qualifications of individual employees or subcontractors.

· Three (3) references from entities for which the respondent provided the products or services, of equal complexity and magnitude, requested. The River Authority cannot be used as a reference.

· Licensed professional mechanical engineer certified in the State of Texas in good standing with no debarments or discipline actions, assigned to project team. Attach copy of certification or documents from the Texas Board of Professional Engineers and Land Surveyors.

· Licensed professional electrical engineer certified in the State of Texas in good standing with no debarments or discipline actions, assigned to project team. Attach copy of certification or documents from the Texas Board of Professional Engineers and Land Surveyors.

· Licensed professional structural engineer certified in the State of Texas in good standing with no debarments or discipline actions, assigned to project team. Attach copy of certification or documents from the Texas Board of Professional Engineers and Land Surveyors.

· Project manager assigned to the proposed team must demonstrate a minimum of seven (7) years of experience as a project manager on projects of equal or greater complexity and magnitude.

· Engineering Firm must have Firm Registration number issued by the Texas Board of Professional Engineers and Land Surveyors with an active status.

· The responding individual or business is not on the debarred vendor list with the River Authority, the State of Texas, or Federal Debarment List (sam.gov)

· Submittal documents including a cover sheet, Executive Summary, Attachments A -G, Schedule, Resumes and Supplemental Documents per the method described in SUBMISSION FORMAT.

SCHEDULE OF EVENTS

Following is a list of projected dates with respect to this solicitation:

The River Authority reserves the right to change the dates indicated above.

PRE-SUBMITTAL CONFERENCE

A Pre-Submittal conference will be held at 11:00 AM Central Standard Time, on, 12/2/2025.

Please join my meeting from your computer, tablet or smartphone.

https://meet.goto.com/139687445

You can also dial in using your phone.

(For supported devices, tap a one-touch number below to join instantly.)

United States: +1 (872) 240-3212

Meeting ID: 139-687-445

Respondents are encouraged to prepare and submit their questions in writing in advance, in order to expedite the proceedings. The River Authority’s responses to questions received in advance, may be distributed at the Pre-Submittal Conference and posted with this solicitation. Attendance at the Pre-Submittal Conference is optional, but highly recommended.

Any oral responses provided by the River Authority staff at the Pre-Submittal Conference are not confirmed until they are in writing and posted with this solicitation. Only written responses shall be official and all other forms of communication with any officer, employee or agent of the River Authority shall not be binding on the River Authority. Respondents are encouraged to resubmit their questions in writing, to the River Authority staff person identified in the Restrictions on Communication section, after the conclusion of the Pre-Submittal Conference.

CONTRACT TERM

An agreement awarded in response to this solicitation will be for a one (1) year period. The River Authority and the respondent shall have the option to renew for up to four (4) additional one (1) year terms. At the sole option of the River Authority, the Contract may be further extended as needed, not to exceed a total of six (6) months.

The Contract shall commence upon the contract execution by the River Authority and shall automatically renew each year, from the date of execution. The River Authority may terminate the contract at any time if funds are restricted, withdrawn, not approved or service is unsatisfactory.

PRICING

This contract is for professional services. The River Authority will select a firm on the basis of demonstrated competence and qualifications to perform the services described in this solicitation. Once the most qualified firm(s) is selected, a fair and reasonable price will be set. It is anticipated that accepted negotiated prices will remain firm for the entire contract period. The professional fees under the contract may not exceed any maximum provided by law.

INSURANCE

The successful respondent will be required to maintain, at all times during performance of the contract, the insurance detailed below:

1. Premises/Operations

2. Independent Contractors

3. Products/Completed Operations

4. Personal Injury

5. Contractual Liability

6. Explosion/Collapse/Underground Property Damage (where applicable)

7. Pollution Liability (where applicable)

8. Endorsement for Unmanned Aircraft (Drones) (where applicable to Services)

9. Endorsement for watercraft (where applicable to Services)

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $1,000,000 Personal Injury per occurrence $1,000,000 Each Occurrence

General Liability requires a per project aggregate limit or aggregate limits by Location endorsement.

