Professional_Design_Services_Related_to_City_Parks,_Recreation,_Trails,_and_Open_Space_Master_Plan.pdf

City of Waxahachie

Professional Design Services Related to City Parks, Recreation, Trails, and Open Space Master Plan

RFQ - 2026 - 5-1

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

May 22, 2026, 10:00 am

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH

https://procurement.opengov.com/portal/waxahachie-tx

FOR QUESTIONS CONCERNING THIS SOLICITATION PLEASE CONTACT:

Leila Cole , Purchasing Manager

Phone: (469) 309-4165 Email: lcole@waxahachie.com

Table of Contents

I. Introduction II. Respondent Instructions & Contract Terms

III. Scope of Services IV. Evaluation Criteria V. General Conditions

VI. Vendor Questionnaire & Submissions

1. Introduction

1.1. Summary

The City of Waxahachie is requesting Statements of Qualifications (SOQs) from qualified firms to provide Professional Planning and Design Services for the development of an updated Parks, Recreation, Trails, and Open Space Master Plan. The desired deliverable is a strategic, actionable, and comprehensive Master Plan that reflects community priorities and positions

Waxahachie as a premier destination where residents and visitors can live, work, play, and engage.

1.2. Background

Located in Ellis County just south of the Dallas-Fort Worth metropolitan area, Waxahachie is a rapidly growing community known for its historic charm, vibrant downtown, and strong sense of community. With a population of approximately 50,000+ residents and continued residential and commercial growth, the City is focused on proactively planning for high-quality parks, recreational amenities, trails, and open space to meet current and future needs.

The City of Waxahachie maintains a diverse and expanding parks and recreation system that includes neighborhood and community parks, athletic complexes, trails, recreational programming, and special event spaces. Signature assets such as Getzendaner Park, Chapman

Park, and the Waxahachie Sports Complex contribute to the City’s quality of life and community identity.

Waxahachie’s previous parks planning efforts have provided a strong foundation for system development; however, significant population growth, evolving recreation trends, and increased demand for connectivity and open space necessitate a comprehensive update. This

Master Plan will guide decision-making related to capital improvements, parkland acquisition and development, trail connectivity, maintenance standards, and recreation programming.

A key component of this planning effort will be robust public engagement to ensure the plan reflects the needs and priorities of Waxahachie’s diverse and growing population. The selected consultant team must demonstrate experience in leading inclusive and effective public input processes and translating community feedback into implementable strategies.

The Master Plan should be developed in a manner that positions the City to competitively pursue funding opportunities, including grants through the Texas Parks and Wildlife

Department, regional and county partnerships, and other state and federal funding sources.

This effort will serve as a critical roadmap for the continued enhancement of Waxahachie’s parks and recreation system, ensuring the City remains a desirable and vibrant community for generations to come.

Relevant Studies:

• 2007 Parks, Recreation, & Open Space Master Plan

• City of Waxahachie 2023 Comprehensive Plan

• Lake Waxahachie Master Plan

• Recreational Facility Feasibility Report

• North Central Texas Council of Government (NCTCOG)Regional Veloweb

1.3. Contact Information

Leila Cole, Purchasing Manager

408 S Rogers

Waxahachie, TX 75165

(469) 309-4165 lcole@waxahachie.com

1.4. Timeline

Release Project Date: April 29, 2026

Question Submission Deadline: May 18, 2026, 10:00am

Statement of Qualifications Submission

Deadline:

May 22, 2026, 10:00am

All submittals will be opened at 10:15 AM on May 22nd,2026 through an online TEAMS audio meeting. Dial in number: 469- 998-7643. Phone Conference ID: 463 124 025#

2. Respondent Instructions & Contract Terms

2.1. Important Instructions for Electronic Submittals

The City of Waxahachie prefers to accept electronic submittals for this Solicitation. Before the

Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link https://procurement.opengov.com/portal/waxahachie-tx/projects/192252 . The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/waxahachie-tx/projects/192252 https://procurement.opengov.com/portal/waxahachie-tx/projects/192252

To view all City of Waxahachie project opportunities, use the following link: https://procurement.opengov.com/portal/waxahachie-tx. If you would like to be notified of any future City of Waxahachie project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

1. Using the Vendor Submissions Section on OpenGov, answer all of the required questions provided.

a. These responses will be used to evaluate each proposal

2. Please complete the provided conflict of interest questionnaire and upload the completed document.

3. Please provide the company's most recent signed W-9.

4. The final question in the Vendor Submissions Section is required to upload your

Statement of Qualifications.

