FS4_Sewer _ Storm Sewer Improvements_RFP.pdf

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 1 of 6

CITY OF LANCASTER

REQUEST FOR PROPOSALS

(RFP) 2026-12

CONSTRUCTION OF FIRE STATION 4

PUBLIC SANITARY SEWER AND STORM SEWER IMPROVEMENTS

SCHEDULE OF ACTIVITIES

Legal Notice posted in Rambler Texas Media Saturday, August 22, 2026 Bid opens Wednesday, August 26, 2026 10:00 a.m.

Legal Notice posted in The Dallas Examiner Thursday, August 27, 2026 Legal Notice posted in Rambler Texas Media Saturday, August 29, 2026 Pre-Submittal Conference (Virtual) Wednesday, September 2, 2026 9:00 a.m.

Questions Deadline Wednesday, September 30, 2026 2:00 p.m.

Bid Closes Wednesday, October 7, 2026 2:00 p.m.

Proposed Bid Evaluations October 8-16, 2026 Proposed City Council Consideration Monday, November 9, 2026 7:00 p.m.

PRE-SUBMITTAL MEETING:

Wednesday, September 2, 2026, at 9:00 AM Central

Link to virtual pre-submittal conference:

https://teams.microsoft.com/meet/261145698089804?p =iYxWmwrjvwc2sEdobH

SUBMITTALS DUE PRIOR TO:

Wednesday, October 7, 2026, at 2:00 PM Central

VIRTUAL BID OPENING:

Wednesday, October 7, 2026, at 2:01 PM Central

Link to virtual bid opening:

https://teams.microsoft.com/meet/281352924607113?p

=MHbjB1ewnXFZ0jGWih

RFP SHALL BE SUBMITTED ELECTRONICALLY TO:

https://ltxebid.ionwave.net/Login.aspx

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 2 of 6

Table of Contents

1. INTRODUCTION:

2. SCOPE OF WORK AND GENERAL REQUIREMENTS

3. PROJECT DELIVERY:

4. TECHNICAL SPECIFICATION SUMMARY:

5. PROJECT SCOPE:

6. PROPOSAL SUBMISSION DEADLINE:

7. PROPOSAL EVALUATION:

8. MINIMUM REQUIREMENTS FOR SUBMISSION:

9. SUBMISSION INSTRUCTION:

10. SELECTION PROCESS

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 3 of 6

1. INTRODUCTION:

In accordance with the provisions of Texas Local Government Code, Chapter 271 and Government Code 2267, the City of Lancaster (the City) is seeking formal proposals for the construction of new 8-inch sanitary sewer main along S Lancaster Hutchins Road and storm sewer improvement along Nokomis Road.

2. SCOPE OF WORK AND GENERAL REQUIREMENTS

The project consists of furnishing all labor, materials, equipment, and services necessary for the completion of the project.

The project scope is defined in the 100% design documents (prepared by Hardin & Associates Consulting) and includes, but is not limited to:

Mobilization and trench safety measures.

Full traffic control plan implementation in accordance with Texas Manual on Uniform Traffic

Control Devices (TMUTCD) standards.

Erosion control.

Clearing and grubbing the site and restoring the finished design grade with sod.

Grading.

Installation of approximately 605 LF of 8-inch SDR-26 PVC sewer pipe.

Construct manholes for sanitary sewer & storm sewer of appropriate diameter per plan.

Installation of approximately 300 LF of 30-inch RCP Class III storm sewer line.

Install storm drain drop and grate inlet with concrete aprons per plan.

All work and materials shall be in accordance with the contract documents (final construction drawings and bid items).

The City reserves the right to reject any or all proposals, to waive any informalities, and to accept the proposal deemed most advantageous to the City.

Scope of Work Documents:

100% Construction Plans Quantity Bid Forms City of Lancaster General Construction Standards

3. PROJECT DELIVERY:

The contractor shall provide all labor, materials, tools, and equipment necessary to complete the work as described in the line items below.

The contractor shall coordinate with City staff and designated inspector throughout the project.

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 4 of 6

Traffic control plans for all reconstruction work activities needs to be produced and provided by the contractor.

The contractor is responsible for all related permits.

Contractor shall provide evidence of general liability, worker’s compensation, and automobile liability insurance as required by the City.

The contractor is responsible for all geotechnical, construction and materials related testing for QA/QC as per City of Lancaster standard.

The contractor shall perform all work as per the 100% Construction Plans under Scope of

Work documents under article 1.

4. TECHNICAL SPECIFICATION:

Contractor shall perform all work per the attached 100% Plan under Scope of Work Document.

5. PROJECT SCOPE:

Contractor must provide a total project cost of the project (base bid) using the Quantity Bid forms.

