RFQ 26-09

CITY OF TERRELL

201 E NASH STREET | TERRELL, TEXAS 75160

REQUEST FOR PROPOSALS

RFQ 26-09: PROFESSIONAL ENGINEERING / PLANNING SERVICES

Future Land Use Map Update – City of Terrell

Return deadline: 2:00 p.m., Thursday, June 4, 2026

Delivery Address: City of Terrell – City Hall

Municipal Development

201 E. Nash

Terrell, Texas 75160

NAME OF COMPANY SUBMITTING BID: ______________________________________

Table of Contents:

Legal Notice

SECTION 1: General Information & Offer / Acceptance

SECTION 2: Instructions & General Terms

SECTION 2.37 – Question Deadline (5:00 p.m., Friday, May 22, 2026)

SECTION 3: Special Provisions

SECTION 4: Purpose

SECTION 5: Project Overview

SECTION 6: Scope of Services

SECTION 7: Public and Stakeholder Engagement

SECTION 8: Project Goal

SECTION 9: Submittal Requirements

SECTION 10: Evaluation Criteria

Response Signature Form / Response Affidavit (submittal / signature required)

LEGAL NOTICE

ADVERTISEMENT FOR BIDDERS / SUBMITTALS

Sealed responses will be received by the Municipal Development Department, City of Terrell, at 201 E.

Nash Street, Terrell, Texas 75160, until 2:00 p.m., Thursday, June 4, 2026, for:

Submittals will be publicly opened at 2:00 p.m., Thursday, June 4, 2026, in the City Hall – Council Chambers, 201 E. Nash Street, Terrell, Texas 75160.

RFP documents are available online at https://www.cityofterrell.org/Bids.aspx or by email to rsmith@terrelltx.gov. Please reference RFQ 26-09 when requesting documents.

All submittals must be sealed, clearly labeled with the RFQ name and number, and delivered to the Municipal Development Department. Vendors are responsible for ensuring timely delivery; late submittals will be considered non-responsive and returned unopened.

The City of Terrell reserves the right to reject any or all submittals, waive informalities, and accept the submittal deemed to be in the best interest of the City. No officer or employee of the City shall have a financial interest, direct or indirect, in any contract awarded.

Delivery Address: City of Terrell – Municipal Development Department 201 E. Nash Street

Due Date / Time: 2:00 p.m., Thursday, June 4, 2026 https://www.cityofterrell.org/Bids.aspx mailto:rsmith@terrelltx.gov

REQUEST FOR PROPOSALS

RFQ 26-09: PROFESSIONAL ENGINEERING / PLANNING

SECTION 1: GENERAL INFORMATION & OFFER / ACCEPTANCE

The enclosed Request for Qualifications (RFQ) and specifications are provided to assist vendors in preparing a response for the services described.

IMPORTANT: The designated RFQ Contract Administrator is the sole point of contact for the City of Terrell (“City”) during this solicitation process. All communications regarding this RFP must be directed to rsmith@terrelltx.gov. Any oral statements or comments made by City representatives that seek to modify or interpret this RFQ are considered informal and non-binding and shall not confer any rights to the respondent. Only written addenda issued by the City shall be considered official

QUESTIONS: If clarification or additional information is required to interpret the specifications, vendors must submit written questions by email to rsmith@terrelltx.gov. deadline for questions is 5:00 p.m., Friday, May 22, 2026. All questions and answers will be shared with all vendors on record.

SUBMISSION OF RESPONSES: Sealed responses must be received by the City no later than:

DATE / TIME: 2:00 P.M., Thursday, June 4, 2026

DELIVERY / MAILING ADDRESS: City of Terrell Municipal Development Department 201 E. Nash Street Terrell, Texas 75160

ENVELOPE LABELING: RFQ 26-09

CONTRACT AWARD: Recommendations for contract negotiations are expected approximately four (4) weeks after the response opening date. The City reserves the right to award contracts in the best interest of the City. To obtain results, contact the City Secretary at 972.551.6600, 201 E. Nash Street, Terrell, Texas 75160, or by email:

citysecretary@terrelltx.gov.

