RFQ Architectural Services - Municipal Complex.pdf

REQUEST FOR QUALIFICATIONS (RFQ)

ARCHITECTURAL SERVICES

WHITEHOUSE MUNICIPAL COMPLEX PROJECT – CITY HALL &

POLICE DEPARTMENT RENOVATION AND EXPANSION, NEW FIRE

STATION, AND CITY PARK IMPROVEMENTS

RFQ Schedule Summary

Newspaper Advertising

July 22, 2026 Questions Due

July 31, 2026 at 10 a.m. Statement of Qualifications Due

Week of August 10, 2026 Interviews (if necessary)

August 19, 2026 Selection Recommendation

August 24, 2026 City Council Review

This schedule is preliminary and may be modified at the discretion of the City.

Section 1: Invitation to Submit Qualifications

The City of Whitehouse, Texas (“City”), is soliciting Statements of Qualifications (SOQs) from qualified architectural firms interested in providing professional architectural services for the implementation of the Whitehouse Municipal Complex Project.

The selected firm will provide architectural design, consultant coordination, construction document preparation, bidding assistance, and construction administration services associated with:

• City Hall and Police Department Renovation and Expansion

• Construction of a New Fire Station

• City Park Improvements

Professional services will be procured in accordance with the Texas Professional Services Procurement

Act, Chapter 2254, Texas Government Code. Firms will be selected based upon demonstrated competence and qualifications. Fees will be negotiated with the highest-ranked firm after selection.

The City reserves the right to reject any or all submissions, waive informalities, request additional information, and negotiate with the firm determined to be most qualified.

Section 2: Project Background

The City of Whitehouse is a growing East Texas community committed to providing high-quality municipal services while preserving the community values and quality of life that define Whitehouse.

To support future growth and improve service delivery, the City Council has authorized development of the Whitehouse Municipal Complex Project. The project represents a strategic investment in municipal administration, public safety, and community recreation facilities.

The City intends to utilize the Construction Manager at Risk (CMAR) delivery method for this project. A

Construction Manager will be selected under a separate procurement process. The chosen Construction

Manager will provide preconstruction services, cost estimating, and constructability reviews, and will ultimately guarantee the project cost through a Guaranteed Maximum Price (GMP) contract. The selected architectural firm will be expected to work collaboratively with the CMAR throughout the design phases to ensure the project remains within budget and is constructible.

The Municipal Complex Project consists of three primary components:

A. City Hall and Police Department Renovation and Expansion

The existing City Hall facility houses municipal administration and police department operations. The City seeks to renovate and expand the facility to improve access, functionality, efficiency, security, customer service, and long-term operational capacity.

Potential project elements include:

• Administrative offices

• Customer service areas

• Council Chambers

• Conference and training space

• Police Department operations and support areas

• Technology upgrades

• Security enhancements

• Demolition of existing Council Chambers building

• Building system improvements

• Site and parking improvements

B. NEW FIRE STATION

The City intends to replace its existing fire station with a new facility designed to support current and future operational needs.

Potential project elements include:

• Apparatus bays

• Living quarters

• Administrative offices

• Training and meeting rooms

• Support spaces

• Emergency response functions

• Site circulation and parking

• Future expansion capability

• Demolition of existing facility

C. CITY PARK IMPROVEMENTS

The City seeks improvements to City Park that enhance recreation opportunities, accessibility, and community gathering spaces.

Potential project elements may include:

• Recreation amenities

• Event spaces

• Trails and pedestrian connectivity

• Landscape improvements

• Accessibility improvements

• Parking improvements

• Utility and infrastructure improvements

Section 3: Existing Planning Efforts

The City has completed a Municipal Complex Concept Plan that includes conceptual site planning, preliminary building layouts, renderings, and conceptual cost estimates.

The concept plan was developed to establish the City’s long-term vision and has been approved by the

City Council.

Respondents should understand that the concept plan is intended to serve as a foundation for project implementation. The selected architectural firm will be expected to review, refine, and advance the approved concepts while ensuring alignment with the City’s budget objectives and operational needs.

The City previously retained Halff Associates, Inc. to assist with conceptual planning associated with the

Municipal Complex Project. As part of that effort, Halff utilized Fitzpatrick Architects as a subconsultant to assist with conceptual building layouts and renderings.

The concept planning documents are available to all respondents through CivCast. All qualified firms are encouraged to submit qualifications.

Section 4: Project Budget

The City has established the following preliminary construction budgets:

• City Hall and Police Department Renovation and Expansion: $7,000,000

• New Fire Station: $5,000,000

• City Park Improvements: $1,500,000

• Total Estimated Construction Budget: $13,500,000

The preliminary construction budgets listed above include Furniture, Fixtures, and Equipment (FF&E).

