1-RFQ 2025-054 Crime Scene Lab Property Room (F2) 71425.pdf

REQUEST FOR QUALIFICATIONS

CRIME SCENE LAB & PROPERTY ROOM

RFQ No. 2025-054

Issue Date: July 15, 2025 Closing Date & Time: August 11, 2:00 P.M. CT

Opening Date & Time: August 11, 2:01 P.M. CT

For Information Contact:

Kasey Gamblin, Purchasing Manager, 254-750-8405, or kaseyg@wacotx.gov

RFQ Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFQ 2025-054 Crime Scene Lab & Property Room mailto:%20XXX@wacotx.gov mailto:kaseyg@wacotx.gov http://www.waco-texas.com/

BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFQ 2025-054 Crime Scene Lab & Property Room https://waco-texas.bonfirehub.com/login

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL

INFORMATION

PRE-BID / PROPOSAL

RFQ NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL

INFORMATION:

No Pre-Qualification Meeting will be held for this project.

RFQ OPENING

RFQ NUMBER: 2025-054

DATE: 8/11/2025

TIME: CENTRAL 2:01 P.M.

QUICK LINK: https://wacotx.zoomgov.com/j/1604399980?pwd=V05IDPboJKhZgi7OKLTHW2c7bRBiih.1

MEETING ID: 160 439 9980

DIAL IN NUMBER:

PASS CODE: 552380

ADDITIONAL

INFORMATION:

RFQ 2025-054 Crime Scene Lab & Property Room https://wacotx.zoomgov.com/j/1604399980?pwd=V05IDPboJKhZgi7OKLTHW2c7bRBiih.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation II. Contact with City of Waco III. Definitions IV. Requested Services V. Statement of Qualifications VI. Evaluation of Submittals & Award of Contract

Appendices A. Scope of Services / Pricing Forms

(1) Description of Services

(2) Additional Background, Information or Requirements

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Sales Tax Information

(3) House Bill 89 Energy Form

(4) House Bill 89 Firearms Form

(5) House Bill 89 Israel Form

(6) House Bill 1295 Information Sheet

(7) Foreign Terrorist Organization Form

(8) Design Services Agreement

(9) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City

Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) W-9 Form

RFQ 2025-054 Crime Scene Lab & Property Room

RFQ No. 2025-054

Crime Scene Lab & Property Room

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: kaseyg@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFQ 2025-054 Crime Scene Lab & Property Room mailto:kaseyg@wacotx.gov.

http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/

I. SCHEDULE FOR SOLICITATION

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

• Issuance of the RFQ July 15, 2025

• Deadline for questions in 5:00 P.M. August 04, 2025

• Receipt of the Statement of Qualifications (SOQs) August 11, 2025

• Evaluation of the SOQs Aug. 12 – Aug 27, 2025

• Establish final ranking of submitters September, 2025

• Notify submitters of award recommendation September, 2025

Tentatively, the final selection decision will be made, and submitters will be notified of an award recommendation during the month of September 2025. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Kasey Gamblin, Purchasing Manager who can be reached at:

Email: kaseyg@wacotx.gov Telephone: (254) 750-8405 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services Attn: Kasey Gamblin, Purchasing Manager 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

RFQ 2025-054 Crime Scene Lab & Property Room mailto:kaseyg@wacotx.gov https://waco-texas.bonfirehub.com/login https://www.waco-texas.com/Departments/Purchasing/Open-Bid-Opportunities

III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Contract documents” include the RFQ and all of the Appendices attached to the RFQ.

(4) “Day” means a calendar (this should be defined based on the bid) unless otherwise specified defined.

(5) “Project” means subject matter for which professional services are sought.

(6) “Project Review Committee” means a committee established by the City to review the qualifications. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(7) “RFQ” means and refers to this Request for Qualifications.

(8) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City

Manager awards a contract for the professional services requested in this solicitation.

(9) “Selected submittal” means and refers to the Statement of Qualifications submitted by the

Selected Firm.

(10) “Solicitation” means an RFQ issued by the City Waco seeking services described in the document.

(11) “SOQ” means Statement of Qualifications.

(12) “Submission” or “Submittal” refers to a response to the RFQ which is a Statement of

Qualifications of the submitter.

(13) “Submitter” means a firm submits a Statement of Qualifications in response to this RFQ.

