ESBD_388289_1735833813185_RFQ 2024-092 RFQ Package.pdf

REQUEST FOR QUALIFICATIONS

Waco Regional Airport Aviation Planning and Services

RFQ No. 2024-092

Issue Date: January 2nd, 2025 Closing Date & Time: January 31st, 2025, 2:00 P.M. CT

Opening Date & Time: January 31st, 2025, 2:05 P.M. CT

For Information Contact:

Daryle Bullard, Sr. Purchasing Agent, 254-750-6616, or daryleb@wacotx.gov

RFQ Opening Location:

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

Zoom & Dial-In Information:

Please see Page 3

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

Fax 254 / 750-8063 waco-texas.com

RFQ 2024-092 Page 1 mailto:daryleb@wacotx.gov

City of Waco, Texas

To our valued City of Waco vendors, We are pleased to announce that the City of Waco has partnered with Bonfire Interactive, a Euna Solutions brand, to create a new procurement portal. This portal will enable you to receive notifications of business opportunities and submit bids and proposals to the City of Waco online.

To register your company on the portal, please visit the City of Waco's Bonfire portal website at https://waco-texas.bonfirehub.com and follow the link to the Bonfire vendor registration page.

Registration is free and easy. Please make sure to select the NIGP codes that correspond to your type of business or organization. Our solicitations will be based on these codes and will be matched to vendors and contractors with the same codes.

We are excited about this new initiative to streamline our electronic bid process and we look forward to continuing our relationship with you. Thank you for your interest in doing business with the City of Waco.

If you have any questions, please contact Kasey Gamblin, Purchasing Manager, or any of the Purchasing Agents listed below.

Paul Campos - 254-750-8062, pcampos@wacotx.gov

Daryle Bullard - 254-750-6616, daryleb@wacotx.gov

Chris Hanchard - 254-750-6640, christopherh@wacotx.gov

Melanie Wade - 254-750-8098, melaniew@wacotx.gov

Sherry Martin - 254-750-8060, sherrym@wacotx.gov

Sincerely, Kasey Gamblin

254-750-8405 kaseyg@wacotx.gov

RFQ 2024-092 Page 2 mailto:pcampos@wacotx.gov mailto:daryleb@wacotx.gov mailto:christopherh@wacotx.gov mailto:melaniew@wacotx.gov mailto:sherrym@wacotx.gov mailto:kaseyg@wacotx.gov https://waco-texas.bonfirehub.com

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFQ 2024-092 Page 3 https://wacotx.zoomgov.com/j/1605237902

TABLE OF CONTENTS

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

Appendices A. Scope of Services / Pricing Forms

(1) Description of Services

(2) Additional Background, Information or Requirements

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Energy Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

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

Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

(11) W-9 Form

RFQ 2024-092 Page 4

RFQ No. 2024-092

Waco Regional Airport Aviation Planning and Services

Please Register for Notification

REGISTER INTEREST

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

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

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

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

City of Waco Purchasing Services Post Office Box 2570

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

Fax 254 / 750-8063 http://www.waco-texas.com/

RFQ 2024-092 Page 5 mailto:daryleb@wacotx.gov http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com/

I. SCHEDULE FOR SOLICITATION

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

• Issuance of the RFQ January 2, 2025 January 23rd, 2025 January 31, 2025 February 14, 2025 March 3-7, 2025 March 10, 2025 March 11, 2025

• Deadline for questions in 5:00 P.M.

• Receipt of the Statement of Qualifications (SOQs)

• Complete SOQ Evaluation / Short-List

• Consultant Interviews (if required)

• Establish final ranking of submitters

• Notify submitters of award recommendation

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

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Daryle Bullard, Sr. Purchasing Agent who can be reached at:

Email: daryleb@wacotx.gov Telephone: (254) 750-6616 Fax: (254) 750-8063

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

Official Address (if needed) - City of Waco Purchasing Services Attn: Daryle Bullard, Sr. Purchasing Agent 1415 North 4th Street Waco, Texas 76707

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

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

RFQ 2024-092 Page 6 mailto:daryleb@wacotx.gov https://waco-texas.bonfirehub.com/login https://waco-texas.bonfirehub.com/login https://www.waco-texas.com/Departments/Purchasing/Open-Bid-Opportunities

III. DEFINITIONS

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

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

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

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

(4) “Day” means a calendar day unless otherwise specified defined.