2.2. Instructions to Respondents

This Request for Qualifications (RFQ- Professional Services: Engineering, Architectural Design...)

will be available online through https://procurement.opengov.com/portal/waxahachie-tx from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

All submittals must be received no later than 10:00 am Central Time on Friday, May 22, 2026.

Late submissions will not be accepted.

Electronic submittals are preferred through our online electronic bidding system https://procurement.opengov.com/portal/waxahachie-tx

All paper-sealed submittals must be received by the City of Waxahachie City Secretary

Department located at 408 S Rogers, Waxahachie, TX 75165 on the 3rd floor by the due date and time provided. All paper submittals must include a USB/flash drive with an electronic copy of the submittals and any attachments.

The City is not responsible for lateness or non-delivery of mail, carrier, etc. to the City, and the time and date recorded by the City shall be the official time of receipt.

Sealed paper submittals must be in one sealed envelope clearly marked with the label below completed and affixed on the outside of the sealed envelope containing the submittal:

SEALED SUBMITTAL – DO NOT OPENCity of Waxahachie – ATTN City Secretary – 3rd Floor

408 S Rogers St.

Waxahachie, TX 75165 https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx

Professional Design Services Related to City Parks, Recreation, Trails, and Open Space Master

Plan

Request for Qualifications (RFQ- Professional Services: Engineering, Architectural Design...)RFQ

- 2026 - 5-1

Submission Deadline: Friday, May 22, 2026, 10:00 am Central Time

Contact the Purchasing Department with any Questions: 469-309-4176 or at

Purchasing@waxahachie.com

Company Name: ______________________________________________

Contact Name: _______________________________________________

Phone Number: _______________________________________________

Solicitation Questions

Questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to the City’s Purchasing Manager at Purchasing@waxahachie.com with the solicitation number in the subject line no later than

10:00 am Central Time, Monday, May 18, 2026.

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/waxahachie-tx. The City of Waxahachie shall

NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

Solicitation Opening

There will be a public opening of the submittals on TEAMS on Friday, May 22, 2026 at 10:00 am Central Time. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal. All submittals will be kept confidential during the evaluation process and prior to the contract award.

All submittals will be opened at 10:15 AM on May 22nd,2026 through an online TEAMS audio meeting. Dial in number: 469-998-7643. Phone Conference ID: 463 124 025# mailto:Purchasing@waxahachie.com https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com

2.3. Submittal Requirements

There is no actual, express, or implied obligation for the City to reimburse responding

Consultants for any costs or expenses incurred in preparing proposals in response to this

Request for Qualifications, and the City will not reimburse responding Consultants for these costs or expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentations, or to procure a contract for these services. The

City is not responsible for any cost incurred by a consultant in preparing and/or submitting a proposal in response to this RFQ. The City will not be responsible for any costs associated with preparing and/or participating in any systems demonstrations requested of the Consultant’s services.

To assist with a timely review and to provide guidance in the preparation of the solicitation document, please organize the Proposal in the following manner:

Statement of Qualifications should include the following details:

• Available Resources and Consultant Location - Provide information on the size, location, available resources, and business history of your firm.

• Project Team Org Chart that identifies the Project Manager, as well as the role of each individual team member, including sub-consultants and/or sub-contractors.

• Project Team Experience & Qualifications - provide a statement of qualifications for each that includes credentials such as: education, professional registrations, area of expertise, and years of service in their respective field. The Firms must have a minimum of five years’ experience developing Parks and Open Space Master Plans and have a proven success with Grant Programs.

• Your firms Methodology & Approach - Provide a description of the method and approach your firm intends to utilize when developing the Parks and Recreation Master

Plan.

• Proposed Timeline - Provide a proposed preliminary schedule for the complete project.

• Provide three (3) Work Samples of your most recent projects

Submittal Guidelines:

• Limit the number of pages of the SOQ to 25 single-sided 8 ½” by 11” pages (11” x 17” sheet counts as 2 pages). A Cover Letter, tabs, and work samples, are not included in the page count, nor are the City’s required forms.

• The SOQ shall not use a font size smaller than 10-point font.

