8-Special Requirements - PMC Hempstead FINAL.pdf

SPECIAL REQUIREMENTS/INSTRUCTIONS

VENDOR INSTRUCTIONS

Responses to this Request for Qualifications (RFQ) shall be formatted and organized in the following manner for consistency and easy screening.

All documents must be labeled with the vendor’s name and the job number. Any response received by the Harris County Toll Road Authority (HCTRA) that is not identified on the outside with the job number will be at risk of rejection.

Responses should be as brief and concise as possible, providing relevant information excluding marketing materials. Each response must adhere to the following order and content of sections. Each section of the vendor’s response should start on a new page. A tabbed divider page marked with the section number should separate each section. Sections I – III below must be uploaded under Bonfire’s Requested Information Section.

The Transmittal Letter and all Key Personnel resumes shall be limited to two pages. Each part of the response in Section II (Statement of Qualifications) must not exceed ten (10) pages, with type font size not less than 11-point, printed on one side of standard letter size 8.5 x 11-inch paper with +one-inch margins on all sides. The page limit does not include the cover sheet, table of contents, or dividers.

Section I - Transmittal Letter – The transmittal letter shall include:

• Company name and address; name, title, email, and telephone number of person(s) to be contacted for clarifications or additional information regarding response.

• Name, title, email, and telephone number of the person authorized to contractually obligate vendor’s company and any future negotiations.

• A brief statement summarizing the most important elements of the response and the vendor’s understanding of the Program and relevant experience.

Section II – Statement of Qualification (SOQ) - The SOQ response shall mirror the requirements found in each of the Evaluation Criteria, pages 2-6, as follows.

PART ONE: PRIME RESPONDENT’S STATEMENT OF QUALIFICATIONS, EXPERIENCE

AND AVAILABILITY TO UNDERTAKE THE PROGRAM

PART TWO: QUALIFICATIONS, EXPERIENCE, AND EXPERTISE OF KEY PERSONNEL

AND ASSIGNMENT

PART THREE: PROGRAM APPROACH AND OPERATIONAL PLAN

Section III - Exceptions and Miscellaneous – State exceptions to the requirements in this RFQ, if any.

This RFQ is governed by the procedures as contained in the Texas Government Code §2254.004.

Therefore, award of contract(s) shall be made to the provider of the required services that is evaluated to be the most qualified based on demonstrated competence and qualifications, and, after negotiations, whose pricing is considered to be fair and reasonable. Harris County does not accept any financial responsibility incurred to respond to this RFQ. In addition, Harris County reserves the right to accept or reject any or all Statement of Qualifications (SOQ) or waive all formalities not considered advantageous to Harris County.

HCTRA is soliciting SOQs from firms with experience, capabilities, and qualified available staff that can fulfill the efforts described in this document.

NOTICE: NO INFORMATION REGARDING FEES OR PRICES IS TO BE INCLUDED WITH

SUBMITTED SOQS.

EVALUATION/SELECTION

The evaluation will be conducted in two separate steps. Step One: An evaluation committee, comprised of HCTRA employees, will review, evaluate, rank, and shortlist the SOQs in accordance with the published evaluation criteria. Step Two: The evaluation committee will invite shortlisted Prime Respondents to participate in a structured oral presentation and interview.

Prime Respondents should be aware that their scores could change based on oral presentation and interview. Following the oral presentation and interviews, the evaluation committee will convene to determine if score changes are warranted and will make a final determination as to who the most qualified Prime Respondent is to support this Program. Thereafter, HCTRA will attempt to negotiate a contract at a fair and reasonable price with the recommended vendor, consistent with the provisions outlined in the Texas Government Code. Harris County will request a fee proposal to complete the tasks as described by Harris County. If a fair and reasonable price can be negotiated, HCTRA will request an agreement be prepared by the County Attorney and request approval from the Harris County Commissioners Court. HCTRA reserves the right to request a final presentation/handout of each Prime Respondent’s presentation at their scheduled meeting. Prime Respondents are financially responsible for their participation in the oral presentation and interview.

