RFP Bid NO. 26-02 Strategic Planning Consultant Services

Location:	Texas
Posted:	Dec 2, 2025
Due:	Dec 9, 2025
Agency:	City of Huntsville
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	26-02
Publication URL:	To access bid details, please log in.

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City of Huntsville

448 State Hwy 75 N

Huntsville, Texas 77320

Lucy Gonzalez

Phone: 936-291-5495

Email: purchasing@huntsvilletx.gov

REQUEST FOR PROPOSALS (RFP) NO. 26-02

“Strategic Planning Consultant Services”

RETURN SEALED RFP:

City of Huntsville

City Secretary

448 State Hwy 75 N

Huntsville, Texas 77340

Sealed solicitations shall be received no later than:

2:00 P.M., Central Time

December 9, 2025

MARK ENVELOPE: “Solicitation Packet 26-02”

ALL PAGES MUST BE INITIALED AND RETURNED,

IF NOT BID MAY BE REJECTED.

Table of Contents

Tentative Schedule of Events ......................................................................................................................... 2

Introduction..................................................................................................................................................... 2

General Instructions........................................................................................................................................2

Proposal Submittals .................................................................................................................................... 3

Award ......................................................................................................................................................... 4

Terms of Contract ....................................................................................................................................... 4

Contract Changes........................................................................................................................................4

Termination of Contract ............................................................................................................................. 4

Special Terms & Conditions.......................................................................................................................5

Written Modification .................................................................................................................................. 5

Qualification of Respondent ....................................................................................................................... 5

Addenda & Interpretations ......................................................................................................................... 5

Deviation From Requirements....................................................................................................................6

Laws and Regulations ................................................................................................................................. 6

Evaluation ................................................................................................................................................... 6

Additional Considerations .......................................................................................................................... 7

Scope of Services............................................................................................................................................7

Background ................................................................................................................................................. 7

Scope of Work ............................................................................................................................................ 7

Deliverables ................................................................................................................................................ 7

Requited Forms (TAB 2) ................................................................................................................................ 9

Respondent’s Information .......................................................................................................................... 9

Conflict of Interest .................................................................................................................................... 10

Certificate of Interested Parties Form 1295..............................................................................................12

Israel Verification Form ........................................................................................................................... 14

Iran, Sudan and Foreign Terrorist Organizations Verification Form ....................................................... 15

Firearm Verification Form........................................................................................................................16

Bid # 26-02 Page 1 of 31 Firm Name:____________________________ Initials:________

Prohibition of Contracts Discriminating Against Energy, & Energy Company Boycott Verification

Form.......................................................................................................................................................... 17

Critical Infrastructure Verification Form..................................................................................................18

Texas Public Information Act Verification Form.....................................................................................19

Insurance Requirements............................................................................................................................20

Cost Proposal (TAB 6) ............................................................................................................................. 21

Base Service Price Table .......................................................................................................................... 21

Optional Services Price Table .................................................................................................................. 22

References (TAB 7) .................................................................................................................................. 23

Non-Collusion Affidavit ........................................................................................................................... 24

Certification Regarding Lobbying ............................................................................................................ 25

Proposal Terms & Conditions ...................................................................................................................... 26

No-Response Statement ................................................................................................................................ 31

Tentative Schedule of Events

November 12, 2025 – Release Solicitation

November 15 and November 22, 2025 - Legal Advertisement

November 25, 2025 – Questions Due to Procurement Manager

November 28, 2025 – Final Addendum Issued

December 9, 2025, at 2:00 P.M. – Public Solicitation Opening

December 10-15, 2025 – Evaluation Committee Review

December 17-18, 2025 – Interviews / Presentations (if requested)

December 2025 – Award Preparation

Introduction

The City of Huntsville, Texas (the “City”) is soliciting proposals for consulting services to develop a new

comprehensive plan that builds on the City Council’s adopted Strategic Priorities with prioritized

implementation steps to achieve a viable, sustainable, diverse and inclusive city, and guide successful

adoption of at the plan by City Council. The Consultant is expected to lead an extensive, inclusive, and

innovative 1–2-day engagement Strategic Planning process with the City Council. This is to include

coordinating and facilitating a City Council retreat to develop the City of Huntsville’s Strategic Plan

(2026–2031). The resulting plan will update and build upon the City’s 2024 Strategic Plan, aligning

Council’s vision and priorities with departmental goals, community needs, and long-term financial

planning.

General Instructions

Sealed proposal packets must be delivered to Attention of:

City Secretary, City of Huntsville, 448 State Hwy 75 N, Huntsville, TX 77320.

