TWDB WSIG Professional Services RFQ.pdf

City of Nacogdoches – Engineering Division

P.O. Drawer 635030 Nacogdoches, TX 75963 (936) 559-2516 Fax (936) 564-1759 www.nactx.us Home of Stephen F. Austin State University www.sfasu.edu

REQUEST FOR QUALIFICATIONS

RFQ #: 26-10-136

PROFESSIONAL SERVICES

TWDB WATER SUPPLY AND INFRASTRUCTURE

GRANTS (WSIG)

Statement of Qualifications (Submission) must be received before:

Tuesday, June 2, 2026

2:00 PM

City Hall

202 E. Pilar Street, Room 239 Nacogdoches, Texas 75961

Refer Inquiries To:

Case Opperman, PE

Director of Public Works/City Engineer City of Nacogdoches Engineering Division

(936) 559-2515 Email: oppermanc@nactx.us

City of Nacogdoches Page | 2 RFQ No. 26-10-136 – TWDB WSIG Professional Services

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TABLE of CONTENTS

I. INTRODUCTION

II DEFINITIONS

III NOTICE TO CONSULTANTS

IV STANDARD TERMS AND CONDITIONS

V SCOPE OF WORK

VI SUBMISSION REQUIREMENTS

VII EVALUATION AND SELECTION PROCESS

VIII CERTIFICATION AND ACKNOWLEDGEMENT

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I. INTRODUCTION

The City of Nacogdoches (City) is soliciting qualifications for Professional Services with a State-registered engineer for a project awarded under the Water Supply and Infrastructure Grant (WSIG) program from the Texas Water Development Board (TWDB). Contract will be awarded contingent upon receipt of TWDB funding. Anticipated project for application is replacement of a large diameter water transmission line, however project type could be altered during application process if a higher priority project is identified.

II. DEFINITIONS

A. DEFINITIONS

In order to simplify the language throughout this request for qualifications, the following definitions shall apply:

City of Nacogdoches – Same as City City Council – The elected officials of the City of Nacogdoches, Texas given the authority to exercise such powers and jurisdiction of all City business as conferred by the State Constitution and Laws.

Contract – An agreement between the City and the successful Consultant to furnish the professional services described herein City – The government of the City of Nacogdoches, Texas Firm – the successful Consultant responding to this request Consultant – Respondents to this Request for Qualifications RFQ– Request for Qualifications; this solicitation SOQ – Statement of Qualifications; a firm’s response to this solicitation

III. NOTICE to CONSULTANTS

A. NOTICE

Sealed Submissions are due at 2:00 PM on Tuesday, June 2, 2026 after which time all qualified Submissions will be acknowledged at 202 East Pilar Street, Conference Room 239, Nacogdoches, Texas 75961. Submissions received after the specified deadline will be returned unopened.

Submissions must be provided in PDF digital format on a flash drive only.

Sealed Submissions shall be clearly marked with the RFQ number and title and addressed to the City of Nacogdoches – Engineering Division. Submissions shall be delivered using one of the following:

Hand-deliver to: Mail to: Ship to (FedEx, UPS, DHL, etc.):

Attn: Case Opperman Attn: Case Opperman Attn: Case Opperman Engineering Dept Engineering Dept Engineering Dept 202 East Pilar St., Room 239 PO Box 635030 202 E. Pilar St., RM 239 Nacogdoches, TX 75961 Nacogdoches, TX 75963 Nacogdoches, TX 75961

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Vendors may receive notice of solicitations from the City of Nacogdoches from a variety of channels.

Approved methods of dissemination include: www.civcastusa.com or on the City website at https://www.nactx.us/bids.aspx. The receipt of solicitations through any other means may result in the receipt of incomplete specifications or addenda which could ultimately render your Submission non-compliant. City of Nacogdoches accepts no responsibility for the receipt or notification of solicitations through any other source.

B. QUESTIONS and INQUIRIES Questions and inquiries about this Solicitation shall be submitted in writing via email to the following point of contact:

Case Opperman, PE - Director of Public Works/City Engineer oppermanc@nactx.us

The deadline for written questions is Wednesday, May 27 at 5:00 PM. This deadline has been established in order to provide adequate time for City staff to prepare responses to questions from Consultants to the best of their ability before the solicitations are due.

