RFP 26-21 Environmental Professional Services

CITY OF
H untsville
REQUEST FOR PROPOSALS RFP NO. 26-21
"ENVIRONMENTAL PROFESSIONAL SERVICES"
RETURN SEALED RFP:
Sealed solicitations shall be received no later than:
City of Huntsville
City Secretary 2:30P.M., Central Time
May 14, 2026
c/o Purchasing Department
448 State Highway 75 North MARK ENVELOPE: "Solicitation Packet 26-21"
Huntsville, Texas 77320
For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS
POINT OF CONTACT
Email: Purchasing@huntsvilletx.gov
The Vendor's signature is required for acceptance of this solicitation and confirms the Vendor has read and
understands all requirements concerning this solicitation, the undersigned affirms they are duly authorized to
execute the contract. The City of Huntsville is not responsible for solicitations received after submission deadline for any
reason and will be considered void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope,
CLEARLY marked with RFP 26-21 Environmental Professional Services.
CERTIFICATION OF OFFER
Company Name ___________________________________________________________________ Date: _______________________
Signed By: ______________________________________________________Title: _________________________________________
Typed/Printed Name: ________________________________________________________ Phone#: ___________________________
Mailing Address: ___________________________________________________________ Tax ID Number: _____________________
Street/P. O. Box City State Zip
Email: ________________________________________________________________________ SAM ID: _______________________
INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.
Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________
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TENTATIVE SCHEDULE OF EVENTS
The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.
April 23, 2026 - Release Solicitation
April 25 and May 2, 2026 - Legal Advertisement
May 6, 2026 - Questions Due to the Procurement Manager
May 8, 2026 - Final Addendum Posted
May 14, 2026 at 2:30 P.M. - Public Opening
May 18, 2026 - Interviews with Selected Vendors
June 2026 - Award Preparation
GENERAL INSTRUCTIONS
Submissions must be in a sealed envelope clearly marked "RFP 26-21 Professional Environmental Services" It is the sole
responsibility of the Vendor to ensure the packet is received at the designated location before the deadline.
A public opening will be held at the submission deadline at the City of Huntsville Service Center, 448 State Highway 75 North,
Huntsville, Texas, to acknowledge receipt of all timely responses. The names of respondents and other limited information
may be read aloud. Detailed proposal contents, including technical proposals and pricing, will not be fully evaluated or
discussed at the opening. Proposals will be evaluated in accordance with the criteria outlined in this solicitation. All interested
parties are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via email at
purchasing@huntsvilletx.gov.
RESPONSES
Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse
any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when
requested, or participating in any selection interviews.
QUALIFICATIONS OF RESPONDENTS
No prequalification of respondents 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 personnel 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. The City of Huntsville
has the final and sole decision to determine qualifications.
ADDENDAS
No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or
request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at
purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after May 5, 2026
@ 5:00 P.M will be considered void and unacceptable.
A written addendum will be issued as a response and will be posted on or before May 7, 2026 @ 5:00 P.M. on the City of
Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become
part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the
responsibility of the Vendor to verify all addenda and interpretations.
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SOLICITATION TABULATIONS
Solicitation tabulation results are posted on our website at:
http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/
OBJECTIVE
The City of Huntsville, Texas is seeking qualified environmental professional service provider(s) to support the implementation
of infrastructure projects funded through the Texas General Land Office (GLO) under the Community Development Block
Grant Mitigation (CDBG-MIT) Program and the Disaster Recovery Reallocation Program (DRRP).
The selected firm(s) will be responsible for managing the full environmental review and compliance process in accordance
with 24 CFR Part 58, the National Environmental Policy Act (NEPA), and all applicable federal and state requirements.
Projects include, but are not limited to:
* Martin Luther King Drive Street Improvements Project
* Autumn Road Improvements Project
The City reserves the right to award one contract for all services or separate contracts by project.
This procurement and any resulting contract are subject to review and approval by the Texas General Land Office (GLO) to
ensure compliance with applicable program requirements, federal regulations, and grant-specific conditions.
TERM OF CONTRACT
The term of this contract shall begin upon award and execution by the City Council and shall continue through completion of
all contracted environmental services for the Martin Luther King Drive Street Improvements Project and the Autumn Road
Improvements Project, or until grant closeout, whichever occurs first.
The contract term may be extended, if necessary, to allow for completion of required environmental review activities, regulatory
approvals, or grant-related closeout requirements, subject to mutual agreement of both parties and approval by the City.
