2-1. RFQ S2026-002 - Pavement Management Study.pdf

City of Liberty Hill Purchasing Department Solicitation Number: S2026-002

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Request for Qualification

Solicitation Number: S2026-002

Project Name: Pavement Assessment and Management Plan

NIGP Class/Items: 845-71 · 911-07 · 925-17 · 925-70

Schedule of Events Solicitation Posted Date: February 11, 2026 Vendor Questions Due: February 24, 2026, at 5:00pm

Answers Posted to Bonfire: On or before February 27, 2026, by 5:00pm Response Due Date: March 4, 2026, at 1:00pm

Oral Presentation (if necessary) TBD Expected Contract Award Date: No later than May 2026

Purchasing Department 926 Main St.

Liberty Hill, TX 78642

ATTENTION: It is the responsibility of interested parties to periodically check the City’s Bonfire website [https://libertyhilltx.bonfirehub.com/] for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the City’s Bonfire website will in no way release the selected Vendor from additional information resulting in additional costs to meet the requirements of the solicitation.

The City will not be held responsible for any further communication beyond updating the Bonfire website.

https://libertyhilltx.bonfirehub.com/

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Table of Contents Part I – General

1. Purpose

2. Definitions, Terms and Conditions

3. Attachments

5. City Contact and Prohibited Communication

6. Respondent Requirements

7. Committee Review

8. Agreement Term

9. Award

10. Prompt Payment Policy

11. Non-Appropriation

12. Confidentiality of Content Part II – Response Instructions

1. Schedule of Events

2. Response Submission

3. Agreement Negotiations

4. Post Award Meeting

5. Costs Incurred

6. Ethics Ordinance and Disclosure Statements Part III – Specifications

1. Scope

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Part I – General

1. Purpose

The City of Liberty Hill, herein after “City”, seeks to enter into an agreement with a qualified Individual, Firm or Corporation, herein after “Respondent”, to provide Professional Services, herein “Services”, for the inventory and assessment of all City maintained roadways in order to develop a Pavement Assessment and Management Plan for the City. For each roadway studied, the plan will include, but is not limited to, a Pavement Condition Index (PCI) score, project maintenance scope, and budget. The Roadway Pavement Assessment and Management Plan will prioritize and rank roadway preservation, rehabilitation and reconstruction projects based on roadway class, available funding, and remaining life.

2. Definitions, Terms and Conditions By submitting a response to this solicitation, the Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern but shall be superseded by those terms and conditions specifically provided for otherwise within this solicitation, in a separate agreement or on the face of a purchase order. The City’s Definitions, Terms and Conditions are herein made a part of this solicitation and can be found on the City’s website by visiting https://www.libertyhilltx.gov/511/Purchasing.

3.1 Any exception to additional terms and conditions attached to the response will not be considered unless respondent specifically references them on the front of the Solicitation Document. WARNING: Exception to additional terms and conditions may result in disqualification of the response.

3. Attachments Attachments are herein made a part of this agreement:

4.1. Attachment A – Reference Form

5. City Contact and Prohibited Communication Contact: All requests, questions, and other communications about this solicitation shall be made in writing to the City’s authorized contact, addressed to the following assigned Team Member:

Primary Contact: Kelly Wenzel, Procurement Administrator

Email: kwenzel@libertyhilltx.gov

Prohibited Communications: Upon posting of this solicitation, City of Liberty Hill, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may result in disqualification of any subsequent response to this solicitation. Respondent may rely only on written statements issued through or by City of Liberty Hill authorized contact. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

6. Respondent Requirements The opening of a solicitation shall not be construed as the City’s acceptance of such as qualified and responsive.

6.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in services outlined in this solicitation in the State of Texas;

https://www.libertyhilltx.gov/511/Purchasing mailto:kwenzel@libertyhilltx.gov

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6.2. In the case of a firm or corporation, City shall contract only with an experienced team member of the firm with direct expertise in the project type specified. City shall require that only the agreed-to and contracted team interact with City staff. Any changes in staff must be communicated to the City immediately.

6.3. Persons and firms practicing Engineering or Architectural Services in the State of Texas must possess proper licensing and registration in accordance with Texas laws.

6.4. Respondents shall include at least one registered professional engineer or architect, as Project Manager, with a minimum of five (5) years of experience in providing specified services.

6.5. Respondents shall maintain staffing levels to provide prompt, efficient service to the City.

7. Committee Review By submitting a response to this Request for Qualifications, respondent accepts the evaluation process as outlined in the following section.

A committee of City staff shall be established to evaluate the responses, herein after “Committee”. The Committee will review each response to determine the most highly qualified Respondents based on demonstrated competence and qualifications using the following weighted criteria. A consensus score will be assigned to each response.

Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their qualifications and ensure a mutual understanding of the services to be provided and the approach to be used.

Criteria Possible Points

Relevant Qualifications and Experience: Provide detailed information on Respondent and project team experience with providing Services as described.