Consultants shall not attempt to contact City Council members, City staff or Management directly during the Pre-Submission or Post-Submission period. The City intends to respond to all appropriate questions or concerns; however, the City reserves the right to decline to respond to any question or concern. All material modifications, clarifications or interpretations will be incorporated into an addendum which will be publicly posted. All addenda issued prior to the due date and time for responses are incorporated into the RFQ and must be acknowledged in the Submission response.

Only written information provided shall be binding. Oral or other interpretations shall not be binding and are held without legal effect.

C. SCHEDULE of IMPORTANT DATES The City will generally comply with the following schedule for the selection process, subject to changes necessary to ensure fairness and to accommodate unanticipated events:

Release RFQ May 17, 2026

Deadline for Questions and Inquiries 5:00 PM May 27, 2026

Submissions Closing Date and Time 2:00 PM June 2, 2026

City’s Review of Submissions June 2026

Earliest Award by City June 2026

IV. STANDARD TERMS and CONDITIONS

A. DISCLOSURE

At the due date and time there will be no disclosure of contents of any Submission to competing Consultants, and all Submissions will be kept confidential during the negotiation process. Except for http://www.civcastusa.com/ https://www.nactx.us/bids.aspx

City of Nacogdoches Page | 7 trade secrets and confidential information which the Firm identifies as proprietary, all Submissions will be open for public inspection after the contract award.

B. DISCLOSURE of INTERESTED PARTIES Contracting hereunder may require compliance with §2252.908 Texas Government Code/Disclosure of Interested Parties for contracts that (1) require an action or vote by the City Council before the contract may be signed; or (2) has a value of at least $1 million. The law provides that a governmental entity may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity at the time the business entity submits the signed contract to the governmental entity or state agency.

The process as implemented by the Texas Ethics Commission (“TEC”) is as follows:

1. The disclosure of interested parties must be performed using the Texas Ethics Commission’s electronic filing application listing each interested party of which the business entity is aware on Form 1295, obtaining a certification of filing number for this form from the TEC, and printing a copy of it to submit to the City.

2. The copy of Form 1295 submitted to the City must be notarized and contain the unique certification number from the TEC. The form must be filed with the City pursuant to §2252.908 Texas Government Code, “at the time the business entity submits the signed contract” to the City.

3. The City, in turn, will submit a copy of the disclosure form to the TEC no later than the 30th day after the date the City receives the disclosure of interested parties from the business entity.

C. MANAGEMENT

Should there be a change in management after the due date and time, but before a contract is awarded, Consultants must notify the City immediately. This may result in further evaluation. Should a change in management occur after the contract is awarded, the contract shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract. Any resulting contract is nontransferable by either party.

D. PERSONAL INTEREST

Consultants shall comply with all applicable ordinances and with state law pertaining to conflict of interest and required disclosures, including, but not limited to, TEXAS LOCAL GOVERNMENT CODE, Chapter 171.

E. RECEIPT OF RFQs RFQs must be received by the City prior to the time and date specified. The mere fact that the Submission was dispatched will not be considered; the Firm must ensure that the Submission is actually delivered. The time Submissions are received shall be determined by the time clock stamp in the Engineering Department.

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

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F. REIMBURSEMENTS

There is no express or implied obligation for the City of Nacogdoches to reimburse responding

Consultants for any expenses incurred in preparing Submissions in response to this request and the

City of Nacogdoches will not reimburse firms for these expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

G. REPRESENTATIONS and RESPONSIBILITIES

By submitting qualifications in response to this RFQ, Consultant represents that it has carefully read and understands all elements of this RFQ; has familiarized itself with all federal, state, and local laws, ordinances, and rules and regulations that in any manner may affect the cost, progress, or performance of the work; and has full knowledge of the scope, nature, quality and quantity of services to be performed.

By submitting qualifications in response to this RFQ, the Consultant represents that it has not relied exclusively upon any technical details in place or under consideration for implementation by the City, but has supplemented this information through due diligence research and that the Consultant sufficiently understands the issues relative to the indicated requirements.