$500,000 each accident, $500,000 policy limit for Disease $500,000 each employee for Disease

$1,000,000 Combined Single Limit Non-owned vehicles include the use of an employee’s personal vehicle in the Contractor’s business.

$1,000,000 Per Claim $2,000,000 Annual Aggregate

a) Coverage shall be continuous (by renewal or extended reporting period) for no less than 60 months following completion of the Agreement and acceptance of the work by River Authority.

b) Coverage, including renewals, shall have the same retroactive date as the original policy applicable to this Agreement.

$2,000,000 per claim $4,000,000 Aggregate

Including the following Insuring Agreements: 1) Privacy Liability; 2) Network Security Liability; 3) Internet Media Liability; and 4) Network Extortion. Data Breach Fund & Regulatory Proceeding coverage is required and can be provided with a Sub-Limit of Liability with limits no less than $100,000 and $500,000, respectively.

a) Coverage shall be continuous (by renewal or extended reporting period) for no less than 60 months following completion of the Agreement and acceptance of the Services by River Authority.

b) Coverage, including renewals, shall have the same retroactive date as the original policy applicable to this Agreement.

Respondents are liable for all direct and general damages, special damages and consequential damages River Authority may incur arising out of or resulting from the negligent acts or omissions of respondent, including any agent, officer, director, representative, employee, contractor or subcontractor of respondent. Acceptance of work of the respondent by the River Authority shall not constitute a release of the responsibility, obligations or liability of the respondent for any defect in the design, working drawings, specifications, documents or work performed by the respondent.

The River Authority shall be named as an additional insured and provide a Waiver of Subrogation in favor of the River Authority, its officials, agents, employees and volunteers for umbrella, general liability, and auto policy policies. Respondent shall provide a waiver of subrogation for workers’ compensation policy.

All policies listed River Authority as an additional insured require endorsement that “other insurance” clause does not apply.

All policies require a 30 days-notice of cancellation or non-renewal if the respondent’s insurance is cancelled or non-renewed.

Insurance shall be carried with financially responsible insurance companies, licensed in the State of Texas, with an A.M. Best Rating of A (-) VI or better.

ADDENDA AND MODIFICATIONS

Any changes, additions, or clarifications to the solicitation are made by amendments (addenda) and will be posted at purchasing.sara-tx.org. Any respondent in doubt as to the true meaning of any part of the solicitation or other documents may request an interpretation from the Procurement Department. At the request of the respondent, or in the event the Procurement Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Procurement Department. Such addendum will be attached to the original solicitation at purchasing.sara-tx.org and will become part of the solicitation package having the same binding effect as provisions of the original solicitation. It shall be the respondent(s)’s responsibility to ensure that they have received all Addenda in respect to this solicitation. Furthermore, respondents are advised that they must recognize, and comply with each Addendum. Respondent(s)’s signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the River Authority and as such are made part of the original solicitation 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 purchasing.sara-tx.org. No verbal explanations or interpretations will be binding. The River Authority does not assume responsibility for the receipt of any addendum sent to respondents.

The respondent shall properly acknowledge all addenda in the spaces provided in the Acknowledgment (Attachment G).

SUBMITTAL INSTRUCTIONS

All responses must be in the River Authority’s possession on or before the scheduled date and time (no late response will be considered). Respondents may submit a response in hard copy or electronically. The River Authority prefers electronic submissions. Electronic submissions shall be submitted through the River Authority’s third-party portal, Bonfire, at: https://sara-tx.bonfirehub.com. Bonfire will not allow submissions after the due date and time.

If a respondent prefers to submit in a hard copy, the respondent shall submit one (1) original signed document and (1) one copy. The original shall be clearly marked. In addition, the submittal shall be provided electronically on a USB drive. Statements of Qualifications must be received, in a sealed envelope, at the San Antonio River Authority Main Office no later than published date and time on the cover sheet at the address below.

