ESBD_476197_1765579084773_RFQ - Facilities Master Plan.pdf

City of Fair Oaks Ranch

REQUEST FOR QUALIFICATIONS

Facilities Master Plan

DUE BY: January 14, 2026 at 2:00 P.M.

Background and Scope of Services The City of Fair Oaks Ranch (City) is seeking a qualified firm to develop the City’s first Facilities Master Plan (Plan). The Plan will assess existing conditions, identify future facility requirements, and provide recommendations to optimize site efficiency and utilization of City facilities. The Plan will serve as a guiding document and provide a roadmap for potential future expansion or new construction and the rearrangement of building or equipment spaces. A list of existing facilities is available in Exhibit A for additional details.

The goals of the Plan are to assess the functionality and expandability of existing facilities, prioritize improvements, and plan for future growth requirements to provide effective services and ensure efficient workspaces are provided. The selected firm will be expected to deliver a professional, data-driven Plan that aligns with the City’s vision and addresses current challenges, future expansion, and operational efficiencies.

The scope of work and deliverables are organized into five phases. The Plan is expected to commence on or before February 2026 with a kick-off meeting and be completed by August 2026.

Phase 1: Citywide Space and Facilities Assessment (Current State)

• Evaluate current City facility sites for utilization, condition, functionality, and capacity

• Perform an asset evaluation to assess the condition and lifecycle stage of all existing City facilities

• Stakeholder Engagement:

o Conduct interviews with City departments and City Council to understand current space and facility utilization, challenges and future needs

• Deliverable:

o Memorandum of Asset Evaluation, including interview responses (appendix)

Phase 2: Citywide Space and Facility Requirements (Future State)

• Define the goals and objectives of the Facilities Master Plan

• Conduct a high-level staffing projection for each department based on future City growth, industry metrics, comparison to other local cities and department input

• Identify recommended options for a dedicated City Council chambers either as a consolidated space or as a standalone facility

• Analyze the spatial needs (office, workshop, conference, storage, maintenance, vehicle and equipment staging, breakroom, restroom, etc.) of departments based on projected future City growth

• Identify spatial excess or deficiencies based on comparison between the asset evaluation (Phase 1) and facility requirements (Phase 2)

• Deliverables:

o Memorandum of Facility Requirements o Presentation to City staff

Phase 3: Findings and Recommendations

• Evaluate opportunities for consolidation, reconfiguration or repurposing of existing spaces to address any deficiencies identified in Phase 2

• Explore and assess the feasibility of reutilizing an existing vacant building (old Police

Department) located on the City Campus to address any deficiencies (Priority project)

• Determine if additional land acquisition, new facility construction or expansion of existing facilities is warranted to meet future operational requirements or community needs

• Evaluate a 3-acre site (designated for a future elevated storage tank) as a potential site for future City facilities

• Identify locations for future restroom facilities (i.e. water plants, fire station) to support field staff when away from the City Campus

• Stakeholder Engagement:

o Facilitate a workshop with City Council to present draft findings and recommendations

• Deliverables:

o Memorandum of Findings and Recommendations o Presentation for City Council Workshop

Phase 4: Draft Report and Cost Projections

• Develop short, medium and long-term projects for facility improvements, expansions, relocations, or new construction opportunities

• Provide conceptual-level cost estimates for all recommended projects, including capital costs, potential phasing, and funding considerations

• Stakeholder Engagement:

o Facilitate a workshop with City Council to present draft Plan and receive feedback

• Deliverables:

o Draft Facilities Master Plan o Presentation for City Council Workshop

Phase 5: Final Report

• Incorporate City Council feedback and finalize Plan

• Stakeholder Engagement:

o Present Final Facilities Master Plan to City Council for adoption

• Deliverables:

o Final Facilities Master Plan (digitally and two hard copies in a magazine/coffee book format) o Presentation for City Council

Submission of Questions Any should be directed to:

Clayton Hoelscher – Procurement Manager 7286 Dietz Elkhorn Fair Oaks Ranch, Texas 78015 Email: choelscher@fairoaksranchtx.org Phone: 210-698-0922 – Ext. 219

Addendums to the RFQ The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the project. Any official changes to this RFQ will be in the form of a written addendum, which will be published on https://www.civcastusa.com/ .

Withdrawal of RFQ The City reserves the right to withdraw the RFQ at any point. At any time prior to the specified solicitation due time and date, a consultant (or designated representative) may withdraw their Statement of Qualifications (SOQ) by submitting a written request stating the reason for withdrawal.

General Information:

1) The City of Fair Oaks Ranch reserves the right to reject any or all SOQ’s to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQ’s received.

2) The consulting firm will be selected on the basis of demonstrated competence and qualifications for the type of services required without regard to fee, and thereafter the City of Fair Oaks Ranch will negotiate a contract for the professional services at a fair and reasonable fee with the best qualified firm.

3) The consultant will be an integral member of the Project Team, consisting of City staff, elected officials, and potential committees which will be involved in the process.

4) There is no expressed or implied obligation for the City of Fair Oaks Ranch to reimburse responding firms for any expenses incurred in the preparation of a Statement of Qualifications (SOQ) in response to this request. The City reserves the right to increase or decrease the scope of work related to this project as outlined in this RFQ after a firm is selected to accommodate changes in the needs of the City and serve the best interests of the City.

RFQ Schedule The dates and times listed below are estimated and are subject to change without notice.

1) Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M on

January 7, 2026.

2) All documents submitted online at https://www.civcastusa.com/ or 1 original and 4 copies of the SOQ due no later than 2:00 PM (CST) on January 14, 2026.

mailto:choelscher@fairoaksranchtx.org https://www.civcastusa.com/ mailto:choelscher@fairoaksranchtx.org https://www.civcastusa.com/

3) Consultant Presentation and Interview with the selection committee (if necessary) – To Be Determined.