The failure or omission of Consultant to receive or examine any form, instrument, addendum, or other documents or to acquaint itself with conditions existing at the site or other details shall in no way relieve any Consultant from any obligations with respect to its Submission or to the contract.

H. VENUE

Any contract awarded as a result of this RFQ shall be governed by and construed in accordance with the laws of the State of Texas, and is fully performable in Nacogdoches, Texas, and venue for any action related to this contract will be Nacogdoches County, Texas.

I. WITHDRAWAL of SUBMISSIONS A Submission may be modified or withdrawn by the Consultant any time prior to the time and date set for the receipt of Submissions in accordance with the following guidelines.

1. Consultant shall notify the Engineering Department in writing of its intention to withdraw a Submission previously sent.

2. If a change in the Submission is requested, the modification must be worded by the Consultant as to not reveal the contents of the Submission.

3. Submissions withdrawn and modified must be resubmitted to the Engineering Department no later than the time and date set for the receipt of Submissions.

4. No Submission can be withdrawn after the time set for the receipt of Submissions and for a minimum of ninety (90) days thereafter.

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V. SCOPE of WORK

The City of Nacogdoches seeks to enter into an agreement with a qualified Firm or Corporation (Consultant) to provide professional services for a project awarded under the TWDB WSIG program. The contract will include all project-related services, including but not limited to: preparation, coordination and submission of funding application; program management services for administration of WSIG programmatic requirements; preparation of project specific environmental studies and reports;

preparation of project specific engineering feasibility reports; preparation of engineered construction documents for the project; preparation of bid packages and assistance with construction procurement;

construction observation, construction administration and contract coordination with TWDB; and preparation of permits as necessary for the project.

Contract is contingent upon release of funds from the Texas Water Development Board. Any contract or contracts awarded under this Solicitation are expected to be funded in part by a grant from the TWDB.

Neither the State of Texas nor any of its departments, agencies or employees are or will be party to this Solicitation, or any resulting contract. Solicitations are issued in accordance with Section 2254 of the Texas Government Code (Professional Services Act).

VI. SUBMISSION REQUIREMENTS

The City will not accept oral Submissions, or Submissions received by telephone or FAX machine.

Submissions must be prepared simply and economically, providing a straightforward, concise description of Consultant’s ability to meet all requirements and specifications of this RFQ. Emphasis should be focused on completeness, clarity of content and responsiveness to all requirements and specifications of this RFQ.

Qualification response packages must be submitted only in a PDF digital format on a flash drive. All media devices will become the property of the City of Nacogdoches.

The City of Nacogdoches requires comprehensive responses to every section within this RFQ. To facilitate the review of the responses, Respondents shall follow the described format. The intent of the Submission format is to expedite review and evaluation. It is not the intent to constrain Consultants with regard to content, but to assure that the specific requirements set forth in this RFQ are addressed in a uniform manner amenable to review.

Any SOQ that does not meet all of the minimum requirements contained herein will be considered non-responsive and will not be evaluated. These minimum requirements are considered pass or fail criteria and include:

1. SOQ must be received by the due date and time;

2. Certification must be signed and returned with SOQ, including acknowledgement of any addenda issued.

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SOQ’s that pass the minimum requirements listed above will be evaluated, rated, and ranked, in accordance with the criteria provided below. The City may request additional information, site visits, interviews, or presentations from the Firm as part of the evaluation process.

The Submission format shall be clearly identified in the responses and conform to the criteria as outlined below.

A. Firm or Team Introduction (10 points) Briefly introduce your Firm or Team, providing a summary of the administration, organization and staffing of your firm, including multiple offices, if applicable. Provide an organizational chart indicating the positions and names of the core management team which will undertake this engagement. Describe prior experience of Firm and/or Team working in Nacogdoches or for a similar-size city. Provide educational background to include degrees, and resume of experience for the project lead and any project managers. Provide license status, to include Texas registration number and expiration date of engineer assuming professional responsibility on the project or study, if any.

The City supports consultant teams as well as individual firms. The use of local area team members within 100 miles of Nacogdoches, is encouraged but not required.

B. Grant Program Management (40 points)

Demonstrate the competence and qualifications of the firm(s) directly responsible for the management and delivery of the grant program.