SIGNATURE REQUIREMENT: Vendors must sign and date all pages containing signature lines.

Incomplete responses or responses that are unsigned or undated may be rejected as non-responsive.

mailto:rsmith@terrelltx.gov mailto:citysecretary@terrelltx.gov

SECTION 2: INSTRUCTIONS AND GENERAL TERMS

2.00 Purpose. The purpose of this Request for Qualifications (RFQ) is to solicit qualified vendors to provide professional engineering and planning services to update the City’s Future Land Use Map.

This effort will ensure the map reflects current conditions, recent annexations, and the City’s long-term vision for growth and development. This document establishes the procedures for submission, evaluation, and award of a contract for the services described herein.

2.01 Contract Term. The contract awarded under this RFQ shall be a term sufficient to complete the scope of services associated with the Future Land Use Map update. The anticipated project duration is approximately six (6) to nine (9) months from the date of Notice to Proceed, unless extended by mutual agreement of the parties. The contract shall remain in effect until all services are completed, accepted by the City, and final deliverables are received.

2.02 Right to Reject. The City of Terrell reserves the right to reject any or all responses received in response to this RFQ, to waive any informalities or minor defects in responses, and to accept the response deemed to be in the best interest of the City.

2.03 Submission Requirements. Responses must be submitted in a sealed envelope and signed by an individual authorized to legally bind the responding firm. The RFQ number and title must be clearly marked on the outside of the envelope. No other markings or detailed bid information should appear on the outside of the sealed package. Email or facsimile submissions will not be accepted.

2.04 Submission Address. All responses must include all required signature pages and documentation and be delivered to:

City of Terrell

MUNICIPAL DEVELOPMENT DEPARTMENT

201 E. Nash Street

2.05 Late Responses. Responses must be received by the City of Terrell Municipal Development Department prior to the stated deadline.

Responses received after the deadline will be considered non-responsive and will not be accepted.

The City is not responsible for delays caused by mail carriers, delivery services, or other circumstances.

2.06 Funding. Funds for payment of services are subject to annual budget approval by the Terrell City Council. Texas law prohibits the obligation of public funds beyond the fiscal year for which a budget has been approved. Continuation of this contract beyond the current fiscal year is contingent upon budget appropriation.

2.07 Alteration of Responses. Responses may not be altered or amended after the submission deadline. Any interlineation, alteration, or erasure made prior to submission must be initialed by the person signing the response.

2.08 Withdrawal of Responses. Responses may not be withdrawn or cancelled for one hundred twenty

(120) days following the submission deadline without written consent of the City.

All response terms shall remain firm and valid for this 120-day evaluation period. Upon award, pricing and service terms shall remain firm for the duration of the contract unless otherwise negotiated.

2.09 Sales Tax. The City of Terrell is exempt from Texas sales tax and federal excise tax. Vendors are responsible for reporting and paying any applicable taxes.

2.10 Contract Award. The City will review all responses for compliance with the specifications of this

RFQ. The contract will be awarded to the responsive and responsible vendor whose proposal represents the best value to the City.

In evaluating proposals, the City may consider the location of the vendor’s principal place of business as provided by Texas Local Government Code Sections 271.905 and 271.9051.

The City reserves the right to negotiate terms, scope adjustments, or additional work consistent with state law and the intent of the resulting contract.

2.11 Conflict of Interest. No public official shall have a financial interest in this contract in accordance with Texas Local Government Code Chapter 171. The City of Terrell Charter prohibits City Council members, officers, and employees from having a direct or indirect interest in the profits of any contract, work, or service for the City.

2.12 Ethics. Vendors shall not offer or accept gifts, favors, or anything of value to or from any City employee, official, or agent in connection with this procurement.