Hard Copy responses shall be submitted to:

San Antonio River Authority Attn: Procurement Solicitation # 00339 100 E. Guenther San Antonio, Texas 78204

Submittals sent by facsimile or email will not be accepted. Any submittal or modification received after this time shall not be considered, and will be returned, unopened to the respondent. Respondents should strive for early submission to avoid the possibility of rejection for late arrival.

Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date and time noted herein. The River Authority is not responsible for missing, lost or late mail or any mail delays, internal or external, that may result in the submission arriving after the set time. The River Authority’s Procurement Department is not open for weekend or holiday deliveries.

All submissions shall be opened in a manner that avoids disclosure of the contents to competing respondents and keeps the responses secret during negotiations. A public opening will not be conducted with this process.

SUBMISSION FORMAT

Each submittal shall be typewritten, single spaced and submitted on 8 ½” x 11” white paper. 11” x 17” paper may only be used if identified below and will count as one page. Font size shall be no less than 12-point type for all items (including graphics) and may be in full color. All pages shall be numbered and should be printed two-sided. Margins shall be no less than 1” around the perimeter of each page. Submittals shall be no longer than 30 pages total, front to back, and shall include the documents listed below (excluding Solicitation Packet Attachments, and Special Documents). Websites or URLs shall not be submitted in lieu of the printed submittal or electronic submission.

Each submittal must include the sections and attachments in the sequence listed below, and each section and attachment must be indexed and divided by tabs and indexed in a Table of Contents page. If respondent is proposing as a team, provide the same information for each member of the team. The electronic submittal should be submitted in Adobe PDF.

Submission shall be in the following order:

A. COVER SHEET (Maximum one page):

Include solicitation number and name, firm name, address, contact phone, fax, website and email address.

B. EXECUTIVE SUMMARY (Maximum two pages):

The summary including a statement of the work to be accomplished, how Respondent proposes to accomplish and perform each specific service and unique problems perceived by respondent and their solutions.

C. SOLICITATION PACKET ATTACHMENTS (Excluded from page count):

Attachment A – Business Questionnaire Attachment B – Exception Form Attachment C – References Attachment D – Conflict of Interest Form Attachment E – Small, Women, Minority Veteran Business Enterprises Form Attachment F – Subcontractor Utilization Plan Attachment G – Acknowledgment

D. EXPERIENCE, RESOURCES AND LOCAL UNDERSTANDING (Included in page count)

1. Provide a summary of the respondent’s background and support personnel, including professional qualifications and the length of time each individual has worked in their current capacity. Summarize the qualifications of key team members, their proposed roles, and their experience supporting facilities and operations teams in the maintenance and upkeep of existing buildings. Include résumés for all key personnel, ensuring that each team member’s project experience is clearly tied to projects of similar scope and magnitude, including work performed in compliance with applicable building codes in Bexar, Wilson, Karnes, and/or Goliad Counties.

2. Include an organization chart of the proposed project team. (11” x 17” acceptable and counts as one page)

3. Include documentation that demonstrates the respondent has directly completed at least three (3) projects in the past five (5) years related to mechanical, electrical, plumbing and/or structural engineering.

E. PROJECT APPROACH (Included in page count)

1. Explain in words and/or in diagrams your firm’s project management process and describe a project where the firm was tasked with troubleshooting an issue at a facility, how the task was approached and executed. Include details about how the scope, schedule, budget and quality were managed.

2. Provide a sample quality control checklist.

F. INNOVATION (Included in page count)

1. Describe two (2) to three (3) projects where your firm and its team members incorporated innovative approaches to achieving water conservation, energy efficiency, and/or other sustainable outcomes in regards to facilities and parks.

G. SPECIAL DOCUMENTS (excluded in page count):

1. Engineering Firm Registration number issued by the Texas Board of Professional Engineers with an active status (graphic of licensure)

2. Evidence of professional licensure per minimum qualifications. Must show name and active status of all licensed staff proposed for the team. Respondent’s may use any form necessary to provide the information (i.e. scan of pocket card, screen shot of certifying agency).

