RFQ for City Hall Complex Improvements

The City of Helotes is requesting qualifications from consultant firms to conduct a comprehensive facilities assessment and master plan for the City Hall Complex, with submissions due September 11, 2026 at 3:00 PM CST. This is a planning engagement, not a construction project.

The scope requires evaluation of current facility usage and departmental space requirements; projections for municipal growth over 20 years (current population 9,952, projected to 15,000); stakeholder engagement; and development of conceptual planning alternatives. Deliverables include a project work plan and schedule, departmental needs assessment summary, conceptual facility planning options with preliminary cost estimates, a final master plan report, and a presentation to City Council.

The contract term is one year with three optional one-year renewal terms available upon mutual agreement, subject to no more than 3% escalation per renewal. The City has established appropriations for this service but no specific budget ceiling is stated. Place of performance is Helotes, Texas.

Evaluation is weighted across six criteria totaling 130 points: experience with Texas municipalities (30 points), qualifications of assigned team (20 points), ability to provide services (20 points), proposed price (20 points), proposed service (20 points), and references and reputation (10 points). The City reserves the right to make single or multiple awards.

Required qualifications include proof of Commercial General Liability Insurance with minimum limits of $1 million per occurrence and $2 million aggregate for bodily injury. Proposers must provide three references from current or former clients of similar size and complexity, firm qualifications, identified stakeholder engagement processes, and billing and invoicing procedures reflecting net 30 payment terms. Pricing must exclude state sales tax and federal excise tax. Questions are due August 28, 2026 at 10:00 AM CST. Proposals must be submitted in sealed envelopes (one original and one copy) to Corey Vullo, Public Works Director, City of Helotes, 12951 Bandera Road or P.O. Box 507, Helotes, Texas 78023.