HCTRA reserves the right to select one or two Prime Respondent(s).

The following criteria will be utilized accordingly in evaluating Prime Respondent qualifications (Maximum of 100 points):

I. PRIME RESPONDENT’S STATEMENT OF QUALIFICATIONS AND AVAILABILITY TO

UNDERTAKE THE PROGRAM (30 POINTS)

a. Provide an Executive Summary, describing the Prime Respondent’s unique qualifications and the most important elements of the response.

b. Provide a statement on the availability and commitment of the Prime Respondent, its principal(s) and assigned professionals to undertake the Program.

c. Provide the Prime Respondent’s day-to-day contact information for this project. Include full name, business title, email address, and telephone number of the Prime Respondent’s office from which the Program will be managed.

d. Describe the Prime Respondent’s qualifications and experience on projects similar in scope and function to the Scope of Work, the status of each project and specific description of services provided by the Prime Respondent for the projects.

e. Describe the Prime Respondent’s current/projected commitments to other projects and how the Prime Respondent will meet the requirements of the Program.

f. Provide the list of all the relevant TxDOT Precertification categories that the respondent team-members (prime consultant only) have.

II. QUALIFICATIONS, EXPERIENCE, AND EXPERTISE OF KEY PERSONNEL AND

ASSIGNMENTS (40 POINTS)

Key Personnel Key Personnel directly involved in this Program are listed below with relevant TxDOT Precertification categories. In lieu of the TxDOT Precertification, HCTRA will accept a Professional Engineer, registered, or licensed in Texas, as Program Manager, to lead the team of professional and administrative staff, managing technical, legal, and financial teams including development. For all other Key Personnel, HCTRA will accept relevant professional accreditation and experience equivalent, in lieu of the TxDOT Precertification.

Provide resumes for the Key Personnel directly involved in this Program. Resumes shall detail each individual’s qualifications, duties, role and experience with similar projects, their city of residence, the number of years of employment with the company and if a consultant / 3rd party, the name of the consulting company. Resumes are not to exceed two (2) pages for each of the personnel identified. Resumes shall, at a minimum, be submitted for the following:

a. PMC Program Manager – This category includes providing a Program Manager to perform oversight of planning and engineering support for procurement, scheduling, budgeting, administration, design, construction, operations, and maintenance of major transportation projects similar in size and nature to this Program. Associated activities include review of environmental studies; advanced planning; public involvement; toll system and intelligent transportation system planning, schematic design (15 percent design), and implementation; surveying; right of way and utility support; hydraulic studies;

geotechnical services; plans, specifications, and estimate development; development of documents to meet TXDOT standards; program implementation including design and construction oversight as well as maintenance transition oversight; cost estimating; and support in the development of procurement documents and tasks.

Qualifications The prime provider’s Program Manager, as proposed in the RFQ response, is required to be a Professional Engineer registered or licensed in Texas by the Proposal deadline specified in this Solicitation. The Program Manager must be an employee of the prime provider. The Program Manager must have a minimum of ten (10) years of experience in PMC project management, including management of a minimum of one PMC project during implementation as well as experience in transitioning a project to maintenance oversight.

TxDOT Precertification: The Program Manager must be the task leader that is precertified in TxDOT work categories 19.2.1 – Value Engineering, 23.9.1 – PMC Project Services

(Contract Project Manager), and 23.12.1 – Quality Assurance/Quality Control (QA/QC)

Process Verification. HCTRA will accept relevant professional accreditation and experience equivalent, in lieu of the TxDOT Precertification.

b. Deputy Program Manager, Design Oversight – In addition to the Program Manager, the provider must propose a separate individual as a Deputy Program Manager to provide management support for the contract. The Deputy Program Manager will also serve as a task leader for Design Oversight.

Qualifications The provider’s Deputy Program Manager, Design Oversight, as proposed in the RFQ response, is required to be a Professional Engineer registered or licensed in Texas by the Proposal deadline specified in this Solicitation. The Deputy Program Manager, Design

Oversight, must have experience in detailed design management for projects similar in scope and size of the current program, with a minimum of five (5) years of experience in

PMC project management, including management of a minimum of one PMC project during implementation as well as experience in transitioning a project to maintenance oversight and a minimum of ten (10) years of design and design management experience.

