DOCS1-359127-v1-RFQ_City_Hall_Complex_Assessment_Clean.pdf

Helotes City Hall Complex Improvements – RFQ-26-01

CITY OF HELOTES

REQUEST FOR QUALIFICATIONS

FOR

City Hall Complex Improvements

RFQ-26-01

SUBMITTAL DEADLINE: September 11, 2026 – 3:00 PM CST

City of Helotes 12951 Bandera Road Helotes, Texas 78023

PublicWorks@Helotes-TX.gov

REQUEST FOR QUALIFICATIONS

Consultant Services

City of Helotes, Texas

I. INTRODUCTION

The City of Helotes (“City”) is issuing this Request for Qualifications (RFQ) for the purpose of conducting a comprehensive review of current departmental needs, anticipated municipal growth, and long-term facility planning, specifically improvements to the City Hall Complex.

The purpose of this RFQ is to provide recommendations based on minimum requirements for space, space utilization, parking, etc., solicit proposals, and gain adequate information to assist the City of Helotes in developing a Master plan for future use, renovation, expansion, or redevelopment of the City Hall Complex to effectively serve the community and meet the needs of staff for the next several decades.

II. DESCRIPTION OF THE CITY OF HELOTES

The City of Helotes is a Type A General Law City incorporated in 1981. It is governed by a City Council consisting of a Mayor and five elected Council Members. The City’s estimated population is 9,952 based on census information available at the time of the drafting of this RFQ, with a projection upwards of 15,000. The City of Helotes is 7.11 square miles in size. The current department organization is as follows; Fire Department, Police Department, and Administration. Administration oversees Public Works, Municipal Court, Development Services, Emergency Communications, Marketing and Events, Finance, Human Resources, and the City Secretary.

The City Hall Complex currently houses all departments and administrative functions.

With projected population growth and evolving service needs, the City of Helotes seeks professional expertise to evaluate:

• Current facility usage and operational efficiencies

• Departmental space and infrastructure needs

• Future growth projections

• Opportunities for renovation, expansion, or redevelopment

The outcome of this project will guide the City’s long-term capital planning and investment decisions regarding municipal facilities.

III. PROJECT OBJECTIVES

The City of Helotes seeks qualifying firms, to meet the following goals.

1. Assess Current Facilities

• Evaluate the current City Hall Complex layout, condition, and capacity.

• Identify inefficiencies, deficiencies, and operational constraints.

• Assess and identify whether each of the buildings are serving their intended role, and if they are under or over-utilized in their current capacity.

• Identify and make recommendations as to which (if any) buildings should be renovated to improve efficiencies. Determine if property attributes, physical design, and layout of the building floor plan meet the needs of the department, and provide improvements required to improve the overall efficiency. Determine if the building’s structure and design lend itself to rearrange workgroups, functions, and/or departments without extensive improvements or remodeling.

• List of current facilities and square footage City Hall Public Works Public Works Workshop (not temperature controlled, no restrooms) Animal Control Facility Police Department Fire Department

2. Departmental Needs Assessment

• Assess the ability of each existing building to serve current and future needs including its ability to accommodate the number of employees housed in each facility and identify if the building is meeting the overall needs of the department.

• Conduct interviews or workshops with City departments.

• Document current staffing, workflows, and space utilization.

• Identify short-term and long-term departmental needs.

• Determine space needs for each department and recommend whether a current City-owned facility will meet those needs. If a currently owned City facility is not adequate, provide a recommendation regarding the construction of a new building along with a size requirement.

• The City will provide the number of city vehicles for each department for parking assessment purposes and available as-built drawings to the consultant.

• The Organization Chart is attached as Attachment A.

3. Growth & Demand Projections for the next 20 years

• Analyze anticipated population and service growth.

• Project future municipal staffing and operational requirements.

• Include floor plans and site plans for any proposed building renovations or additions, conceptual floor plans and site plans for any new facilities, and project cost estimates of the various options.

• Parking, storage, and accessory building needs should be included in the assessment.