• The SOQ shall also document that the consultant can provide the necessary insurance and has no objections to the City’s terms and conditions for professional services.

• DO NOT submit any proposals or fees for this scope of work at this time

2.4. Contract Award and Contract Terms

The following terms and conditions apply to this RFQ solicitation process and will be incorporated into the resulting contract as applicable.

Term / Termination

The Agreement shall be effective upon the date it is executed by the City after execution by the

Consultant and shall expire upon completion of the Services covered by the Agreement. The

City reserves the right to extend/renew the contract(s) awarded as a result of this solicitation.

The Agreement may be terminated by the City upon thirty (30) days written notice of such termination. In the event of termination by the City there shall be no further obligation on the part of the City to the Consultant to save and except for payment of sums due and owing for expenses and work incurred by the Consultant prior to the date of termination, minus any City incurred damages if such termination is for cause. In the event of any termination, Consultant shall agree to cooperate in connection with any necessary transition services and shall be reimbursed for such transition services at Consultant’s standard rates. The beginning of the term of any licensing or subscription fees for software may be subject to negotiation of the City and the Consultant, such that they do not coincide with the contract execution date.

No Obligation, Right of Rejection, and Multiple Award

The inquiry made through this RFQ implies no obligation on the part of the City. This RFQ does not constitute an offer or a contract with any Consultant or other party. The City reserves the right to reject any or all Proposals, in whole or in part, or to accept or reject all or any part of any Proposal. Proposals deemed to be received from debarred or suspended vendors will be rejected. The City may reject any Proposal that is not responsive to all the material and substantial terms, conditions, and performance requirements of this RFQ. The City reserves the right to award all, part, or none of the components/functional areas included in this RFQ. In addition, the City reserves the right to make one or more awards to competing Consultants for subsets of functionality as a result of this RFQ. The City reserves the right to reject any Proposal determined to be nonresponsive. The City reserves the right to negotiate with any or all

Consultants with respect to any or all terms of a Proposal or Contract, including but not limited to the fees. The City also reserves the right to refrain from making an award if it determines it to be in its best interest. The City reserves the right to abandon the Project and/or to re-advertise and solicit other Proposals.

Contract Changes

After the expiration of the initial price period established in the resulting term contract, the

Consultant may submit a written request for a price adjustment. All such requests must be formally submitted to the City in writing no less than ninety (90) days prior to the proposed effective date of the adjustment.

Requests for price changes must include sufficient supporting documentation to justify the increase, which may include, but is not limited to, changes in the Consumer Price Index (CPI), documented increases in labor or material costs, or other verifiable economic factors directly impacting the cost of services.

The City reserves the sole right to accept, reject, or negotiate any requested price adjustment.

Approval of any price increase shall be at the City’s discretion and must be confirmed through a written contract amendment executed by both parties prior to implementation.

In the event the City and Consultant are unable to reach agreement on a requested price adjustment, the City reserves the right to terminate the contract in accordance with the termination provisions contained herein, without penalty.

No price adjustments shall be valid unless approved in writing by the City.

Contract Approval

Proposers understand that this RFQ does not constitute an offer or a contract with the

Consultant. This RFQ does not, by itself, obligate the City to award a contract. The City’s obligation will commence only following City Council approval of a contract and the parties’ execution of the contract. Upon written notice to the Consultant, the City may set a different starting date for the contract. The City will not be responsible for any work done or expense incurred by the Consultant or any subconsultant, even if such work was done or such expense was incurred in good faith, if it occurs prior to the contract start date set by the City.

Contract Dispute

In the event of contract dispute, dispute proceedings will be held in Ellis County, Texas and pursuant to and in accordance with the terms of the Professional Services Agreement.

Confidential Information

Any written, printed, graphic, electronic, or magnetically recorded information furnished by the

City for the Consultant’s use are the sole property of the City. This proprietary information includes, but is not limited to, customer requirements, customer lists, marketing information, and information concerning the City employees, products, services, prices, operations, security measures, and subsidiaries.

The Consultant and its employees shall keep this confidential information in the strictest confidence and will not disclose it by any means to any person except with City approval, and then only to the extent necessary to perform the work under the contract or as may be required by law. These confidentiality obligations also apply to the Consultant’s employees, agents, and subcontractors and Consultant shall be liable for a breach of the confidentiality obligations by any such party. On termination of the contract, the Consultant, its employees, agents, and subcontractors will promptly return any confidential information in its possession to the City.

