RFQ 2026-19 Impact Fee Studies.pdf

RFP 2026-19 RFQ for Roadway Impact Fee Study Update, Water and Wastewater Impact Fee Study Update and Drainage Impact Fee Study (new) Page 1 of 6

CITY OF LANCASTER

REQUEST FOR QUALIFICATIONS

(RFQ) 2026-19

ROADWAY IMPACT FEE STUDY UPDATE,

WATER AND WASTEWATER IMPACT FEE STUDY UPDATE,

AND DRAINAGE IMPACT FEE STUDY (NEW)

SCHEDULE OF ACTIVITIES

Legal Notice posted in Rambler Texas Media Saturday, October 3, 2026 Bid opens Wednesday, October 7, 2026 10:00 a.m.

Legal Notice posted in The Dallas Examiner Thursday, October 8, 2026 Legal Notice posted in Rambler Texas Media Saturday, October 10, 2026 Virtual (only) Pre-Submittal Meeting (optional)

Wednesday, October 28, 2026 10:00 a.m.

Questions Deadline Wednesday, November 4, 2026 2:00 p.m.

Bid Closes Wednesday, November 11, 2026 2:00 p.m.

Proposed Bid Evaluations week of Friday, November 13-Wednesday, November 25, 2026

RFP SHALL BE SUBMITTED ELECTRONICALLY TO:

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

PRE-SUBMITTAL MEETING:

Wednesday, October 28, 2026 at 10 a.m. Central

Link to virtual pre-submittal conference:

SUBMITTALS DUE PRIOR TO:

Wednesday, November 11, 2026, at 2 p.m. Central

RFP 2026-19 RFQ for Roadway Impact Fee Study Update, Water and Wastewater Impact Fee Study Update and Drainage Impact Fee Study (new) Page 2 of 6

Table of Contents

1. INTRODUCTION

2. SCOPE OF WORK AND GENERAL REQUIREMENTS

3. PROJECT DELIVERY REQUIREMENTS

4. PROJECT SCOPE

5. SUBMISSION REQUIREMENTS AND FORMAT

6. PROPOSAL SUBMISSION DEADLINE

7. EVALUATION AND AWARD

8. MINIMUM QUALIFICATIONS

9. SELECTION PROCESS

RFP 2026-19 RFQ for Roadway Impact Fee Study Update, Water and Wastewater Impact Fee Study Update and Drainage Impact Fee Study (new) Page 3 of 6

1. INTRODUCTION

In accordance with Texas Local Government Code Chapter 395 and Chapter 271, and Government Code Chapter 2267, the City of Lancaster (City) is soliciting Statements of Qualifications (SOQs) from professional engineering firms licensed in the State of Texas. The City seeks consulting services to update its Roadway, Water, and Wastewater Impact Fee Reports, Land Use Assumptions, Capital Improvement Plans (CIP), and Impact Fee Schedules. As part of this update, the City is also adding Drainage Impact Fees as a new component of its program.

The selected firm must demonstrate expertise in roadway, water, wastewater, and drainage engineering; impact fee development; and preparation of supporting technical documentation consistent with State of Texas statutes and regulations.

2. SCOPE OF WORK AND GENERAL REQUIREMENTS

The City requests qualifications from firms capable of completing the following:

• Updating the Roadway Impact Fee Study

• Updating the Water and Wastewater Impact Fee Study

• Creating a new Drainage Impact Fee Study

The City has recently updated its water, wastewater, and storm water master planning models.

These resources shall be utilized during analysis.

The selected firm shall perform all engineering, analytical, design, and professional services necessary to complete the required impact fee studies and associated documents.

3. PROJECT DELIVERY REQUIREMENTS

Submittals must include the following information:

Project Team & Key Personnel Provide resumes for key team members, including qualifications, experience, and roles.

Project Schedule & Staffing Capacity Demonstrate the firm’s ability to meet deadlines and add resources if required.

Experience with Similar Studies Provide three reference projects completed in Texas within the past ten years. Include contact information and identify any team members who also participated in these projects.