IV. REQUESTED SERVICES/PRODUCTS

A. Professional Services Requested:

The City of Waco (the “City”) is soliciting professional design services for the design and construction of a new Crime Scene Lab and Property Room Facility to be located near the existing Police Tower at 3115 Pine Ave, Waco, TX 76708. The facility will support law enforcement operations related to evidence processing, secure storage, and investigative activities. The design must comply with all applicable City, State, and Federal regulations and meet the functional requirements of a modern crime scene laboratory and police property facility.

(1) Detailed scope of services are attached as Appendix A

(2) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements In addition to the description of the services, the attached Appendices include the City’s Contract Requirements.

C. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse submitters for any costs incurred during the preparation or submittal of qualifications to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

RFQ 2025-054 Crime Scene Lab & Property Room http://www.waco-texas.com/bids.asp

V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

Submitters are cautioned that it is each submitter’s sole responsibility to submit information related to the evaluation categories, and the City is under no obligation to solicit such information if it is not included with the SOQ. Failure of a submitter to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

B. Submitter Review of RFQ:

Submitters are responsible for examining and being familiar with all terms, conditions, provisions, and instructions of the RFQ and their responses. Failure to do so will be at the submitter’s risk and will not be a determinative factor when awarding the contract for services. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFQ.

C. Encouraging Competition:

The conditions, terms, provisions, and information of this RFQ are written to encourage maximum response to the RFQ. There is no intent to discriminate against any submitter but rather, to set a definite standard of professional quality and experience desired for this project.

D. Submission Contents:

Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/ Physical submissions will still be accepted but must include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(1) Title Page: Title page showing the RFQ subject, the RFQ number, the firm’s name;

the name, address and telephone number of the contact person, and the date of the

SOQ.

(2) Table of Contents

(3) Transmittal Letter: A signed letter of transmittal briefly stating the submitter’s understanding of the work to be done and a statement as to why the firm believes it to be the best qualified to perform the engagement.

(4) Detailed SOQ: The detailed SOQ should follow the order set out as follows:

(a) General Requirements: The purpose of the SOQ is to demonstrate the qualifications, competence, and capacity of the firm to undertake this project. It must also specify a project approach that will meet the requirements in the RFQ.

(b) License to Practice in the State of Texas: An affirmative statement should be included that the firm and all assigned professional staff are properly licensed or registered to practice in the state of Texas.

(c) Firm Qualifications and Experience: The submitter should state the size of the firm, the location of the office from which the work on this project is to be performed, the number and nature of the professional staff to be employed in this project on a full-time basis, and the number and nature of the staff to be so employed on a part-time basis.

RFQ 2025-054 Crime Scene Lab & Property Room

(d) Joint Venture or Consortium: If the submitter is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal should be noted, if applicable.

(e) Partner, Supervisory and Staff Qualifications and Experience: Identify the principal supervisory and management staff, including partners, managers, other supervisors, and specialists, who would be assigned to the project. If required, indicate whether each such person is registered or licensed to practice in Texas.

Provide information on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of this project.

(f) Consultants and Firm Specialists: Consultants and firm specialists mentioned in response to this request for qualifications can only be changed with the express prior written permission of the City of Waco, which retains the right to approve or reject replacements. Partners, managers, other supervisory staff, and specialists may be changed if those personnel leave the firm, are promoted, or are assigned to another office. Other project personnel may be changed at the discretion of the submitter if replacements have substantially the same or better qualifications or experience.

(g) Organizational Chart: Attach a one-page copy of your business organizational chart for the portion of your business that will be involved with this project, complete with names and titles. On the chart mark the people who will be involved in this project.

(h) Business Operation: If the submitter has operated under any other names within the last ten (10) years, provide those names.

(i) Ownership Changes: If submitter anticipates any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months, provide a description of what is anticipated and how that could impact work on this project if awarded the contract.

(5) Additional background information on no more than 5 pages:

(a) Experience with Similar Projects: For the firm's office that will be assigned responsibility for the project, list the most significant projects (maximum - 5) performed in the last five years that are similar to the project described in this request for qualifications. These projects should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partners, the original estimate and final cost, whether or not the work was completed within the specified schedule, and the name, email address, and telephone number of the principal client contact.

(b) Project Approach: The SOQ should set forth a proposed approach for the design services, including any special considerations and possible challenges in completing the project. The SOQ should also identify any special assistance that will be requested from City of Waco staff that will be involved in the project.

(c) References: Each response should provide the City at least five (5) references for the firm (and any consultants) that the City may contact to discuss performance on other similar work. At least one of these references must be someone that the firm worked with within the last 24 months. For each reference: project name and location; description of work; contract value of work performed by the firm or consultant and project value; name, address, email address, and telephone number of project owner/representative who oversaw project performance; dates (month/year) contract was issued and actually completed; and contract completion terms.