Conflict of Interest

Consultants shall at all times observe and comply with all federal, state, and local laws, ordinances, and regulations including all amendments and revisions thereto, which in any manner affect Consultants or the services and/or items to be provided, specifically and not limited to any laws relating to conflicts of interest. Failure to comply with any applicable laws may result in: i) the termination of the contract; ii) the forfeiture by Consultants of all benefits of the Contract; iii) the retainage by the City of all Services performed by Consultant and iv) the recovery by the City of all consideration, or the value of all consideration, paid to Consultant pursuant to any awarded contract.

Pending and Recent Litigation

Consultants must disclose any pending or recent litigation they are involved in as a company.

Recent is defined as the past three (3) years. Information provided should include the timeline of the litigation history, the subject of the litigation, and current status of the litigation.

Proposals must also disclose any pending litigation of any third-party partners in the Proposal.

Contract Negotiation

After final evaluation, the City may negotiate with the offeror(s) of the highest-ranked Proposal.

If any Consultant fails to negotiate in good faith, the City may terminate negotiations and negotiate with the offeror of the next highest-ranked Proposal or terminate negotiations with any or all Consultants.

If contract negotiations are commenced, they may be held at the City or via teleconference at a date and time to be determined. If contract negotiations are held, the Consultant will be responsible for all of Consultant’s costs including, without limitation, its travel and per diem expenses and its legal fees and costs.

Failure to Negotiate

If the selected Consultant:

A. Fails to provide the information required to begin negotiations in a timely manner;

B. Fails to negotiate in good faith;

C. Indicates it cannot perform the contract within the designated timeframes or within budgeted funds available for the Project; and/or

D. If the Consultant and the City, after a good-faith effort, cannot come to terms; then the

City may terminate negotiations with the Consultant initially selected and commence negotiations with the next highest-ranked Consultant. At any point in the negotiation process, the City may, at is sole discretion, terminate negotiations with any or all Consultants.

Policy Compliance

The Consultant shall, as a condition of being considered for award of the contract, require each of its agents, officers, and employees to abide by the City policies prohibiting sexual harassment and smoking, as well as all other reasonable work rules, safety rules, or policies regulating the conduct of persons on City property at all times while performing duties pursuant to the contract.

The Consultant agrees and understands that a violation of any of these policies or rules will constitute a breach of the contract and will be sufficient grounds for immediate termination of the contract by the City.

Procurement Policy

The City of Waxahachie expects its suppliers and service providers to adhere to the ethical standards outlined in the City of Waxahachie Code of Ethics and The Institute for Public

Procurement Code of Ethics that has been adopted by the City of Waxahachie Purchasing

Department.

Public Information

All Proposals, responses, inquiries, or correspondence relating to or in reference to this RFQ, and all reports, charts and Proposals or referencing information submitted in response to this

RFQ, shall become the property of the City, and will not be returned. The City will use discretion with regard to disclosure of proprietary information contained in any response but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure pursuant to applicable public record disclosure laws, and Proposers, including the Consultant ultimately awarded the contract, shall cooperate in complying with such public disclosure laws at no additional cost to the City.

Ownership of Data and Transition

Any and all City data stored on the Consultant’s servers, or within the Consultant’s custody, is the sole property of the City. The Consultant, its subcontractor(s), officers, agents, and assigns shall not make use of, disclose, sell, copy, or reproduce the City’s data in any manner, or provide to any entity or person outside of the City without the express written authorization of the City. In the event resulting Agreement is terminated for any reason, or upon expiration, and in addition to all other rights to property set forth, the Selected Consultant shall:

A. Incur no further financial obligations for materials, Services, or facilities under the

Agreement without prior written approval of the City;

B. Terminate all purchase orders or procurements and any subcontractors and cease all work, except as the City may direct, for orderly completion and transition; and

C. Make available to the City, at no cost, all City data stored within the system, stored on the Consultant’s servicers, or within the Consultant’s custody, within fifteen (15) days of termination or at the City’s request.

D. In the event resulting Agreement is terminated for any reason, or upon expiration, and in addition to all other rights to property set forth, the City shall retain ownership of all data, work products, and documentation created pursuant to the resulting Agreement.