• Consider meeting and training space needs.

4. Facility Planning Options

• Develop conceptual options for:

Simple adjustments to enhance utilization without overhaul Renovation Expansion New construction Phased development

• Provide cost estimates and implementation timelines with prioritizations identified.

5. Master Facilities Plan

• Deliver a long-term facilities master plan for the City Hall Complex.

• Include recommendations for phased improvements and capital investment planning.

IV. SCOPE OF SERVICES

The selected consultant will be expected to perform services including, but not limited to:

1. Project Initiation

• Kick-off meeting with City leadership.

• Establish project schedule and communication plan.

2. Data Collection & Analysis

• Review existing plans, studies, and building documentation.

• Conduct site visits and facility evaluations.

• Gather departmental operational data.

3. Stakeholder Engagement

• Conduct interviews with department/division heads and staff.

• Facilitate stakeholder workshops if necessary.

4. Needs Assessment

• Evaluate operational workflows.

• Identify space requirements and deficiencies.

5. Growth and Demand Analysis

• Analyze demographic and service demand trends.

• Project future staffing and space requirements

6. Conceptual Planning

• Develop conceptual alternatives for the future of the City Hall Complex, including:

• Site planning concepts.

• Environmental considerations including current Water Pollution Abatement

Plan modifications, considerations related to Texas Commission on Environmental Quality TCEQ, Edwards Aquifer Authority (EAA), or any other applicable environmental regulatory body.

• Preliminary cost estimates.

• Phased development strategies.

7. Final Report

• Prepare a comprehensive report that includes:

• Existing conditions analysis.

• Departmental needs assessment.

• Growth projections.

• Facility planning alternatives.

• Recommended long-term strategy.

• Conceptual layouts and cost projections.

V. DELIVERABLES

• The firm will provide:

• Project work plan and schedule.

• Departmental needs assessment summary.

• Conceptual facility planning options.

• Preliminary cost estimates.

• Final Facilities Master Plan report.

• Presentation to City Council and/or City leadership.

VI. TIME REQUIREMENTS

• Qualification Calendar

• Request for Qualification (RFQ) issued: August 7 2026

• Due Date for Request for Qualification (RFQ): September 11, 2026, at

3:00 p.m. CST

VII. FIRM QUALIFICATION AND EXPERIENCE

• Provide proof of Commercial General Liability insurance.

• Provide points of contact for Helotes Staff.

• Qualification of the assigned team working with Helotes.

• Describe what makes your firm uniquely qualified for municipal facilities planning.

• Experience in government operational analysis.

• Experience planning civic or government complexes.

• Describe any additional services offered by your company that may be of interest to the city.

• Describe the terms and conditions of any subcontractors that will be used to provide services.

• Provide payment details including firm’s policies and procedures for billing and invoicing. City of Helotes has a net 30 billing policy.

• Please make certain to identify any services mentioned in your proposal that are not included in your proposed fee (services that would be an additional expense).

• Provide at least three references from current or former clients, preferably of similar size and/or need and complexity to the City of Helotes.

• Provide stakeholder engagement processes.

VIII. EVALUATION PROCESS AND SELECTION CRITERIA

The City of Helotes will evaluate submittals based on the following weighted criteria:

Evaluation Criteria Points

Experience with Texas municipalities 30

Qualifications of the assigned team 20

Ability to provide services 20

Proposed Price 20

Proposed Service 20

References and reputation 10

VIV. SUBMITTAL INSTRUCTIONS

IMPORTANT – Qualifications must be submitted in a sealed envelope. Faxed or Electronic proposals will not be accepted.