Respondents should include FF&E planning and coordination within their proposed scope of services.

Respondents should note that preliminary concept estimates exceeded currently available funding levels. The selected firm will be expected to assist the City in aligning project scope, materials, systems, and implementation strategies with available budget resources while preserving the City’s core project objectives.

Experience in cost control, value engineering, and phased implementation will be an important consideration during evaluation.

Section 5: Coordination with City Consultants

The City has retained Halff Associates, Inc. as its engineering consultant. The selected architectural firm will serve as the lead design consultant and will be expected to collaborate closely with Halff throughout design and construction. Respondents should describe their approach to multidisciplinary project coordination and identify any relevant experience working with engineering consultants on municipal facility projects.

Section 6: Scope of Services

The selected architectural firm shall provide comprehensive professional architectural services for the

Whitehouse Municipal Complex Project, serving as the lead design consultant. The Architect will work collaboratively with the City, Halff Associates (engineering consultant), and the separately procured

Construction Manager at Risk (CMAR) throughout all phases of the project.

The Architect’s services shall include the following phases (or such modified or combined phases as may be mutually agreed upon during contract negotiations to best align with project needs, budget, and schedule):

Phase 1 – Project Validation and Design Initiation

• Review the approved Municipal Complex Concept Plan and all supporting documentation.

• Review and validate facility program requirements with City staff.

• Validate project assumptions and operational needs.

• Review and align with project budget objectives.

• Coordinate with City staff and Halff Associates.

• Assist the City with the CMAR procurement process, including review of CMAR qualifications, participation in interviews, and providing technical recommendations.

Phase 2 – Schematic Design

• Refine site and building layouts based on the approved concept plan.

• Develop schematic design plans, elevations, and renderings.

• Prepare updated construction cost estimates.

• Conduct design workshops with City stakeholders.

• Present schematic design recommendations to the City Council.

• Collaborate with the CMAR on constructability reviews, preliminary cost estimating, value engineering, and scheduling input. Incorporate CMAR feedback into the schematic deliverables.

Phase 3 – Design Development

• Advance the architectural design.

• Coordinate with engineering consultants on building systems.

• Complete material and system selections.

• Provide planning, selection assistance, and coordination of Furniture, Fixtures, and Equipment

(FF&E).

• Prepare updated construction cost estimates.

• Work collaboratively with the CMAR to refine cost models, implement value engineering recommendations, and respond to constructability and scheduling review comments.

Phase 4 – Construction Documents

• Prepare complete construction drawings and technical specifications.

• Coordinate permit submittals with applicable agencies.

• Prepare documents suitable for CMAR trade package procurement.

• Coordinate closely with the CMAR during finalization of documents to support GMP preparation and review.

Phase 5 – Procurement Assistance

• Assist the City and CMAR in the development of trade package documents.

• Participate in pre-bid meetings for trade packages.

• Prepare addenda as needed.

• Assist in the review and evaluation of trade contractor bids and proposals.

Phase 6 – Construction Administration

• Conduct site observations and attend construction meetings.

• Review shop drawings, submittals, and product data.

• Review pay applications and recommend payments.

• Review and process change orders.

• Provide project closeout services, including preparation of as-built drawings and warranties.

• Assist with final punch list and project acceptance.

Additional CMAR Collaboration Requirements: Throughout the project, the Architect shall maintain close coordination with the CMAR. This includes timely response to CMAR comments, participation in joint meetings and workshops, and active support of the CMAR’s preconstruction services. The Architect’s role is to integrate the CMAR’s constructability, cost, and scheduling expertise while maintaining design integrity and alignment with the City’s vision and budget.

Section 7: Statement of Qualifications Requirements

Submittals shall be organized in the following order as a single searchable PDF file with a Table of

Contents and bookmarks corresponding to each section for ease of review:

1. Attachment 1 – RFQ Response Form Complete and place Attachment 1 as the first page of the submittal.

2. Cover Letter Provide a one-page cover letter introducing the firm, expressing interest in the project, and confirming that the submittal addresses all requirements of the RFQ.

3. Firm Profile Provide a brief overview of the firm including history, size, organizational structure, primary office location, and relevant resources available to support this project.

4. Project Team and Organizational Chart Identify the proposed project team, including key personnel and their roles. Provide an organizational chart showing the team structure and reporting relationships, including subconsultants.

5. Relevant Municipal Facility Experience Describe the firm’s relevant experience with municipal facility projects similar in scope and complexity. Include project name, location, construction cost, completion date, and the firm’s specific role.