TxDOT Precertification: 19.2.1 – Value Engineering, 23.9.1 – PMC Project Services

(Contract Project Manager), 23.11.1 – Plan Review, and 23.12.1 – QA/QC Process

Verification

c. Deputy Program Manager, Construction – This category includes analysis, planning, and engineering support for the optimization of design and construction. Associated activities include development of documents in support of construction; QA/QC for construction;

contract interpretation and compliance; demonstrated knowledge of Texas Department of Transportation’s (TxDOT) Quality Assurance Program; and program implementation including construction oversight and compliance.

Qualifications The provider’s Deputy Program Manager, Construction, as proposed in the RFQ response, is required to be a Professional Engineer registered or licensed in Texas by the Proposal deadline specified in this Solicitation with a minimum of ten (10) years of experience in: performing technical reviews of design drawings and other professional services work products; performing quality control/quality assurance on professional service contract documents; the preparation of construction related documents; and construction management. This individual must have thorough knowledge and experience in interpreting, developing, and performing technical reviews of construction quality control and quality assurance plans; interpreting technical contract documents;

and performing compliance reviews and process improvement plans. This individual must also have thorough knowledge of documentation and design standards required by

FHWA and TxDOT including, but not limited to, Project Management Plans, Requests for

Design Exceptions, Financial Plans, Interstate Access Justification Reports, and design requirements, such as those specified in TxDOT manuals.

TxDOT Precertification: 4.5.1 – Constructability Review, 11.9.1 – Railroad Coordination

Management During Construction, and 19.2.1 – Value Engineering. HCTRA will accept relevant professional accreditation and experience equivalent, in lieu of the TxDOT

Precertification.

d. Traffic Engineering Studies Task Leader TxDOT Precertification: 1.7.1 – Traffic Demand Modeling and 7.1.1 – Traffic Engineering Studies

e. Environmental Mitigation and Compliance Task Leader TxDOT Precertification: 2.14.1 – Environmental Document Preparation

f. Major Bridge Design Task Leader TxDOT Precertification: 5.3.1 – Multi-Level Interchange Design

g. Traffic Operations Design Task Leader TxDOT Precertification: 8.2.1 – Illumination, 8.4.1- ITS Control Systems Analysis, Design, and Implementation

h. Complex Hydraulic Design Task Leader TxDOT Precertification: 10.2.1 – Roadway Hydraulic Design and 10.3.1 – Bridge Hydraulic Design

i. Survey Control Task Leader TxDOT Precertification: 15.1.1 – Right-of-Way Surveys, 15.2.1 – Design Survey, 15.3.5

– Horizontal and Vertical Control

j. Utility Adjustment Coordination Oversight Task Leader TxDOT Precertification: 18.2.1 – Subsurface Utility Engineering, 18.3.1 – Utility Adjustment Coordination, 18.4.1 – Utility Engineering, and 18.6.1 – Utility Management & Coordination Oversight

k. Right-of-Way Acquisition Support TxDOT Precertification: 21.2.1 – Right-of-Way (ROW) Acquisition Services Project Management

l. Railroad Coordination Task Leader TxDOT Precertification: 8.6.1 – Rail-Highway Design

m. Landscape Architecture Task Leader Qualifications Required to be a current Registered Landscape Architect (RLA) in the state of Texas by the Proposal deadline specified in this Solicitation. The Landscape Architecture Task Leader must have a minimum of five (5) years of experience in landscape architecture related to transportation projects, including context-sensitive design, visual impact mitigation, integration of green infrastructure, and resilient design approaches.

Experience should demonstrate a strong understanding of multimodal corridor aesthetics, native and climate-adaptive planting strategies, and coordination with multidisciplinary teams to balance transportation function with community, environmental, and public realm considerations.