PREPARATION OF RESPONSE

Responses MUST give full firm name and address of respondent, and be manually signed in the Acknowledgment, Attachment G. Failure to do so will disqualify your submittal. The person signing the response must show title or AUTHORITY TO BIND 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 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 shall give full names and business addresses of all partners proposed to be utilized on this project. Partnership and individual respondent shall state in the submittal the names and addresses of all persons with a vested interest therein. The place of residence of each respondent, 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.

WITHDRAWAL

Responses may be withdrawn prior to the due date for submission. Written notice of withdrawal shall be provided to the Procurement Department. No response may be withdrawn after opening time without reasonable exception in writing and only after approval by the River Authority.

1. ALTERATIONS/AMENDMENTS TO RESPONSES

Responses CANNOT be altered or amended after the opening deadline. Alterations made before opening time must be initialed by respondent guaranteeing authenticity.

INTERPRETATIONS

Any questions concerning the requirements or scope of work with regards to this solicitation shall be directed to the designated individuals as outlined herein. Such interpretations, which may affect the eventual outcome of this solicitation for Responses, shall be furnished in writing to all prospective respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the River Authority in accordance with paragraph entitled “Addenda and Modifications”.

EVALUATION PROCEDURES

The River Authority’s selection committee will conduct a comprehensive, fair and impartial evaluation of all submittals received. Each submittal will be analyzed to determine overall responsiveness and qualifications. The River Authority Procurement Department reserves the right to contact any respondent, at any time, to clarify, verify or request information with regard to any response. The evaluation process consists of three steps:

Step 1: The River Authority will evaluate the submittal in accordance with the selection criteria and will rank the firms on the basis of the submittals. The River Authority may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements during the evaluation process, and rescore submittals based upon the interviews/presentations. The River Authority reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below:

A. Experience and qualifications of the respondent and key personnel available for this project (FACTOR: 50%).

The qualifications of the firm and key proposed personnel in terms of experience, service capability, and resources will be reviewed in order to assess the ability of the respondent to successfully complete the project assignment. The firm’s ability to provide the necessary professional and technical expertise and supervision will be a major consideration.

The qualifications and experience of the individuals who will be directly assigned to the primary areas is a major evaluation factor to be considered. The personnel cited shall be designated as to whether they are an employee, consultant or contract employee of the RFQ respondent. Their educational and professional credentials as well as direct experience on similar projects will be considered in evaluating the respondent. Experience with other government funded projects and familiarity with River Authority requirements and procedures will also be considered in the evaluation process.

B. Project Approach and Management (FACTOR: 25%) The respondent’s approach to project development, implementation, and management will be evaluated. The evaluation will consider the approach to investigating and troubleshooting the problem, the design process for the proposed solution including quality management, and project management practices as described in the response to questionnaire and in project examples. Additionally, identification of critical path and the approach to maintaining an efficient project schedule in the theoretical project in the questionnaire and in project examples will be evaluated to determine the respondent’s ability to develop and maintain efficient schedules.

C. Innovation (FACTOR 15%) Proposed experience and capabilities of key personnel to develop and implement innovative solutions. This may include value engineering, feasibility evaluation, alternate solutions to challenges and idea management.

The information provided for respondent's previous projects should highlight innovative approaches to achieving water conservation, energy efficiency, and other sustainable outcomes.

D. Local Understanding (FACTOR 10 %)

Preference will be given to respondents demonstrating familiarity with the local building industry within SARA’s jurisdictional boundary (Bexar, Wilson, Karnes and Goliad counties). Firms shall demonstrate their understanding of local building codes.

RIGHT TO REJECT/ AWARD

The River Authority 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 and to make such awards of contract(s) as may be deemed to be in the best interest and most advantageous to the River Authority, considering the relative importance and other evaluation factors specified herein.