2.13 Exceptions or Substitutions. Vendors taking exception to any specifications or proposing substitutions must clearly state those exceptions in the response or by attachment.

Failure to list exceptions will indicate the vendor’s agreement to comply fully with the specifications. The City reserves the right to accept or reject any exceptions in the best interest of the City.

2.14 Addenda. Any interpretations, corrections, or changes to this RFP will be issued by written addendum. Addenda will be posted on the City of Terrell website: www.cityofterrell.org. Addenda may also be requested by email at: rsmith@terrelltx.gov. It is the vendor’s responsibility to obtain and acknowledge all addenda.

2.15 Compliance with Laws. All services provided must comply with all applicable federal, state, and local laws, ordinances, rules, and regulations.

http://www.cityofterrell.org/

2.16 Minimum Vendor Qualifications. Vendors must demonstrate responsibility and capability by showing they:

1. Possess adequate financial resources or the ability to obtain them.

2. Can comply with required service schedules.

3. Have a satisfactory record of performance.

4. Maintain a satisfactory record of business integrity and ethics.

5. Are otherwise qualified and eligible to receive an award.

The City may request additional information to evaluate vendor qualifications. Failure to respond may result in disqualification.

2.17 Required Documentation. Vendors must provide all documentation requested in this RFQ. Failure to submit required information may result in rejection of the response.

2.18 Indemnification. The Vendor shall indemnify and hold harmless the City of Terrell, its officers, agents, employees, and elected officials from any claims, damages, losses, liabilities, or expenses, including court costs and attorney fees, arising out of or resulting from the acts or omissions of the Vendor in the performance of this contract.

2.19 Wages and Taxes. The successful vendor shall be responsible for all applicable payroll taxes including Social Security, unemployment, and federal withholding taxes and shall comply with all federal and state wage laws.

2.20 Termination of Contract. This contract may be terminated by either party with thirty (30) days written notice. In the event of termination by the vendor, the vendor must provide the reason for termination in writing. The City reserves the right to award the remaining work to another qualified vendor if termination occurs.

2.21 Termination for Default. The City reserves the right to terminate the contract immediately if the vendor:

1. Fails to meet required schedules,

2. Fails to comply with contract requirements, or

3. Otherwise defaults in performance.

The City will provide written notice of default. If the default is not corrected within two (2) working days, the City may declare the vendor in default and terminate the contract. The City may pursue any remedies available at law or equity.

2.22 Notice. Written notice required by this contract shall be considered delivered when deposited in the U.S. mail in Terrell, Texas by registered or certified mail with proper postage.

2.23 Contract Administrator. The City may designate a Contract Administrator responsible for monitoring compliance, inspection of services, and coordination with the vendor.

2.24 Purchase Orders. The City will issue purchase orders to the successful vendor. The purchase order number must appear on all invoices. The City is not responsible for services performed without an authorized purchase order.

2.25 Invoices. Invoices must include:

1. Vendor name and address

2. Receiving department or delivery location

3. City purchase order number

4. Description of services performed

2.26 Payment. Payment will be made after acceptance of services and receipt of a valid invoice in accordance with the Texas Prompt Payment Act (Texas Government Code Chapter 2251).

Standard payment terms are Net 30.

2.27 Service Acceptance. All services performed under this contract are subject to approval by the City.

Services not meeting specifications must be corrected by the vendor at no additional cost to the City.

2.28 Warranty. The vendor warrants that all services will conform to the specifications and requirements of this RFQ.

2.19 Remedies. Both parties retain all rights and remedies available under the Uniform Commercial

Code and applicable law.

2.30 Applicable Law and Venue. This contract shall be governed by the laws of the State of Texas.

Venue for any legal action shall lie exclusively in Kaufman County, Texas.

2.31 Equal Employment Opportunity. The vendor shall comply with all applicable federal, state, and local nondiscrimination laws including the Civil Rights Act of 1964.