3. Scope of Services

3.1. Scope of Services

The scope of services listed below is not intended to be a comprehensive list of what the

Consultant will provide. The final scope of services will be developed in collaboration with the selected Consultant. Multiple respondents may be selected to cover the needs of the participants.

A 9- to 12-month project schedule is anticipated. Project milestones will be developed during scope and proposal submittals after consultant selection.

The scope of services will, at a minimum, include the following:

• Clear definition of Master Plan Goals,

• Statistically valid survey of Waxahachie residents,

• Review of and coordination with various City planning documents and studies,

• Broad public input and equity-focused community engagement, using innovative techniques to ensure a broad range of voices are included in the planning process,

• Overview and inventory of existing systems, including parks, trails, recreation facilities, and open space network,

• Analysis that identifies the areas in the city with the greatest need of parks and level of service of recreational assets based on park access and socioeconomic vulnerability,

• Benchmarking against similar parks systems in similar-sized cities,

• Identifying and prioritizing capital projects (5 years and 10 years),

• Identifying and prioritizing land acquisition needs and opportunities,

• Providing project cost estimates,

• Identify key trends affecting Parks and Recreation Department offerings and operations,

• Recommendations for future funding options, including existing funding streams, and potential future funding streams, such as nonprofit sector funding, the philanthropic sector,

• Recommendations for updated Parkland Dedication,

• Recommendations for optimizing and improving maintenance and operations,

• Preparation of a final plan document that details the planning process methodology, summarizes community engagement outcomes, and provides final recommendations.

This document must follow TPWD standards for grant submissions,

• Presentations to city boards, commissions, and the City Council, and other professional services normally required in the Master Plan Process.

4. Evaluation Criteria

All responsive proposals will be evaluated and ranked by the City of Waxahachie Selection

Committee (Committee). For this solicitation, a two-step selection process shall be used:

• Request Statements of Qualifications (SOQs) which will be evaluated to short-list firms.

Additional information or SOQ clarifications may be requested of the top Consultants identified.

• Interview shortlisted firms and select the most qualified firm to submit a proposal for contract negotiations. It is anticipated that up to four firms will be shortlisted and selected for an interview.

• In the event the City and selected firm do not agree to contract terms, the City will contact the next qualified firm from the shortlisted firms to negotiate a contract.

The Selection Committee may be composed of City of Waxahachie Staff and other parties that may have expertise or experience in the services described herein. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contact during the evaluation phase shall be through the City of Waxahachie ’s Purchasing Department.

Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by

Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer.

The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFQ. Any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity of the project requirements as set forth in this RFQ.

Final scoring for these criteria may be adjusted based on the results of reference calls, or other supplemental information requests. In addition to the foregoing criteria, the award of a contract will be based on responses and evaluation of the best overall value and benefit to the

City.

Note: It is the Consultant’s sole responsibility to submit information related to the evaluation categories. The City is under no obligation to solicit such information if it is not included in the

Consultant’s original proposal. Failure to do so may result in your Proposal being disqualified from further review and consideration.

The City makes no guarantees or representations that any award will be made and reserves the right to cancel this solicitation for any reason, including:

• Reject any and all proposals received as a result of this RFQ, with or without cause.

• Waive or decline to waive any informality and any irregularities in any proposal or responses received.

• Negotiate changes in the scope of services to be provided.

• Withhold the award of contract(s).

• Select Consultant(s) it deems to be most qualified to fulfill the needs of the City.

Consultant(s) with the lowest priced proposal(s) will not necessarily be selected, since a number of criteria other than price are important in the determination of the most acceptable proposal(s).

• Terminate the RFQ process.

The Statement of Qualifications will be evaluated on the following criteria and scored on a

100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of Firm

Qualifications of firm(s), specifically as they relate to similar projects that the Respondent is choosing to be considered for, i.e.

comprehensive parks and recreation master planning for cities of similar size and circumstances, public engagement, strategic recommendations, cost estimating, etc.

Responses provided in section 6 the Vendor

Questionnaire and Submissions will be evaluated for this criteria.

Points Based 25 (24.8% of Total)

2. Team Experience and Project Success

Project experience of similar size and scope by the firm(s) and the individuals who would be assigned to this project. Pertinent professional experience of the project manager(s) and supporting staff that will be assigned to the proposed projects shall be included. Any subconsultants should be listed along with their experience. Project references and current contact information for all references will be required.

Responses provided in section 6 the Vendor

Questionnaire and Submissions will be evaluated for this criteria.