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

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

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

(8) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the professional services requested in this solicitation.

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

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

(11) “SOQ” means Statement of Qualifications.

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

Qualifications of the submitter.

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

RFQ 2024-092 Page 7

IV. REQUESTED SERVICES/PRODUCTS

A. Professional Services Requested:

The City of Waco (City), in anticipation of future grants from the Federal Aviation Administration (FAA), which will help finance future Airport Planning Services and construction projects, is requesting statements of qualifications from experienced firms interested in providing airport planning plus architectural and engineering services for future projects at the Waco Regional Airport.

The projects will involve services to provide Airport Planning, A/E design, preparation of plans, specifications and bid documents, bidding phase services, and construction phase services compliant with Federal Aviation Administration (FAA) Regulations and FAA design criteria. The information submitted shall include completed U.S. Government Forms SF 254, Architect-Consultant Related Services and SF 255, Architect-Consultant Related Services for Specific Projects.

(1) The City anticipates entering into a contract with a term of five (5) years.

(2) Detailed scope of services are attached as Appendix A.

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

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

C. Reservations by City:

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

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

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

(b) Extend the solicitation closing time and date.

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

(d) Procure any item by other allowable means.

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

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

RFQ 2024-092 Page 8 http://www.waco-texas.com/bids.asp

V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

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

B. Submitter Review of RFQ:

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

C. Encouraging Competition:

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

D. Submission Contents:

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

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

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

SOQ.

(2) Table of Contents

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

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

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

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

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

RFQ 2024-092 Page 9

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

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

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

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

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

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

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

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

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

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

(c) References: Each response should provide the City at least five (5) references for the firm (and any consultants) that the City may contact to discuss performance on other similar work. At least one of these references must be someone that the firm worked with within the last 24 months. For each reference: project name and

RFQ 2024-092 Page 10 location; description of work; contract value of work performed by the firm or consultant and project value; name, address, email address, and telephone number of project owner/representative who oversaw project performance; dates (month/year) contract was issued and actually completed; and contract completion terms.

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

F. Completeness of Submission:

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

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

G. Response Date and Location Responses to this solicitation must be received by 2:00pm (Central Time) on January 31, 2025.

The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

Attn: Daryle Bullard, Sr. Purchasing Agent 1415 North 4th Street Waco, Texas 76707

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

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

RFQ 2024-092

Waco Regional Airport Aviation Planning and Services Closing: 2:00pm (Central Time) on January 31, 2025

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

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

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

RFQ 2024-092 Page 11

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

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

(1) Submit a written notice of the modification.

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

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

I. Authorized Signature:

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

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

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

K. Agreement; Exceptions:

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

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

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

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

L. Cost to Develop Submission:

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

RFQ 2024-092 Page 12

6.1 Evaluation of proposals will be conducted in stages. In the first stage, the City will verify that the Consultant has certified that it will comply with the mandatory contract provisions specified in this RFQ. From those remaining after the first stage, the City will review the written RFQ responses to determine the most highly qualified providers based on demonstrated competence and qualifications.

This second stage will involve evaluating the responses according to the following criteria which are listed in order of relative importance:

50 % Experience. The information shall include completed U.S. Government Forms SF 254, Architect-

Consultant Related Services and SF 255, Architect-Consultant Related Services for Specific Projects. Submittals shall include the following (100 %):

a) The competence and qualifications of the individual who will be directly responsible for the proposed work based upon education and experience pertinent to the work considered.

b) Technical adequacy of the personnel and sub-consultants to be utilized for the proposed work based upon education and experience pertinent to the work considered.

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

d) Demonstrated success of the prime firm based upon the record of performance for City and other projects.

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

f) Prime firms history of accuracy of cost estimates and ability to perform within budget constraints.

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

h) The approach proposed for the design project or study.

i) Consideration for the utilization of a prime firm or individuals that have prior experience with an existing project that is proposed for continuation or modification.

RFQ 2024-092 Page 13

40 %

10%

Sub-Consultants. If the Consultant intends to use sub-consultants to assist in the work, the Project responsibilities of each firm and their credentials should be discussed. For each sub-consultant, the Consultant should identify similar work performed as well as the qualifications of those individual staff members who have performed that work and who will also be working on the Project.