RFP 2026-19 RFQ for Roadway Impact Fee Study Update, Water and Wastewater Impact Fee Study Update and Drainage Impact Fee Study (new) Page 4 of 6

4. PROJECT SCOPE

The City reserves the right to reject any or all submissions and to accept the proposal determined most advantageous.

1. Proposals must demonstrate experience and competence in the following:

2. Review of existing Land Use Assumptions, Capital Improvements Plans, Impact Fee

Schedules, related ordinances, and applicable master plans

3. Updating Land Use Assumptions and CIPs for roadway, drainage, water, and wastewater systems in accordance with Texas Local Government Code 395

4. Identifying and interpreting relevant Texas legislation affecting impact fee development

5. Participating in meetings with City Engineering, Development Services, the Capital

Improvement Advisory Committee, and City Council

6. Conducting public information and outreach activities

7. Preparing updated Impact Fee Reports, Land Use Assumptions, CIPs, and draft

Ordinances

5. SUBMISSION REQUIREMENTS AND FORMAT

All submissions must be uploaded electronically through the City’s e-procurement system. Each document shall be provided as a separate attachment clearly labeled according to the attachment number below.

Failure to comply with these formatting or submission requirements will result in disqualification.

Required Attachments

Attachment 1 – Introductory Letter Include the name(s) of individuals authorized to negotiate and execute an agreement.

Attachment 2 – Project Approach & Methodology Describe your understanding of the project and outline how your firm will complete the required services.

Attachment 3 – Proposed Project Staff

1. Identify key personnel and their qualifications

2. Provide an organizational chart

3. Include State of Texas PE registration numbers and any NICET certifications

4. If proposing sub consultants, describe their roles and qualifications

5. Confirm compliance with Texas Government Code 2254 regarding selection of professional services

6. Confirm key personnel will remain assigned unless otherwise approved by the City

RFP 2026-19 RFQ for Roadway Impact Fee Study Update, Water and Wastewater Impact Fee Study Update and Drainage Impact Fee Study (new) Page 5 of 6

Attachment 4 – Firm Qualifications

1. Provide firm background, staffing capacity, and availability

2. Demonstrate past performance on similar public-sector projects

3. Include proof of licensure in Texas

4. Outline quality assurance procedures and name the person responsible for QA/QC

5. Disclose any exceptions, litigation, defaults, or financial claims involving the firm

Attachment 5 – Quality of Client Service Address the following:

1. Availability for meetings and responsiveness

2. Quality assurance and cost control procedures

3. History of minimizing change orders

4. Long-term client relationships and repeat work

Attachment 6 – Anticipated Problems & Proposed Solutions

1. Identify potential issues based on past experience and provide mitigation strategies

2. Include supporting materials such as charts, reports, photos, or relevant documentation

Attachment 7 – Payment Terms & Invoicing Requirements

1. State proposed payment terms (City standard is net 30 days)

2. Confirm understanding of invoice documentation requirements

3. Monthly invoices must include progress reports with percentage completion by task

Project Timeline

The consultant shall submit all updated reports and ordinances within one year of Notice to Proceed.

6. PROPOSAL SUBMISSION DEADLINE

All proposals must be submitted electronically by: Wednesday, November 11, 2026 at 2:00 p.m.

Late or incomplete submissions will not be accepted.

7. EVALUATION AND AWARD

Submissions will be reviewed by a Selection Committee. Proposals must provide sufficient detail for evaluation. The following criteria will be used:

Sl. Criterion Points A Contractor’s Overall Qualification 10 B Experience with similar Impact Fee Studies 10 C Project Approach 75 D Availability 5 Total 100

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This RFQ does not commit the City to award a contract or pay any proposal preparation costs.

The City may reject any or all submissions, issue additional RFQs, or award multiple contracts if in the City’s best interest.

8. MINIMUM QUALIFICATIONS

Minimum requirements for consideration:

• At least five (5) years of experience delivering roadway, water, wastewater, and drainage engineering and impact fee studies in Texas

• Demonstrated commitment to availability, integrity, and excellence in service to public agencies

Submissions lacking evidence of these minimum qualifications will be rejected as non-responsive.

9. SELECTION PROCESS

The City may select one or more firms for contract award. The City is not responsible for any costs incurred in preparing a response, including research, submittal preparation, or presentations.