TxDOT Precertification: 16.3.1 – Landscape Architecture

n. Urban Planning/Design Task Leader

Required to be an AICP certified planner and/or Professional Engineer registered or licensed in Texas by the Proposal deadline specified in this Solicitation. The Urban

Planning/Design Task Leader must have a minimum of five (5) years of experience in corridor planning, with some level of experience relating implications of transportation planning to adjacent land uses.

TxDOT Precertification: 1.3.1 – Subarea/Corridor Planning, 1.4.1 – Land Planning/Engineering, 1.9.1 – Geographic Information System (GIS) and Data Analysis

o. Community Engagement Task Leader

The Community Engagement Task Leader must have a minimum of five (5) years of experience in transportation-related project engagement, specifically requiring diverse outreach methods, online engagement tactics, and communication with the public, stakeholders, and public officials.

TxDOT Precertification: 1.8.1 – Public Involvement

Commitment of Key Personnel HCTRA expects specific Key Personnel, as identified below, to be fully dedicated to the Program’s work and shall not perform work for or provide services to any other projects or prospective clients. HCTRA may waive this requirement in writing. These Key Personnel may engage in non-client administration and training. If these Key Personnel are found to be working on other projects after the award of the Contract, HCTRA shall have the right to terminate the Contract. The Prime Respondents shall therefore not arbitrarily assign Key Personnel to other projects, or terminate (for cause), without providing HCTRA with appropriate notification.

• Program Manager

• Deputy Program Manager, Design Oversight

• Deputy Program Manager, Construction

Location of Staff The Program Manager and Deputy Program Managers shall reside in the greater Houston area and will be available as necessary and appropriate to perform their assigned or specified Program duties. The Program Manager and Deputy Program Managers must be staffed at the Program Office during normal business hours, 7:30 AM to 5:00 PM, Monday through Friday, excluding County-recognized holidays.

a. Provide an organization chart representing the roles of Key Personnel for duration of the Contract.

In the chart, clearly include the following data for everyone:

. Name, . Position, . Texas professional registrations(s) (P.E., P.M.P., R.P.L.S., T.A.R., S.E.T., other), . Firm currently employed by and number of years with current firm, . Years of experience related to the services, and . Anticipated availability beginning January 1, 2026.

b. Describe the roles and level of involvement of the proposed senior management and supervisory personnel who will be assigned to oversee and direct the work beyond those identified as Key Personnel.

c. Describe how the quality and experience of staff over the term of the contract will facilitate successful delivery of the Program. Provide examples of resource management illustrating successful delivery on previous projects.

d. State the location of the offices from which the work will be performed.

e. Please complete Attachment A - Key Personnel Commitment Table.

f. Please complete Attachment B- Key Personnel Capacity Table for each individual Key Personnel.

III. PROGRAM APPROACH & OPERATIONAL PLAN (30 POINTS)

Respondents shall provide a comprehensive Program Approach and Operational Plan that demonstrates their ability to manage, coordinate, and execute all aspects of the Hempstead Corridor Program. The plan must describe in detail the firm’s proposed strategies, methods, and tools to ensure delivery of a complex corridor program within established budget, schedule, and quality parameters.

The plan must address both program-level management and project-level integration, showing a clear understanding of HCTRA’s objectives, Harris County priorities, stakeholder needs, and the unique technical, operational, and environmental challenges of the Hempstead Corridor.

The Respondents shall demonstrate:

a. Strategic Alignment: Describe how the proposed program approach aligns with HCTRA’s strategic goals for mobility, safety, sustainability, congestion relief, and resiliency in Harris County.

b. Corridor Vision Integration: Outline how the Hempstead Corridor will be developed as a cohesive system, integrating roadway, managed lanes, and freight mobility needs.

c. Phasing and Sequencing: Provide a strategy for phasing program activities (planning, environmental clearance, right-of-way, utility relocation, design, construction, tolling/ITS deployment, and operations), ensuring continuity of mobility during construction.

d. Stakeholder Engagement: Describe methods for coordinating with federal, state, regional, and local partners, local jurisdictions, freight, and the public.

e. Risk Management: Present a structured risk identification and mitigation framework addressing technical, financial, environmental, and community-related risks.

