Wastewater Treatment Plant Phase 1 Expansion
| Location: | Texas |
|---|---|
| Posted: | Nov 18, 2025 |
| Due: | Dec 18, 2025 |
| Agency: | Fair Oaks Ranch city |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Wastewater Treatment Plant Phase 1 Expansion
|
| Category: | Construction Services |
| Status: | Open |
|
Attachment Preview
City of Fair Oaks Ranch
REQUEST FOR PROPOSALS
WASTEWATER TREATMENT
PLANT PHASE 1 EXPANSION
PROJECT
DUE BY: December 18, 2025
Background and Scope of Services
The City is seeking a contractor for expansion of the existing wastewater treatment plant (WWTP)
and effluent conveyance system upgrades. The current effluent pump station does not have the
capacity to pump all the way from the WWTP to the discharge point at the golf course ponds. The
City must utilize a secondary pumping station (i.e. irrigation pump station) on the WWTP which
has limited storage capacity, challenging the City's ability to move treated effluent out of the plant.
In addition, the influent (bottom of the hill) lift station also requires various improvements. The
scope of work consists of the following:
• Installation of upgrades to one existing pump station, including, but not limited to:
modifications to the wet well, pumps, piping, valves, electrical and controls, SCADA, and
miscellaneous appurtenances.
• Installation of upgrades to one existing sanitary sewer lift station, including, but not limited
to: modifications to the wet well, pumps, piping, valves, electrical and controls, and
miscellaneous appurtenances.
• Installation of approximately 10,400 linear feet of 12-inch PVC effluent water main and
abandon in place existing 6-inch and 8-inch pipe to Blackjack 1 effluent storage pond.
• Installation of an odor control system and rehabilitation of miscellaneous appurtenances at the
headworks. (BID ADDITIVE ALTERNATIVE 1).
• Installation of approximately 60 linear feet of 12-inch PVC sewer main replacement with
manhole installation. (BID ADDITIVE ALTERNATIVE 2).
The estimated budget is $4,105,500. The project timeline is 365 calendar days from issuance of a
Notice to Proceed to final completion. Full specifications, instructions and details can be found in
all other associated bidding documents at http://tx-fairoaksranch2.civicplus.com/bids.aspx and
https://www.civcastusa.com. The selected contractor will be required to execute the City’s Standard
Construction Agreement.
Submission of Questions
Any questions should be submitted in writing to:
Clayton Hoelscher, Procurement Manager
City of Fair Oaks Ranch
choelscher@fairoaksranchtx.org
Addendums to the RFP
The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the
project. Any official changes to this RFP will be in the form of a written addendum, which will
be published on the City website at http://tx-fairoaksranch2.civicplus.com/bids.aspx and at
https://www.civcastusa.com/.
Withdrawal of RFP
The City reserves the right to withdraw the RFP at any point. At any time prior to the specified
solicitation due time and date, a firm may withdraw their proposal by submitting a written request
stating the reason for withdrawal.
General Information:
1) The City of Fair Oaks Ranch reserves the right to reject any or all proposals to waive any
informality or irregularity in any proposal received, and to be the sole judge of the merits
of the respective proposals received.
RFP Schedule
The dates and times listed below are estimated and are subject to change without notice.
1. Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M. on
December 8, 2025
2. Non-mandatory site-visit and pre-proposal conference – December 3rd at 2:00 P.M. Meet at
the Fair Oaks Ranch Public Safety Training Room at 7286 Dietz Elkhorn, Fair Oaks Ranch,
TX 78015.
3. All documents submitted online at https://www.civcastusa.com/ or 1 original and 3 copies
of the proposal due no later than 2:00 PM (CST) on December 18, 2025.
4. Regular City Council Meeting to Approve Selection and Construction Agreement
which will include the Scope of Services – To Be Determined.
Submission Instructions
Proposals should be submitted online at https://www.civcastusa.com/ or delivered or sent to 7286
Dietz Elkhorn, Fair Oaks Ranch, Tx 78015. All proposals should be addressed to Clayton Hoelscher,
Procurement Manager. The City of Fair Oaks Ranch will receive sealed proposals until 2:00 P.M.
on December 18, 2025, and then proposal amounts will be publicly opened and read. Any proposals
received after that time and date will be returned unopened to the bidder. If delivering hard copies
in lieu of submitting online, proposals should contain one (1) unbound original and three (3) bound
copies.
Instructions to Proposers
The proposals should include the information below and shall follow the format below.
• Cover Letter/Executive Summary
• Tab 1 – Company Experience:
o Include Project information for three projects constructed within the last five years
that are similar in nature
Identify the project owner, location, include contact name, title, current
phone number, and e-mail address for each of the listed projects
Include the original cost and final cost, to include all change orders.
o Demonstrate record of performance, including completion schedule and quality of
work product.