Points Based 25 (24.8% of Total)

3. Available Resources to Complete Project

Show that the firm has capacity to facilitate the proposed project. This criterion should also show that the firm has enough resources to complete the project within the desired project schedule, including a history of on-time performance (provide references with up-to-date contact information).

Responses provided in section 6 the Vendor

Questionnaire and Submissions will be evaluated for this criteria.

Points Based 15 (14.9% of Total)

4. Project Approach

The logical sequencing and organizational methods proposed to complete the Master

Plan as well as any innovative methods or concepts outlined. Attention will be focused on a clear understanding of the City’s specific situation and needs. Methods utilized to provide excellent quality control and quality assurance as well as methods utilized to minimize unforeseen conflicts are also considered.

Responses provided in section 6 the Vendor

Questionnaire and Submissions will be evaluated for this criteria.

Points Based 25 (24.8% of Total)

5. Technical Innovation

The proposed project team and project approach should show an understanding of the local and regional context and national best practices. Creative and innovative approaches are encouraged to enhance public engagement and elevate planning outcomes.

Responses provided in section 6 the Vendor

Questionnaire and Submissions will be evaluated for this criteria.

Points Based 11 (10.9% of Total)

5. General Conditions

5.1. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this solicitation will be performed in Ellis County, Texas. Exclusive venue shall be Ellis County, Texas, and any contract awarded under this solicitation shall be governed by the laws of the State of Texas. All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code

552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Waxahachie, including affiliations and business and financial relationships such persons may have with City of Waxahachie officers. An explanation of the requirements of Chapter 176, applicable forms, and a complete text of the new law is available at: https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm to do business with the City of Waxahachie, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement. https://www.ethics.state.tx.us/filinginfo/1295/

Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the solicitation process.

Prohibition of Boycott Israel: By submission of this solicitation response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not

Boycott Israel as that term is defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this solicitation response, the

Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not Boycott Energy Companies as that term is defined in Texas

Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this solicitation response, the Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas Government Code 2274. This section only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this

Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement;

and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this soliciation for all purposes, including but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal

Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain https://www.ethics.state.tx.us/filinginfo/1295/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2271.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from the City and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the Contractor and City, and the City will not be liable for any obligation incurred by the Contractor.

5.2. Contractor Insurance Requirements

Contractors shall provide the City a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend the City, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name the

City, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance: The City reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this solicitation, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions

A. Commercial General

(Public) Liability to include coverage for:

A. Premises/Operations

B. Products/Completed

Operations

C. Independent Contractors

D. Personal Liability

E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess

Liability

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage.

City requires that insurer be rated A or higher by A.M. Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as a additional insured

3. Workers’ Comp &

Employers’ Liability

Statutory Limits

$1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by the City, the successful Contractor shall forward Certificates of Insurance to the department contact that will be managing the contract.

The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The Certificate Holder shall be the City of Waxahachie at 408

S Rogers St., Waxahachie, TX 75165.

6. Vendor Questionnaire & Submissions

6.1. Authorized Respondent’s Information

6.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

6.1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

☐ Please confirm

*Response required

6.1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

6.2. Company Information

6.2.1. Please provide your company's most recent signed W-9*

Please download the below documents, complete, and upload.