Proposal Packets must be received by

December 9, 2025 at 2:00 P.M. Central Time

It is the sole responsibility of each respondent to have the proposal at the designated location prior to the

deadline date and time. Each proposal must be sealed in an opaque envelope that has been clearly marked

Bid # 26-02 Page 2 of 31 Firm Name:____________________________ Initials:________

“Solicitation Packet 26-02”. All late packets will be returned to the respondent unopened when properly

marked. Public reading is scheduled to be held at the date and time listed above at City Service Center,

448 State Hwy 75 N Huntsville, Texas. You are invited to attend.

All questions concerning the solicitation should be directed to the Procurement Manager, Lucy Gonzalez

at e-mail purchasing@huntsvilletx.gov.

Proposal Submittals

Respondents submitting a proposal do so entirely at their expense. There is no expressed or implied

obligation by the City of Huntsville to reimburse any individual or firm for any costs incurred in preparing

or submitting a proposal, for providing additional information when requested by the City of Huntsville, or

for participating in any selection interviews.

Respondents must limit responses to 30 pages exclusive of tabs and forms. Each Response, completed and

signed by person(s) authorized to bind individual or legal entity, shall include the following in one

envelope/package:

• 1 Flash drive with a single PDF file tabbed in the same format as the original response.

• TAB 1: Solicitation Document-Signed and Acknowledgement of Addenda, if applicable

• TAB 2: Required Forms

o Respondent Information

o Proposer Certifications

o Conflict of Interest Questionnaire

o Printed copy of Certificate of Interested Parties 1295 Form (filled out online)

o Chapter 2271 Acknowledgement

o Prohibitsation of Contract Discriminating Against Entergy Company Boycott Verification

Form

o Critical Infrastructure Verification Form

o Texas Public Information Act Verification Form

o Non-Collusion Affidavit

o Certification Regarding Lobbying

o Proposal Terms and Conditions Acknowledgement

o No Response Statement (if applicable)

• TAB 3: Related Experience and Qualifications

• TAB 4: Project Understanding and Methodology

• TAB 5: Proposed Approach and Timeline

• TAB 6: Cost Proposal

• TAB 7: References

• TAB 8: Deviations: Respondent must indicate any deviations

Each proposal must be fully executed when submitted on the prescribed form. All blank spaces for prices

must be filled in, in ink or typewritten. If the unit price and the total amount named for an item are not in

agreement, the unit price alone will be considered as representing the respondent’s intention and the total

will be corrected to conform thereto. The respondent must sign their solicitation in the space provided on

the respondent’s form. If the Proposal is submitted by a partnership or corporation, the name and address

of the partnership or corporation must be shown, together with the name and address of the partners or

corporate officers. Proposals submitted by a partnership must be signed by one of the partners. Proposals

submitted by a corporation must be signed by one of the corporate officials having, under the corporate

structure, the power to act in this capacity. Proposals submitted by a sole proprietorship must be signed by

the proprietor.

Bid # 26-02 Page 3 of 31 Firm Name:____________________________ Initials:________

Award

The City of Huntsville reserves the right to award to the most responsible and responsive respondent in the

best interest of the City based on price and/or based on best value meeting the requirements for this

service. The City may award to multiple providers or to a single provider. If the awarded respondent is

unable to meet the requirements of the City, services/products may be purchased from the next best

available respondent and continue until a respondent is found that can complete the requirements of the

City of Huntsville. The City reserves the right to order from another vendor in which the City determines

an emergency or urgent need becomes necessary. The City of Huntsville has the sole, last and final

determination to determine award. The City reserves the right to reject any proposals that do not meet

specifications stated herein or reject all proposals should this project not be approved for any reason.

*Best Value: An assessment and/or award based on analysis of the total life cycle of the item. Combination criteria which can be used are:

price, quality of item, location of respondent, safety record of respondent, past relationship with respondent, and/or any relevant criteria

specifically listed.

Terms of Contract

It is anticipated that the City will enter into a professional services agreement with the selected consultant

to provide facilitation and consulting services for the City Council Strategic Planning Retreat and

development of the City of Huntsville Strategic Plan (2026–2031).

The initial term of this contract shall be from Date of Award through February 28, 2026. The City reserves

the right to extend this contract through written mutual consent of both parties at the same terms,

conditions and prices as stated in this solicitation through September 30,2026. At the City’s sole

discretion, the contract may be renewed to allow for future facilitation, annual update services or engage

the consultant for continued implementation support Not to exceed 3 one-year renewals.