E. No Price Information The selection of a design firm under this RFQ shall be in accordance with Chapter 2254 of the Texas Government Code. Do not include any price information within the SOQ. SOQs containing any price information will be automatically disqualified.

F. Completeness of Submission:

(1) Submitters are responsible for examining and being familiar with all instructions and terms and conditions of this solicitation, and the submitter’s response.

(2) The submitter must attach all required forms with each submission copy. Forms must be signed by a representative of the submitter authorized to bind the submitter contractually. The submitter must include a statement identifying any exceptions to this RFQ or declare that there are no exceptions taken to the RFQ.

G. Response Date and Location Responses to this solicitation must be received by 2:00pm (Central Time) on August 11, 2025. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

Attn: Kasey Gamblin, Purchasing Manager 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

RFQ 2025-054

Crime Scene Lab and Property Room

Closing: 2:00pm (Central Time) on August 11, 2025

Submitters accept all risk of late delivery bids submissions regardless of instance or fault. A paper submission received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a submission by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

RFQ 2025-054 Crime Scene Lab & Property Room

Submissions (in PAPER ONLY) may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification.

(2) The written modification may be submitted by electronic transmission (email) or personal delivery to the Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

A submission may also be withdrawn (Bonfire vendor’s can withdrawal their own submission) by providing the notice in person by a representative of the submitter who can provide proof of his/her authority to act for the submitter. The representative will be required to execute a receipt reflecting the submission is being withdrawn.

I. Authorized Signature:

A SOQ must be manually signed by a person having authority to contractually bind the submitter. Any erasures or other changes must be initiated by the person authorized to sign the SOQ or others who are able to show evidence of authority to execute or sign or behalf of the submitter.

J. SOQ is an Indication of Ability to Perform Requested Services:

The SOQ submitted by a firm is an indication of the ability of the firm to perform the requested services.

K. Agreement; Exceptions:

(1) Submission of an SOQ indicates the submitter agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFQ.

(2) Exceptions presented in an SOQ are not to be considered incorporated into the contract between the City and the selected submitter unless and until the City agrees to accept such exceptions.

(3) The selected submitter must acknowledge and agree that the contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the submittal provided in response to this RFQ (including any exceptions accepted by the City) which is acceptable to the City and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the City and the selected submitter.

(4) No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting contract.

L. Cost to Develop Submission:

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the submitter and shall not be reimbursed in any manner by the City.

VI. EVALUATION OF SUBMITTALS & AWARD OF CONTRACT

A. General Procedure:

The submitted SOQs will be initially reviewed and evaluated by a Project Review Committee. Each SOQ should be submitted as completely and accurately as possible.

The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the submitted SOQ. The City also reserves the right to allow corrections of errors or omissions.

B. Evaluation Criteria:

Firms meeting the mandatory criteria below will have their SOQs evaluated for technical quality. A point formula will be used during the review and evaluation process by the Project Review Committee to score SOQs. The following represent the principal selection criteria:

(1) Mandatory Elements:

(a) The firm is licensed or registered to practice in the State of Texas (if the professional services involved require licensing or registration).

(b) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Waco.

(c) The firm adheres to the instructions in this RFQ on preparing and submitting the SOQ, including submission of forms in Appendix C.

(2) Demonstrated Competence and Qualifications: (Maximum Points - 100)

(a) Firm’s Expertise and Experience: (Maximum Points – 60)

1. Demonstrated experience of the prime firm based upon previous work similar to that of the type considered.

2. Demonstrated commitment of the prime firm to their continued involvement in project success throughout the entire period of the project life.

3. Prime firm’s history of accuracy of cost estimates and ability to perform within budget constraints.

4. Prime firm’s history of performing work within a specified schedule.

5. Demonstrated experience of the prime firm based upon previous work performed at a Crime Scene Lab and Property Room or similar public safety facility.

(b) Expertise and Experience of Personnel: (Maximum Points - 20)

1. Competence and qualifications of the individual(s), assigned by the firm, who will be directly responsible for the proposed work based upon education and experience pertinent to the work considered.

2. Technical adequacy of the personnel and any consultants to be utilized for the proposed work based upon education and experience pertinent to the work considered.