2.32 Assignment. The successful vendor may not assign or transfer this contract without prior written consent of the City.

2.33 Silence of Specifications. Where specifications are silent regarding details, standard industry best practices shall apply.

2.34 Proprietary Information. Vendors must clearly identify any proprietary information in their responses. Such information will be handled in accordance with applicable public information laws.

2.35 Best Value Evaluation. The City will award the contract based on best value as permitted by Texas law. Factors that may be considered include:

1. Reputation of the vendor

2. Quality of services

3. Ability to meet City needs

4. Past relationship with the City

5. Compliance with laws related to historically underutilized businesses

6. Other criteria identified in the RFP

2.36 Nonresident Vendors. Preference may be given to Texas resident vendors as required by Texas

Government Code Chapter 2252.

2.37 Questions. Questions regarding this RFQ must be submitted in writing by email to:

rsmith@terrelltx.gov. All questions must reference the section and page number. Questions are due no later than 5:00 p.m., Friday, May 22, 2026.

2.38 Subcontracting. The successful vendor shall not subcontract any portion of the work without prior written approval from the City.

2.39 Inclement Weather. If severe weather or unforeseen events cause the City to close on the submission date, the deadline will automatically extend to the next business day the City is open.

The City may also issue an addendum extending deadlines when necessary.

2.40 Certificate of Interested Parties (Form 1295). In accordance with Texas Government Code Section

2252.908, vendors awarded contracts must submit Form 1295 – Certificate of Interested Parties through the Texas Ethics Commission electronic filing system prior to contract execution.

Instructions are available at: https://www.ethics.state.tx.us/tec/1295-info.htm. No action is required until notification of potential award.

SECTION 3: SPECIAL PROVISIONS

3.00 Bid Security. A bid security is not required for this RFP.

3.01 Performance and Payment bonds. Contractor shall procure Payment and Maintenance Bonds as applicable and in accordance with §2253 of the Texas Government code.

Performance Bond (if applicable)

• Required for contracts exceeding $50,000 in accordance with Texas Local Government Code §262.032(b).

• Must be provided within 30 days of contract signing or purchase order issuance and prior to the commencement of work.

• Purpose: To ensure faithful performance of work according to contract terms, plans, and specifications.

Payment Bond (if applicable)

• Required for contracts exceeding $25,000 in accordance with Texas Local Government Code §2253.021.

• Must be provided within 10 days of award and before work begins.

• Purpose: Protects subcontractors and suppliers who have a direct contractual relationship with the prime contractor.

https://www.ethics.state.tx.us/tec/1295-info.htm

3.02 Minimum Insurance Requirements. Contractors performing work on City property or public right-of-way for the City of Terrell, shall provide the City a certificate of insurance evidencing the coverages and coverage provisions identified herein. Contractors shall provide the City evidence that all subcontractors performing work on the project have the same types and amounts of coverages as required herein or that the subcontractors are included under the Contractor’s policy. The City, at its own discretion, may required a certified copy of the policy.

All insurance companies and coverages must be authorized by the Texas Department of Insurance to transact business in the State of Texas and must be acceptable to the City of Terrell.

Alternative proof: Vendors without full coverage may submit current insurance documentation along with proof of the ability to obtain required coverage if awarded the contract.

The following guidelines are designed to show the most common minimum insurance requirements for standard contracts and agreement with the City. Non-standard agreements may require additional coverage and/or higher limits. Coverage Amounts required for non-standard agreements to be determined by the department and the City Manager.

General Contracts for Services. Service work, and general maintenance agreements, etc.

☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Payment and Maintenance Bond (if applicable)

Professional Services. Consultants or other professionals including: accountants, attorneys, architects, engineers, medical professionals, medical services, etc.

☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability or equivalent Errors & Omissions (appropriate to Contractor’s profession)

Construction. Building contractors for construction projects ☐ Commercial General Liability ☐ Automobile Liability ☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability (if applicable for design function) ☐ Builder’s Risk (required for new or existing property under construction) ☐ Payment and Maintenance Bond (if applicable)

Information Technology / Network Services. For the purchasing and installation of technology-related software and equipment or contracting services that support, maintain or interact with the City’s technology system.

☐ Commercial General Liability ☐ Automobile Liability

☐ Workers’ Compensation & Employer’s Liability ☐ Professional Liability (if applicable) ☐ Cyber Liability

Insurance Type Limit Provision

Commercial General Liability

$500,000 Each Occurrence $1,000,000 Aggregate

For Construction Projects:

$2,000,000 Each Occurrence $4,000,000 Aggregate

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

Automobile Liability $1,000,000 Combined Single Limit

Workers’ Compensation Texas Statutory Requirements Waiver of subrogation in favor of City

Employer’s Liability $250,000 injury – each accident $250,000 disease – each employee $500,000 disease – policy limit

Professional Liability (or equivalent Errors & Omissions coverage appropriate to the Contractor’s profession)

$1,000,000 each occurrence

Builder’s Risk (required for new or existing property under construction)

100% Value

Cyber Liability $1,000,000 Each Occurrence

• The City of Terrell, its officers, agents, employees, and elected officials must be listed as additional insured on General Liability and Automobile Liability policies.

• Policies must include a 30-day notice to the City by certified mail prior to cancellation or material change in coverage.

• Vendors must ensure coverage meets all requirements under the State of Texas Financial Responsibility Law.

Submission:

• Copies of all insurance certificates must be included with the bid.

• Within 5 business days of award, the successful vendor must provide updated certificates listing the City as certificate holder.

Breach of these provisions entitles the City to declare the contract void if not remedied within ten

(10) days of written notice.

SECTION 4: PURPOSE. The City of Terrell is seeking statements of qualification from experienced and qualified firms to provide professional engineering and planning services to update the City’s Future Land Use Map. This effort will ensure the map reflects current conditions, recent annexations, and the City’s long-term vision for growth and development.

SECTION 5: PROJECT OVERVIEW. The selected firm will work collaboratively with City staff, the Planning and Zoning Commission, and the City Council to evaluate existing land use designations and develop recommendations for future land use adjustments. The project will include a comprehensive review of newly annexed areas, development trends, infrastructure considerations, and anticipated growth patterns.

SECTION 6: SCOPE OF SERVICES. Services to be provided include, but are not limited to:

• Review and analysis of the current Future Land Use Map and supporting planning documents;

• Assessment of recently annexed properties and surrounding areas to determine appropriate land use designations;

• Evaluation of growth trends, market conditions, infrastructure capacity, and development constraints;

• Coordination with City staff through the project to ensure alignment with community goals and policies;

• Facilitation of workshop sessions with staff, the Planning and Zoning Commission, and the City

Council to gather input and discuss potential land use scenarios;

• Preparation and presentation of draft recommendations for future land use adjustments;

• Incorporation of feedback from stakeholders into a final Future Land Use Map;

• Delivery of final map products and supporting documentation suitable for adoption and future implementation.

SECTION 7: PUBLIC AND STAKEHOLDER ENGAGEMENT. The selected firm will assist in conducting workshop sessions and presentations to the Planning and Zoning Commission and City Council, ensuring transparency, collaboration, and informed decision-making throughout the process.

SECTION 8: PROJECT GOAL. The goal of this project is to produce an updated Future Land Use Map that accurately reflects current conditions, integrates newly annexed areas, and provides a strategic framework to guide sustainable growth and development within the City of Terrell.

