3-1. RFQ S2026-010 Owners Rep Services for Downtown District.pdf

City of Liberty Hill Purchasing Department Solicitation Number: S2026-010

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Request for Qualification

Solicitation Number: S2026-010

Project Name: Owners Representative Services for Liberty Hill Downtown District

Project Number: N/A

NIGP Class/Items: 906-57 • 911-48 • 925-61

Schedule of Events Solicitation Posted Date: March 12, 2026 Vendor Questions Due: March 24, 2026, at 5:00pm

Answers Posted to Bonfire: On or before March 26, 2026, at 5:00pm Response Due Date: April 8, 2026, at 1:00pm

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 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

4. City Contact and Prohibited Communication

5. Respondent Requirements

6. Committee Review

7. Agreement Term

8. Award

9. Prompt Payment Policy

10. Non-Appropriation

11. 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 – Scope of Services

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 Owner’s Representative Services to carry out the revitalization of the Downtown District. This project requires a wide range of expertise, including land planning, infrastructure development/phasing, economic development incentives, construction management, and negotiating public/private partnerships.

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.

2.1 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:

3.1. Attachment A – Reference Form

3.2. Attachment B – Downtown Master Plan

4. 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.

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

5.1. 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 https://www.libertyhilltx.gov/DocumentCenter/View/3108/Liberty-Hill-Downtown-Master-Plan mailto:kwenzel@libertyhilltx.gov

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5.2. 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.

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

5.4. 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.

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

6. 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 of the Proposed Project Team: 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.

• City is interested in the experience of the Project Manager, Project Principal, and the firm(s) with similar project experience to the project described in this solicitation.

The Project Manager and Project Principal must be employed by the prime firm and may be the same individual. A Project Manager should have significant experience with managing unique regional commercial development projects that serve as sales tax-generating centers, as described in this RFQ. Provide contact information for the Project Manager and Project Principal.

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. List the location of the offices of the proposed staff that will be working on the project.

Prime Firm’s Comparable Experience Managing Unique Mixed Use Developments: City is interested in the prime firm's history and success with projects of similar programs, budgets, and/or clients for type/discipline projects described in this solicitation. List no more than five projects that provided a unique regional draw that increased the quality of life, sales tax and ad valorem values. Meeting these criteria for each type/discipline presented in

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Criteria Possible Points this solicitation which have been completed in the past 5 years. The list shall include, but not limited to, the location, City, services provided by the Respondent, term of services, project construction cost and an owner contact name, telephone and e-mail address. In addition, City may consider history of firm in complying with project programs, schedules, and budgets on previous City projects.

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 Services contained herein. Team's organizational structure, their understanding of the project issues, and their approach to the project. Describe how your firm would structure the downtown district, including the phasing discussed in the Scope of Services.

Previous Litigation History: Firms current and past project-based litigation pursued or in progress by the Firm against the City, or other governmental entities within the previous five

(5) years; and current or past project-based litigation brought against the Firm in the previous five (5) years or currently in progress.

References Acceptable/ Inacceptable

Total 100

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.

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

7.1. 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:

7.1.1. Solicitation document, attachments and exhibits;

7.1.2. Solicitation addendums, if applicable;

7.1.3. City’s Definitions, Terms and Conditions;

7.1.4. Successful Respondent’s submission.

7.2. 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.

7.3. 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.

7.4. 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.

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8. 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/.

8.1. 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.

8.2. 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.

8.3. 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.

8.4. 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/

8.5. 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

9. 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:

9.1. 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

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

9.3. 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

9.4. 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.

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

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10. 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.

11. 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.

11.1. 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.

11.2. 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.

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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: March 12, 2026 Vendor Questions Due: March 24, 2026, at 5:00pm

Answers Posted to Bonfire: On or before March 26, 2026, at 5:00pm Response Due Date: April 8, 2026, at 1:00pm

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 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.

