Whitehouse_SS4A_RFQ_Packet.pdf

REQUEST FOR QUALIFICATIONS

Notice is hereby given that the City of Whitehouse, Texas will receive Statements of Qualifications in the oƯice of the City Secretary, 101A Bascom Road, Whitehouse, Texas until 4:00 p.m. on September 9, 2026, for the following:

Development of the City of Whitehouse Safety Action Plan

Any submissions received after 4:00 p.m. on the above date will be rejected. Faxes or emails will not be accepted.

The City of Whitehouse, Texas (the “City”) is soliciting Statements of Qualifications (SOQs) from qualified engineering and planning firms to assist with the development of a comprehensive City of Whitehouse Safety Action Plan (SAP) consistent with the requirements of the U.S. Department of Transportation’s Safe Streets and Roads for All (SS4A) discretionary grant program. The Safety Action Plan will identify strategies, policies, and projects intended to reduce serious injuries and fatalities on Whitehouse roadways and improve safety for all users, including motorists, pedestrians, bicyclists, transit users, and freight operators, in alignment with the SS4A program’s goal of eliminating roadway fatalities and serious injuries.

The City of Whitehouse is committed to improving transportation safety through a data-driven, equitable, and community-focused approach. The Safety Action Plan will serve as the City’s SS4A-compliant Action Plan and will be used to prioritize safety investments and support future SS4A Implementation Grant applications.

The firm selected shall develop an SS4A-compliant Safety Action Plan that is practical, data-driven, and implementation-focused. The Plan shall include prioritized safety projects, cost considerations, and documentation suitable for reuse in future SS4A Implementation Grant applications.

Firms shall submit a Statement of Qualifications including firm information, relevant SS4A or safety planning experience, project team qualifications, technical approach, and references. The City will evaluate all Statements of Qualifications and may, at its sole discretion, short-list firms for interviews or select a consultant based solely on the submitted qualifications. Interviews, if conducted, may be held by telephone or Microsoft Teams.

Evaluation will consider SS4A-related experience, implementation readiness, team qualifications, technical approach, familiarity with SS4A requirements, public engagement experience, and past performance.

Submissions must be sealed and marked “Whitehouse Safety Action Plan” with the name and address of the firm in the upper left-hand corner of the envelope and mailed or delivered to the attention of Stephanie Nichols, City Secretary, City of Whitehouse, 101A Bascom Road, Whitehouse, Texas 75791.

The City of Whitehouse is exempt from Federal, State, and Local taxes.

The City of Whitehouse reserves the right to reject any or all submissions or to waive any informality in the selection process. The City of Whithouse further reserves the right to award the contract to the firm deemed most qualified to complete the work. The City of Whitehouse further reserves the right to issue change-orders on awarded projects.

For further information, contact Jake Hooter, City of Whitehouse Development Services Director,

(903) 510-7502 between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday.

Stephanie Nichols City Secretary City of Whitehouse, Texas

1. GENERAL INFORMATION

Project Description

The City of Whitehouse is a recipient of an FY2025 SS4A Planning and Demonstration Grant for development of an Action Plan. Federal Award No. 693JJ32640603 provides a $104,000 federal share and a $26,000 local share, for a total eligible project cost of $130,000. The funding amount is not a guaranteed consultant contract amount.

Whitehouse is a growing East Texas community of approximately 5.5 square miles. State Highway 110 bisects the City and presents safety and access challenges for motorists, pedestrians, bicyclists, schools, neighborhoods, parks, and businesses. The plan will establish a data-driven framework for reducing and ultimately eliminating roadway fatalities and serious injuries.

The City is not obligated to reimburse firms for expenses incurred in preparing an SOQ. The City may increase, decrease, or refine the scope after selection to address available funding, grant requirements, City needs, and the City's best interests, provided the resulting contract remains consistent with the competed services and applicable procurement requirements.

Evaluation and Selection

SOQs submitted will be evaluated by a selection committee consisting of City of Whitehouse staƯ and its designated representatives. The selection committee will rank firms based on the items listed under the “Scope of Work”. During the evaluation process, the City of Whitehouse and/or its designated representatives reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from responders, or to allow corrections of errors or omissions.