Project Management

a) Develop a recordkeeping system consistent with program guidelines, including the establishment of a filing system.

b) Maintenance of filing system.

c) Provide general advice and technical assistance to the City personnel on implementation of project and regulatory matters.

d) Furnish City with necessary forms and procedures required for implementation of project.

e) Assist the City in meeting all special condition requirements that may be stipulated in the contract between the City and TWDB.

f) Prepare and submit to TWDB documentation necessary for amending the WSIG contract.

g) Conduct re-assessment of environmental clearance for any program amendments.

h) Prepare and submit monthly and quarterly reports.

i) Prepare and submit Financial Interest Reports (FIR) for City.

j) Establish procedures to document expenditures associated with local administration of the project.

k) Provide guidance and assistance to City regarding acquisition of property (if applicable):

• Submit required reports concerning acquisition activities to TWDB;

• Establish a separate acquisition file for each parcel of real property acquired;

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• Determine necessary method(s) for acquiring real property;

• Prepare correspondence to the property owners for the City’s signature to acquire the property or to secure an easement; and

• Assist the City in negotiation with property owner(s).

l) Maintain Property Management register for any property/equipment purchased or leased.

m) Serve as liaison for the City during any monitoring visit by staff representatives from either TWDB or the U.S. Environmental Protection Agency (USEPA).

Environmental Review

a) Assist the City with the required self-certification environmental assessment as required by the WSIG.

b) Coordinate environmental clearance procedures with other federal or state agencies and interested parties responsible for implementing applicable laws.

Acquisition (if applicable)

a) Prepare required acquisition reports(s).

b) Obtain documentation of ownership for City-owned property and/or Right of Way (ROWs).

c) Maintain a separate file for each parcel of real property acquired.

d) Determine necessary method(s) for acquiring real property.

e) Prepare correspondence with property owners.

f) Assist City in negotiations with property owner(s).

g) Prepare required acquisition reports and submit to TWDB.

Financial Management

a) Assist the City in proving its ability to manage the grant funds to the state's audit division.

b) Assist the City in establishing and maintaining a bank account (Direct Deposit account) and/or separate local bank account, journals and ledgers.

c) Assist the City in submitting the required Accounting System Certification letter, Direct

Deposit Authorization Form (if applicable), and/or Depository/Authorized Signatory form to TWDB.

d) Prepare all fund drawdowns on behalf of the City in order to ensure orderly, timely payments to all contracting parties within the allotted time period.

e) Review invoices received for payment and file back-up documentation.

f) Provide general advice and technical assistance to City personnel on implementation of project and regulatory matters.

Audit/Close-Out Procedures

a) Prepare the final Project Completion Report and Certificate of Completion.

b) Assist City in resolving any monitoring and audit findings.

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c) Assist City in resolving any third-party claims.

d) Provide auditor with TWDB-DWSRF/TWDB-CWSRF audit guidelines.

C. Professional Engineering Services (30 Points)

Firms must demonstrate the competence and qualifications and must possess the skills, experience and staffing for the following services:

a) Assist the City, as required, in the coordination with other firms hired by the City, to perform surveying, topographic and boundary surveying, aerial LiDAR and photography, environmental and cultural resources evaluations, permitting and property acquisition.

b) Prepare schematic alignments.

c) Evaluate the impacts of the proposed projects with environmental information provided by the City or others.

d) Prepare an early Probable Opinion of Cost for the selected projects.

e) Prepare construction plans, details, and specifications for periodic review at 30%, 60% and 90% complete stages.

f) Update the Probable Opinion of Cost based on the 90% design.

g) Prepare 100% complete plans, details and specifications for bidding to include specifications and a complete bid document using mostly City-provided contract documents, unless otherwise directed.

h) Assist the City in bidding the project to include answering questions and hosting the bid with CIVCAST.

i) Evaluate the bids and make recommendations to the City for award.

j) Provide construction administration with periodic engineering reviews.

k) Provide part-time Resident Project Representative Services.