RESTRICTIONS ON COMMUNICATION

Respondent(s) are prohibited from communicating with: 1) The River Authority Board of Directors and the River Authority staff regarding the solicitation or submittals from the time the solicitation has been released until the contract is posted as a Board agenda item; and 2) the River Authority employees from the time the solicitation has been released until the contract is awarded. These restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the solicitation and/or submittal by respondent. Violation of this provision by respondent and/or its agent may lead to disqualification of respondent’s submittal from consideration.

Exceptions to the restrictions on communication with the River Authority employees include:

A. Respondents may ask verbal questions concerning this solicitation at the Pre-Submittal Conference (if applicable) or submit clarification requests via email to the contact below.

B. Respondents may provide responses to questions asked of them by the Procurement Department after submittals are received and opened. The Procurement Department may request clarification to assist in evaluating respondent’s Response. The information provided is not intended to change the Response in any fashion. Such additional information must be provided within two (2) business days from the River Authority’s request. Respondents may also respond to requests by the Procurement Department for best and final offers, which do allow respondents to change their response. Requests for best and final offers will be clearly designated as such.

Respondents shall direct all inquiries and communications concerning this solicitation to the Point of Contact(s) listed below:

Emily Hanson Buyer

(210) 302-3605 ehanson@sariverauthority.org

INVITATION FOR RESPONSES PREPARATION COSTS

Issuance of this solicitation does not commit the River Authority, in any way, to pay any costs incurred in the preparation and submission of a response. All costs related to the preparation and submission of this solicitation shall be borne by the respondent.

ANTI-LOBBYING PROVISION

During the period between the solicitation submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their response with any member of the Board of Directors or River Authority staff except in the course of River Authority-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision may result in the rejection of the respondent's response and disqualification from future consideration of a similar solicitation.

CONFIDENTIAL INFORMATION & SECURITY

Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained. The River Authority 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 responder may not be confidential under Texas Law, or pursuant to a Court order.

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 River Authority, and any applicable federal laws and regulations relating to confidentiality.

DEBRIEFS

After the contract has been awarded all submissions will be open for public inspection, and the unsuccessful respondent(s) may request a debriefing regarding their submittal. Please contact the Procurement Department to request a debriefing within 60 days of notice of award. An in-person meeting with the Procurement Department and the using Division will be scheduled within a reasonable time.

BUSINESS OVERVIEW – ATTACHMENT A

Respondent shall complete the Business Overview Questionnaire as applicable per Attachment A. Subconsultants do not need to complete this form, unless they are a co-responder as defined on Attachment A.

DEVIATION FROM SPECIFICATION/ REQUIREMENTS -ATTACHMENT B

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 in Attachment B, on a point-by-point basis, attached to and made a part of your response. If no exceptions are noted, and you are the successful respondent, the River Authority will require that the good/service(s) be provided as specified.

Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B.

REFERENCES – ATTACHMENT C

Provide three (3) references, that the respondent has provided services to within the past three (3) years. The contact person named should be familiar with the day-to-day management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided.

The River Authority reserves the right to use other references and any additional information provided to evaluate the firm’s ability to meet the River Authority’s needs.

CONFLICT OF INTEREST – ATTACHMENT D

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 River Authority no 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.ethics.state.tx.us/forms/CIQ.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.

SMALL, WOMEN MINORITY VETERAN BUSINESSES ENTERPRISE– (SWMVBE) ATTACHMENT E

The River Authority encourages the utilization of certified Small, Women Owned, Minority, Veteran business enterprises. Businesses must be at least 51% minority-owned, woman-owned, veteran owned, or service-disabled veteran owned for designation to apply. SWMVBE’s must be certified by state or regional agency for these designations to apply in accordance with applicable policies. Respondents shall identify their certification in the Attachment E and subconsultants on Attachment F – Subcontracting Utilization Plan.