It is expressly understood that the City’s selection of any proposal does not constitute an award of a

contract agreement with the City. Upon selection, contract negotiations will be conducted between the

City and the selected respondent. No binding or enforceable agreement shall exist until a contract is

executed by both the City and the selected consultant and approved as to form by the City Attorney.

Contract Changes

No different or additional terms, conditions, or provisions shall become a part of this contract without

prior written approval from the City Manager and/or the City Council. Any proposed changes or

amendments to this contract must be submitted in writing to the designated contact person identified in

this solicitation. Such changes shall not be effective until reviewed and formally approved by the City. No

oral statement or representation by the Respondent, City employee, or any other party shall modify,

amend, or otherwise affect the terms, conditions, or specifications of the executed contract. All approved

contract modifications will require submission and processing of an updated Certificate of Interested

Parties Form 1295, at the time of the requested change.

Termination of Contract

The City of Huntsville reserves the right to terminate this agreement if, in the City's opinion, the

successful respondent (hereinafter also referred to as the “Contractor”) fails to perform satisfactorily, if the

delivery of goods or services does not conform to the specifications set forth herein, or for any other cause

deemed to be in the City's best interest.

The City may also terminate this contract, in whole or in part, for convenience and without cause by

providing the Vendor with thirty (30) calendar days’ written notice. Such termination shall not be

considered a breach of contract. The Respondent shall be compensated for all services performed or goods

delivered and accepted by the City prior to the effective date of termination.

Bid # 26-02 Page 4 of 31 Firm Name:____________________________ Initials:________

If, through any cause, the Respondent fails to fulfill its obligations under this contract or breaches any

term or condition, the City may terminate the agreement by providing thirty (30) calendar days' written

notice. In the event the Respondent violates any law or engages in illegal activity, the City reserves the

right to terminate the agreement immediately.

Special Terms & Conditions

It is understood that the City of Huntsville, Texas reserves the right to reject any or all products, services

and/or qualifications for any or all products and/or services covered in this solicitation and to waive

informalities or defects or to accept such qualifications as it shall deem to be in the best interests of the

City of Huntsville. If less than three responses are received, the City of Huntsville reserves the right to

resolicit as it deems to be in the best interest of the City. Each elected respondent will receive a purchase

order at the prices quoted. Respondents must be able to complete the job within a reasonable time of

request for service. Should the awarded respondent not be able to respond, the City reserves the right to

offer service to the next available respondent. The City of Huntsville reserves the right to make the award

of solicitation line items in whole, parts or to reject any and all proposals or proposal line items if it is

determined to be in the best interest of the City. The proposals Terms and Conditions reference any and all

indemnification language that is required and not stated to the fullest extent of the law. The City of

Huntsville has the sole last and final determination to determine award with no recourse to the fullest

extent of the law.

Written Modification

Any respondent may modify their proposal by letter, electronic or other written communication at any

time prior to the scheduled closing time for receipt, provided such written communication is received by

the City prior to the closing time, and provided further, the City is satisfied that the written modification

bears the signature of the respondent. The written communication should not reveal the proposal price but

should provide the addition or subtraction or other modification so that the final prices or terms will not be

known by the City until the sealed proposal is opened. It is the responsibility of the respondent to ensure

the modification was received by the City.

Qualification of Respondent

No pre-qualification of a respondent is required. Before award of any contract can be approved, however,

the City shall be satisfied that the respondent involved: (1) maintains a permanent place of business, (2)

has adequate plant and equipment to do the work properly and expeditiously, (3) has a suitable financial

status to meet obligations incident to the work, (4) has appropriate technical experience, and (5) can

submit a satisfactory performance record.

Addenda & Interpretations

All questions or request for interpretation concerning this solicitation, shall be directed to the Procurement

Manager, Lucy Gonzalez, in writing via e-mail at purchasing@huntsvilletx.gov or sent via mail addressed

to the Purchasing Department at 448 SH 75 North, Huntsville, Texas 77320.

All questions or request for interpretation must be received by November 25, 2025 @ 5:00 P.M.

A written addendum will be issued as a response and will be posted on or before November 28, 2025 @

5:00 P.M. on the City of Huntsville website, Public Purchase website and Electronic State Business Daily

website. All addenda issued shall become part of the contract documents, and receipt thereof shall be

acknowledged in the space provided in the solicitation document. It is the responsibility of the respondent

to verify all addenda and interpretations.

Bid # 26-02 Page 5 of 31 Firm Name:____________________________ Initials:________

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	26-02
Bid Title:	RFP Bid NO. 26-02 Strategic Planning Consultant Services
Category:	City Solicitations
Status:	Open

RFP Bid NO. 26-02 Strategic Planning Consultant Services

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