References. Each response should provide the City with Consultant and sub-consultant references that the City may contact to discuss performance on other similar work. These references should specify: project name and location; description of work; contract value of work performed by Consultant and project value; name, address, and telephone number of project owner/representative who oversaw project performance; dates (month/year) contract was issued and actually completed; and contract completion terms.

Capabilities/Partnerships/Local and DBE Participation. Describe Consultant and sub-consultant capacity to perform the work on schedule in relation to their overall workload.

Each response to the CONSULTANT should describe the availability, number, and job descriptions of individuals who will work on the Project and approach to the Project. Each response should clearly outline any partnerships that the Consultant has created with local firms for completion of all work. Each response should clearly outline any DBE partnerships that the Consultant has created for completion of the work.

Other Projects. Consultant and sub-consultant performance on current or past City projects and/or FAA-funded contracts, as well as projects for other clients. The CONSULTANT response will list no more than five current Consultant and sub-consultants contracts with the City and/or other FAA-funded contracts, as well as the completion status of each contract.

Other completed Consultant and sub-consultant contracts should be listed in the same manner. The Submittals need list no more than five past City or other FAA funded contracts for each Consultant and sub-consultants. Each past City or other FAA funded contract should be identified by project name, contract date, and actual work completion date.

RFQ 2024-092 Page 14

6.2 The results of that review shall be presented to the City Manager and/or Executive Staff (or designated individuals), who will determine whether to schedule oral interviews with the top rated proposers. If interviews are conducted, , the Consultant will be evaluated according to the following criteria, each of which is listed in order of relative importance (100%):

35 % A. Presentation. Consultant’s presentation during the interview, including an explanation of its approach to completing the Project.

35 % B. CONSULTANT Response. Consultant’s score from the second (Evaluation Criteria A-C) stage will be weighted, carried forward and considered as part of the overall evaluation.

30 % C. Question and Answer. Consultant’s performance during the question and answer portion of the interview.

Based on all information and review, including oral interviews (if conducted), the City Manager and/or Executive Staff (or designated individuals) shall establish the final ranking of the proposers. The City will attempt to negotiate a contract with the Consultant ranked first. If an agreement cannot be reached, the City Manager (or designated individuals) shall be notified.

Efforts to negotiate a contract will then proceed with the proposer ranked second. This process will be followed until a satisfactory contract can be negotiated. The actual contract award will be made by the City Council. The City will not be bound under any contract until the City Council authorizes the City Manager or his designee to execute a contract.

RFQ 2024-092 Page 15

C. Contract Award and Execution:

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

RFQ 2024-092 Page 16

APPENDIX A

Scope of Services

RFQ 2024-092 Page 17

Scope of Services

LIST OF POTENTIAL PROJECTS:

The following projects may be included in the scope of services provided over the five-year term of the Agreement. The City of Waco makes no guarantee as to whether any individual project on this list will actually be carried out. The City reserves the right to hire other consulting firms outside of the Agreement to carry out other projects not specifically included on this list, or, to add additional projects to the Agreement, as may be deemed in the best interest of the City.

1. Runway 1/19 Re-habilitation.

2. Runway 14/32 Re-habilitation.

3. Re-construct Taxilane A.

4. Apron Reconstruction (Multiple Phases).

5. No Taxi Islands (A3 and A4).

6. Pavement Marking Re-habilitation.

7. Add Runway 1/19 Shoulders.

8. Airfield Lighting System Re-habilitation.

9. Drainage Improvements.

10. New Taxiway Design/Construction.

11. Runway 1/19 Holding Bays.

12. Air Traffic Control Tower Re-habilitation.

13. Parking Lot Expansion.

14. Roadway and Wayfinding Analysis and Expansion.

15. Terminal Building Exterior Re-habilitation.

16. Rates and Charges and FMV Study.

17. Leasehold/Boundary Surveys (case by case as needed)

RFQ 2024-092 Page 18

SCOPE OF WORK

A detailed scope of services will be developed for each project during contract negotiations. A typical scope of services (for reference purposes) for the Consultant will include the following:

I. BASIC SERVICES

A. Preliminary Phase. This phase involves those activities required for planning and defining the scope of a project and establishing preliminary requirements. The Consultant will perform the following:

1. Confer and attend meetings with City representatives on project requirements, finances, schedules, early phases of the project and other pertinent matters. The Consultant will participate in discussions with the operating department and other agencies such as the Texas Department of Transportation (TXDOT), Texas Commission on Environmental Quality (TCEQ), the Federal Aviation Administration (FAA) and others as required to satisfactorily complete the Project;

2. Provide planning services as to best method or course of action for the successful completion of the projects in the most timely and cost-effective manner. Said planning will take into consideration the most modern aviation and airport design and construction methods;

3. Plan, procure and/or prepare necessary surveys, geotechnical engineering investigations, field investigations, laboratory testing and architectural and engineering studies required for preliminary design considerations. The report to be prepared will use Federal Aviation Administration (FAA) design criteria and be based on most current FAA procedures.