• Blank_W-9_2024.pdf

*Response required

6.2.2. Full Legal Company Name*

*Response required

6.2.3. Principal Place of Business Address*

*Response required

6.2.4. Principal Place of Business Phone Number*

*Response required

6.2.5. Company Website URL

https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/07a52eb7-fa3b-431c-bff2-4635ee633b79_Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FQ6OB2AD%2F20260430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260430T174826Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEoaCXVzLXdlc3QtMiJHMEUCIA1hz2RYhHgD8pmgh8zPe4fhWR3nw%2BKqeFYrorxTTjlxAiEAnesuZ%2FvyGW%2FQPlufM%2Fcb9pXc1Og%2B447pRx8dtDQkiBMqjAUIExACGgw4OTIzNjQ2ODc2NzIiDMjZ4Wp%2BT9Gcfy35zirpBFDEJ6VPjCHAoXKe3Bhl53aRrDEtGcT45Q8VUvDAytM4UWPUxUY59pni%2BchGNN0jOwgQ0JV9YmlrDeC4CwQdalFd5exZT11H7WNHtjG6cmXJb4vdTfogfBYM1ZQRciPAXYIag4X0J4jfUZnRX6zqvPpPMMDb%2BTYVDeWkRW7%2BKFmIzCCeoEXmCekCm7Ppzg4xBpOxo9f02ypXnBH8nFr2w%2F8nmklADEBIrPcDP5fm%2F8XdtGSYP6HKRVKGFTTHftzIe%2B9%2BUVmY9LRIF8QqC4glXMBh1gx1DnczG2Zd2o7O9j7NoMRB0oSnqCtOGt0IQwvDUiQ%2F%2FDVwv25F%2BmTFzgmGPQkEfZtnWMWjkvUkoY9dur6xWo73x3ctUudf6Vh%2FhOXF8T4u%2BgRdbtZ7k3nQQDWjb%2FFhvETvvKYrRCwdk5fmKzhnnpH3BRUfgKgOC5MRyfbjSNuPQYRJAaUlN7OT7T%2FityixqGi4UqT%2FOhsaxTIDKGNeHN8ya%2B14UEue1pEPupYv1M2nd4%2BLCP%2FQmpx8i8bkKRsWDCCakcQfe3zQO6Mcc%2BhLhtHJ1h1kZ9rHWvdkemY3nbbpnLnCgHOiaZR3MQ0yhNc1ZtDsrOnH3LR4vtuSSL4Y94WElb9jrmJGO4sUC9bR8F7wPkvjs%2F4PdPK%2BAy%2BLh3e22YVmi9Tm8yXXqAG6bE7YdnPnTe2hezXBEV7jtuKGqEOothL1zN%2BFQOvqH5C2xy5%2F3g1b2UtRjdqJc3O%2FLUyh%2FimD6cRdJMjOuVNhuliQnDidpcflanpqpmxo%2Bk%2BKS6AYunXdRu1FYpWHJ1hfgUKZSmljVMNyja%2BtMNKjzs8GOpkBa0wLbzNCbGH%2Fs%2FCVa9IgbRCSBGu6XOYSTHyi8Vc7fe8YKKLiTGE8vNl3fB%2B5SeUN1WRIO708RzBgbSfKX5h%2FSlUZwhly4ocobFNd%2FtmSBGtb7YB6cxXhTo9%2BA7xhif8b4X63oeXxECkspy2m%2BBAxTV2TE7TdLytTwFjza38lE4LXYWjAagaZ7etit3RhFw3FtCFgg71ED8cP&X-Amz-Signature=0f7401a64dc3bb1c4e0ea3c2c2ec77db0c11de88d7eae28ec3fc3518bee34081&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/e5cb081b-5538-4635-8db5-e27f194dc508_Blank_W-9_2024.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FQ6OB2AD%2F20260430%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260430T174826Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEoaCXVzLXdlc3QtMiJHMEUCIA1hz2RYhHgD8pmgh8zPe4fhWR3nw%2BKqeFYrorxTTjlxAiEAnesuZ%2FvyGW%2FQPlufM%2Fcb9pXc1Og%2B447pRx8dtDQkiBMqjAUIExACGgw4OTIzNjQ2ODc2NzIiDMjZ4Wp%2BT9Gcfy35zirpBFDEJ6VPjCHAoXKe3Bhl53aRrDEtGcT45Q8VUvDAytM4UWPUxUY59pni%2BchGNN0jOwgQ0JV9YmlrDeC4CwQdalFd5exZT11H7WNHtjG6cmXJb4vdTfogfBYM1ZQRciPAXYIag4X0J4jfUZnRX6zqvPpPMMDb%2BTYVDeWkRW7%2BKFmIzCCeoEXmCekCm7Ppzg4xBpOxo9f02ypXnBH8nFr2w%2F8nmklADEBIrPcDP5fm%2F8XdtGSYP6HKRVKGFTTHftzIe%2B9%2BUVmY9LRIF8QqC4glXMBh1gx1DnczG2Zd2o7O9j7NoMRB0oSnqCtOGt0IQwvDUiQ%2F%2FDVwv25F%2BmTFzgmGPQkEfZtnWMWjkvUkoY9dur6xWo73x3ctUudf6Vh%2FhOXF8T4u%2BgRdbtZ7k3nQQDWjb%2FFhvETvvKYrRCwdk5fmKzhnnpH3BRUfgKgOC5MRyfbjSNuPQYRJAaUlN7OT7T%2FityixqGi4UqT%2FOhsaxTIDKGNeHN8ya%2B14UEue1pEPupYv1M2nd4%2BLCP%2FQmpx8i8bkKRsWDCCakcQfe3zQO6Mcc%2BhLhtHJ1h1kZ9rHWvdkemY3nbbpnLnCgHOiaZR3MQ0yhNc1ZtDsrOnH3LR4vtuSSL4Y94WElb9jrmJGO4sUC9bR8F7wPkvjs%2F4PdPK%2BAy%2BLh3e22YVmi9Tm8yXXqAG6bE7YdnPnTe2hezXBEV7jtuKGqEOothL1zN%2BFQOvqH5C2xy5%2F3g1b2UtRjdqJc3O%2FLUyh%2FimD6cRdJMjOuVNhuliQnDidpcflanpqpmxo%2Bk%2BKS6AYunXdRu1FYpWHJ1hfgUKZSmljVMNyja%2BtMNKjzs8GOpkBa0wLbzNCbGH%2Fs%2FCVa9IgbRCSBGu6XOYSTHyi8Vc7fe8YKKLiTGE8vNl3fB%2B5SeUN1WRIO708RzBgbSfKX5h%2FSlUZwhly4ocobFNd%2FtmSBGtb7YB6cxXhTo9%2BA7xhif8b4X63oeXxECkspy2m%2BBAxTV2TE7TdLytTwFjza38lE4LXYWjAagaZ7etit3RhFw3FtCFgg71ED8cP&X-Amz-Signature=0f0ce92705158e96bcd60433dd33f247bdac425673ee636af7aa6604dc6ecceb&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Blank_W-9_2024.pdf%22&x-id=GetObject