4) Regular City Council Meeting to Approve Consultant Selection and Professional Services agreement which will include the Scope of Services – To Be Determined.

Instructions to Proposers The response shall be organized and formatted as follows:

• Tab 1 - Cover Letter/Executive Summary (One (1) page maximum)

• Tab 2 - Service Provider Information (Four (4) pages maximum):

o Provide information on the proposer’s team, including the Prime Firm’s specific qualifications for this contract o Provide an Organizational Chart identifying the key staff that will be assigned to this project, including subconsultants o Provide a summary of not more than one page detailing the unique qualifications of each sub-consultant o Include any past experience the team, including subconsultants, has working together o Provide one-page professional resumes as an Appendix to the Statement of Qualifications (not included in the four-page maximum page count for this section) that describe the capabilities and experience of each team member, and include the team member’s name, photo, title, education, licenses, certifications, professional associations, and overview of professional experience

• Tab 3 - Project Manager Experience (One (1) page maximum):

o Provide a summary of the Project Manager’s experience and qualifications to successfully deliver this project o State the Project Manager’s physical location, anticipated availability on this contract, and readiness to meet with the City in person

• Tab 4 - Team Relevant Experience (Four (4) pages maximum):

o Include a summary of at least 3 projects within the last five years that are similar in nature Identify the project owner, location, contact name, title, current phone number, and e-mail address for each of the listed projects o Demonstrate record of performance o One previously completed plan may be submitted to demonstrate quality of work

• Tab 5 - Project Approach (Six (6) pages maximum):

o Describe your firm's approach to performing the scope of services required as provided in this RFQ. Present a discussion of your team’s understanding of the necessary services and its approach and methodology to providing those services.

The work plan should include at a minimum:

Itemized tasks Resource requirements Specialized skills needed Special considerations and possible challenges.

• Tab 6 - Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties

Form must be submitted with the original submittal. The 1295 form and instructions for completion can be found at the following link:

https://www.ethics.state.tx.us/filinginfo/1295/

• Tab 7 - Evidence of Insurability as detailed in the Standard Professional Service Agreement included in the solicitation posting

Evaluation Criteria All submittals received will be reviewed, evaluated, and ranked according to a numerical scoring system based on the responses to the criteria listed below. The Selection Committee may select firms to be interviewed, based wholly on qualifications.

Criteria Maximum Points Available

Experience and Qualifications of Proposed Team

60 points

Project Approach 40 points

Questions regarding the project can be submitted to Clayton Hoelscher, via email to choelscher@fairoaksranchtx.org. Questions will be accepted until 5:00 P.M. on January 7, 2026.

Award and Negotiation The City reserves the right to reject any or all Statement of Qualifications. The highest ranked Respondent(s) may be invited to enter into Contract negotiations with the City of Fair Oaks Ranch.

If an agreement cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent and terminate negotiations. The second highest Respondent may be contacted for negotiations. The process may continue until successful negotiations are achieved. The City reserves the right to terminate negotiations with any and all Respondents should it be in the City’s best interest.

No Prohibited Interest Respondent acknowledges awareness of the state laws and applicable City Charter provisions regarding conflicts of interest and required disclosures. No officer, employee or agent of the City shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person https://www.ethics.state.tx.us/filinginfo/1295/ mailto:choelscher@fairoaksranchtx.org.

or entity, as defined by the City’s Charter, Code of Ordinances and/or Chapter 171 or 176 of the Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined therein.

Equal Employment Opportunity Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

Anti-Lobbying Provision During the period between RFQ submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their submittal with any member of the City Council or City staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision shall result in the rejection of the respondent's submittal and disqualification from future consideration of similar RFQ’s.

Jurisdiction Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the State of Texas. Any and all obligations and payments are due and payable in Kendall County, Texas. The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Kendall County, Texas.

Conflict of Interest A statement indicating the respondent has no conflict of interest with the City, including any past or present employees or past or present elected officials of the City, must be submitted with the statement of qualifications. Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the City Secretary not later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information or to obtain the Questionnaire CIQ go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf.

Confidential Information Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained. The City cannot guarantee that it will not be required to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be confidential under Texas Law, or pursuant to a Court order.

http://www.ethics.state.tx.us/forms/CIQ.pdf

Exhibit A Facility

Site Name Department(s) Location Attachment

1.A City Hall Admin, Human

Resources, Finance, IT, Communications, City Secretary, Public Works

1.B Police Department

Police, Municipal Court

1.C Public Works Offices and

Maintenance Barn

Public Works 1

1.D Public Works Parts

Warehouse

Public Works 1

1.E Public Works Shed

Public Works 1

1.F FORHA

Building

Non-City Operated in a City

Building, per Agreement

1.G Old Police Dept

Vacant 1

2 Fire Station #2 Vacant 7899 Fair Oaks Parkway

3 Fire Station #3 Fire 30955 Meadow Creek Trail

4 +/- 2.9-Acre Site

Designated for a Future Water

Tower

Public Works South Portion of 329 Ammann Rd, Fair Oaks Ranch, TX 78015

Attachment #1

City Hall

Fair Oaks Ranch Homeowners Association

Fair Oaks Ranch Police Department

Public Works Offices & Maintenance Barn

Public Works Parts Warehouse

City Campus

Vacant Building

Public Works Shed

Public Works Vehicle and Equipment Yard

Attachment #2

Fire Station #2

Attachment #3

Fire Station #3

Attachment #4

+/- 2.9-acre site designated for a future Water Tower