RFQS_6100_CLMP397_ATT_20_v2.pdf

REQUEST FOR QUALIFICATIONS

FOR:

ISSUE DATE: 10/20/2026

RESPONSES DUE: 12/01/2026

PRIOR TO: 2:00 P.M. CST

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

ATTN:

721 BARTON SPRINGS RD.,

AUSTIN, TEXAS 78704

Brandalyn Falletta

CLMP397- TPW Transportation Professional Staff Augmentation

TABLE OF CONTENTS

Solicitation Number: CLMP397 Project Name: TPW Transportation Professional Staff Augmentation

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 Letters to Potential Subconsultants – Appendix B Subconsultant Confirmation Letters – 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 7 – Experience of Project Principal 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 / Stand-Alone Professional Service Contract Document dropdown menu through austintexs.gov: https://www.austintexas.gov/page/capital-procurement-resources#StandAloneProfessionalServiceContractDocuments o Standalone General Conditions document:

https://www.austintexas.gov/sites/default/files/files/Finance/Cap%20Procureme nt/Stand- Alone%20Professional%20Service%20Contract%20Documents/Standalone- General-Conditions.pdf

• Capital Procurement Resources / Rotation List Contract Documents dropdown menu through austintexas.gov: https://www.austintexas.gov/page/capital-procurement-resources#RotationListContractDocuments o Rotation List General Conditions document:

https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.austi ntexas.gov%2Fsites%2Fdefault%2Ffiles%2Ffiles%2FFinance%2FCap%2520Proc urement%2FRotation%2520List%2520Contract%2520Documents%2FRotation- List-General-Conditions.docx&wdOrigin=BROWSELINK https://www.austintexas.gov/page/capital-procurement-resources#StandAloneProfessionalServiceContractDocuments https://www.austintexas.gov/page/capital-procurement-resources#StandAloneProfessionalServiceContractDocuments https://www.austintexas.gov/sites/default/files/files/Finance/Cap%20Procurement/Stand-Alone%20Professional%20Service%20Contract%20Documents/Standalone-General-Conditions.pdf https://www.austintexas.gov/sites/default/files/files/Finance/Cap%20Procurement/Stand-Alone%20Professional%20Service%20Contract%20Documents/Standalone-General-Conditions.pdf https://www.austintexas.gov/sites/default/files/files/Finance/Cap%20Procurement/Stand-Alone%20Professional%20Service%20Contract%20Documents/Standalone-General-Conditions.pdf https://www.austintexas.gov/sites/default/files/files/Finance/Cap%20Procurement/Stand-Alone%20Professional%20Service%20Contract%20Documents/Standalone-General-Conditions.pdf https://www.austintexas.gov/page/capital-procurement-resources#RotationListContractDocuments https://www.austintexas.gov/page/capital-procurement-resources#RotationListContractDocuments https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.austintexas.gov%2Fsites%2Fdefault%2Ffiles%2Ffiles%2FFinance%2FCap%2520Procurement%2FRotation%2520List%2520Contract%2520Documents%2FRotation-List-General-Conditions.docx&wdOrigin=BROWSELINK https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.austintexas.gov%2Fsites%2Fdefault%2Ffiles%2Ffiles%2FFinance%2FCap%2520Procurement%2FRotation%2520List%2520Contract%2520Documents%2FRotation-List-General-Conditions.docx&wdOrigin=BROWSELINK https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.austintexas.gov%2Fsites%2Fdefault%2Ffiles%2Ffiles%2FFinance%2FCap%2520Procurement%2FRotation%2520List%2520Contract%2520Documents%2FRotation-List-General-Conditions.docx&wdOrigin=BROWSELINK https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.austintexas.gov%2Fsites%2Fdefault%2Ffiles%2Ffiles%2FFinance%2FCap%2520Procurement%2FRotation%2520List%2520Contract%2520Documents%2FRotation-List-General-Conditions.docx&wdOrigin=BROWSELINK

Project Name: TPW Transportation Professional Staff Augmentation

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 Engineering services for the above-noted project.