All services must be completed in accordance with applicable Texas General Land Office (GLO) program requirements,
including CDBG-MIT and Disaster Recovery Reallocation Program (DRRP) requirements, as applicable to each project.
SELECTION AND AWARD
The City will evaluate the solicitations per the criteria stated. The City may form an evaluation committee to review and score
the submissions. The City reserves the right to request additional information or clarifications from respondents during the
evaluation process. The top-ranked Vendor(s) may be invited to negotiate a detailed scope of services and fee schedule. If
negotiations are successful, a contract will be executed pending all necessary approvals.
The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may
choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.
SCOPE OF WORK
The City of Huntsville is seeking qualified professional environmental service provider(s) to support the implementation of
multiple infrastructure projects funded through the Texas General Land Office (GLO). The selected firm(s) will be responsible
for completing all environmental review and compliance requirements necessary to support the City in achieving environmental
clearance for each project.
PROJECT 1- MARTIN LUTHER KING DRIVE STREET IMPROVEMENTS
PROJECT DESCRIPTION
The Martin Luther King Drive Street Improvements Project consists of the rehabilitation of existing roadway infrastructure to
improve safety, accessibility, and multi-modal connectivity within an established urban corridor.
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Martin Luther King Drive and 9th Street are existing two-lane urban roadways that currently lack continuous, safe, and ADA-
compliant pedestrian and bicycle facilities. Existing pavement conditions indicate the need for rehabilitation to restore structural
integrity and ride quality. Sidewalk coverage is inconsistent, pedestrian crossings are limited, and bicycle accommodation is
absent. Curb and drainage infrastructure also require rehabilitation to improve roadway function and longevity.
The primary goal of the project is to rehabilitate the roadway while addressing drainage, pedestrian safety, and ADA
compliance. Improvements are intended to enhance public safety, improve infrastructure resilience, and ensure long-term
compliance with applicable state and federal requirements associated with GLO funding.
PROJECT 2- AUTUMN ROAD IMPROVEMENTS
PROJECT DESCRIPTION
The Autumn Road Improvements Project involves drainage and flood mitigation improvements to address recurring flooding
and erosion issues near the Spring Lake Water Plant.
The existing drainage system includes a 75-inch diameter railroad tank car culvert located under Autumn Road near its
intersection with Summer Lane. This culvert is undersized and misaligned with the downstream creek channel, resulting in
frequent overflow conditions and contributing to flooding at the Spring Lake Water Plant as well as erosion on downstream
properties.
The project includes the removal and replacement of the existing culvert with a properly sized concrete box culvert aligned
with the downstream channel to improve flow conveyance. In addition, approximately 1,550 linear feet of the downstream
channel will be de-silted (dredged) to restore capacity and improve drainage efficiency.
The primary goal of the project is to reduce flood risk, improve drainage performance, and enhance the resiliency of critical
infrastructure.
ENVIRONMENTAL PROFESSIONAL SERVICES (APPLIES TO ALL PROJECTS)
The selected environmental professional service provider(s) shall be responsible for managing and completing all
environmental review and compliance activities necessary to support the City in obtaining environmental clearance for each
project.
All services must be performed in accordance with:
* 24 CFR Part 58.
* National Environmental Policy Act (NEPA).
* Applicable Texas General Land Office (GLO) program requirements, including CDBG-MIT and DRRP.
SCOPE OF ENVIRONMENTAL SERVICES
No project activities that would have an adverse environmental impact or limit the choice of reasonable alternatives may be
undertaken prior to completion of the environmental review process and receipt of environmental clearance, in accordance
with 24 CFR Part 58.
The selected firm shall provide all services necessary to complete the environmental review process from initiation through
environmental clearance, including but not limited to the following:
ENVIRONMENTAL REVIEW AND DOCUMENTATION
* Determine the appropriate level of environmental review (Exempt, CEST, Environmental Assessment, etc.).
* Prepare a complete and compliant Environmental Review Record (ERR) for each project.
* Maintain all environmental documentation in a complete and organized manner sufficient to meet all federal, state
and GLO monitoring and audit requirements.
REGULATORY COORDINATION AND COMPLIANCE
* Coordinate with applicable regulatory agencies, including but not limited to:
o Texas Parks and Wildlife Department (TPWD)
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o U.S. Army Corps of Engineers (USACE)
o State Historic Preservation Office (SHPO)
* Assist the City in obtaining all required environmental clearances, approvals, and permits, as applicable.