D. Proposed Approach for the Project (20 points)

The City is interested in the team’s organizational structure and work plan for accomplishing the work as described in the Scope of Work.

a) Organization and structure of the project team including percentage of work proposed to be done by sub-consultants.

b) Work plan indicating detailed approach for accomplishment of project, identified options and proposed solutions.

c) Approach to project management.

d) Detailed approach for meeting application and program deadlines.

VII. EVALUATION and SELECTION PROCESS

The City has attempted to provide a comprehensive statement of requirements through this RFQ for the engagement. Written Submissions must present Consultant's qualifications and understanding of the work to be performed. Consultants are asked to address each evaluation criteria and to be specific in

City of Nacogdoches Page | 13 presenting their qualifications. Submissions must be as thorough and detailed as possible so that the

City may properly evaluate capabilities to provide the requested services.

The City may choose one (1) or more consultant teams for award who are deemed to be fully qualified and best suited among those submitting qualifications. Presentations and/or interviews may be conducted by one or more Consultants selected. The City reserves the right to award based on the responses received or to negotiate with any or all of the Consultants selected. The City shall select the

Consultant which, in the City’s opinion, has made the Submission most beneficial to the City for award.

Should the City determine in writing and in its sole discretion that only one Consultant is fully qualified or that one Consultant is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Consultant. The executed Agreement will incorporate all the requirements, terms and conditions of the solicitation and the Consultant's Submission as negotiated.

The City has established specific, weighted criteria for selection. This section presents the evaluation criteria, description, and relative weight assigned to each (100 points maximum). The City will evaluate each Consultant’s responses to the requirements contained in this RFQ.

Clarity and Quality of Submission

Firms must provide comprehensive responses to every section within this RFQ in the described format.

It is not the intent of the City to constrain Firms with regard to content, but to assure that the specific requirements set forth in this RFQ are addressed in a uniform manner amenable to review and evaluation. Failure to do so may result in your Submission being disqualified from further review and consideration.

A. (10 points) Firm or Team Introduction B. (40 points) Grant Program Management C. (30 points) Professional Engineering Services D. (20 points) Proposed Approach for Project

100 POINTS TOTAL POINTS AVAILABLE

By submission of qualifications, Consultant acknowledges acceptance of the evaluation process, the evaluation criteria, scope of work, approach and methodology, and all other terms and conditions set forth in this RFQ. Further, Firms acknowledge that subjective judgments must be made by the City during this process.

The City makes no guarantees or representations that any award will be made and reserves the right to cancel this solicitation for any reason, including:

● Reject any and all Submissions received as a result of this RFQ.

● Waive or decline to waive any informality and any irregularities in any Submission or responses received.

● Negotiate changes in the Scope of Work or services to be provided.

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● Withhold the award of contract(s).

● Select Consultant(s) it deems to be most qualified to fulfill the needs of the City.

● Terminate the RFQ process.

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VIII. CERTIFICATION and ACKNOWLEDGEMENT

The undersigned, as an authorized agent of the Consultant, hereby certifies:

( ) The Consultant is in receipt of _________ addenda.

( ) The Consultant is familiar with all instructions, terms and conditions, and specifications stated in this RFQ.

( ) The Consultant is qualified to perform the work and services outlined in this RFQ.

( ) The Submission has been arrived at independently and submitted without collusion with any other Consultant, City staff or City contractor, and the contents of the Submission have not been communicated by the Consultant or, to the Consultant’s best knowledge and belief, by any one of its employees or agents to any person not an employee or agent of the Consultant, and will not be communicated to any person prior to the City’s final action on this RFQ by City Council. Nothing in this paragraph shall be construed to prevent or preclude two or more companies or persons from joining together to submit qualifications for the work.

( ) The offers, terms and conditions of the Submission will remain valid and effective and may be relied upon by the City for a period of ninety (90) days following the Submission Closing Date and Time as identified in this RFQ or addenda.

Signed By: _________________________________ Title:

Typed Name: ____________________________ Company Name:

Phone No.: ______________________________ Fax No.:

Email:

Bid Address:

P.O. Box or Street City State Zip

Order Address:

P.O. Box or Street City State Zip

Remit Address:

P.O. Box or Street City State Zip

Federal Tax ID No.: _____________________________

DUNS No.:____________________________________