SECTION 9: SUBMITTAL REQUIREMENTS. Firms interested in providing the requested services shall submit a complete Statement of Qualifications (SOQ) in accordance with the following requirements:

• One (1) original hard copy, clearly marked “Original”

• Five (5) copies of the SOQ

• One (1) electronic copy in PDF format on a USB flash drive

Submittals shall be sealed and clearly labeled on the outside with “RFQ 26-09 – Professional Engineering / Planning Services – Future Land Use Map Update”

SOQs should be concise, well-organized, and include, at a minimum the following information:

1. Cover letter – a brief letter introducing the firm, signed by an authorized representative;

2. Firm Profile and Experience – overview of the firm, including relevant experience with similar projects, particularly for municipalities of similar size and complexity;

3. Project Understanding and Approach – description of the firm’s understanding of the project and proposed methodology for completing the scope of services;

4. Project Team – identification of key personnel, their roles, and relevant experience;

5. Relevant Project Experience – descriptions of similar projects completed, including client name, project scope, and outcomes;

6. References – at least three (3) references from recent clients for similar work;

7. Proposed Schedule – estimated timeline for completion of the project;

8. Additional Information – any other information the firm believes would assist the City in evaluating qualifications.

Submittals received after the stated deadline will not be considered. The City reserves the right to reject any or all submittals and to waive formalities as deemed in the best interest of the City.

SECTION 10: EVALUATION CRITERIA. Statements of Qualifications will be evaluated based on the following criteria. The City reserves the right to select the firm that best meets the overall needs of the project.

1. Firm Experience and Qualifications (25%) – demonstrated experience in preparing or updating future land use maps, comprehensive plans, and similar planning studies for municipalities of comparable size and complexity. Experience with growth management, annexation planning, and development trends is preferred.

2. Project Understanding and Approach (20%) – demonstrated understanding of the City’s needs, including recent annexations and anticipated growth. Clarity, quality, and feasibility of the proposed approach to evaluating and updating the Future Land Use Map.

3. Project Team and Key Personnel (20%) – Qualifications, experience, and availability of key personnel assigned to the project, including project manager and supporting staff.

Experience working with public sector clients and facilitating stakeholder engagement is highly desirable.

4. Public Engagement and Facilitation Experience (15%) – demonstrated ability to effectively lead workshops and engage with City staff, Planning and Zoning Commission, City Council, and other stakeholders. Experience presenting complex planning concepts in a clear and accessible manner.

5. Past Performance and References (10%) – quality of work and performance on similar projects, including adherence to schedules and budgets. References from previous municipal clients.

6. Project Schedule and Responsiveness (5%) – Ability to complete the project within the desired timeframe and responsiveness to City needs throughout the process.

7. Local / Regional Experience (5%) – familiarity with North Texas planning practices, regulatory environmental, and regional growth trends.

RFQ 26-09: PROFESSIONAL ENGINEERING SERVICES

FUTURE LAND USE MAP UPDATE – CITY OF TERRELL

SUBMITTAL SIGNATURE FORM | RESPONSE AFFIDAVIT

The undersigned agrees this response becomes the property of City of Terrell after the official opening.

The undersigned affirms he has familiarized himself with the local conditions under which the work is to be performed; satisfied himself / herself of the matters which may be incidental to the services, before submitting a response.

The undersigned agrees, if this response is accepted, to furnish any and all services offered, upon the terms and conditions contained in the Specifications. The period for acceptance of this response will be one-hundred-twenty

(120) calendar days unless a different period is noted by the vendor.

The undersigned affirms that they are duly authorized to execute this response, that this response has not been prepared in collusion with any other Vendor, nor any employee of City of Terrell, and that the contents of this response have not been communicated to any other vendor or to any employee of City of Terrell prior to the official opening of this SOQ.

Vendor hereby assigns to City any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United State, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tx. Bus. & Com. Code, Section 15.01, et seq.

The undersigned affirms that they have read and do understand the specifications and any attachments contained in this RFQ package. Failure to sign and return this form will result in the rejection of the entire response.

Signature: ___________________________________________________________________________________

Company Name:

Address:

City, State, Zip:

Phone

Office: Fax:

Cell: Email:

Printed Name:

Job Title: