REQUEST FOR QUALIFICATIONS

FOR

ISSUE DATE:

RESPONSES DUE:

PRIOR TO:

eResponse ONLY: Austin Finance Online (financeonline.austintexas.gov)

AFS,CENTRAL PROCUREMENT,

CAPITAL PROCUREMENT DIVISION

ATTN:

https://financeonline.austintexas.gov/afo/finance/

TABLE OF CONTENTS

Solicitation Number: CLMP392 Project Name: STAFF AUGMENTATION FOR BUILDING AND SITE PLAN REVIEW AND

INSPECTIONS

Rev. Date 10/23/2023 Table of Contents Page 1 of 1

REQUIREMENTS AND GENERAL INFORMATION

Request for Qualifications

Instructions to Consultants

Scope of Services

Evaluation Criteria

MBE/WBE PROCUREMENT PROGRAM PACKET

MBE/WBE Compliance Plan Appendix A MBE / WBE Subconsultant Availability List Appendix B

MBE / WBE Address Labels of Subconsultants Appendix C

PROPOSAL FORMS

Form 1 – Prime Firm General Information

Form 2 – Non-Collusion, Non-Conflict of Interest and Anti-Lobbying

Form 3a – Prime Firm’s EEO Program

Form 3b – Title VI Assurances Appendix A

Form 3c – Title VI Assurances Appendix E

Form 4 – Consultant Availability

Form 5 – Experience of Project Manager

Form 6 – Experience of Project Professional

Form 8 – Prime Firm’s Comparable Project Experience

Form 9 – Major Scopes of Work – Comparable Project Experience

Form 00830WT – Wage Rates and Payroll Reporting

CONTRACT GENERAL CONDITIONS

The professional services General Conditions for Stand-Alone and Multi-Vendor contracts can be obtained at the following websites:

Capital Procurement Resources | AustinTexas.gov Standalone General Conditions_.pdf

Capital Procurement Resources | AustinTexas.gov Rotation_List_General_Conditions (3).docx https://www.austintexas.gov/page/capital-procurement-resources#StandAloneProfessionalServiceContractDocuments https://www.austintexas.gov/page/capital-procurement-resources#RotationListContractDocuments

Project Name: STAFF AUGMENTATION FOR BUILDING AND SITE PLAN

REVIEW AND INSPECTIONS

Rev 09/27/2023 REQUEST FOR QUALIFICATIONS Page 1 of 3

The following is a summary of information for this Solicitation. The Consultant is cautioned to refer to other sections of this Request for Qualifications (RFQ) packet for further details.

The City of Austin, is requesting Statements of Qualifications (SOQs) for the selection of professional services for the above-noted project.

All submittals must be submitted electronically (see Attachment 1 Submitting Offers Using eResponse).

ALL SUBMITTALS ARE DUE ON: Thursday, March 12, 2026 PRIOR TO 2:00 PM/ CST ATTENTION: Antonia Casarez

ALL SUBMITTALS NOT RECEIVED PRIOR TO THE DATE AND TIME SET FORTH ABOVE WILL NOT

BE ACCEPTED FOR CONSIDERATION. The time of record for those electronically submitted is the time received in Austin Finance Online. The qualification statement evaluation criteria for this project are included in this packet for your information. The selection process for this project is anticipated to be complete for City Council action in May 2026. Contract execution is anticipated for June 2026.

All prime firms and subconsultants must be registered to do business with the Owner prior to the contract award. Prime firms are responsible for ensuring that their subconsultants are registered as vendors with the City of Austin. You may register through the Owner’s on-line Vendor Registration system. Log on to the following link and follow the directions:

https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17

All City procurements are subject to the City's Minority-Owned and Women-Owned Business Enterprise Procurement Program (Chapter 2-9-B of the MBE/WBE Ordinance, revised June 15, 2006). The program provides Minority-Owned and Women-Owned Business Enterprises (MBEs/WBEs) opportunity to participate in all City contracts. Information on achieving the MBE/WBE participation goals or documenting good faith efforts to achieve the goals is contained in the MBE/WBE Procurement Program Package included in this RFQ packet. Entities submitting statements of qualifications are required to complete and return the MBE/WBE Compliance Plan with their response.

The selected consultant will be required to execute a standard City of Austin professional services agreement. Prior to contract execution, the selected firm must submit either their existing or an updated personnel policy (on letterhead) documenting conformity with City Code, 5-4, § 5-4-2, or this non-discrimination and non-retaliation policy, which has been adopted by https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17

Rev 09/27/2023 REQUEST FOR QUALIFICATIONS Page 2 of 3 the consultant for all purposes may be considered the consultant’s non-discrimination and non-retaliation policy without the requirement of a separate submittal.

The selected consultant shall carry insurance in the following types and amounts for the duration of the Agreement, and furnish certificates of insurance along with copies of policy declaration pages and policy endorsements as evidence thereof:

• Workers' Compensation and Employers' Liability Insurance with coverage consistent with statutory benefits outlined in the Texas Workers' Compensation Act (Section 401). The minimum policy limits for Employers' Liability Insurance are $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. The firm's policy shall apply to the State of Texas and include these endorsements in favor of the City of Austin:

(a) Waiver of Subrogation, form WC 420304.

(b) 30 day Notice of Cancellation, form WC 420601.

• Commercial General Liability Insurance with a minimum combined bodily injury and property damage per occurrence limit of $500,000 for coverage A & B. The policy shall contain the following provisions:

(a) Contractual liability coverage for liability assumed under the Agreement and all contracts relative to this project.

(b) Products/Completed Operations Liability for the duration of the warranty period.

(c) If the project involves digging or drilling, Explosion, Collapse, and Underground (XCU) coverage

(d) Independent Contractors coverage (Contractors/ Subcontractors work).

The policy shall contain the following endorsements in favor of the City of Austin:

(a) Waiver of Subrogation, endorsement CG 2404.

(b) 30 day Notice of Cancellation, endorsement CG 0205.

(c) Additional Insured, endorsement CG 2010.

• Business Automobile Liability Insurance for all owned, non-owned and hired vehicles with a minimum combined single limit of $500,000 per occurrence for bodily injury and property damage. Alternate acceptable limits are $250,000 bodily injury per person, $500,000 bodily injury per occurrence and at least $100,000 property damage liability per accident. The policy shall contain the following endorsements in favor of the City of Austin:

(a) Waiver of Subrogation, endorsement CA 0444.

(b) 30 day Notice of Cancellation, endorsement CA 0244.

(c) Additional Insured, endorsement CA 2048.

• Professional Liability Insurance with a minimum limit of $ 1,000,000.00 per claim and in aggregate to pay on behalf of the assured all sums which the assured shall become legally obligated to pay as damages by reason of any negligent act, error, or omission committed or alleged to have been committed with respect to estimates, schedules, analyses, reports, surveys, designs or specifications prepared or alleged to have been prepared by the assured.

Coverage, including any renewals, shall have a retroactive date coincident with or prior to the date of the Agreement. The consultant shall provide the City of Austin annually with a

Rev 09/27/2023 REQUEST FOR QUALIFICATIONS Page 3 of 3 certificate of insurance as evidence of such insurance. The policy shall provide for 30 day notice of cancellation in favor of the City of Austin. The consultant shall provide a discovery period on professional liability policies that is commensurate with the warranty period of the project.

Should you have any questions concerning the information included in this RFQ, please attend a pre-response meeting on Thursday, February 19, 2026 at 10:00 AM/CST. The purpose of the meeting will be to respond to consultants’ questions about the project and the procurement process. Attendance at the meeting is not required; however, meeting minutes will not be issued.

CLMP392 -ADS Staff Aug Pre-Response | Meeting-Join | Microsoft Teams

Phone +1 512-831-7858,,541534327# United States, Austin Conference ID: 541 534 327

Thank you for your interest in this RFQ, for more information about this solicitation or others issued by this office, please visit us at:

https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17

To obtain the complete RFQ packet, look for CLMP392 ADS Staff Augmentation for Building and Site Plan Review And Inspection under open solicitations and view the attachments.

AUTHORIZED CONTACT PERSONS

Procurement Specialist IV: Antonia Casarez

Telephone: 512-978-0752

Email: Antonia.Casarez@austintexas.gov

MBE/WBE Business Development Counselor: Lisa Barney

Telephone: 512-974-8046

Email: Lisa.Barney@austintexas.gov

Project Manager: Natasha Jackson

Telephone: 512-974-1248

Email: Natasha.Jackson@austintexas.gov

END

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How to Submit Offers Online eResponse Instructions Revised: 6/9/2023 eResponse Instructions Page 1

Submitting Offers online using eResponse. (Only available for IFB, RFP and RFQS Solicitations)

Internet Explorer is not supported – please use Chrome, Edge, or Firefox

1. Create an eResponse. Find the Solicitation you wish to respond to in Austin Finance Online (AFO), located at:

https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitations.cfm. If the Solicitation includes the “eResponse” function, it will have a “My Response” section in the Solicitation’s Detail page. Click on “Create Response” to start an eResponse (Fig. 1).

(Fig. 1)

a. To create, edit, or submit an eResponse, you must be logged in to your vendor account as the primary contact.

You are eligible to submit an eResponse after creating a user account and providing the business information of your organization. If selected for award, you must complete and submit your registration for approval.

Register Here: https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17

If you are not the primary contact of your account, the Create Response button will not appear after you have logged

in. Please contact Vendor Registration for assistance at vendor@austintexas.gov, and inform them that you are unable to submit an eResponse. Vendor Help Phone: 512-974-2467

b. If you click on “Create Response” but you have not yet logged into AFO, the system will redirect you to a login screen (Fig. 2). Once you have logged into AFO, the system will take you back to the Solicitation.

https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitations.cfm mailto:vendor@austintexas.gov eResponse Instructions Page 2

(Fig. 2)

c. Once you click “Create Response”, you will now see a Response ID, Vendor Name, the date, and time that you created your eResponse, the date and time you last revised your eResponse and the status of your eResponse, which should be “DRAFT” initially. The field at the top of the section will be shaded red and will list the types of documents that are required to submit your eResponse. Please refer to the solicitation instructions for a list of all required documents for that solicitation. If you make a mistake or attempt to add an unsupported file, an error message will appear in this red field (Fig. 3).

(Fig. 3) eResponse Instructions Page 3

2. Adding Files to Your eResponse. To upload files to your eResponse, click on the blue “+ Add Files” button (Fig. 4).

(Fig. 4)

a. After clicking the “+ Add Files” button, a pop-up window will open displaying files on your computer (Fig. 5).

(Fig. 5) eResponse Instructions Page 4

b. Navigate on your computer to where your files are located. Select the file or files you wish to upload and click “Open”. The blue indicator bar moving from left to right will show your file being uploaded. The blue box will indicate how many files you have uploaded and remind you that you can only upload 25 files. (Fig. 6)

(Fig. 6)

c. Repeat this step to add additional files to your eResponse.

3. File Types Accepted. The eResponse functionality in AFO accepts the following electronic file types (Fig. 7). Please note that your Price Offer cannot be in a .ZIP file format. It is recommended that your Price Offer be in a .XLS or .XLSX file format.

.PDF .DOC .DOCX

.TXT .ZIP .XLS

.XLSX

a. Only use numbers, letters, underscore, period, spaces, and hyphens in your file names. No special characters.

A warning message will display in the red notice box and the file will not be accepted.

(Fig. 7) eResponse Instructions Page 5

4. Number and Size of Files Allowable. AFO accepts no more than twenty-five (25) files in an eResponse. eResponse will not accept a single file greater than 40 MB.

5. eResponse Only Accepts One Submission per Vendor per Solicitation. If alternate offers are being accepted, you will need to submit those along with your primary submission. Alternates can be multiple pages in a single “Price Offer” file or uploaded as a separate document by selecting “Other” from the drop down.

6. Identify Your Files. As you add files, you will see a dropdown menu to the right of the Filename, under “Type”. Use this dropdown menu to select the appropriate type of file. (Fig. 8).

a. For Invitations for Bids (IFB), the following files must be included:

i. Select the “Offer and Certifications” type for the file which contains your signed Offer Sheet and all the certifications in that attachment which require completion and signature. You can only identify one (1) file as your “Offer and Certifications.”

ii. Select “Price Offer” type to identify your price submission. You can only identify one (1) file as your

“Price Offer.” *Please note, this submission becomes publicly available on the Closed Solicitations page of Austin Finance Online once solicitations have been opened. Any documents that are not related to your price submission should not be included in the same document file as your “Price Offer”. For this reason, your Price Offer cannot be in a .ZIP file format. It is recommended that your Price Offer be in a .XLS or .XLSX file format. Please provide all non-price related documents in a separate upload from your “Price Offer” and categorize it appropriately. The City of Austin is not responsible for the inadvertent release of any proprietary information included in a Price Offer document.

iii. If required, select “Compliance Plan” type to identify the file that includes your compliance plan. You can identify multiple files as “Compliance Plan” types.

iv. Select the “Technical Offer” type for any files that contain any information required to be submitted other than the Offer and Certifications and Price Sheet. You can identify multiple files as “Technical Offer” types.

v. You will not be able to submit your eResponse if you have not identified at least one file as “Offer and Certification” and another as “Price Offer”. Once you do, the red warning bar across the top of the My eResponse section will turn blue and read “Your eResponse is ready for submission”.

b. For Requests for Proposals (RFP), the following files must be included:

i. Select the “Offer and Certifications” type for the file which contains your signed Offer Sheet and all the certifications in that attachment which require completion and signature. You can only identify one (1)

ii. Select “Price Offer” type to identify the file that includes your price submission. You can only identify one (1) file as your “Price Offer.” Your Price Offer cannot be in a .ZIP file format. It is recommended that your Price Offer be in a .XLS or .XLSX file format. The City of Austin is not responsible for the inadvertent release of any proprietary information included in a Price Offer document.

eResponse Instructions Page 6

iii. If required, select “Compliance Plan” type to identify the file that includes your compliance plan. You

iv. Select the “Technical Offer” type for any files that contain any information required as part of the proposal submittal requirements in the instructions section. You can identify multiple files as “Technical Offer” types.

v. You will not be able to submit your eResponse if you have not identified at least one file as “Offer and

Certification” and another as “Price Offer”. Once you do, the red warning bar across the top of the My eResponse section will turn blue and read “Your eResponse is ready for submission”.

c. For Requests for Qualifications Statements (RFQS), the following files must be included:

i. Select the “Offer and Certifications” type for the file which contains your signed Offer Sheet and all the certifications in that attachment which require completion and signature. You can only identify one (1)

ii. If required, select “Compliance Plan” type to identify the file that includes your compliance plan. You

iii. Select the “Technical Offer” type for any files that contain any information required as part of the qualification’s submittal requirements in the instructions section. You can identify multiple files as “Technical Offer” types.

iv. You will not be able to submit your eResponse if you have not identified at least one file as “Offer and

Certification”. Once you do, the red warning bar across the top of the My eResponse section will turn blue and read “Your eResponse is ready for submission”.

(Fig. 8) eResponse Instructions Page 7

7. Submitting your eResponse. Once you have uploaded and identified the types of all the files you need to for your eResponse, click the Authorized representative certification button (Fig. 9). A popup window will appear (Fig 10).

(Fig. 9)

(Fig. 10) eResponse Instructions Page 8

a. After you certify your submission, click the Submit eResponse button, the field at the top of the section will turn green and it will display your unique eResponse submission number and the date and time your eResponse was submitted. This field will also display two links to the “My eResponse page” and to a PDF copy of your submission receipt (Fig.11). An automated confirmation email will be sent to you with your eResponse information (Fig. 12).

eResponse Instructions Page 9

(Fig. 11)

(Fig. 12)

a. You can return to the Solicitation or your eResponse through the Response History page, or by navigating directly to the solicitation through the Open Solicitations page in AFO. When you return to eResponse Instructions Page 10 the Solicitation, you will notice that your Status (upper right corner of the My eResponse section) will say “SUBMITTED”. Your Last Revised date and time will update to the date and time you clicked on the “Submit” button.

i. If you start an eResponse and don’t click “Submit eResponse”, your eResponse will stay in “DRAFT” status. Before the Solicitation’s Due Date and Time, you can navigate back to your draft eResponse and submit it.

ii. eResponses that are still in “DRAFT” status at the Solicitation’s Due Date and Time will not be received by the City.

b. Withdrawing or changing an eResponse after it has been submitted. Prior to the Solicitation’s Due Date and Time, you may withdraw or modify your eResponse. Click on the “Edit/Withdraw eResponse” button (Fig. 13). A pop-up window will appear listing your eResponse ID number and asking if you are sure you want to move your eResponse back to draft. You may select “Yes / Withdraw” to move your eResponse back to draft, or “No / Cancel” to leave your eResponse submitted (Fig. 14).

(Fig. 13) eResponse Instructions Page 11

(Fig. 14)

a. If you select “Yes / Withdraw”, then you will receive an automated confirmand email indicating that your eResponse will not be considered until it has been submitted (Fig. 15).

(Fig. 15) eResponse Instructions Page 12

b. While your eResponse is in draft, you can add files, delete individual files or delete the entire eResponse.

i. To delete the entire eResponse, click the red “Delete eResponse” button at the bottom of the “My eResponse” section. A pop-up window will appear listing your eResponse ID number and asking if you are sure you want to delete. You may select “Cancel” to leave your eResponse in draft, or “Delete” to delete your eResponse permanently (Fig. 16).

(Fig. 16)

ii. To delete individual files within an eResponse, click the red circle with the white “X” to the left of the file you wish to delete (Fig. 17).

eResponse Instructions Page 13

(Fig. 17)

c. Response History Page. You can access your “Response History” page anytime from User Dashboard. Click on your username in the upper right corner of AFO. A pop-up window will appear.

Click on “Home”. From this page, select “Response History” from the menu on the left. You can see the eResponse ID; Solicitation Number; Solicitation Description; Last Revised date; Close Date and;

Status of each solicitation for which you have created an eResponse. By clicking on the link in the solicitation number you can return to the Solicitation Details page and, if the solicitation has not closed, make edits to your eResponse (Fig. 18).

(Fig. 18)

d. Bid Opening – Closed Solicitation Page. The “Closed Solicitation” page serves as the bid opening for all eResponse Submissions. Vendors who submit through eResponse will not hear their name called eResponse Instructions Page 14 during the Purchasing Office’s live bid opening webcast. Instead, they should navigate to the “Closed Solicitations” page to see a list of vendors who responded. The “Closed Solicitations” page is accessible through the Procurement dropdown of the AFO menu bar (Fig. 19).

(Fig. 19)

e. A list of responding vendors will be visible on the “Closed Solicitation” page approximately one hour after the solicitation closes. For IFB solicitations, the Price Offer documents for each vendor will also be visible (Fig. 20).

(Fig. 20)

For assistance with the eResponse system please call 512-974-2467 or email Vendor@austintexas.gov mailto:Vendor@austintexas.gov

INSTRUCTIONS TO CONSULTANTS

Project Name: STAFF AUGMENTATION FOR BUILDING AND SITE PLAN

REVIEW AND INSPECTIONS

I. Preparation of Response

a. Request for Qualifications (RFQ) Response Forms. Enclosed are the RFQ response forms which are to be completed and returned as part of your firm's response. Please use the enclosed forms and organize your response in the order in which the forms are presented in the Table of Contents. RFQ solicitation forms may be recreated as long as the content from the Solicitation document(s) are included in the recreated form(s), with the exception of the MBE/WBE Procurement Program Package forms. Appendices A, B & C contained in the MBE/WBE Procurement Program Package must be used and submitted in Consultant’s offer.

b. Statement of Qualifications (SOQ):

Proposals must be submitted electronically in Austin Finance Online. Refer to attached “eResponse, Attachment 1 Submitting Proposals in Austin Finance Online”.

Wherever used, "page" refers to single-sided, single-spaced, 10 point minimum font on 8 ½ x 11 inch pages.

Responses sent to the City of Austin are subject to disclosure pursuant to the Public Information Act, Government Code, Chapter 552.

b. Disclosure of Proprietary Information. All materials submitted to OWNER become public property and are subject to the Texas Public Information Act, Government Code Chapter 552, upon receipt. If Consultant does not desire proprietary information in the Proposal to be disclosed, each page must be identified and marked proprietary at time of submittal.

OWNER will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request.

c. Further Information. Information may be secured by contacting the authorized contact persons listed in the RFQ. Persons desiring further information or interpretation of the solicitation requirements shall make a written request for such information to OWNER no later than seven (7) working days before submittal due date and time. Interpretation of Solicitation Documents will be made by Addendum or Clarification and a copy of each document will be emailed to each person to whom has obtained a RFQ packet. The addendum or clarification will also be available through the City’s Vendor Connection.

Rev. Date 10/23/2023 INSTRUCTIONS TO CONSULTANTS Page 1 of 10 http://www.austintexas.gov/sites/default/files/files/Capital%20Contracting/Solicitation%20ATTACHMENT%20No.%201.%20Submitting%20Bids%20in%20Austin%20Finance%20Online%20Updated%20032320.docx

Rev. Date 10/23/2023 - INSTRUCTIONS TO CONSULTANTS Page 2 of 10

References to Purchasing Officer in these instructions are referring to the City’s Chief Procurement Officer.

d. Anti-Lobbying and Procurement. Article 6, Chapter 2-7, City Code, repealed and replaced effective on June 25, 2018, prohibits lobbying activities or representations by respondents or offerors during the No Lobbying Period as defined in the Ordinance. The text of the City Ordinance is posted on the Internet at:

https://assets.austintexas.gov/purchase/downloads/New_ALO_Ordinance_No_2018061 4-056.pdf

1. FINDINGS; PURPOSE.

(A) The council finds that persons who enter a competitive process for a city contract voluntarily agree to abide by the terms of the competitive process, including the provisions of this article.

(B) The council finds that it is in the City's interest:

(i) to provide the most fair, equitable, and competitive process possible for selection among potential vendors in order to acquire the best and most competitive goods and services; and

(ii) to further compliance with State law procurement requirements.

(C) The council intends that:

(i) each response is considered on the same basis as all others; and

(ii) respondents have equal access to information regarding a solicitation, and the same opportunity to present information regarding the solicitation for consideration by the City.

2. APPLICABILITY.

(A) This article applies to all solicitations except:

(i) City social service funding;

(ii) City cultural arts funding;

(iii) federal, state or City block grant funding;

(iv) the sale or rental of real property;

(v) interlocal contracts or agreements; and

(vi) solicitations specifically exempted from this article by council.

(B) Absent an affirmative determination by the council, the purchasing officer has the discretion to apply this article to any other competitive process.

(C) City Code Section 1-1-99 (Offenses; General Penalty) does not apply to this article.

3. DEFINITIONS.

In this article:

(A) AGENT means a person authorized by a respondent to act for or in place of the respondent in order to communicate on behalf of that respondent. Each of the following is presumed to be an agent:

https://assets.austintexas.gov/purchase/downloads/New_ALO_Ordinance_No_20180614-056.pdf https://assets.austintexas.gov/purchase/downloads/New_ALO_Ordinance_No_20180614-056.pdf

Rev. Date 10/23/2023 - INSTRUCTIONS TO CONSULTANTS Page 3 of 10

(i) a current full-time or part-time employee, owner, director, officer, member, or manager of a respondent;

(ii) a person related within the first degree of consanguinity or affinity to a current fulltime or part-time employee, owner, director, officer, member, or manager of a respondent;

(iii) a person related within the first degree of consanguinity or affinity to the respondent, if a respondent is an individual person; and Section 0200 V2, Solicitation Instructions 4 Rev. 06-26-2018

(iv) a lobbyist, attorney, or other legal representative of the respondent that has been retained by the respondent with respect to the subject matter of either the solicitation or the respondent’s response to the solicitation.

(B) AUTHORIZED CONTACT PERSON means a City employee designated in a City solicitation as the point of contact for all purposes for that solicitation.

(C) CITY EMPLOYEE is defined in Section 2-7-2 (Definitions), and further includes an independent contractor hired by the City with respect to the solicitation.

(D) CITY OFFICIAL is defined in Section 2-7-2 (Definitions).

(E) NO-LOBBYING PERIOD means the period of time beginning at the date and time a solicitation is published and continuing through the earliest of the following:

(i) the date the last contract resulting from the solicitation is signed;

(ii) 60 days following council authorization of the last contract resulting from the solicitation; or

(iii) cancellation of the solicitation by the City

(F) PURCHASING OFFICER means the City employee authorized to carry out the purchasing and procurement functions and authority of the City.

(G) RESPONSE means a submission in reply to a solicitation.

(H) RESPONDENT means a person or entity that has timely submitted or subsequently timely submits a response to a City solicitation, even if that person subsequently withdraws its response or has been disqualified by the City for any reason. Respondent includes:

(i) a subsidiary or parent of a respondent;

(ii) a joint enterprise, joint venture, or partnership with an interest in a response and in which a respondent is a member or is otherwise involved, including any partner in such joint enterprise, joint venture, or partnership; and

(iii) a subcontractor to a respondent in connection with that respondent's response.

(I) SOLICITATION means an opportunity to compete to conduct business with the City that requires council approval under City Charter Article VII Section 15 (Purchase Procedure), and includes, without limitation:

(i) an invitation for bids;

(ii) a request for proposals;

(iii) a request for qualifications;

Rev. Date 10/23/2023 - INSTRUCTIONS TO CONSULTANTS Page 4 of 10

(iv) a notice of funding availability; and

(v) any other competitive solicitation process for which the purchasing officer, in the purchasing officer’s sole discretion, affirmatively determines this article should apply in accordance with Section 2-B.

4. RESTRICTION ON LOBBYING.

Subject to the exclusions in Section 5 (Permitted Communications), during a no-lobbying period,

(A) a respondent or an agent shall not communicate directly with a City official or a City employee, or both in order to:

(i) provide substantive information about any respondent or response with respect to the solicitation to which the communication relates;

(ii) encourage the City to reject one or more of the responses to the solicitation to which the communication relates;

(iii) convey a complaint about the solicitation to which the communication relates; or

(iv) ask any City official or City employee to favor or oppose, recommend or not recommend, vote for or against, consider or not consider, or take action or refrain from taking action on any vote, decision, or agenda item regarding the solicitation to which the communication relates.

(B) a City official shall not contact or communicate with a respondent regarding a response or the solicitation to which the no-lobbying period applies;

(C) a City employee, other than the authorized contact person, shall not contact or communicate with a respondent regarding a response or the solicitation to which the no-lobbying period applies.

5. PERMITTED COMMUNICATIONS.

The following communications are permitted under this article at any time:

(A) any communication between a respondent or agent and any authorized contact person, including, without limitation and in accordance with regulation, any complaint concerning the solicitation;

(B) any communication between a respondent or agent and any person to the extent the communication relates solely to an existing contract between a respondent and the City, even when the scope, products, or services of the current contract are the same or similar to those contained in an active solicitation;

(C) any communication between a respondent or an agent and a City employee to the extent the communication relates solely to a non-substantive, procedural matter related to a response or solicitation;

(D) any communication required by or made during the course of a formal protest hearing related to a solicitation;

(E) any communication between a respondent or an agent and the City’s Small & Minority Business Resources Department, that solely relates to compliance with

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Chapters 2-9A through 2-9D (Minority-Owned and Women-Owned Business Enterprise Procurement Program) of the City Code;

(F) any communication between an attorney representing a respondent and an attorney authorized to represent the City, to the extent the communication is permitted by the Texas Disciplinary Rules of Professional Conduct;

(G) any communication made by a respondent or an agent to the applicable governing body during the course of a meeting properly noticed and held under Texas Government Code Chapter 551 (Open Meetings Act);

(H) any communication between a respondent or an agent and a City employee whose official responsibility encompasses the setting of minimum insurance requirements for the solicitation to which the communication relates, to the extent the communication relates solely to the insurance requirements established by the City in the solicitation; and

(I) any contribution or expenditure as defined in Chapter 2-2 (Campaign Finance).

6. MODIFICATION OF RESTRICTION.

The purchasing officer may waive, modify, or reduce the requirements in Section 4 (Restrictions on Lobbying) in order to allow respondents to communicate with a City employee or a City official other than the authorized contact person when the purchasing officer determines, in writing, that the solicitation must be conducted in an expedited manner, including but not limited to a solicitation conducted for reasons of health or safety under the shortest schedule possible with no extensions. Any such modification authorized by the purchasing officer shall be stated in the solicitation.

7. NOTICE.

(A) Each solicitation shall include a notice advising respondents and prospective respondents:

(i) of the requirements of this article;

(ii) that any communication initiated by a City employee or City official, other than the authorized contact person, during the no-lobbying period regarding a response or the solicitation may result in a violation of Section 4(A) if the respondent subsequently lobbies that City employee or City official.

(B) The purchasing officer, or a City employee designated by the purchasing officer, shall provide weekly written notice, accessible to all City employees and City officials, of each solicitation for which the no-lobbying period is in effect.

8. DISCLOSURE OF VIOLATION.

A City official or a City employee other than the authorized contact person that becomes aware of a violation of Section 4 (Restrictions on Lobbying) shall notify the authorized contact person in writing as soon as practicable.