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

ALL SUBMITTALS ARE DUE ON: 12/01/2026 PRIOR TO 2:00 pm CST ATTENTION: Brandalyn Falletta

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 completed for City Council action 3/25/2027. Contract execution is anticipated for 4/11/2027.

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 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, Rev. 09/27/2023 REQUEST FOR QUALIFICATIONS Page 1 of 3 https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17

Rev 09/27/2023 REQUEST FOR QUALIFICATIONS Page 2 of 4

$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 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 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.

• Cyber Liability Insurance coverage of not less than $1,000,000 each claim and annual aggregate providing coverage for damages and claims expenses, including notification expenses, arising from

(1) breach of network security, (2) alteration, corruption, destruction or deletion of information stored or processed on a computer system, (3)invasion of privacy, including identity theft and unauthorized transmission or publication of personal information, (4) unauthorized access and use of computer systems, including hackers (5) the transmission of malicious code, and (6) website content, including claims of libel, slander, trade libel, defamation, infringement of copyright, trademark and trade dress and invasion of privacy.

Rev 09/27/2023 REQUEST FOR QUALIFICATIONS Page 3 of 4

Should you have any questions concerning the information included in this RFQ, please attend a pre-response meeting on (Click on Date To Access Meeting Link) Wednesday 10/28/2026 at 1:00 PM CDT Or, Dial in by phone +1 512-831-7858,753384766# United States, Austin Phone conference ID: 753 384 766#

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.

To obtain the complete RFQ packet, look for CLMP397 under open solicitations and view the attachments.

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

AUTHORIZED CONTACT PERSONS

Procurement Specialist IV: Brandalyn Falletta

Telephone: (512) 974-7055

Email: brandalyn.falletta@austintexas.gov

MBE/WBE Business Development Counselor: Johnathan Williams

Telephone: (512) 974-1295

Email: johnathan.williams2@austintexas.gov

Project Manager: Cody Stone

Telephone: (512) 978-1638

Email: cody.stone@austintexas.gov

END

https://teams.microsoft.com/meet/258950785124825?p=aMB9nQ4uWEnfunxs3a https://teams.microsoft.com/meet/258950785124825?p=aMB9nQ4uWEnfunxs3a https://financeonline.austintexas.gov/afo/afo_content.cfm?s=17 mailto:brandalyn.falletta@austintexas.gov mailto:johnathan.williams2@austintexas.gov mailto:cody.stone@austintexas.gov

INSTRUCTIONS TO CONSULTANTS

Project Name: TPW Transportation Professional Staff Augmentation

Rev. Date 11/18/2025 INSTRUCTIONS TO CONSULTANTS Page 1 of 10

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.

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

FallettaB Pencil

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 2 of 10

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:

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

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 3 of 10

(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;

(iv) a notice of funding availability; and

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 4 of 10

(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

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

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 5 of 10

(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.

9. ENFORCEMENT.

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 6 of 10

(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 Texas Ethics Commission website and returned to Contract Developer at the time of

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 7 of 10 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).

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 8 of 10

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 of 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 MBE/WBE or DBE Procurement Program Package Appendix B

(Letters to Potential Subconsultants) or Appendix C (Subconsultant Confirmation Letters) 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).

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 9 of 10

▪ 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 (Appendix A).

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.

Rev. Date 11/18/2025 - INSTRUCTIONS TO CONSULTANTS Page 10 of 10

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 Austin City Attorney’s Office, the Austin Financial Services, 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

IA Austin Financial Serrvices

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How to Submit Offers Online eResponse Instructions

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. In Austin Finance Online (AFO), located the solicitation you intend to respond to:

https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitations.cfm. If the Solicitation supports the eResponse function, a “My Response” section will appear in the Solicitation’s Detail page. Select “Create Response” to begin an eResponse (Fig. 1).