• Respondent shall identify key project staff, task leaders and sub-consultants along with their respective field and expected services to the City for the Scope of Work on behalf of the Respondent. Information shall include education and professional registrations. Resumes shall be included for each of the individuals and sub-consultants referenced which demonstrate their qualifications to satisfy all the critical and service requirement areas. The City reserves the right to approve or disapprove all sub-consultants prior to any work being performed.

• Respondent shall provide a representative list of similar completed projects in the past 3-4 years with a scale and complexity similar to the project being considered by the City. The list shall include the location, City, services provided by the Respondent, term of services, project cost and an owner contact name, telephone and e-mail address. Include a brief overview of each project with, at a minimum, a short description of the services provided and methodology used for projects.

• Proof of licensure shall be required with submittal.

Available Resources and Location: Provide information on size, resources, and business history of the Respondent. Respondent must provide percentage of time allocation the proposed team has to dedicate to the project being considered by the City.

Methodology, Approach and Timeline: Respondent shall define the method and approach to be used.

Respondent shall provide a timeline to complete the project as per the Scope of Work contained herein. 30

References Acceptable/ Inacceptable

Total 100

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The evaluation process may reveal additional information for consideration. The City reserves the right to modify, without notice, the evaluation structure and weighted criteria to accommodate these additional considerations to serve the best interest of the City.

8. Agreement Term The terms of the awarded agreement shall include but not be limited to the following:

8.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the successful Respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

8.3. The City shall also have the right to terminate the Agreement, in whole in part, without cause anytime upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Respondent shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Respondent to extent of funds appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof.

8.4. If the agreement is terminated, for any reason, respondent shall turn over all material, records and deliverables created to date within fifteen (15) working days after completion of duties through the termination date.

9. Award The City reserves the right to enter into an Agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City’s website: https://libertyhilltx.bonfirehub.com/.

9.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

9.2. The City reserves the right to automatically disqualify a response if the responding entity has had any negative performance marks related to other City projects within the last five (5) years.

9.3. Chapter 176, Texas Local Government Code requires that disclosures of certain relationships be made in relation to certain contracts with the City. Local government officers are the members of the City Council, the City Administrator, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. Please contact the City Secretary for a list of City employees and agents who may qualify as local government officers. Click here Chapter 176, Texas Local Government Code, to review this requirement.

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9.4. A completed CIQ Form is required with each response. If no conflict is present, respondent must fill out section one, write “N/A” in section three, write in “N/A” in section five, and sign section seven https://www.ethics.state.tx.us/forms/conflict/

9.5. Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement or purchase order.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

10. Prompt Payment Policy Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event:

10.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

10.3. There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

10.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

11. Non-Appropriation The resulting Agreement is a commitment of the City’s current revenues only. It is understood and agreed that the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year.

12. Confidentiality of Content All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act.

Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.

12.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

12.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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Part II – Response Instructions

1. Schedule of Events

City of Liberty Hill intends to proceed according to the following schedule. These dates represent a tentative schedule of events. City of Liberty Hill reserves the right to change the dates in the Schedule of Events upon written notification to prospective Respondents through posting an Addendum on the City of Liberty Hill e-procurement system.

Schedule of Events Solicitation Posted Date: February 11, 2026 Vendor Questions Due: February 24, 2026, at 5:00pm

Answers Posted to Bonfire: On or before February 27, 2026, by 5:00pm Response Due Date: March 4, 2026, at 1:00pm

Oral Presentation (if necessary) TBD Expected Contract Award Date: No later than May 2026

All questions regarding the solicitation shall be submitted through the e-procurement system by 5:00 PM on the due date noted above. A copy of all the questions submitted and the City’s response to the questions shall be posted through the e-procurement system.

2. Response Submission The City of Liberty Hill utilizes an e-Procurement Portal that will accept submission of the electronic response to this solicitation.

2.1. Submission Instructions:

2.1.1. Respondent shall upload response content using the City of Liberty Hill e-

Procurement Portal. The link is found at: https://libertyhilltx.bonfirehub.com/

2.1.2. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents are required to register in the e-Procurement Portal. Registration is free and easy. Using this link (https://libertyhilltx.bonfirehub.com/), click on the “Login” button at the top. Registration will allow you to submit your response to this solicitation.

2.1.3. When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready.

2.1.4. If Texas ID number is unknown, enter the Federal Employer Identification Number.

2.1.5. Respondents will have the ability to modify their submissions up to the Response

Due Date in the e-Procurement Portal.

2.1.6. Responses received after this time and date shall not be considered.

2.1.7. No response can be withdrawn after opening without written approval from the

City for an acceptable reason.

2.1.8. Telephone or faxed Responses will not be considered.

2.1.9. The City will not be bound by any oral statement or offer made contrary to the written specifications.

2.1.10. Interested Respondents are encouraged to register in advance and submit their intent to bid notification, if requested on the e-Procurement Portal.

2.2. Submission Support:

2.2.1. The City of Liberty Hill e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and JavaScript must be enabled on the browser.

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Submission by other methods will not be accepted unless non-electronic samples are required for this solicitation.

2.2.2. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

2.2.3. Support through Bonfire or the City of Liberty Hill is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

3. Agreement Negotiations In establishing an agreement as a result of the solicitation process, the City must follow the process outline in Texas Government Code, Subtitle F, Chapter 2254, Sec. 2254.004.