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9. ENFORCEMENT.

(A) A respondent that has been disqualified pursuant to Section 10(A) (Disqualification; Contract Voidable) may appeal such disqualification to a subcommittee that is less than a quorum of the Ethics Review Commission established in Chapter 2-7, Article 2 (Ethics Review Commission), whose decision on appeal shall be final and binding. Any appeal must be filed in the manner prescribed by the Ethics Review Commission within 5 calendar days of the notice given by the purchasing officer pursuant to Section 10(B).

(B) The purchasing officer shall waive a violation of Section 4(A) if the violation was solely the result of communications initiated by a City official or a City employee other than the authorized contact person.

(C) The purchasing officer has the authority to enforce this article through rules promulgated in accordance with Chapter 1-2 (Adoption of Rules), which at a minimum shall include a notice and protest process for respondents disqualified pursuant to Section 10 (Disqualification;Contract Voidable), including:

(1) written notice of the disqualification imposed pursuant to Section 10 (Disqualification;Contract Voidable);

(2) written notice of the right to protest the disqualification imposed; and

(3) written notice of the right to request an impartial hearing process.

10. DISQUALIFICATION; CONTRACT VOIDABLE.

(A) If the purchasing officer finds that a respondent has violated Section 2-7- 104(1), the respondent is disqualified from participating in the solicitation to which the violation related.

(B) The purchasing officer shall promptly provide written notice of disqualification to a disqualified respondent.

(C) If a respondent is disqualified from participating in a solicitation as a result of violating Section 2-7-104(1) and the solicitation is cancelled for any reason, that respondent is also disqualified from submitting a response to any reissue of the same or similar solicitation for the same or similar project. For the purposes of this section, the purchasing officer may determine whether any particular solicitation constitutes a “same or similar solicitation for the same or similar project”.

(D) If a respondent violates Section 104(1) and is awarded a contract resulting from the solicitation to which the violation relates, the City may void that contract.

(E) Respondents that violate Section 2-7-104(1) three or more times during a five year period may be subject to debarment from participating in any new contracts with the City for a period of up to three years.

e. Certificate of Interested Parties. As required by Section 2252.908 of the Texas

Government Code, the Consultant who is awarded the contract is required to submit to the OWNER a complete Form 1295 “Certificate of Interested Parties” that is signed and notarized prior to contract execution. This form must be completed and printed on the

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Texas Ethics Commission website and returned to Contract Developer at the time of execution of the contract. Information and instructions on completing the form can be found at the following website:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

f. The City of Austin, in accordance with the provisions of Title VI of the Civil Rights Act of

1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all respondents that it will affirmatively ensure that any contract entered into pursuant to this solicitation, disadvantaged business enterprises will be afforded full and fair opportunity to submit responses to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

g. Documentation Showing Legal Status of Respondent, Signature Authority. The response and any subsequent supporting documents and the Contract must be executed in the respondent’s full name and legal entity status by an authorized representative of the respondent and a response must be accompanied by sufficient documentation to clearly indicate not only the legal name and entity status of respondent, but also the capacity and authority of the person signing on behalf of respondent. Accordingly, along with its response, a partnership/joint venture must submit its partnership/joint venture agreement, a corporation must submit its articles and bylaws, a limited liability company must submit its certificate of organization and article of organization and regulations, and a limited partnership must submit not only its limited partnership agreement and the certificate of limited partnership, but also the documentation for its general partner, or such limited portion of such documents reasonably establishing legal status and signature authority. In addition, a respondent must submit a copy of any assumed name certificate.

A respondent submitting a response as a joint venture must identify itself as a joint venture in its initial response. A joint venture respondent is required to submit its joint venture agreement with its response. The joint venture agreement must, at a minimum, address the following: joint venture’s management and control, liability, fiduciary responsibilities, authority to legally bind the joint venture to its response, as well as a detailed breakdown of the roles and responsibilities of the parties to the joint venture with regard to the work to be performed under the Contract. A response submitted by a joint venture or by one of the parties to a prospective joint venture, that does not include the required documentation concerning the respondent’s joint venture arrangement with its response, will be rejected as nonresponsive. The joint venture must provide its tax identification number and certificate of insurance prior to execution of the agreement as provided in the solicitation.

II. Rejection of Responses

OWNER reserves the right to reject any or all responses received for this RFQ and to waive any minor informality in any submittal or solicitation procedure (a minor informality is one that does not affect the competitiveness of the Consultants).

http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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I. The following will be cause for your firm to be deemed non-responsive:

▪ Failure to sign and submit Form 1 – Prime Firm’s General Information

▪ The required Key Personnel do not have the required current license/registration in the State of Texas at the time of submittal as stated in the evaluation criteria.

(For all Architectural and Engineering personnel)

▪ The required Key Personnel are not employed by the prime firm as stated in the evaluation criteria.

▪ Failure to submit the MBE/WBE or DBE Procurement Program Package Compliance Plan (Appendix A).