1. The selection committee will review responsive SOQs after the submission deadline.

2. SOQs will be rated using the factors and weights stated in Section 3.

3. The City may request written clarification or invite the highest-ranked firms to interviews.

4. The committee will determine the most highly qualified firm and make a recommendation in accordance with City policy.

5. After approval of the qualifications ranking, the City will request a detailed scope and fee proposal only from the highest-ranked firm and negotiate fair and reasonable compensation.

6. If agreement cannot be reached, the City may formally terminate negotiations and proceed to the next most highly qualified firm.

The City reserves the right to reject any or all Statement of Qualifications. The highest ranked firms may be invited to enter into contract negotiations with the City. If an agreement cannot be reached with the highest ranked firm, the City shall notify the firm and terminate negotiations. The second highest firm may be contacted for negotiations. The process may continue until successful negotiations are achieved. The City reserves the right to terminate negotiations with any, and all firms should it be in the City’s best interest.

Professional Services Agreement

The selected consultant will be required to execute a Professional Services Agreement in a form acceptable to the City of Whitehouse. The City reserves the right to negotiate the final scope of services, project schedule, compensation, and contract terms with the highest-ranked consultant.

If negotiations are unsuccessful, the City may terminate negotiations and begin negotiations with the next highest-ranked consultant in accordance with this RFQ.

Clarification and Addenda

Each consultant shall examine all RFQ documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions, or requests concerning interpretation, clarification, or additional information pertaining to the RFQ shall be made in writing to the Development Services Director.

The City shall not be responsible for oral interpretation given by an employee, representative, or others. The issuance of a written addendum is the only oƯicial method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to the RFQ, the City will attempt to notify all prospective consultants who have secured the same. However, it shall be the responsibility of each consultant to contact the City of Whitehouse to determine if addenda were issued and to make such addenda a part of their SOQ. The City reserves the right to request clarification of information submitted and to request additional information of one or more applicants.

RFQ Contact Person

All questions, clarifications, or comments should be directed to Jake Hooter, Development Services Director, at jhooter@whitehousetx.org or (903) 510-7502.

Proposed Schedule

Advertisement of this RFQ: Monday, August 5, 2026 Deadline for questions pertaining to this RFQ: Monday, August 10, 2026 Responses Due to City OƯice: Wednesday, September 9, 2026 City announces shortlist and contact firms to schedule interview, if necessary:

Wednesday, September 16, 2026

City announces decision – This date could be sooner if interviews/presentations are not necessary:

Wednesday, September 23, 2026

2. SCOPE OF WORK

The City seeks a qualified multidisciplinary consulting team to prepare an adoption-ready, citywide Safety Action Plan that follows the Safe System Approach, addresses all roadway users, satisfies applicable SS4A Action Plan requirements, and supports future implementation funding.

Project initiation, management, schedule control, quality assurance, and grant coordination.

Development of a practical planning structure, leadership commitment, goals, and measurable safety targets.

Review of existing plans, policies, ordinances, development requirements, roadway information, and available safety data.

Crash and roadway safety analysis, including a fatal and serious-injury baseline and identification of a high-risk network, priority corridors and intersections, or systemic risk factors.

Community engagement and coordination with City departments, TxDOT, Smith County, the applicable metropolitan planning organization, Whitehouse ISD, emergency responders, residents, businesses, and other stakeholders.

Assessment of policies, processes, design practices, operations, maintenance, and development regulations that affect roadway safety.

Identification and prioritization of evidence-based infrastructure, behavioral, operational, policy, education, and technology strategies for all roadway users.

Development of planning-level costs, implementation responsibilities, potential funding sources, phasing, schedules, and performance measures.

Preparation and presentation of draft and final Action Plans for public review and City Council adoption.

Delivery of editable reports, GIS files, data, maps, technical documentation, presentation materials, and closeout support.

The final adopted Action Plan must be publicly available no later than February 28, 2028. The consultant must also support the City's SS4A final report due March 31, 2028.

3. STATEMENTS OF QUALIFICATIONS

Format

The SOQ must be submitted in a sealed envelope including two (2) hard copies and one (1) USB drive with a PDF version of the SOQ.

The SOQ shall be submitted by the lead firm and may include the qualifications and experience of any subconsultants proposed for the project. Submittals should be clear, concise, and organized to address the requested information. The City encourages firms to provide only the information necessary to demonstrate their qualifications and experience.