4. Post Award Meeting The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

Identify specific milestones, goals and strategies to meet objectives.

5. Costs Incurred Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation. The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

6. Ethics Ordinance and Disclosure Statements The City’s Ethics Ordinance requires persons seeking to enter discretionary contracts with the City or appearing before the City Council or another City board or body to disclose certain conflicts of interest.

The relevant sections of the Ethics Ordinance are set forth below. The Ethics Ordinance can be found in Article 2.05 of the City’s Code of Ordinances at the following link: https://ecode360.com/LI6389 mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us https://ecode360.com/LI6389

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Part III – Specifications

1. Scope

The scope of work is to develop a Pavement Assessment and Management Plan for the City to include roadway preservation, rehabilitation and reconstruction projects planning based on roadway class, Pavement Condition Index (PCI) score, available funding, and remaining life.

1.1. Planning Meetings: Participate in a series of planning meetings with City staff to assess the City’s needs and determine the best approach for the project.

1.2. Inventory Review: Work with City’ staff and review all documents and data such as City’s street inventory, rehabilitation and maintenance history, and other relevant project details.

1.3. Pavement Condition Assessment: Complete a pavement condition survey through an automated data collection method that utilizes the ASTM D6433 Pavement Condition index (PCI) or alternately approved similar. Distresses are to be identified and quantified and for flexible pavements are include but are not limited to cracking (longitudinal, transverse, fatigue/alligator), rutting, pavement/utility failure patches, and ride quality. For rigid pavements, distresses to be identified and quantified include but are not limited to spalling, surface deterioration, faulting, cracking, and ride quality.

Pavement condition surveys should utilize state-of-the-art technology such as 360 imagery, LiDAR scan or equivalent. Assessment data should include photos and video of the current condition of the roadway that provides a visual representation of the distress present.

Updated street inventory, assessment data and segment specific PCI should be delivered in ESRI compatible GIS file containing roadway PCI and distresses present with the ability of the pavement management system to be integrated into the City’s GIS system to generate maps. In addition, assessment data also be delivered in easily shareable and useable format on cloud-based server or equivalent.

In addition of PCI survey data, following data may also be collected and integrated on pavement database based on proposed methodology, approach, and funding:

• Presence of Curb and Gutter and Type

• Presence of Sidewalks

• Street Signs

• Street Markings

1.4. Pavement Management Plan: Develop the pavement management plan to prioritize and rank roadway preservation, rehabilitation and reconstruction projects based on roadway class, available funding, and remaining life necessary. The following and any other relevant information should be considered for the development of the plan:

1.4.1. Review (unit cost, advantage and disadvantages) of various maintenance and rehabilitation techniques available and/or used by other agencies. Work with City to determine and recommend best value preservation or rehabilitation techniques to be used by the City considering pavement rating, overall pavement age, and current and forecasted funding.

1.4.2. Run various pavement management scenarios to develop and recommend final pavement management plan. Analysis should include cost benefit analysis to identify treatment and budget needs, City’ overall pavement condition forecast based on various funding level, annual funding amount need to ensure average overall pavement condition of 70, 75 or 80 PCI.

1.4.3. Develop 5-year rehabilitation plan with each fiscal year projects listed with recommended techniques and estimated cost.

1.4.4. Provide overview of various pavement management tools or software systems being used by other agencies with respect to cost, user friendliness, ease of updating, and mapping capabilities and submit recommendation as to what software or system is best for the City’s use..

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1.4.5. The City may request that the selected consultant be available for on-call services on an as needed basis for Pavement Management Plan. The scope for the on-call services will be defined at completion of the initial scope of services.

1.5. Deliverable Report: Develop a final report that summarizes the findings from the pavement assessment and management plan development and any other relevant information. The report shall be signed and sealed by a registered engineer licensed in the state of Texas. In general, following are the essential elements to be included in the final report deliverable:

1.5.1. Pavement inventory and condition details to include overall pavement rating, pavement rating per functional class, pavement life, pavement condition categories, ride quality, and various distress identified.

1.5.2. Pavement management plan summary to include various strategies and unit cost based on pavement condition and highlighting advantages and disadvantages of each strategy. Also, to include of various pavement management scenarios based on current and projected funding levels.

1.5.3. A 5- year pavement maintenance plan prioritizing various preservation, rehabilitation and reconstruction projects based on weighted scoring.

Recommended projects for each year should include cost estimate, total estimated area of selected road sections and other information necessary to aid in City roadway maintenance planning. Proposed plan should run different scenarios.

1.5.4. Executive Summary to include inventory details, field data collection techniques, assessment and evaluation of results, present condition of streets and maintenance and rehabilitation strategies proposed, conclusions and recommendations.

1.6. Presentation: Prepare and deliver presentation to City staff and/or City council of the Pavement Assessment and Management Plan.

1.7. Training: Provide any necessary training to City Staff on the functionalities and use of pavement management plan and software.

1.8. Project Timeline: Respondent should provide scheduling recommendation based on their methodology and approach