4. Develop design schematics, sketches, environmental and aesthetic considerations, project recommendations, preliminary layouts and cost estimates of proposed construction and total project budget.

5. Determine preliminary location, sizes, and types of materials;

6. Assist, as required, during preliminary and pre-design meetings with FAA and City;

7. Prepare and convey answers to City, FAA and others questions or concerns in preliminary design report;

8. City will furnish Consultant with any preliminary information available to include copies of plans of such existing facilities as are necessary and available and with other information pertinent to the planning and design.

B. Design Phase. This phase includes all activities required to undertake and accomplish a full and complete project design. Upon approval of the preliminary phase, the Consultant will perform the following:

1. Conduct and attend meetings and design conferences to obtain information and to coordinate or resolve design matters.

RFQ 2024-092 Page 19

2. Assist in acquisition of all permits, as necessary;

3. Collect engineering data and undertake field investigations; perform geotechnical engineering studies, topographical surveys, and architectural, engineering, and special environmental studies as necessary for the design of the projects;

4. Prepare necessary engineering reports and recommendations.

5. Prepare detailed plans, specifications and contract bid documents, and submit for City (and if necessary, for FAA) review and approval. All bid documents shall be in conformance with the appropriate FAA Advisory Circulars and Orders. Provide 60%, 90%, and 100% complete plan and bid documents for City staff review and approval and participate in associated review meetings;

6. Assist in coordination meetings with the City and FAA to facilitate approval of design concept and detailed plans and specifications;

7. Prepare total project budget including estimates of costs/quantities and schedule.

C. Bidding Phase.

1. Conduct the pre-bid conference;

2. Assist the City in solicitation of bids by identification of prospective bidders and review of bids by solicited interests.

3. Review all pre-bid questions and submissions, and prepare for the City’s approval, any addenda necessary to inform contractors of revisions prior to bidding;

4. Analyze bids, prepare bid tabulations, and make recommendations concerning award of contract;

5. Confer with the City and make revisions as necessary for re-advertising the project for bid if the lowest responsible bidder’s bid exceeds available funding. These revisions will be made at no additional charge to the City.

D. Construction Phase. Upon approval of the bidding phase, the Consultant will perform the following:

1. Provide consultation and advice to the City during all phases of construction;

2. Conduct the pre-construction conference;

3. Review and approve shop and working drawings and material and /or equipment submittals;

4. Review and approve required tests and testing results;

5. Provided interpretations and clarifications of plans and specifications and authorize minor changes that do not affect the contractor’s price and are not contrary to the general interest of the City under the contract;

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6. Consult and advise during construction with City and other governmental authorities;

7. Inspect work in progress periodically and provide appropriate reports to the City project manager, inspector, and contractor;

8. Review and coordinate contractor’s progress schedule and critical path updates with the contractor and City’s representatives;

9. Prepare and negotiate change orders and supplemental agreements that are necessary;

10. Determine amounts owed to contractors and assist the City in the preparation of payment;

11. Make final inspection with City staff and provide the City with a Certificate of Completion for the project;

12. Review construction drawings and prepare records of project as constructed (AutoCAD Rel. 14).

II. ADDITIONAL SERVICES

A. The following Additional Services may be required on any or all of the projects listed:

1. Soils investigations, including core sampling, laboratory tests, related analyses, and reports;

2. Detailed mill, shop, and/or laboratory inspections of materials and equipment;

3. Land surveys and topographic maps;

4. Field and/or construction surveys;

5. Photo surveys;

6. Onsite construction inspection and/or management involving the services of a full-time resident engineer(s), inspector(s), or manager(s) during the construction or installation phase of a project.

This differs from the periodic inspection responsibilities included as part of the basic services;

7. Special environmental studies and analyses;

8. Expert witness testimony in litigation involving specific projects;

9. Project feasibility studies;

10. Public information and community involvement surveys, studies, and activities;

11. Preparation of as-constructed plans;

12. Preparation of quality control plans;

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13. Preparation of annual DBE goals (Title 49 Parts 23 and 26).