2.2.4. Page limit of the response shall not exceed 15 pages, excluding resumes and required forms.

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 – Scope of Services

1. Scope Liberty Hill will require the selected firm to provide (and not limited to) the following:

1.1. General Scope of Services

1.1.1. The selected consultant will serve as an extension of City staff, leading and managing the development of a Downtown District plan that builds upon the City’s existing charm, strengthens and activates the current downtown framework, incorporates appropriate public facilities, and fosters increased visitation and economic activity to support growth in local sales tax revenue.

1.1.2. Services included in the areas of planning, design, construction management, economic development incentives, project management, and public-private partnerships. Additional services may include areas, of mixed-use and destination development, outdoor recreation opportunities for the community, public facilities planning community engagement and stakeholder coordination.

1.1.3. The consultant team shall provide comprehensive support services for the Downtown District project, which may include, but is not limited to, demonstrated expertise in project management, market analysis, infrastructure planning and phasing, engineering, land planning, public-private partnerships, development agreements, construction management, developer solicitation, and other related management services necessary to assist the City in achieving its development goals and vision for the Downtown District. The Downtown District is intended to be a vibrant, mixed-use environment incorporating public facilities, outdoor recreation, retail, restaurants, public art, and complementary uses.

1.1.4. The specific Project Scope of Work will be divided into phases. It is expected that there will be multiple phases of the project, and each scope will be tailored to each specific phase. The City can elect to shift the project phasing, as needed, with coordination with the consultant should it be determined that it is necessary for the overall success of the project.

The initial phases for this scope of work will include:

1.1.4.1. Phase 1:

1.1.4.1.1. Project management services related to the Downtown District project, including coordination and planning for City facilities, evaluation of the feasibility and viability of proposed supporting land uses, and preparation of detailed market analyses.

1.1.4.1.2. Make recommendations for public investment to enable the successful development of the property with enhanced features that are above baseline development requirements;

1.1.4.1.3. Propose financing structures and economic development incentives to achieve the City’s project goals for the district, and make recommendations on the best phasing approach based on market conditions;

1.1.4.1.4. Planning and schematic level engineering to refine the phasing of the development, including infrastructure and proposed land uses, including analysis of data to make recommendations on market demand priorities for success;

1.1.4.1.5. Developer(s) solicitation, which may include proposing various economic development incentives and/or negotiating public-private partnership agreements;

1.1.4.1.6. Make recommendations regarding delivery models for development, including sale vs. long-term ground leases; single-master developer vs. land subdivision and multiple developers, and City vs. developer-funded infrastructure, etc.

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1.1.4.1.7. Consultant is expected to facilitate a minimum of two (2) public engagement events during this phase, as well as a minimum of four (4) in-person presentations and/or work sessions with City Council, and other boards and commissions. The consultant is also expected to assist the city with a public engagement survey to gauge community vision and will draft a report summarizing the received engagement.

1.1.4.1.8. Consultant is expected to host and manage a website for the project to include project updates, as relevant, for the public, including the public survey.

1.1.4.2. Phase 2:

1.1.4.2.1. Project Management services to support project design and permitting activities, including, but not limited to, development agreement review and negotiations; zoning and subdivision processes; site development planning; and permitting. Services shall include coordination with City staff to ensure all applications are complete and comply with applicable regulations, including the Unified Development Code, Engineering Design Manual, adopted International Building Codes, and other relevant standards. This phase may also include additional technical analyses, such as Traffic Impact Analyses, utility capacity evaluations, and other studies as necessary to support development approvals.

1.1.4.2.2. Consistent and timely coordination with developer(s) and relevant city employees to keep projects on schedule within budget; and

1.1.4.2.3. Ensure public improvements are coordinated with the developer(s).

1.1.4.2.4. The consultant is expected to provide support at City Council, and other board and commission meetings as the project progresses through the public process.

This includes but is not limited to stakeholder meetings, public engagement, zoning public hearings, meetings with the Downtown Revitalizations Board, and various work sessions for those boards and commissions.

1.1.4.3. Phase 3

1.1.4.3.1. Construction Management of any portions of the development that are considered to be part of the development, including coordination and cooperation through inspections and coordination with any other local or regional partners.