ENVIRONMENTAL ANALYSIS
* Conduct and document all required environmental reviews and analyses, including:
o Floodplain management and compliance.
o Wetlands and waters of the U.S. determination.
o Coordination with appropriate agencies to evaluate potential impacts to threatened and endangered
species, including documentation of findings.
o Historic and cultural resources review (Section 106 compliance).
PUBLIC PARTICIPATION AND NOTICES
* Prepare environmental compliance documentation required under 24 CFR Part 58, including draft public notices
such as the Notice of Intent to Request Release of Funds (NOI/RROF) and Finding of No Significant Impact
(FONSI), if applicable.
* Ensure all public notice documentation is based on the completed Environmental Review Record (ERR).
* Coordinate with the City's Grant Manager to ensure accuracy and compliance with applicable environmental
requirements.
* The City, as the Responsible Entity, shall retain responsibility for publication, certification, and submission of all
public notices.
MITIGATION AND COMPLIANCE SUPPORT
* Identify and document any required environmental mitigation measures.
* Provide guidance to the City regarding implementation of mitigation requirements.
* Assist the City in maintaining environmental compliance throughout the project lifecycle, as needed.
GRANT COORDINATION AND REPORTING SUPPORT
* Coordinate with the City's Grant Manager and project team to ensure environmental activities, milestones, and
approvals align with overall project schedules and applicable GLO program requirements.
* Provide status updates and supporting environmental information as needed to assist the City in meeting grant
reporting requirements.
TIGR & DOCUMENTATION MANAGMENT
* Assist the City, as directed, with the entry and uploading of environmental documentation into the Texas Integrated
Grant Reporting (TIGR) system.
* Provide revisions or additional documentation as requested to support completeness and accuracy of the official
grant record.
ENVIRONMENTAL CLEARANCE SUPPORT
* Prepare a draft Request for Release of Funds (RROF) package based on the completed Environmental Review
Record (ERR) and coordinate with the City to support submission.
* Respond to comments or requests for additional information from GLO or other regulatory agencies related to
environmental review.
* Support the City through final environmental clearance.
KEY RESPONSIBILITY STATEMENT
The selected firm shall be responsible for preparing all required environmental documentation and supporting the City in
obtaining environmental clearance in accordance with applicable GLO program requirements. Final authority for
environmental determinations and approvals remains with the City as the Responsible Entity.
DELIVERABLES (PER PROJECT)
The selected firm(s) shall provide the following deliverables for each project, as applicable:
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ENVIRONMENTAL REVIEW & DOCUMENTATION
* Complete Environmental Review Record (ERR).
* All supporting environmental studies, analyses, and documentation.
REGULATORY COORDINATION AND COMPLIANCE
* Copies of all agency coordination correspondence (TPWD, USACE, SHPO, etc.).
* Documentation of regulatory approvals, clearances, and permits (as applicable).
ENVIRONMENTAL ANALYSIS
* Technical reports and findings for:
o Floodplain compliance
o Wetlands and waters of the U.S. determinations.
o Coordination with appropriate agencies to evaluate potential impacts to threatened and endangered
species, including documentation of findings and incorporation into the Environmental Review Record
(ERR).
o Historic and cultural resource review (Section 106).
PUBLIC PARTICIPATION AND NOTICES
* Draft public notices (NOI, RROF and FONSI, if applicable).
* Documentation of public notice publication and comment periods, including materials provided by the City,
incorporated into the Environmental Review Record (ERR).
* Record of any public comments received and responses, if required.
MITIGATION AND COMPLIANCE SUPPORT
* Documentation of required mitigation measures.
* Supporting documentation demonstrating compliance with mitigation requirements, if applicable.
GRANT COORDINATION AND REPORTING SUPPORT
Environmental Status updates and documentation provided to support grant reporting.
TIGR AND DOCUMENTATION MANAGEMENT
* All environmental documentation organized in complete, accurate, and upload-ready format.
* Revisions or additional documentation as requested to support completeness of the official grant record.
ENVIRONMENTAL CLEARANCE SUPPORT
* Draft Request for Release of Funds (RROF) package based on the completed ERR.
* Responses to GLO or regulatory agency comments.
* Final environmental clearance documentation.
SOLICITATION FORMAT
Respondents must submit five (5) copies, one (1) unbound original and one (1) searchable PDF copy on a USB drive. The
outside cover or first page of the hard copy should clearly display the respondent's firm name, contact information, business
address, and a designation indicating that it is the "Original."