▪ Failure to have an authorized agent of the Respondent attend the mandatory Pre- Response Meeting, if applicable.

▪ Statement of Qualifications (SOQs) received from a Respondent who has been debarred or suspended by OWNER’s Chief Procurement Officer.

▪ SOQs received from a Respondent when Respondent or principals are currently debarred or suspended by federal, state, city or other local governmental entities or agencies.

▪ Failure to submit the joint venture agreement with its Response (for joint venture respondents).

▪ Failure to provide a response to all the Consideration Items and/or provide all forms as required in the Evaluation Criteria.

II. The following may be cause for your firm to be deemed non-responsive:

• Failure to sign and submit Form 00830WT Wage Rates and Payroll Reporting

▪ Response failed to show the prime firm performing the plurality of the services.

▪ Prime firm and/or subconsultants did not provide the number of projects required for an evaluation criteria item.

▪ Failure to submit an MBE/WBE or DBE Procurement Program Package Appendix C form for proposed Subconsultants performing Major Scopes of Work. (See evaluation criteria.)

▪ Exceeding the maximum number of page limitations in any of the sections designated.

▪ Including projects that have not been completed within the specified time period.

▪ Combining forms.

▪ Failure to use the current City of Austin forms (unless otherwise stated).

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▪ Failure to acknowledge receipt of Addenda on Form 1 – Prime Firm General

Information.

▪ Listing a subconsultant’s qualifications in the body of the SOQ, yet failing to list the subconsultant on the compliance plan.

III. Release of Information

Under Texas law, information relating to this Solicitation may be kept confidential until a contract has been executed. OWNER shall not release information relative to this Solicitation during the proposal evaluation process or prior to contract execution, except as otherwise required by law.

IV. Award and Execution of Contract

Chief Procurement Officer shall submit recommendation for award to the City Council for those project awards requiring City Council action. Contract will be signed by City Manager or his/her designee after award and submission of required documentation by consultant. Contract will not be binding upon OWNER until it has been executed by both parties. OWNER will process the Contract expeditiously. However, OWNER will not be liable for any delays prior to the award or execution of Contract.

Upon contract award, the selected consultant must submit either their existing or an updated personnel policy (on letterhead) documenting conformity with City Code, Chapter 5-4, § 5-4-2. If the company does not submit a copy of their personnel policy incorporating the non-discrimination policy, the company will not be in compliance and will not receive a contract award.

V. Protest Procedures

The OWNER’s Chief Procurement Officer has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, the Chief Procurement Officer may dismiss your complaint or protest.

Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) days prior to the due date and time for proposals.

Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the

City shall be filed with the City no later than five (5) days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as an Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

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Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

1. You shall submit your protest in writing and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation/Sourcing number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

2. Your protest shall be concise and presented logically and factually to help with the City’s review.

3. When the City receives a timely written protest, the Chief Procurement Officer will determine whether the grounds for your protest are sufficient. If the Chief Procurement Officer decides that the grounds are sufficient, the Chief Procurement Officer will schedule a protest hearing, usually within five (5) working days. If the Chief Procurement Officer determines that your grounds are insufficient, the City will notify you of that decision in writing.

4. The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who may attend from the City are: representatives from the department that requested the purchase, the Department of Law, the Financial Services Department, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

5. A decision will usually be made within fifteen (15) calendar days after the hearing.

6. The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

7. When a protest is filed, the City usually will not make an award until a decision on the protest is made. However, the City will not delay an award if the City Manager or the Chief Procurement

Officer determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

The protest shall be submitted in writing to the Authorized Contact-Procurement Specialist identified in the Request for Qualifications.

END

SCOPE OF SERVICES

Solicitation Identifier: CLMP392 Solicitation Services: STAFF AUGMENTATION FOR BUILDING AND SITE PLAN

REVIEW AND INSPECTIONS

Revision Date 12/30/2021 SCOPE OF SERVICES Page 1 of 11

SERVICES FOR:

CITY OF AUSTIN, AUSTIN DEVELOPMENT SERVICES, THROUGH ITS AUSTIN FINANCIAL SERVICES, CAPITAL PROCUREMENT DIVISON

SERVICES TITLE:

STAFF AUGMENTATION FOR AUSTIN DEVELOPMENT SERVICES BUILDING AND SITE PLAN

REVIEW AND INSPECTIONS

OBJECTIVES OF THE CONTRACT:

Austin Development Services (ADS) seeks Offerors experienced in the City of Austin (City)

Development Process to provide qualified staff to perform Building and Site Plan Review and

Inspection Services as needed for residential and commercial construction in compliance with the City of Austin (COA) codes and regulations. Offerors will augment ADS and other City departments’ staff to perform various plan review and inspections functions to help maintain the department’s productivity, goals and standards, as well as help maintain customer satisfaction.

Selected Offeror(s) staff will ensure that proposed construction projects comply with building codes, zoning regulations, and other relevant ordinances established by local authorities.

BACKGROUND:

Austin Development Services (ADS) helps homeowners, business…