• Tab 2 – Project Team and Subcontractor Relevant Experience
o Provide any necessary organizational chart of the firm as it relates to this RFP.
o Provide qualifications and experience of key project members, including any similar
projects they may have worked on.
o Provide qualifications and experience of subcontractors and demonstrate the
company’s history working with the proposed subcontractor(s). Provide references
for subcontractors to be used. Any changes to subcontractors will require approval
of City and is not guaranteed.
• Tab 3 – Project Approach:
Describe your approach for accomplishing the project, including at a minimum:
o Provide a plan and timeline for accomplishing the Project. Note the contract duration
provided by the City is intended to be a maximum timeframe.
o Describe your approach to managing all aspects of construction.
o Describe your plan for coordinating with project stakeholders, including any steps
that require City involvement.
o List any potential challenges, and how your company plans to minimize the impact
of any unforeseen issues that arise.
o Describe your Safety and Quality Control Plans.
o Describe the warranty term and how claims will be handled.
• Tab 4 – Price Proposal Form
The price proposal should be filled out on the “Unit Pricing Form” posted along with the
other bidding documents at: https://tx-fairoaksranch2.civicplus.com/bids.aspx This only
needs to be submitted with the original proposal.
• Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties Form
must be submitted with the original proposal. The 1295 form and instructions for
completion
can
be
found
at
the
following
link:
https://www.ethics.state.tx.us/filinginfo/1295/. When submitting this form, any
combination for the “Project Number”, such as “12345” will be acceptable.
• Evidence of Insurability and Bid Bond (Only submit with original proposal).
Evaluation Criteria
All proposals received will be reviewed, evaluated, and ranked according to a numerical scoring
system based on the responses to the criteria listed below. The City may elect to interview firms.
Proposals will be evaluated as follows:
Criteria
Maximum Points Available
Company Experience
20 Points
Project Team and
Relevant Experience
Project Approach
Subcontractor 15 Points
15 Points
Price
50 Points
Questions regarding the project can be submitted to Clayton Hoelscher, via email to
choelscher@fairoaksranchtx.org. Questions will be accepted until 5:00 P.M. on December 8,
2025.
The City reserves the right to reject any or all Proposals. The highest ranked Respondent(s) may
be invited to enter into Contract negotiations with the City of Fair Oaks Ranch. If an agreement
cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent
and terminate negotiations. The second highest Respondent 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 Respondents should it be in the City’s best interest.
Insurance
All respondents must submit, with the RFP, proof of insurance coverage. Proof shall be by
submission of copies of current policies or current Certificates of Insurance, including the effective
dates of coverage.
Bonding Requirements
Each Proposal submitted shall be accompanied by a cashier’s check in the amount of five percent
(5%) of the bid amount, payable without recourse to the City of Fair Oaks Ranch, or a Bid Bond
in the same amount from a reliable surety company as a guarantee that, if awarded the contract,
the Proposer will execute a Construction Agreement with the City, including all required bonds
and other documents. The City may alternatively accept a letter from a surety company, verifying
the contractor’s ability and agreement to provide payment and performance bonds for the Project.
The awarded contractor will be required to provide payment and performance bonds prior to work
commencing. Each bond shall be in an amount equal to 100% of the Total Project Cost.
Liquidated Damages for Failure to Complete on Time
Respondent hereby acknowledges that the award of the contract includes the requirement to timely
commence the work on the Project in accordance with the fully executed Contract Documents.
Respondent hereby further agrees to pay to City as liquidated damages the applicable sum quoted
below, for each calendar day in excess of the time set forth for completion of the Project, all as
more fully set forth in the general conditions of the Contract Documents. The time of completion
is of the essence for the Project.
For each day that any work shall remain uncompleted after the time specified in the Contract
Documents, or the increased time granted by the City, or as equitably increased by additional work
or materials ordered after the Contract Documents are executed, the sum per day given in the
following schedule, unless otherwise specified in the special provisions, shall be deducted from
the monies due from the City:
• $350 Per Day first 30 days; $400 Per Day 31-60 days; $500 Per Day 90 days and
beyond
The sum of money thus deducted for such delay, failure or non-completion is not to be considered
as a penalty, but shall be deemed, taken and treated as reasonable liquidated damages, per day that
the default shall continue after the time stipulated in the Contract Documents for completing the
work. The said amounts are fixed and agreed upon because of the impracticability and extreme
difficulty of fixing and ascertaining the actual damages that the City in such event would sustain;
and said amounts are agreed to be the amounts of damages which the City would sustain and which
shall be retained from the monies due, or that may become due, under the Contract Documents;
and if said monies be insufficient to cover the amount owing, then the surety shall pay any
additional amounts due. Notwithstanding the foregoing, in the event that the actual damages
incurred by the City exceed the amount of liquidated damages, the City shall be entitled to recover
its actual damages.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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