Respondent will be required to submit monthly reports, payments, and forms electronically through River Authority’s Supplier Diversity Management System (SDMS), https://sariverauthority.diversitycompliance.com, to include but not limited to Diversity Utilization Plan and/or Schedule, good faith efforts, and unconditional lien waivers. Respondent must, within five (5) calendar days from awarding a subcontract to a subconsultant, enter all required data for its first-tier subconsultants electronically into the SDMS and shall ensure such data remains current throughout the project. Respondent must also electronically enter payments made to each subconsultant into the SDMS within ten (10) calendar days of electronic notification that the monthly audit period is open for data and subconsultants must verify their actual participation in the project by acknowledging in the SDMS payments were received from respondent within ten (10) calendar days of payment entry. Unless otherwise stated in any correspondence from River Authority, both respondent and their subconsultants must respond electronically through the SDMS within five (5) calendar days of a request for information.

SUBCONTRACTOR UTILIZATION PLAN-ATTACHMENT F

The respondent will be required to establish, to the satisfaction of the River Authority, the reliability and responsibility of the respondent’s own work force and proposed subcontractors to be used for stated portions of the work for this project. The respondent is required to complete and submit with the submittal a "Subcontractor Utilization Plan”.

During the evaluation of responses, if the River Authority has a reasonable and substantial objection to any person or organization on the "Subcontractor Utilization Plan" in Attachment F and refuses in writing to accept such person or organization, the respondent may, at their option, withdraw the submittal. If the respondent submits an acceptable substitute, the River Authority may, at its discretion, accept the substitute or may disqualify the respondent. Subcontractors and other persons and organizations proposed by the respondent and accepted by the River Authority must be used on the work for which they were proposed and accepted and shall not be changed except with the written approval of the River Authority.

ACKNOWLEDGEMENT - ATTACHMENT G

Submit a signed acknowledgement by authorized agent of the responding firm.

CONTRACT

The successful respondent will be required to sign a contract using the River Authority’s terms and conditions. An example of the contract draft is provided as Exhibit 2 as a reference. This is only a sample, and the actual contract will be updated to match any requirements of this solicitation and funding sources. The River Authority frequently updates the contract template, and the final contract may be modified before final execution between the parties.

Respondents should note any exceptions to the draft contract on Attachment B, otherwise the respondent accepts the draft contract terms and conditions.

Part II –STATEMENT OF WORK

1. BACKGROUND

The River Authority requests statements of qualification for engineering firms to provide professional mechanical, electrical, plumbing, and structural engineering services for River Authority buildings. The four service areas will be coordinated to provide integrated design from concept to construction.

The River Authority has buildings located on multiple properties in Bexar, Wilson, and Karnes Counties. These buildings provide a range of functions including administrative offices, meeting space, laboratory, equipment storage, operations workshops, and wastewater utilities support. The oldest building is the main office with an original construction date of 1975. The selected consultant will support the Facilities and Parks teams with trouble-shooting mechanical and electrical systems, efficiency improvements, and addressing emergency situations with damage assessments and design of repairs.

OBJECTIVE

To provide engineering analysis and design for buildings and grounds at River Authority facilities including parks.

Specific projects are not identified at this time but a list of potential work tasks are listed below. The nature of this contract will be for “indefinite delivery, indefinite quantity” (IDIQ) professional services to assist the workload of River Authority staff, if/when requested by the River Authority. The River Authority may choose up to five (5) consultants with whom to contract to perform the work.

RIVER AUTHORITY RESPONSIBILITIES

The River Authority shall provide readily available information within its possession to Respondent, such as applicable engineering reports, hydraulic and hydrologic modeling outputs, GIS/CADD data, survey, or studies available to support Respondent’s efforts, to assemble and submit a scope, fee, and schedule for each Task Order.

CONSULTANT RESPONSIBILITIES

A. Schedule project meetings, prepare meeting agendas and record and distribute meeting minutes.

B. Notify River Authority in writing of changes to the key personnel whether before or after selection and seek River Authority approval of such personnel changes prior to commencing services.