14. Preparation and submission of all FAA grant applications.

15. Preparation and submission of annual Capital Improvement Plans to FAA and TX DoT.

16. Preparation and submission of all grant close out documentation.

17. Attending Aviation Advisory Board or City Council Meetings at least quarterly.

III. CITY PROVIDED SERVICES

ALL STATE AND CITY LAWS OR ORDINANCES PERTAINING TO BIDDING AND

PURCHASING WILL BE FOLLOWED. The Consultant is expected to work closely with the City’s departments, to include Purchasing, Facilities, Engineering, Inspection and Code Enforcement. No bid or proposal documentation, or advertising, should be released without prior review by Purchasing Services. The City will maintain a list of plan holders, distribute any addenda, and conduct the bid openings. The City will conduct the pre-construction conference in conjunction with the Consultant and issue all notices to proceed.

IV. BUDGET AND SCHEDULE

The Consultant will submit preliminary budgets and schedules in a format and timeframe acceptable to the City for each project to be performed.

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APPENDIX B

Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Energy Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

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APPENDIX B. (1)

General Waco Terms and Conditions

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

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

(c) Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law. Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

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

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

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

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

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

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

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

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

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

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

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

(o) Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City.

Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

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

(q) It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

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

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

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

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

(v) Vendor agrees that during the performance of its contract it will:

1. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

2. Identify itself as an "Equal Opportunity Employer" in all help wanted advertising or request. The Vendor shall be advised of any complaints filed with the City alleging that Vendor is not an Equal Opportunity Employer. The City reserves the right to consider its reports from its human relations administrator in response to such complaints in determining whether or not to terminate any portion of this contract for which purchase orders or authorities to deliver have not been included, however, the Vendor is specifically advised that no Equal Opportunity Employment complaint will be the basis for cancellation of this contract for which a purchase order has been issued or authority to deliver granted.

(w) Vendor acknowledges that effective September 1, 2017, the City is required to comply with Section 2270.001 of the Texas Government Code, enacted by House Bill 89 (85th (R) Texas Legislature), which requires that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it does not boycott Israel and will not boycott Israel during the term of the contract. By executing this Agreement, Vendor verifies that it does not boycott Israel and will not boycott Israel during the term of this Agreement.

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APPENDIX B.(2)

Additional Terms for Services

(a) All permitting fees from the City will be waived on construction projects. The contractor will still need to apply for all applicable permits. However, there will be no cost associated with issuance of City permits.

(b) Completing this Project in a timely manner is very important to the City of Waco. Submitter must agree to commence work on or before a date to be specified in a written "Notice to Proceed" of the City and to fully complete the project within the time stated in the contract documents. As it is impracticable and extremely difficult to fix the actual damages, if any, that may proximately result from a failure by Submitter to perform the service, should submitter fail to complete the project within the calendar days specified in the contract, Submitter agrees to pay to City, or have withheld from monies due it, the amount stated in the contract documents as liquidated damages for each calendar day of delay or nonperformance. Any sums due and payable hereunder by the Submitter shall be payable, not as a penalty, but as liquidated damages representing an estimate of delay damages likely to be sustained by the City, estimated at the time of executing this Contract.

Execution of a contract for this Project shall constitute agreement by the City and Submitter that said amount is the minimum value of the costs and actual damage caused by the failure of the Submitter to complete the Project within the allotted time. A sum due as liquidated damages may be deducted from payments due the Contractor if such delay occurs. Adjustments to the contract times can only be made as provided in the contract documents and any conditions or specifications referenced therein.

(c) While the City is issuing a solicitation including specifications, each Submitter is still responsible for examining all of the issued documents, attending any pre-bid conference, making a site visit, and taking whatever steps are necessary to inform itself of the conditions relating to the project and the employment of labor thereon. Each Submitter must inform itself of the conditions relating to the project and the employment of labor thereon. Failure to do so will not relieve the Submitter awarded this contract of its obligation to furnish all material and labor necessary to carry out the provisions of the contract. Insofar as possible, the Selected Firm, in carrying out the Project, must employ such methods or means as will not cause any interruption of or interference with the work of any other contractor.

(d) Submitters shall pay particular attention to the required employment conditions that must be observed and the minimum wage rates to be paid.