6. Public Safety Facility Experience Highlight the firm’s experience designing public safety facilities, particularly police stations, fire stations, or combined municipal/public safety buildings. Include project details and the firm’s role.

7. Parks and Recreation Experience Briefly describe the firm’s experience with parks, recreation, or site improvement projects, particularly experience coordinating with engineering consultants on landscape and recreational amenities for municipal projects.

8. Project Understanding and Implementation Approach Demonstrate the firm’s understanding of the Whitehouse Municipal Complex Project and provide a detailed approach to delivering the project using the CMAR delivery method, including collaboration with the City, Halff Associates, and the CMAR.

9. Budget Management and Cost Control Experience Describe the firm’s experience managing projects within established budgets, including specific examples of value engineering and cost control strategies used on similar projects.

10. Coordination Approach with Existing Engineering Consultant Describe the firm’s approach to multidisciplinary coordination and provide examples of successful collaboration with engineering consultants on comparable municipal projects.

11. References Provide a minimum of three (3) professional references for projects completed within the last five (5) years, including client name, contact person, phone number, email address, and a brief description of the project.

12. Required Forms Complete and include all forms listed in Section 8: Required Forms.

13. Sample Professional Services Agreement Provide a copy of your firm’s standard professional services contract template (or representative key excerpts) as an example of typical contract language you propose to use.

Section 8: Submission Instructions

Statements of Qualifications (SOQs) must be submitted electronically through the CivCast Online Bid

Platform no later than July 31 at 10 a.m. CST.

• Submissions must be uploaded as one (1) searchable PDF file (unless otherwise specified for required forms).

• The completed Attachment 1 – RFQ Response Form must be the very first page of the submitted

PDF.

• The PDF should include a Table of Contents and/or bookmarks that correspond to the sections required in Section 7.

• Hard copy, emailed, or faxed submissions will not be accepted.

• All confidential or proprietary information should be clearly marked within the submission documents, if applicable.

• In strict accordance with the Texas Professional Services Procurement Act (Tex. Gov't Code §

2254), submissions must focus entirely on demonstrated competence and qualifications. Do not include any pricing, fee schedules, or cost estimates within the submission. Inclusion of any financial or fee-based metrics will result in immediate disqualification of the firm's proposal.

• All pre-submittal questions must be submitted directly through the CivCast Q&A portal.

Evaluation:

Qualifications will be evaluated using the following criteria:

• Municipal Facility Experience – 20 Points

• Public Safety Facility Experience – 20 Points

• Qualifications of Proposed Team – 20 Points

• Budget Management and Cost Control Experience – 15 Points

• Ability to Collaborate with Existing Engineering Team – 10 Points

• Project Understanding and Approach – 10 Points

• References and Past Performance – 5 Points

• Total Possible Points – 100

Questions

All questions regarding this RFQ must be submitted in writing through the CivCast Q&A portal. Questions will be answered as they are received; however, no questions will be accepted after July 22, 2026.

Answers will be provided via the CivCast platform. Responses that result in a change to the RFQ will be issued as a formal Addendum.

Addenda

Any interpretations, corrections, changes, or official responses to questions regarding this RFQ will be made only by written addendum issued by the City. Addenda will be posted on the CivCast platform and will be available to all potential respondents.

It is the sole responsibility of each Respondent to monitor the CivCast platform for addenda and to acknowledge receipt of all addenda in their submittal (see Attachment 1 – RFQ Response Form). The City is not responsible for information obtained from any other source. Failure to acknowledge all addenda may result in disqualification.

Section 9: Selection Process

The City intends to utilize a qualifications-based selection process in accordance with Chapter 2254 of the Texas Government Code.

The City may:

• Review and rank qualifications

• Conduct interviews with selected firms

• Request supplemental information

• Negotiate with the highest-ranked firm

• Terminate negotiations and proceed to the next-ranked firm if necessary

Final selection shall be subject to approval by the Whitehouse City Council.

Section 10: Insurance Requirements

The selected firm shall maintain insurance coverage acceptable to the City, including:

• Workers Compensation

• Employer’s Liability

• Commercial General Liability

• Automobile Liability

• Professional Liability

• Umbrella Liability

Specific coverage limits will be established during contract negotiations.

Section 11: Proposed Project Schedule

This schedule is preliminary and may be modified at the discretion of the City.