Contractor shall provide a total project cost as a not to exceed (NTE) amount.

It should be noted that the total project cost as a not to exceed (NTE) amount will be the legally binding amount for these projects. The City will not pay more than the contracted NTE amount for any project under any circumstances.

Submission Requirements:

All contractors must be licensed and insured to perform the work as required by Texas state law, including appropriate bonding for public works projects.

Contractor shall furnish a maintenance bond to the City to run two (2) years from the date of final acceptance of the infrastructure improvements by the City.

Bidders must demonstrate previous experience with similar projects and a strong history of adherence to project timelines and quality standards.

Timeline:

The project is expected to commence upon award of the contract. The successful contractor shall substantially complete the project within 90 calendar days after issuance of the Notice to Proceed.

Proposal Submission Instructions:

Contractors are invited to submit their cost proposal as per the project scope outlined in the RFP.

All bids must be submitted on the City-provided bid form.

Contractor must provide itemized base bid using the bid form and a total project cost as a not to exceed (NTE) amount.

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 5 of 6

6. PROPOSAL SUBMISSION DEADLINE:

All proposals must be submitted electronically by Wednesday, October 7, 2026, 2:00 p.m. Bids will be opened electronically and reviewed at that time. Late or incomplete bids will not be considered.

7. PROPOSAL EVALUATION:

All proposals submitted will be evaluated by a Selection Committee. All responses will be reviewed for completeness and may be considered as non-responsive if they fail to provide the requested information or adhere to the guidelines outlined in this RFP. All responses must provide sufficient detail to evaluate the respondent’s ability to perform the services requested. The review of the proposals will be based on the following selection criteria:

Sl. Criterion Points A Contractor’s Overall Qualification 10

B Prior experience with Sanitary Sewer and Storm Sewer Construction within D/FW Metroplex

C Project Approach and Cost 75

D Experience or knowledge of the site in Lancaster or adjacent regional areas

Total 100

This is a lump-sum contract for the total cost of the work. All pricing must be provided based on the information outlined above. The City reserves the right to reject any or all bids or waive any irregularities in the bidding process.

8. MINIMUM REQUIREMENTS FOR SUBMISSION:

The following minimum requirements must be demonstrated in order for the submission to be considered responsive. Any response received, which is determined to not meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive.

The respondent shall have the following minimum experience: (firms which fail to provide written detailed project experience as required shall be considered nonresponsive).

Minimum five (5) years of experience with delivering successful wastewater line and storm sewer line installation/construction projects for a municipal or local government entity.

Availability and dedication to City of Lancaster projects, with a firm commitment to integrity and excellence.

Demonstrated experience on at least three (3) wastewater line and storm sewer line installation projects of a similar size and complexity within the last five years.

A minimum of five (5) wastewater line and storm sewer line installation/construction

RFP 2026-12 Construction of Fire Station 4 Public Sanitary Sewer and Storm Sewer Improvements Page 6 of 6 projects successfully delivered to local government entities that exceed $1,000,000 in overall project value.

Can successfully deliver insurance, maintenance bond, and payment and performance bond as applicable.

Contractor agrees to complete WORK for FINAL ACCEPTANCE within 90 Calendar days from the date of receiving Notice to Proceed (NTP) when the CONTRACT commences to run as provided in the General Conditions. The date of Notice to Proceed (NTP) shall be determined solely by the City.

9. SUBMISSION INSTRUCTION:

The responding contractor is responsible for ensuring the submission is responsive. Please comply with the instructions in the RFP. An electronic response to this RFP is required. All documents and forms should be named and uploaded separately into the City’s e-procurement system (Ionwave/Euna Procurement). Vendors that do not comply will not be considered.

The response should contain:

Base Bid with NTE bid amount (total project cost).

Change Management: The proposer agrees that the key personnel assigned to the contract shall remain available for the entirety of the project throughout the term of the contract as long as that individual is employed by the respondent or unless the City of Lancaster agrees to a change in the key personnel.

10. SELECTION PROCESS

The City has developed this RFP and will review each response for compliance, responsiveness, relevant experience, technical qualifications, capacity to perform, past performance of the respondent and its team members, and other applicable factors outlined in the evaluation criteria.

The City reserves the right to remove a contractor from the list during the duration of use.

Reasons for removal include, but are not limited to, vendor’s inability to meet requirements of City’s Standard Service Agreement and the City’s Standard Construction Details, failure to meet deadlines, failure to comply to budget, previous project performance.

If determined to be in the best interest of the City, the City may award work to contractors that were not selected under this RFP. The City is not liable for any cost incurred by respondents in replying to this RFP. This includes costs to determine the nature of the response, submitting, estimates, negotiating, presentations or any other costs a vendor would incur in responding to the RFP.