Envelopes must be labeled with the following:

CITY OF WHITEHOUSE REQUEST FOR QUALIFICATIONS

SAFE STREEETS FOR ALL GRANT PROGRAM CONSULTANT

Submission Deadline

SOQs are to be submitted no later than 4:00 P.M., September 9, 2026 to the City of Whitehouse Development Services Department at City Hall (101A Bascom Rd., Whitehouse, TX 75791).

SOQs will be accepted in person, by United States Mail, or by private courier service. Qualifications WILL NOT be accepted via oral communication, telephone, or electronic mail. The submission deadline will be strictly enforced. Late submittals shall be date stamped, remain unopened and notice provided to the same consultant that the “the submitted Statement of Qualifications was received after the delivery time designated for receipt of responses, and therefore considered nonresponsive”.

Content and Selection Criteria

The following factors below must be included in the firm’s SOQ. Each item will be evaluated by the City of Whitehouse with the corresponding weighting. The total possible points will be 100 (plus 25 additional points for interviews, if conducted). Wherever used, “prime firm” denotes a single firm or a joint venture responding as the prime consultant. The prime firm shall perform the largest share of the assignment (on an estimated percentage of total agreement basis). Responses failing to show the prime firm performing the plurality of the services shall be rejected as non-responsive.

Limitations on volume of requested information apply equally to single firms and joint ventures regardless of the number of firms partnering in the joint venture. Responses with excess volume or which do not include information for the evaluation of all consideration items may not be thoroughly reviewed or may be rejected as non-responsive.

1. Statement of Interest 5 points maximum

Provide a statement of interest and explain the project team’s unique qualifications for the proposed scope of work.

2. Experience of Project Manager and Project Principal (past 7 Years) 20 points maximum (Project Manager – 15 points; Project Principal – 5 points)

Provide the experience of the Project Manager and Project Principal, on projects similar to the project described in this solicitation. Project Manager and Project Principal must be employed by the prime firm and may be the same individual. Project Manager must be licensed as a professional engineer in the State of Texas at the time of submittal.

3. Project Team Experience and Availability 10 points maximum

Provide the project team’s organization structure and define their role for the project.

Identify reporting responsibilities, how prime firm will interface with the City project manager and the sponsoring department, and how subconsultants will work with the management structure. Provide resumes of each firm/team member along with a list of major services oƯered by each firm/team member. Each resume shall include oƯice location where team member occupies majority of their time.

Prime firm and subconsultants must have adequate and experienced current staƯ (including professionals registered in applicable fields, other professionals, and technicians) to competently and eƯiciently perform the work. Prime firm and subconsultants must commit that staƯ proposed in this submittal would be available for the proposed work.

4. Prime Firm's Relevant Project Experience (past 10 years) 15 points maximum if subconsultants are used, otherwise, 25 points

Provide the prime firm’s history and success with USDOT Safe Streets and Roads for All (SS4A) Safety Action Plans and similar transportation safety planning projects of comparable scope, budgets, and/or clients as the project described in this RFQ. The City strongly prefers firms with direct experience developing SS4A Safety Action Plans. List no more than five (5) projects meeting these criteria. Projects must have been completed within the past ten (10) years.

The City is interested in the team’s experience in developing SS4A Safety Action Plans, transportation safety planning, crash data analysis, public engagement, and implementation planning. In addition, the City may consider the firm’s history of complying with project schedules, budgets, and applicable grant requirements on previous projects.

5. Subconsultant Firms’ Comparable Project Experience (past 5 years) 10 points maximum if subconsultants are used, otherwise, 0 points

Provide the proposed subconsultants’ history and success with USDOT Safe Streets and Roads for All (SS4A) Safety Action Plans and similar transportation safety planning projects of comparable scope, budgets, and/or clients as the project described in this solicitation.

The City prefers subconsultants with direct experience supporting SS4A Safety Action Plans. List no more than (3) relevant projects per subconsultant completed within the past five (5) years.

In addition, the City may consider the history of subconsultants in complying with project schedules, budgets, and applicable grant requirements on previous projects.

6. Project Approach 20 points maximum

Demonstrate the project team’s understanding of the project issues and their approach to the project. Describe how the project will be formatted from design through completion, and any specific tools that will be used in the project.