Qualifications submitted in one (1) original and one (1) copy are due at the City of Helotes no later than 3:00 P.M. CST on Friday, September 11, 2026. The City reserves the right to reject any or all RFQ proposals submitted. Proposer submitting qualifications may be delivered or mailed to the following address:

Delivery Address City of Helotes

12951 Bandera Rd (Physical) P. O. Box 507 (Mailing)

Helotes, TX 78023 Attn: Corey Vullo, Public Works Director

Any Qualification received after the stated closing time will be automatically rejected and returned unopened. Proposers should strive for early submission to avoid the possibility of rejection for late arrival. The City will not be responsible in the event that the U.S. Postal Service or any other carrier system fails to deliver the proposal to the City by the given deadline above. Until the final award by the City of Helotes City Council, the City reserves the right to reject any and/or all qualifications to waive technicalities, to re-advertise, or otherwise proceed when in the best interest of the City.

Questions regarding bids must be addressed to the Public Works Director, Corey Vullo at CVullo@helotes-tx.gov. The subject line must read “RFQ-26-01 City Hall Complex Improvements”. The question deadline will be 10:00 a.m. CST on Friday, August 28, 2026. No responses will be given to questions submitted after the deadline. Questions submitted outside of Public Works will not be answered. Any Firm that submits a response that contacts a city official prior to the contract being awarded may be disqualified from consideration.

Bid Opening: 3:00 p.m. CST on Friday, September 11, 2026, in the City Hall Council Chamber, 12951 Bandera Road, Helotes, Texas 78023.

Award of a contract is contingent upon the budgeting and appropriation of funds for this project and are subject to administrative and elected official review and approval.

X. MISCELLANEUOUS

A. This will be a one (1) year contract, with three (3) one-year renewal terms available upon the mutual agreement of the parties, with no more than a 3% escalation factor per renewal. The annual renewable agreement is meant as an option for either party to exit the contractual obligation at its discretion. The City reserves the right to make a single or multiple awards, whichever is in the best value to the City to accomplish all services outlined in this proposal.

B. Tax-Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in your proposal. The City will furnish an Excise Tax Exemption Certificate upon request.

C. Public Inspection of Bids: The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFQ information. RFQ Documents are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets, proprietary or confidential information, the City will generally take reasonable steps to notify the Proposer that their bid information has been requested and to take steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City’s failure to take such reasonable steps, even if the City is negligent in failing to do so. Therefore, Proposers should use care in including information that they consider confidential. ANY portion of a proposal that the Proposer claims is a trade secret or is proprietary and confidential MUST be clearly marked CONFIDENTIAL. Please note that pricing information, general methods of service provision, and other such matters are NOT trade secrets or proprietary information.

D. Proposers (including their representatives or agents) are prohibited from contacting members of the City Council about the services made, the subject of this RFQ, or in any way attempting to influence members of the City Council to select the Proposer through gifts, entertainment, or other improper means. All communications shall be with City Staff until such point in the process that the Proposer is requested or allowed to make a presentation to the City Council. Likewise, Proposers are prohibited from attempting to influence the recommendations made by City Staff to the City Council through any means other than legitimate submissions and discussions provided for by the process. Should a Proposer be determined by the City to have engaged in such prohibited conduct, the submittal will be

DISQUALIFIED, AND ITS BID WILL NOT BE GIVEN FURTHER

CONSIDERATION.

E. City Rights: Until the final award of a contract by the City Council, the City has the following rights:

1. To reject any/or all submittals and to make an award as they may appear to be advantageous to the City.

2. The City reserves the right to withdraw this RFQ for any reason.

3. The City reserves the right to amend any aspect of this RFQ by a formal written Addendum before the submittal deadline.

4. If only one or no submittal is received by the "submission date", the

City has the right to reject, re-propose, accept, and/or extend the RFQ by up to an additional two (2) weeks from the original submission date.

5. To hold any submittals for ninety (90) days from submission date without action, and to waive all formalities in Bid and any submittal irregularities.

6. To extend the time for award beyond the original 90-day period, if agreed upon in writing by both parties and if submission is held firm.

F. Appropriation of Funds: The City of Helotes has established an appropriation (allocation) of funds for this service if in the event that appropriated (allocated) funds are exhausted, the winning Proposer’s only remedy shall be suspension or termination of its performance under this contract and shall have no other remedy in law or in equity against the City and no right to damages of any kind.