(Fig. 1)

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

i. You may submit an eResponse after creating a user account and entering your organization’s business information. If selected for award, you must complete and submit your full vendor registration for approval.

ii. Register Here: https://financeonline.austintexas.gov/afo/finance/

iii. If you are not the primary contact, the “Create Response” button will not appear after logging in. For assistance, contact Vendor Registration at vendor@austintexas.gov or call 512-974-2467 and inform them that you are unable to submit an eResponse.

b. If you select “Create Response” without being logged into AFO, the system will redirect you to the login screen (Fig. 2). After logging in, you will be returned to the Solicitation page.

(Fig. 2)

Revised 7/17/26 eResponse Instructions Page 1 of 9

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c. After selecting “Create Response”, the system will display your Response ID, Vendor Name, the creation date and time, the last revision date and time, and the current status of your eResponse, which will initially be “DRAFT”. A red-shaded field at the top of the section will list the required documents for submission (Fig.

3). Refer to the solicitation’s, solicitation instructions for a complete list of required documents.

NOTE: If incorrect information is entered or attempt to upload an unsupported file, an error message will appear in this red field.

(Fig. 3)

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

(Fig. 4)

a. After selecting “+ Add Files”, a pop-up window will appear displaying available files on your computer (Fig. 5).

(Fig. 5)

Revised 7/17/26 eResponse Instructions Page 2 of 9 m.;iy add up to 2S files. You ave 1ploade 2 files.

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b. Navigate to the location of your files, select the file(s) you want to upload and select “Open”. A blue progress bar will indicate the upload status. The blue box will display the number of files uploaded and remind you that the system allows a maximum of 25 files (Fig. 6). Repeat this process to upload additional files.

(Fig. 6)

3. File Types Accepted. AFO’s eResponse function accepts the electronic file types shown in Fig. 7. Note that Price Offers cannot be submitted in a .ZIP format. It is recommended that Price Offers be submitted in .XLS or .XLSX format.

.PDF .DOC .DOCX

.TXT .ZIP .XLS

.XLSX

(Fig. 7)

a. Use only numbers, letters, underscores, periods, spaces and hyphens in file names. Special characters are not allowed. If used, a warning message will appear in the red notice box and the file will be rejected.

4. Number and Size of Files Allowed. AFO accepts up to twenty-five (25) files per eResponse. Individual files must not exceed 40 MB.

5. Single Submission Limit. AFO accepts only one eResponse per vendor for each solicitation. If alternate offers are allowed, include them with your primary submission. Alternates may be combined into a single multi-page Price Offer file or uploaded separately by selecting “Other” from the dropdown menu.

6. Identify Your Files. As you upload files, a dropdown menu will appear to the right of the filename under “Type”.

Use this menu to select the appropriate file category (Fig. 8).

Revised 7/17/26 eResponse Instructions Page 3 of 9

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(Fig. 8)

a. Invitations for Bids (IFB):

i. Select “Offer and Certifications” for the file containing your signed Offer Sheet and all required certifications. Only one file may be designated as “Offer and Certifications”.

ii. Select “Price Offer” for your price submission. Price Offers cannot be submitted in a .ZIP format. It is recommended that they be submitted in .XLS or .XLSX format. Only one file may be designated as “Price Offer”.

*PLEASE NOTE, Price Offer documents become publicly available after opening; therefore, include only price-related information in this file. Upload all non-price documents separately and categorize them appropriately. The City of Austin is not responsible for the inadvertent release of proprietary information contained in a Price Offer.

iii. If required, select “Compliance Plan” for any compliance plan file(s). Multiple files may be designated as “Compliance Plan”.

iv. Select “Technical Offer” for all other required information not included in the Offer and Certifications and Price Offer. Multiple files may be designated as “Technical Offer”.

v. You must identify at least one file as “Offer and Certifications” and one as “Price Offer” before submission. Once these have been identified, the red warning bar will turn blue and state “Your eResponse is ready for submission”.

b. Requests for Proposals (RFP):

i. Select “Offer and Certifications” for the file containing your signed Offer Sheet and all required certifications. Only one file may be designated as “Offer and Certifications”.

ii. Select “Price Offer” for your price submission. Price Offers cannot be submitted in a .ZIP format. It is recommended that they be submitted in .XLS or .XLSX format. The City of Austin is not responsible for the inadvertent release of proprietary information included in a Price Offer. Only one file may be designated as “Price Offer”.

iii. If required, select “Compliance Plan” for any compliance plan file(s). Multiple files may be designated as “Compliance Plan”.

iv. Select “Technical Offer” for any required proposal information listed in the instructions section. Multiple files may be designated as “Technical Offer”.

v. You must identify at least one file as “Offer and Certifications” and one as “Price Offer” before submission. Once these have been identified, the red warning bar will turn blue and state “Your eResponse is ready for submission”.

Revised 7/17/26 eResponse Instructions Page 4 of 9

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c. Request for Qualifications Statements (RFQS):

i. Select “Offer and Certifications” for the file containing your signed Offer Sheet and all required certifications. Only one file may be designated as “Offer and Certifications”.

ii. If required, select “Compliance Plan” for any compliance plan file(s). Multiple files may be designated as “Compliance Plan”.

iii. Select “Technical Offer” for any required qualifications information listed in the instructions section.

Multiple files may be designated as “Technical Offer”.

iv. You must identify at least one file as “Offer and Certifications” before submission. Once identified, the red warning bar will turn blue and state “Your eResponse is ready for submission”.

7. Submitting your eResponse. Once you have uploaded all required files and assigned the appropriate file types, select “Authorized representative certification” (Fig. 9). A popup window will then appear (Fig 10).

(Fig. 9)

(Fig. 10)

Revised 7/17/26 eResponse Instructions Page 5 of 9

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IFB 7400 TEST9915 : Your Response Has Been Subm itted eresponse@aust intexas.gov To

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Your response to IFB 7400TEST9915 has been submitted. Your eResponse ID is 2356.

Solicitation ID 134841 eResponse I) 2356

Submitted 10109/2020 12:25 PM

Vendor Name TEST VENDOR2

Vendor Cus1omer Code TES8304588

Price Offer Price-Offer.doc

Offer and Certifications Offer-and-Certifications.doc

Other Addendum.docx

For assistance please ema il vendor@austintexas.gov and visit Vendor Help.

Details

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a. After certifying your submission, click the “Submit eResponse” button. The field at the top of the section will turn green and display your unique eResponse submission number along with the submission date and time.

It will also provide links to the My eResponse page and a PDF copy of your submission receipt (Fig. 11). An automated confirmation email will be sent to you with your eResponse details (Fig. 12).

(Fig. 11)

(Fig. 12)

b. You can return to the Solicitation or your eResponse from the Response History page or by navigating to the Solicitation through the Open Solicitations page in AFO. When you return, the Status in the upper right corner of the My eResponse section will display “SUBMITTED”, and the Last Revised date and time will update to when you clicked “Submit”.

i. If you begin an eResponse and do not click “Submit eResponse”, it will remain in “DRAFT” status. You may return and submit it any time before the Solicitation’s Due Date and Time.

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

City.

c. Withdrawing or modifying a submitted eResponse. Before the Solicitation’s Due Date and Time, you may withdraw or update your eResponse. Click the “Edit/Withdraw eResponse” button (Fig. 13). A pop-up window will appear displaying your eResponse ID and asking you to confirm the action. Select “Yes / Withdraw” to return your eResponse to draft status, or “No / Cancel” to keep your submission as is (Fig. 14).

Revised 7/17/26 eResponse Instructions Page 6 of 9 eRe-:.pon-:.e 1S62 submitted 0SJ0S/2020 08:23 AM eRe eRe< rry por ory

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