7. Project Team Familiarity and History with Local Issues (past 5 years) 15 points maximum

Provide the project team’s (including sub consultants) experience and familiarity/history with the City of Whitehouse and Smith County transportation issues. This may be evidenced by existence of local oƯices, project team member(s) involvement with local organizations, or work with City of Whitehouse or other public entities within Smith County during the past five (5) years.

8. References 5 points maximum

Provide three (3) references on the standard form provided as Exhibit “A”. References should be able to verify the quality of service the firm provides. The City prefers customers of similar size and scope of work to this RFQ.

9. Interview (Optional) 25 points maximum

The City may determine that it is necessary to interview short-listed firms prior to making a recommendation to the City Council. Generally, staƯ may interview the top firms based on the results of the selection committee.

Additional Items

10. Additional Documents (Optional) (For information only)

The consultant is encouraged to provide examples of other documents created and used for similar projects as a separate PDF digital file within the USB. However, any additional information or material provided beyond that requested in this RFQ will not be considered in the scoring by the selection committee.

4. RESERVATION OF RIGHTS

The City of Whitehouse reserves all rights (which rights may be exercised by the City in its sole discretion) available to it under applicable laws, including without limitation, and with or without cause and with or without notice, the right to:

1. Cancel this RFQ, in whole or in part at any time before the execution of a contract by the City, without incurring any cost, obligations or liabilities.

2. Issue addenda, supplements, and modifications to this RFQ.

3. Revise and modify, at any time before the SOQ due date, the factors and/or weights of factors the City will consider in evaluating SOQ submittals and to otherwise revise or expand its evaluation methodology as set forth herein.

4. Investigate the qualifications of any firm under consideration and require confirmation of information furnished by a firm.

5. Require additional information from a firm concerning contents of its SOQ and/or require additional evidence of qualifications.

6. Waive irregularities or permit corrections to data submitted with any response to this RFQ until such time as the City declares, in writing, that a particular stage or phase of its review of the responses has been completed or closed.

7. Reject at any time, any or all submittals, responses and SOQs received.

8. Terminate, at any time, evaluations of responses received.

9. Appoint a selection committee to review SOQs or responses, make recommendations and seek the assistance of outside technical experts and consultants in SOQ evaluation.

10. Hold interviews and conduct discussions and correspondence with one or more of the firms responding to this RFQ to seek an improved understanding and evaluation of the responses to this RFQ.

11. Disclose information contained in an SOQ to the public as required under the Texas Public Information Act.

12. Authorize firms to substitute key personnel until the City declares, in writing, that a particular stage or phase of its review has been completed and closed.

13. Waive deficiencies in a SOQ, accept and review a non-conforming SOQ or seek clarifications or supplements to a SOQ.

14. Exercise any other right reserved or aƯorded to the City of Whitehouse under this RFQ or applicable law. The City reserves the right to modify the process, in its sole discretion, to address applicable law and/or the best interest of the City.

The City shall not, under any circumstances, be bound by or be liable for any obligations with respect to the project until such time (if at all) a contract has been awarded and all approvals obtained in form and substance satisfactory to the City have been executed and authorized by the City, and then only to the extent of such agreements.

5. CONFLICTS OF INTEREST

The Texas Ethics Commission adopted the attached Conflict of Interest Questionnaire (Form CIQ) pursuant to Texas Local Government Code Chapter 176, as amended. For questions about these forms, please see the Texas Ethics Commission at:

https://www.ethics.state.tx.us/forms/conflict/

Proposer shall answer each question in the attached Form CIQ in relation to the following individuals and submit a completed form with its SOQ:

Local Government OƯicer Title James Wansley Mayor Zack Briscoe City Council Place 1 Froncel Burns City Council Place 2 Dr. John Chambers City Council Place 3 Michael Lowe City Council Place 4 Matt Lazarine City Council Place 5 Leslie Black City Manager Jake Hooter Development Services Director

EXHIBIT A

REFERENCES

Please list three (3) references of current or recent past customers who can verify the quality of service the firm provides. The City prefers customers of similar size and scope of work to this RFQ.

THIS FORM MUST BE RETURNED WITH YOUR SOQ.

Reference One

Government/Company Name:

Address:

Contact Person and Title:

Phone:

Email Address:

Contract Period: Scope of Work:

Reference Two

Contract Period: Scope of Work:

Reference Three

Contract Period:

Scope of Work:

EXHIBIT B

CONFLICT OF INTEREST

QUESTIONNAIRE

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