C. Submit scope and fee estimates, as well as anticipated schedule, within one (1) week of being contacted by the River Authority for specific work. Scope and fee estimates should include tasks, hours, and hourly rates for the level of effort.

D. Submit resumes and project examples upon request to assist River Authority with selection of project teams for select tasks.

E. Include project management in each task order. These activities consist of developing and managing budgets and schedules at a minimum but may also include scoping and administering tasks for subconsultants, quality management, risk management, and issue tracking. Emphasis should be placed on communication and coordination to ensure timely and cost-effective project execution.

TASK ORDERS – WORK RELEASE

The scope and fee for work to be performed will be negotiated and authorized by task order. Selected consultant shall submit scope and fee estimates, as well as anticipated schedule within two (2) weeks of being contacted by the River Authority for specific task order.

Once awarded a task order, Consultant shall submit monthly progress reports listing work performed for that month, invoice amount, work anticipated for the next month and an updated schedule. Consultant must be able to provide these services within the budget established during negotiation of the scope of work.

STATEMENT OF WORK

The scope of work includes Mechanical, Electrical, Plumbing, and Structural Engineering support for facilities and parks assets. Tasks may include:

A. Design of new or repairs/upgrades to existing B. Heating, ventilation, and air conditioning systems for commercial applications C. Fire suppression and smoke control systems D. Pumps and pumping systems, and associated piping E. Power distribution and electrical systems, including transformers, switchgear, panels and backup power F. Lighting plans and systems G. Security and alarm systems H. Backup and emergency power systems I. Water, wastewater, and storm water systems for buildings and parks J. Gas piping K. Backflow prevention L. Structural elements for additions to include but not limited to solar systems, reroofing projects, cooling towers, and HVAC equipment.

M. Design, programming, and integration of automated systems for monitoring and control.

N. Assessment and recommendations related to O. Indoor air quality and ventilation P. Energy efficiency and sustainability, energy use, and building envelope efficiency (including energy modeling), Q. Building automation and controls to integrate and troubleshoot systems, for example HVAC controls and Building Management Systems.

R. Life Safety and Code Compliance to include but not limited to fire alarm systems, emergency lighting, egress systems, and Arch Flash studies S. Water conservation and sustainability including greywater systems and rainwater harvesting T. Building audits U. Structural inspections of existing structures including but not limited to foundations, beams, columns, mezzanines, and roofs V. Structural load calculations W. Commissioning and maintenance support X. Emergency response and damage assessment Y. Construction cost estimates Z. Lifecycle cost analysis AA. Location of existing infrastructure AB. For projects that include construction, the engineering team will perform construction phase services including but not limited to review of submittals, requests for information, and change order requests

DELIVERABLES REQUIRED

Deliverables will be defined by task order but may include:

A. Design calculations B. Assessment reports C. Design recommendations D. Design drawings E. Specifications F. Opinions of probable construction cost G. Estimate of total cost of ownership H. Working code for automated controls along with users manuals

PERFORMANCE MEASURES

Additional performance measures may be added in individual task orders, but will include the following:

A. Consultant shall submit scope, fee estimates and schedules for proposed work within two (2) weeks of initial scoping meeting with the River Authority B. Consultant shall submit deliverables by the deadlines agreed to in the project schedule C. Consultant shall submit monthly progress reports listing work performed for that month, invoice amount, work anticipated the next month and an updated schedule D. Individual task orders must maintain Schedule Performance Index and Cost Performance Index between 0.92 and 1.08.

PART III - ATTACHMENTS

All Attachments are to be returned with Submittal

ATTACHMENT A-BUSINESS QUESTIONNAIRE

Provide the following information regarding the prime firm, that if selected would sign a contract with the River Authority. Subconsultants do not have to complete this form.

(NOTE: Co-Responders are two or more entities proposing as a team or joint venture with each signing the contract, if awarded. Sub-contractors are not Co-Responders and should not be complete this form. If this submittal includes Co-Responders, each Co-respondent should complete an Attachment A, questions 1-21 only)

(for payment verifications in SDMS)