RFQ 2025DD-05 - Facilities Master Plan

INTRODUCTION

Purpose

The City is seeking a qualified consultant to provide professional services to develop a Facilities Master Plan.

Background

The City of Kyle, Texas, is seeking a qualified consultant to provide professional services to develop a Facilities Master Plan. The Plan should consider, but not be limited to, any or all of the additional elements that may influence facility planning:

• Demographic analysis of the City’s population and growth trends;
• Review of existing service delivery models and future plans including public use of the facility for meetings and operations;
• Staffing analysis and organizational structure;
• Material, inventory, and data and records storage;
• Safety and security analysis;
• Information technology requirements;
• Evaluation of existing site infrastructure and layout;
• Existing utility infrastructure and capacity;
• Financial impact and analysis of capital planning;
• Short, intermediate, and long-range planning; and
• Any other alternatives which may be proposed or identified.

General Submission Information

This RFQ is posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.civcastusa.com under proposal ID: RFQ 2025DD-05

PROPOSAL SUBMISSION DEADLINE: Thursday, February 6, 2025 PRIOR TO 3:00 p.m.

Proposals should be clearly marked Facilities Master Plan - RFQ 2025DD-05 and submitted to:

Daniel Dellemonache
City of Kyle, Purchasing Supervisor
Public Works Administration, 520 RM 150 , Kyle TX 78640
(512) 779-3874

Proposals may also be submitted electronically at www.civcastusa.com under proposal ID: RFQ 2025DD-05

Any proposal received later than the specified time, whether delivered in-person or by mail will be disqualified. The City of Kyle will not be responsible for late delivery from the post office or delivery to any location other than the one specified above. Responders are encouraged to hand deliver their proposals well ahead of opening time or follow up to confirm their proposals were received before the deadline. The City further reserves its right to reject all proposals for any reason or any proposal that does not contain all the information requested in this RFQ.

Potential responders may also submit a written email request to ddellemonache [at] cityofkyle.com ( ddellemonache[at]cityofkyle[dot]com ) or submit questions on www.civcastusa.com for additional information or clarification. The deadline for questions is Friday, January 24 at 5:00 p.m. Please reference the RFQ name in the subject line and provide the applicable page number with each question. Responses to questions will be posted on the City of Kyle’s website at www.cityofkyle.com/rfps and www.civcastusa.com as an addendum prior to the submission deadline.

PRE-OFFER CONFERENCE

Wednesday, January 15 at 3:00 pm on Microsoft Teams. Please RSVP to ddellemonache [at] cityofkyle.com (ddellemonache[at]cityofkyle[dot]com) for the link.

SCOPE OF WORK

This RFQ will be awarding a contract for professional services for a Facilities Master Plan.

SUBMITTAL REQUIREMENTS & SCORING

The City will evaluate and rank the contractors based on the following selection criteria:

10 Points - Qualifications and Availability

30 Points - Proposed Staff

30 Points - Project Experience

30 Points - Project Approach

SELECTION PROCESS

Following the City Council’s approval of the staff recommendation, and in accordance with Texas Government Code 2254 for Professional Services, staff will attempt to negotiate a scope of work and fee structure at a fair and reasonable price with the most qualified responder. If a satisfactory agreement cannot be negotiated with the most qualified responder for design services, the City shall formally end negotiations with the most qualified responder, select the next most qualified responder and attempt to negotiate an agreement with that company at a fair and reasonable price.