Responses must be organized with clearly labeled section tabs: A, B, C, D, and E, corresponding to the evaluation criteria
and content descriptions outlined in the solicitation.
The combined response to Tabs A through C shall not exceed twenty-five (25) single-sided pages. Required forms and
supporting documentation included under Tab D are excluded from this page limit.
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EVALUATION CRITERIA
The City's evaluation committee will conduct a comprehensive, fair, and impartial evaluation of all proposals submitted. Each
proposal will be reviewed to determine overall responsiveness and the Vendor's ability to provide the services described
herein. The adequacy, depth, organization, and clarity of each response will be considered as part of the evaluation process.
Vendors shall clearly label and organize their submissions using the designated tab identifiers associated with each evaluation
criterion.
Solicitations will be scored in accordance with the evaluation criteria and corresponding point values identified in this section.
Based on the initial evaluation, the City may select all, some, or none of the respondents to participate in interviews. If
interviews are conducted, respondents may be reevaluated using the same scoring criteria.
This procurement is being conducted using a Request for Proposals (RFP) process in accordance with applicable procurement
requirements. Proposals will be evaluated based on the criteria and point values identified in this section. The contract will be
awarded to the responsible Vendor whose proposal is determined to be the most advantageous to the City, considering price
and other relevant factors.
Proposals that exceed the stated page limit may be deemed non-responsive and may not be considered for evaluation.
TAB EVALUATION CRITERIA POINTS
A Experience & Qualifications 30
B Project Approach and Understanding 25
C Past Performance 20
D Capacity & Staffing 15
E Cost Proposal 10
Tab A. Vendor Qualifications (30pts)
* Cover Letter (1 page max): Provide a cover letter on company letterhead, signed by an authorized representative
of the firm. The cover letter shall include the firm's name, address, and primary point of contact, along with a
brief statement expressing the firm's interest in providing environmental professional services. The letter shall
also include a statement confirming the firm's eligibility to perform the requested services and certify that the firm
has not been disqualified or debarred from performing work on federally funded projects.
* Firm Overview (2 page max): Provide a general overview of the firm and any proposed subconsultants, including
the legal name of the firm and year established, office locations, and organizational structure. The overview
should also describe the firm's areas of expertise relevant to environmental review and compliance services and
identify any proposed subconsultants along with a description of their roles.
* Firm Qualifications (2 page max): Describe the firm's specific qualifications to perform the requested
environmental services, with emphasis on experience conducting environmental reviews in accordance with 24
CFR Part 58 and NEPA, as well as preparation of Environmental Review Records (ERRs). The response should
also highlight experience with Texas General Land Office (GLO) programs, including CDBG-MIT and/or DRRP,
and experience with projects similar in scope, such as roadway improvements and drainage or flood mitigation
projects. Additionally, respondents should demonstrate familiarity with coordination with regulatory agencies,
including but not limited to TPWD, USACE, and SHPO, and identify any relevant certifications, training, or
recognitions related to environmental compliance services.
Tab B. Project Approach and Understanding (25pts)
Demonstrate the Vendor's understanding of the project scope and environmental requirements and describe the proposed
approach to successfully completing all environmental review and compliance activities. The response should reflect a clear
understanding of the Martin Luther King Drive and Autumn Road projects, including potential environmental considerations,
regulatory coordination, and required processes under 24 CFR Part 58.
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* Project Approach (3 pages max): Describe the Vendor's proposed approach to performing the Scope of
Environmental Services, including the methodology for completing the environmental review process from
initiation through environmental clearance. The response should address the approach to preparing the
Environmental Review Record (ERR) and all supporting documentation, as well as the strategy for
coordination with applicable regulatory agencies, including but not limited to TPWD, USACE, and SHPO.
Vendors should also identify potential environmental challenges or risks associated with the projects and
propose appropriate mitigation strategies. Additionally, the response should describe the approach to
coordinating with the City's Grant Manager to support compliance with applicable GLO program requirements.
* Project Schedule (1 Page max): Provide a proposed project schedule or timeline for completing environmental
review activities for each project. The schedule should include key milestones such as environmental review
initiation, completion of the Environmental Review Record (ERR), public notice periods, preparation of the
Request for Release of Funds (RROF), and anticipated environmental clearance. The schedule should reflect
the Vendor's ability to meet project timelines and identify any assumptions or constraints that may impact
completion.