Additionally, the Respondents shall present an operational framework that demonstrates capacity to efficiently manage the Hempstead Corridor Program. At a minimum, the framework shall include:

a. Program governance structure, including decision-making authority and reporting relationships with HCTRA.

b. Lines of communication for key personnel (to include their roles and responsibilities).

c. Processes to ensure accountability, performance tracking, and transparency.

d. Schedule Management: Processes and software tools for critical path scheduling, milestone tracking, and real-time reporting.

e. Cost Management: Methods for cost estimating, budgeting, earned value analysis, and change control.

f. Quality Assurance/Quality Control (QA/QC): Protocols for ensuring compliance with TxDOT, FHWA, and industry standards.

g. Coordination with HCTRA’s Document Control and Data Management Systems for secure and efficient management of program records, geospatial data, and technical deliverables.

h. Methods for managing interfaces between multiple projects, consultants, contractors, and third-party entities.

i. Strategies for minimizing disruption to the traveling public and adjacent communities.

j. Coordination with utility owners, railroads, and other infrastructure stakeholders.

k. Plans to prioritize work zone safety for the traveling public and construction workforce.

l. Strategies for minimizing environmental impacts and complying with state environmental requirements.

m. Strategies for transitioning completed segments into operations, including tolling integration, ITS, and maintenance readiness.

n. Strategies for ensuring operational reliability, customer service, and lifecycle cost efficiency.

The evaluation criteria total is a maximum of one hundred (100) points, which will be utilized during the initial evaluation process.

Firms shall not contact any members or employees of Harris County regarding this RFQ, evaluation, or selection process from the time the RFQ is issued until the time a notification of intent to award is announced, except if such contact is in writing to the HCTRA Procurement Specialist of record for this RFQ, Contact discovered in any such manner, other than in writing to the HCTRA Procurement Specialist of record for this RFQ will be considered grounds for elimination.

Any submitted qualification and subsequent proposal shall remain valid for six (6) months after the RFQ due date or until Harris County executes a contract, whichever is sooner. Harris County may, in the event the selected firm fails to perform and/or the contract is terminated within forty-five (45) days of its initiation, request the firm submitting the next acceptable proposal to honor its proposal.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

CHANGES TO CONTRACT

Due to the nature and scope of the work required, it may be necessary to increase, decrease, or otherwise modify the scope of the effort or terms of the agreement. Therefore, Harris County may, from time to time, request revisions in order to adjust to its needs. Modifications require approval by Harris County.

TERMINATION OF AGREEMENT

Harris County reserves the right to terminate any agreement based upon failure to comply with usual and customary practices of the industry, breach of any laws, rules or regulations, or failure to significantly comply or meet the performance expectations as established in a subsequent contract, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm if any, between Harris County and a respondent.

VENDORS OWING TAXES OR OTHER DEBTS

Pursuant to TX Local Government Code 262.0276, Harris County Commissioners Court has adopted a policy which requires that vendors’ taxes and other Harris County debts be current as of the date bids/proposals are due. Proposers with delinquent county taxes or other county debts on the due date will not be eligible for award.

Whether or not a vendor’s taxes are delinquent will be determined by an independent review of the Tax Office records. Prior to submitting an offer, vendors are encouraged to visit the Tax Office website at www.hctax.net, set up a portfolio of their accounts and make their own initial determination of the status of their tax accounts. Vendors who believe a delinquency is reflected in error must contact the Tax Office to correct any errors or discrepancies prior to submitting their offer in order to ensure that their offer will be considered. Furthermore, if, during the performance of this contract, a vendor’s taxes become delinquent or a vendor becomes otherwise indebted to Harris County, Harris County reserves the right to provide notice to the Auditor or Treasurer pursuant to Texas Local Government Code §154.045. This policy is effective for all bids/proposals due on or after November 1, 2009. Revised 1/18 http://www.hctax.net/