(c) Project Approach: (Maximum Points - 20)

1. The approach proposed for the design including project method and staff resources planned.

2. Identification of special considerations and possible challenges in completing the project.

C. Final Selection:

The Project Review Committee will determine, with City Manager’s Office review, whether to schedule oral interviews with the top-rated firms. If interviews are requested, the submitters will have an opportunity to make a presentation and answer questions from the Project Review Committee. After the interviews, those submitters will be ranked by the committee on a 100-point scale using the following criteria:

(1) Firm qualifications and experience (Maximum 60 points)

(2) Expertise and experience of personnel and individuals (Maximum 20 points)

(3) Communication ability (Maximum 20 points)

Based on all information and review, the scores from the Statement of Qualifications submittals and the scores for the oral interviews (if conducted) will be combined and presented to the City Manager’s Office. The City Manager’s Office shall establish the final ranking of the firms.

The City shall then seek to negotiate a contract with the firm ranked first. If an agreement cannot be reached, efforts to negotiate a contract will then proceed with the firm ranked second. This process will be followed until a satisfactory contract can be negotiated.

D. Contract Award and Execution:

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

APPENDIX A

` Scope of Architectural Services

See attached Crime Scene Lab and Property Room Statement of Work – Design, dated July 02, 2025 below.

Crime Scene Lab and Property Room Statement of Work – Design July 02, 2025

Table of Contents

Scope Summary

Project Objectives

Detailed Scope of Services

Feasibility Analysis

Basic Services

Cost Estimating & Value Analysis:

Visualizations:

Regulatory Coordination:

Design Disciplines & Specialties:

Commissioning Support:

Bidding & Procurement Support

Construction Administration

Design & Construction Timeline

Programming & Space Planning

Approach:

General:

Potential Site:

Crime Scene Lab:

Police Property Storage:

Scope Summary Professional Services Requested (IV.A)

The City of Waco (the “City”) is soliciting professional design services for the design and construction of a new Crime Scene and Property Building to be located near the existing Police Tower at 3115 Pine Ave, Waco, TX 76708. The facility will support law enforcement operations related to evidence processing, secure storage, and investigative activities. The design must comply with all applicable City, State, and Federal regulations and meet the functional requirements of a modern crime scene laboratory and police property facility.

The new facility shall be a single- or multi-level structure of approximately 23,000 square feet. It is expected to be a prefabricated engineered metal building, with approximately 6,000 square feet dedicated to Crime Scene operations and 17,000 square feet for Police Property storage and administration. A construction cost limitation of $9,675,000 has been established for the project.

The potential sites are located adjacent to the existing Police Tower and associated City infrastructure.

The design team will be expected to consider shared access, utility connections, security systems, architectural compatibility, and opportunities for shared-use spaces or operational efficiencies through adjacency.

Project Objectives The objective of this project is to design and deliver a modern, secure, and operationally efficient Crime Scene Lab and Police Property Room that replaces the City’s outdated and undersized existing facilities.

The new facility will support the increasing volume and complexity of casework, ensure compliance with best practices in evidence processing and long-term storage, and provide safe, functional, and purpose-built work environments for law enforcement personnel.

The current Property Room has reached maximum capacity, creating access difficulties and operational inefficiencies. Similarly, the Crime Scene Lab is constrained by inadequate space and outdated infrastructure. The new building will alleviate these issues through expanded square footage, purpose-designed spaces (including vehicle bays, specialized storage, and lab-style workstations), and integrated security and IT infrastructure. The facility will be designed in coordination with existing adjacent law enforcement facilities and infrastructure to enable secure site access, operational continuity, and potential shared resources. The project is expected to accommodate increased caseloads, enhance long-term operational reliability, and improve the overall safety, accessibility, and functionality of these critical law enforcement operations.

Detailed Scope of Services Appendix A

The scope of work shall include the complete design and construction administration of the new Crime Scene/Police Property Room and all related utility work required.

Feasibility Analysis The design professional shall conduct a comparative feasibility analysis of three potential sites. Each site shall be evaluated based on site access, utility infrastructure, zoning or permitting constraints, existing conditions and environmental factors, security and access control, drainage and topography, potential for future expansion, and operational impact and proximity to existing facilities. At the conclusion of this feasibility analysis, the design professional shall deliver a written report summarizing findings and recommendations. This report shall include conceptual site and facility layouts, operational opportunities and constraints, and comparative cost implications for each site.

Basic Services The consultant shall provide all standard architectural and engineering services, including coordination of necessary subconsultants, to develop a complete, permittable, and constructable design package.