• Architect Selection Notice issued to selected architectural consultant to proceed: Late August

• CMAR Procurement (separate process) Issue CMAR RFQ: September/October 2026 CMAR

Selection: November/December 2026

• Phase 1 – Project Validation and Design Initiation: September – October 2026

• Phase 2 – Schematic Design (with CMAR preconstruction input): October 2026 – January 2027

• Phase 3 – Design Development (with CMAR cost models, value engineering, and constructability reviews): January – April 2027

• Phase 4 – Construction Documents (to approximately 60-90% completion): April – July 2027

• Guaranteed Maximum Price (GMP) Negotiation and Approval with CMAR: July – August 2027

• Progressive Trade Package Bidding and Negotiations by CMAR: August 2027 – ongoing

• Phased Start of Construction (early packages possible after GMP): Fall 2027

• Construction Administration and Project Closeout: 2027 – 2029 (estimated 18–24 months total construction duration)

Notes: This schedule is tentative and provided for informational purposes only. It is expected that the selected Architect, CMAR, and Halff Associates will work collaboratively with City staff to review project phasing options (including the potential sequencing or overlapping of the City Hall renovation/expansion, new Fire Station, and City Park improvements) and to develop a detailed, realistic project timeline once all team members are under contract. The CMAR will be responsible for maintaining and updating the overall project schedule throughout preconstruction and construction.

Section 12: General Conditions

The City reserves the right to reject any or all submissions, waive informalities, request clarification of information submitted, and accept the qualifications deemed most advantageous to the City.

All costs associated with preparation of qualifications shall be borne by the respondent.

The City makes no guarantee that a contract will be awarded as a result of this solicitation.

Prohibition on Communications

Upon issuance of this RFQ, except for written inquiries submitted through the CivCast Q&A portal as outlined in the Submission Instructions, no Respondent, nor any representative of a Respondent, shall communicate with any City elected official, employee, or agent regarding this solicitation.

The City of Whitehouse, its representatives, or partners will not answer questions or otherwise discuss the content of this solicitation outside of the official written process. Respondents must rely solely on the written information and processes outlined in this RFQ.

Any unauthorized contact or attempt to influence the process may result in disqualification of the

Respondent’s submission.

Section 13: Advertisement

The City of Whitehouse is soliciting Statements of Qualifications from firms with professional qualifications and experience in providing Architectural Services (RFQ 2026-01) for the Whitehouse

Municipal Complex Project – City Hall and Police department Renovation & Expansion, New Fire Station, and City Park Improvements. Full Request for Qualifications is available at www.whitehousetx.org/bids, and the deadline for submittals is Friday, July 31 at 10 a.m.

http://www.whitehousetx.org/bids

Attachment 1: RFQ Response Form

Whitehouse Municipal Complex Project

This Statement of Qualifications constitutes an offer by the Applicant to enter into negotiations for a

Professional Services Agreement for Architectural Services for the Whitehouse Municipal Complex

Project. The Applicant attests that it has read and understands the RFQ requirements, will abide by all terms, and does not object to any of the terms and conditions listed in the RFQ.

A representative authorized to bind the Applicant must sign below.

Applicant Information

Name of Firm: ______________________________________________________________

Address: ___________________________________________________________________

City, State, Zip: ______________________________________________________________

Phone: ______________________________ Email: _________________________________

Year Established: ___________ Number of Employees: ___________

Addenda Acknowledgment The Applicant acknowledges receipt of the following Addenda (if any):

Addendum No. _____ Initials ______ Addendum No. _____ Initials ______

Addendum No. _____ Initials ______ Addendum No. _____ Initials ______

Certification I certify under penalty of perjury that the information provided in this Statement of

Qualifications is true and correct.

Authorized Signature: ________________________________________________________

Printed Name & Title: ________________________________________________________

Date: ____________________________

Attachment 2: Conflict of Interest

Attachment 3: Compliance Agreement

COMPLIANCE WITH FEDERAL AND STATE LAWS

By submitting a response to this RFQ, the Respondent certifies the following:

Certification of Eligibility The Respondent certifies that at the time of submission it is not on the Federal

Government’s list of suspended, ineligible, or debarred contractors. If placed on such list between submission and award, the Respondent will immediately notify the City.

Disclosure of Interested Parties (Form 1295) The Respondent agrees to comply with Texas Government

Code §2252.908 (H.B. 1295). The successful Respondent will provide a completed Certificate of

Interested Parties (Form 1295) within ten (10) business days of notification of award.

Boycott Israel Verification (H.B. 89) The Respondent verifies that it does not boycott Israel and will not boycott Israel during the term of any contract resulting from this RFQ.

Other Divestment Statutes (S.B. 252, etc.) The Respondent verifies that it does not conduct business with Iran, Sudan, or any known terrorist organization as defined by applicable Texas statutes.

Non-Collusion The Respondent certifies that its Statement of Qualifications is made without collusion with any other person, firm, or corporation.

Authorized Signature

Signature: _______________________________________________________________

Printed Name & Title: _____________________________________________________

Firm Name: ______________________________________________________________

Date: ________________________