6.2.6. Person Authorized to negotiate and sign contracts with the city (if different than the Authorized Contact Provided)

6.2.7. Number of years in business working on similar types of project?* *Response required

6.2.8. State and Date of Incorporation, Partnership, or Ownership Established?* *Response required

6.2.9. Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically Under-utilized Business (HUB)?*

☐ Yes

☐ No

*Response required

6.3. Cooperative Purchasing

6.3.1. The City of Waxahachie has established several government entity interlocal agreements. Should any of these Government Entities desire to utilize this contract, would you offer the same terms, conditions,specifications, and pricing to that entity? **

☐ Yes

☐ No

*Response required

6.4. References

Please provide three (3) references who can verify the quality of service your company provides. The City prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

6.4.1. Reference 1*

6.4.2. Reference 2*

6.4.3. Reference 3*

*Response required

6.5. Claims and Suits

6.5.1. Has your organization ever failed to complete any work awarded to your company?* ☐ Yes

☐ No

*Response required

6.5.2. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers?*

☐ Yes

☐ No

*Response required

6.5.3. Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years?

☐ Yes

☐ No

6.5.4. If you have answered "Yes" to any of the claim and suit questions, please provide supplemental information/documents here.

6.6. Proposal Submission

6.6.1. Please upload your Statement of Qualifications here*

Statement of Qualifications should include the following details:

• Available Resources and Consultant Location - Provide information on the size, location, available resources, and business history of your firm.

• Project Team Org Chart that identifies the Project Manager, as well as the role of each individual team member, including sub-consultants and/or sub-contractors.

• Project Team Experience & Qualifications - provide a statement of qualifications for each that includes credentials such as: education, professional registrations, area of expertise, and years of service in their respective field. The Firms must have a minimum of five years’ experience developing Parks and Open Space Master Plans and have a proven success with Grant Programs.

• Your firms Methodology & Approach - Provide a description of the method and approach your firm intends to utilize when developing the Parks and Recreation Master

Plan.

• Proposed Timeline - Provide a proposed preliminary schedule for the complete project.

• Provide three (3) Work Samples of your most recent projects

Submittal Guidelines:

• Limit the number of pages of the SOQ to 25 single-sided 8 ½” by 11” pages (11” x 17” sheet counts as 2 pages). A Cover Letter, tabs, and work samples, are not included in the page count, nor are the City’s required forms.

• The SOQ shall not use a font size smaller than 10-point font.

• The SOQ shall also document that the consultant can provide the necessary insurance and has no objections to the City’s terms and conditions for professional services.

• DO NOT submit any proposals or fees for this scope of work at this time