Basic services shall also include:

Cost Estimating & Value Analysis:

Third-party construction estimates and value analysis at a minimum of five stages:

• Schematic Design

• Design Development (2 iterations)

• 50% Construction Documents

• 100% Construction Documents/Bid Set (post-permit review)

• If cost estimates exceed the established construction budget, additional estimates shall be included as a basic service throughout any required redesign or value engineering (VE) efforts.

Visualizations:

Exterior and interior renderings at Design Development and Construction Documents for project communication.

Regulatory Coordination:

• TDLR/TAS/ADA registration, review, and inspection coordination (registration/inspection fees reimbursable up to $2,000; all coordination included as part of basic services).

• Coordination with all Authorities Having Jurisdiction (AHJs) for required permits and approvals.

Design Disciplines & Specialties:

• Civil and topographic surveys

• Architectural design

• Structural, MEP, and civil engineering

• Landscape and irrigation design (in compliance with City of Waco Parks and Recreation standards)

• Telecommunications, security, and data design (in accordance with City of Waco IT standards)

• Interior space planning and test-fit layouts based on City-provided standard office furniture packages, including preparation of a coordinated bill of materials (BOM) for procurement by the City.

• Specification and coordination of contractor-furnished, contractor-installed (CFCI) high-density shelving systems (e.g., movable storage units), including layout, structural and slab requirements, mounting details, and integration with architectural, MEP, and life safety systems.

• Compliance with the Texas Police Chiefs Association Texas Law Enforcement Recognition Program Best Practices and Glossary

• Compliance with City of Waco Facilities Design Guidelines and Standards

Commissioning Support:

Coordination of equipment startup and third-party commissioning processes.

Bidding & Procurement Support The project is expected to follow a Design–Bid–Build delivery method, utilizing either a Competitive Sealed Proposal (CSP) or Best Value Request for Bids (RFB) process, as authorized under Texas Local Government Code.

The City will lead and manage the procurement process. The design consultant shall support the bidding phase by:

• Preparing and delivering a complete, permitted, and coordinated bid set in accordance with the selected procurement method.

• Conducting and leading the pre-proposal or pre-bid meeting.

• Responding to contractor/vendor questions submitted during the bidding phase.

• Preparing Addenda and Architect's Supplemental Instructions (ASIs) as needed, for City publishing.

• Assisting with bid tabulation or proposal review and clarifications, as requested.

• Preparing a conformed set of Construction Documents incorporating all addenda and ASIs, to be issued as the Issued for Construction (IFC) set upon contract award.

All bidding-phase deliverables must be coordinated with the City’s designated procurement and project management staff. The consultant is expected to maintain responsiveness throughout the bid window to ensure the timely issuance of clarifications.

Construction Administration The consultant shall provide comprehensive construction administration services throughout the construction phase, including but not limited to:

• Submittal and shop drawing review

• Requests for Information (RFI) and Architect’s Supplemental Instructions (ASI)

• Change management and cost control

• Field clarifications and detailing support

• Construction schedule and progress review

• Participation in regular on-site meetings

• Field observation and compliance documentation

• Construction progress updates and stakeholder presentations

• Punch list development and closeout assistance

• As-built documentation review and digitization

• Post-occupancy review and follow-up

Design & Construction Timeline Design deliverables are anticipated within the following schedule, following authorization to proceed for the respective phase.

• Schematic Design: 30 business days

• Design Development: 45 business days

• Construction Documents: 60 business days

• Permit Review & 100% Bid Set: 30 business days

Design is expected to begin in Q4 of 2025. The design consultant shall deliver a preliminary construction cost estimate by March 2026, based on the Design Development phase or the most current available deliverable at that time. This estimate will be used by the City to support capital improvement program (CIP) budget development for the following fiscal year.

Pending construction funding approval, bidding is anticipated to occur during Q2 of 2026, with construction commencement expected between Q3 of 2026 and Q3 of 2027. Project completion is targeted at the end of calendar year 2027.

Programming & Space Planning Approach:

The selected design consultant shall lead a structured programming and planning process in collaboration with the City’s stakeholder group. This includes facilitating design charrettes, user interviews, and planning workshops to validate space needs, identify critical functional relationships, and assess opportunities for shared or relocated functions from adjacent facilities. The consultant is expected to make recommendations regarding equipment needs, operational adjacencies, and system redundancies, and to provide guidance on space efficiency and workflow improvements. The outcome of this process shall be a clearly defined space program and conceptual plan that aligns with operational goals, regulatory requirements, and long-term flexibility.

General:

The following preliminary space allocations reflect the City's current understanding of operational needs and are intended to guide the design team’s programming process. These figures are subject to refinement through stakeholder engagement, planning workshops, and space validation activities described above.

In general, the proposed +/-23,000 square foot facility should include the following:

• Overall design should complement and share features of Police Tower adjacent to this facility.

• Utilize shared common areas, meeting space, and facilities where possible

• Accommodation for staff of 15

• Staff breakroom with kitchenette

• Document processing/workroom

• Shower facilities to conform to ADA standards and include sink, toilet, locker with bench, and shower

Potential Sites:

Feasibility analysis and site recommendation shall consider three potential sites surrounding the existing police tower.

Figure 1: Potential project sites adjacent to existing police tower and parking garage facilities.

Crime Scene Lab:

Crime Scene Lab Square Footage Estimates Area Quantity Square Footage Est Total

Workstation or small office 6 48-64 400 Standard Office 2 120 250 Equipment Room 1 250 250 Ballistics Testing 1 150-200 150 Lab Office 1 100-120 100 Evidence Processing 1 750-900 800 DNA Room 1 200-250 250 Evidence Storage 1 150-200 150 Laser Lab 1 1000-1200 1100 Fingerprinting Lab 1 1000-1200 1100 Circulation 1 200-250 250 General / Common (Shared) 1 1200 1200

Total 6000

• Ballistics testing room shall contain proper ventilation, acoustical containment, and safety features.

• All offices should have data on two walls and conform to City of Waco standards

• Laser Lab shall include 2–14-foot rollup exterior doors 10 foot wide with a drive on hydraulic lift in one bay

• Ceiling heights should accommodate a vehicle lift and large pickup truck. Approximately 12-14 feet high

• Fingerprinting lab shall have 2 14-foot rollup exterior doors 10-12 foot wide

• Laser Lab and Fingerprinting should connect with 2 -14 foot rollup doors 10 foot wide

• Freezer and cooler units should be provided in the evidence storage area

• Provision for evidence drying lockers and fume hoods

• Electrical needs shall be coordinated with owner for specialized lab equipment

• Consider recommendations from the Forensic Laboratory Facility Handbook for Facility Planning, Design, Construction, and Moving as coordinated by the Office of Law Enforcement Standards, National Institute of Standards and Technology

Police Property Storage:

Police Property Square Footage Estimates Area Quantity Square Footage Est Total

Workstation or small office 2 48-64 130

Standard Office 1 120 120 Property Intake 1 1200-1500 1350 Property Storage 1 14000-15000 14400 General / Common (Shared) 1 1000 1000

Total 17000

• Property Intake shall have a 14-foot tall, 10-12 foot wide roll up exterior door leading to a +- 1000 square foot heat only bay connecting with a +-350 square foot conditioned receiving vestibule with clerk window and clerk counter

• Public-facing lobby with bullet-resistant separation, including wall, window, and pass-through lockers

• Property Storage shall be a conditioned, secured warehouse space with movable space-saver style shelving units

• CCTV coverage throughout the facility

• Consider the use of Faraday technology or storage equipment in the tagging and long-term storage areas of the facility. Tagging lockers and cell phone cages shall have access to power or device chargers

• Secure, access-controlled rooms in the Property room:

o Firearms and narcotics storage with reinforced masonry or similar enclosure and dedicated exhaust system(s) to ensure proper ventilation without surrounding air contamination o Media storage o Confidential evidence/security room o Document processing/workroom

• Additional specialized provision to be considered within the property storage area:

o Biohazard containment storage (refrigerated and ventilated) o Coordination of space for large safes o Walk-in refrigerator and freezer o Outdoor cages for gas/oil-contaminated equipment o Large object open storage o Dedicated digital evidence storage with appropriate HVAC and EMI shielding o Chain-of-custody compliant tracking system integration

• Long-term evidence/property storage should conform to:

o Texas Local Government Code Chapter 203 o Texas Administrative Code, Title 37 – Public Safety and Corrections o National Institute of Justice (NIJ) Guidelines o International Association for Property and Evidence (IAPE) Best Practices o FBI and DOJ forensic standards, where applicable.

APPENDIX B

Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Sales Tax Information

(3) House Bill 89 Energy Form

(4) House Bill 89 Firearms Form

(5) House Bill 89 Israel Form

(6) House Bill 1295 Information Sheet

(7) Foreign Terrorist Organization Form

(8) Design Services Agreement

(9) Protest Procedure

APPENDIX B.(1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law.

Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City. Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the…