G. It is understood that any resulting contract executed will contain the following language: It is further agreed that the firm (separately and collectively the “Indemnitee”) shall indemnify, hold harmless, and defend the City, its officers, agents, and employees from and against any and all claims, losses, damages, causes of action, suits and liability of every kind, including all expenses of litigation, court costs, and attorney’s fees, for injury to or death of any person or for damage to any property arising out of or in connection with the work done by the firm under this contract. Such indemnity shall apply regardless of whether the claims, losses, damages, causes of action, suits, or liability arise in whole or in part from the negligence of the City, any other party indemnified hereunder, the Firm, or any third party.

H. It is understood that any resulting contract executed will contain the following insurance requirements: Comprehensive General Liability Insurance, including products/completed operation, with limits of liability of not less than: Bodily Injury $1,000,000.00 per each person, $1,000,000.00 per each occurrence/$2,000,000.00 aggregate; Property Damage $1,000,000.00 per each occurrence. Workman’s Compensation Insurance as required by laws and regulations applicable to and covering employees of the Contract engaged in the performance of the work under this agreement.

I. Independent Contractor: Bidder agrees that Bidder and Bidder’s employees and agents have no employer-employee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave.

J. Assignments: The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Supervisor. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

K. Liens: Bidder shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Bidder or Bidder’s vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City.

L. Gratuities / Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative, with respect to this CSB or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract

M. Financial Participation: Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or CSB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

N. Required Licenses: Bidder certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein.

O. Authority to Submit Bid and Enter Contract: The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract.

P. Authority to Enter Contract – City: The Mayor and/or City Administrator is the only person authorized to execute contracts on behalf of the City. All signature pages must include “approved as to form” and be signed by the City Attorney before the Mayor and/or City Administrator will execute the contract. Neither department heads nor elected officials are authorized to sign any binding contracts or agreements prior to being properly placed on the City Councils agenda and approved in an open meeting. Department heads and other elected officials are not authorized to enter into any type of agreement or contract on behalf of the City of Helotes. Only the Mayor and/or City Administrator may enter into a contract on behalf of the City of Helotes as authorized by City Council. Additionally, department heads and other elected officials are not authorized to agree to any type of supplemental agreements or contracts for goods or services. Supplemental agreements are subject to review by the City’s Legal Department prior to being signed by the Mayor and/or City Administrator, (City’s authorized representative).

Q. Compliance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations.

R. Non-Discrimination: During the performance of this contract, the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race, age, disability, color, religion, sex, pregnancy, military service, or national origin. The contractor will take affirmative action to ensure that applicants and employees are not discriminated against on the basis of race, age, disability, color, religion, sex, pregnancy, military service, or national origin. Such action shall include, but not be limited to the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, age, disability, color, religion, sex, pregnancy, military service, or national origin. (3) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part.

S. Wage Rates: In conformance with applicable statutes, the general prevailing wage rates determined by the United States Department of Labor in accordance with the Davis-Bacon Act, in the locality in which the work is to be performed have been asserted and such rates shall be the minimum paid for labor employed on this project. If, however, Federal funds are used specified wage decisions will be listed as part of the overall bid document.

XI. PROPOSER WARRANTIES

A. Proposer warrants that it is willing and able to comply with State and Federal laws.

B. Proposer warrants that it is willing and able to obtain Commercial General Liability and Errors and Omissions insurance coverage providing a prudent amount of coverage for the willful or negligent acts or omissions of any officers, employees, or agents thereof.

C. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the City of Helotes.

D. Proposer warrants that all information provided by it in connection with this Statement of Qualifications is true and accurate.

The individual signing this certifies that he/she is a legal agent of the Company, authorized to submit on behalf of the Company, and is legally responsible for the decisions as to the supporting documentation provided.

Signature of Official: _________________________________________

Name (printed): _____________________________________________

Title: ______________________________________________________

Firm: ______________________________________________________

Date: ______________________________________________________

V. DELIVERABLES