Tab C. Past Performance (20pts)
Past Performance will be evaluated based on the Vendor's demonstrated success in completing similar environmental review
projects. This includes the quality of work, ability to meet project schedules, responsiveness to client needs, and success in
achieving environmental clearance in compliance with applicable federal and state requirements. The City may contact
provided references to verify the Vendor's performance, including timeliness, accuracy of documentation, and overall client
satisfaction. Prior work performed for the City of Huntsville or within Walker County, if applicable, may also be considered.
* Provide a summary of recent projects that demonstrate the Vendor's ability to perform environmental review and
compliance services similar in scope to those described in this solicitation. Emphasis should be placed on
projects involving Environmental Review Records (ERRs), coordination under 24 CFR Part 58 and NEPA, and
experience with Texas General Land Office (GLO) programs, including CDBG-MIT and/or DRRP. Include a
minimum of five (5) relevant projects. For each project, provide the project name and location, client name, a
brief project description including the scope of environmental services performed, completion date, project cost
(if applicable), and a client reference including name, organization, title, and phone number and/or email address.
Tab D. Capacity and Staffing (15pts)
Capacity and Staffing will be evaluated based on the Vendor's ability to successfully perform the required environmental
services within the desired timeframe. This includes the qualifications and availability of key personnel, adequacy of staffing
levels, and the Vendor's ability to manage workload and deliver services in a timely and efficient manner. The City will consider
the Vendor's organizational capacity, project management approach, and ability to meet project schedules while maintaining
compliance with applicable requirements.
* Project Team and Capacity (3 pages max): Provide a description of the proposed project team and the Vendor's
capacity to perform the work. The response should identify key personnel and their roles and responsibilities for
this project, including the designated project manager. Include an organizational chart or narrative description
showing the structure of the project team. The Vendor should also describe its current workload and availability,
demonstrating the ability to complete the required services within the anticipated timeframe. If subconsultants
are proposed, clearly identify their roles and responsibilities and describe how coordination among team
members will be managed.
* Resumes of Key Personnel (6 pages max): Provide resumes for key personnel proposed for this project. Each
resume should include relevant experience with similar environmental review projects, including work performed
under 24 CFR Part 58 and NEPA, educational background, professional certifications or registrations (if
applicable), and years of experience.
Tab E. Cost Proposal (10pts)
The Cost Proposal will be evaluated based on the reasonableness, completeness, and clarity of the proposed not-to-exceed
(NTE) costs in relation to the Scope of Environmental Services. Respondents are required to complete and submit the Cost
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Proposal Form provided in the Cost Proposal section of this solicitation, which will serve as the basis for evaluation. The City
will consider whether the proposed costs demonstrate a clear understanding of the level of effort required to complete the
work and are appropriately allocated across the required service categories. Evaluation will also consider the overall cost
reasonableness in relation to the scope and complexity of the projects, the completeness and accuracy of the Cost Proposal
Form, and the transparency of the cost breakdown. The appropriateness of the proposed not-to-exceed (NTE) amount will be
assessed, along with the Vendor's ability to provide a clear and defensible pricing structure. The City reserves the right to
request additional cost details, including hours and billing rates, during evaluation or negotiation.
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COST PROPOSAL
INSTRUCTIONS TO VENDORS
Vendors shall complete this Cost Proposal Form provided in this section in its entirety. All costs must be inclusive of labor,
overhead, travel, materials, and any other expenses necessary to complete the Scope of Environmental Services.
Costs shall be provided separately for each project. All pricing shall be submitted on a not-to-exceed (NTE) basis and shall
represent the maximum compensation for completion of the work. Profit must be identified as a separate line item in
accordance with applicable federal requirements.
Project 1 - MLK Street Project 2 - Autumn Road
Category
Improvements ($) Improvements ($)
Environmental Review &
Documentation
Regulatory Coordination &
Compliance
Environmental Analysis
Public Participation & Notices
Mitigation & Compliance Support
Grant Coordination & Reporting
Support
TIGR & Documentation Management
Environmental Clearance Support
Subtotal
Profit (separate line item)
Total Project Cost (Not-to-Exceed)
ADDITIONAL REQUIREMENTS
* No additional compensation will be allowed unless approved in writing by the City through a formal contract
amendment.
* The City reserves the right to request additional cost detail, including hours and billing rates by task, during evaluation
or negotiation.
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