Downtown Pavilion Master Plan

CHARLOTTE M. MOSES, MAYOR RONALD BURTON, CPM
THOMAS KINLAW, III CITY MANAGER
MAYOR PRO TEM
CHRISTE WHITLEY NED, TRMC
COUNCIL MEMBERS: CITY SECRETARY
TAYLOR L. GETWOOD
CAL J. JONES ROXANN PAIS COTRONEO
WARREN PENA CITY ATTORNEY
KAALA JACOBS
DONALD FRANK, SR.
August 17, 2026
REQUEST FOR QUALIFICATIONS
DOWNTOWN PAVILION MASTER PLAN
DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m., Central Standard
Time, Wednesday, September 2, 2026. (The clock located in the City Secretary's office will be the official
time.) Applicant names will be read aloud beginning at 3:15 p.m. on Wednesday, September 2, 2026 in the
City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. You are invited to attend.
MARK ENVELOPE: P26-055
DELIVERY ADDRESS: Please submit one (1) original and three (3) exact duplicate copies and USB
of your RFQ to:
CITY OF PORT ARTHUR CITY OF PORT ARTHUR
CITY SECRETARY or CITY SECRETARY
P.O. BOX 1089 444 4TH STREET, 4th Floor
PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640
POINTS OF CONTACT:
Questions concerning this Request for Qualifications and Scope of Work should be directed in writing
to:
City of Port Arthur, TX
Clifton Williams, Purchasing Manager
P.O. Box 1089
Port Arthur, TX 77641
clifton.williams@portarthurtx.gov
Purchasing Division/Finance Department | Purchasing Manager, Clifton Williams,
P.O. Box 1089|444 4th Street| Port Arthur, Texas 77641| 409.983.8160 |Fax 409.983.8291

The enclosed REQUEST FOR QUALIFICATIONS (RFQ) and accompanying GENERAL
INSTRUCTIONS, CONDITIONS and SPECIFICATIONS are for your convenience in submitting
qualifications for the enclosed referenced services for the City of Port Arthur.
Qualifications must be signed by a person having authority to bind the firm in a contract. Qualifications
shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of
the envelope.
ALL QUALIFICATIONS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE
OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFQ
submittal arrives at the above location by specified deadline regardless of delivery method chosen by the
firm. Faxed or electronically transmitted RFQ submittals will not be accepted.
Clifton Williams
Purchasing Manager
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REQUESTS FOR QUALIFICATIONS
DOWNTOWN PAVILION MASTER PLAN
(To be Completed ONLY IF YOU DO NOT BID.)
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN
REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon
request.
In the event you desire not to submit a bid, we would appreciate your response regarding the
reason(s). Your assistance in completing and returning this form in an envelope marked with the
enclosed bid would be appreciated.
NO BID is submitted: this time only not this commodity/service only
Yes No
Does your company provide this product or services?
Were the specifications clear?
Were the specifications too restrictive?
Does the City pay its bills on time?
Do you desire to remain on the bid list for this product or service?
Does your present work load permit additional work?
Comments/Other Suggestions:
Company Name:
Person Completing Form: Telephone:
Mailing Address: Email:
City, State, Zip Code: Date:
Page 3 of 21

REQUEST FOR QUALIFICATIONS
DOWNTOWN PAVILION MASTER PLAN
The City of Port Arthur Parks and Recreation Department is seeking a qualified professional
architectural and engineering design firm to provide planning services for the development of a
master plan for the Port Arthur Pavilion. The master plan shall include improvements and
enhancements to the Pavilion.
The Port Arthur Pavilion is located at 500 Proctor Street in downtown Port Arthur, Texas. The
Pavilion serves as a central gathering space for community events, performances, and
recreational activities. The City seeks to modernize and enhance the Pavilion to better serve
residents and visitors.
Scope of Work
The purpose of the Downtown Pavilion Master Plan is to renovate and upgrade the existing
Pavilion to improve structural integrity, functionality, safety and aesthetics such as:
* Improvements to the Pavilion structure, within the structure footprint and site.
* Improvements within the alley abutting the south edge of the Pavilion site.
* A pedestrian canopy between the Pavilion and the adjacent City Public Works building.
* Storage and dressing room improvements within a portion of the adjacent Public Works
building.
* Design of a streetscape between Austin Ave. and Waco Ave.
* Landscape improvements
* Electrical and lighting upgrades
* General aesthetic and functional enhancements
1. Site Review and Analysis
The Site Review and Analysis phase will provide a comprehensive understanding of existing
conditions at the Downtown Pavilion and its surrounding area. The selected firm will conduct
a detailed evaluation of the site, including the pavilion structure, utilities, drainage systems,
circulation patterns, and adjacent infrastructure. The analysis will identify deficiencies,
constraints, and opportunities for improvement, with particular attention to safety,
accessibility, and conde compliance. Finding from this phase will serve as the foundation for
informed decision-making and guide the development of the master plan to include the
following:
* Coordinate an onsite review of the Pavilion with City staff representatives
* Assess the existing site conditions, potential rights-of-way constraints due to the location
of the existing Public Works building
* Conduct a comprehensive assessment of existing side conditions, including the pavilion
structures, utilities, drainage, and surrounding infrastructure
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* Evaluate accessibility, circulation, and connectivity to adjacent streets and downtown
assets
* Identify deficiencies, constraints, and opportunities for improvement
* Engage with City staff and stakeholders to gather input and identify needs
* Review and assess prior planning efforts, related studies, and community demographic
data. Relevant documents include:
Downtown Revitalization Plan
o
City of Port Arthur Comprehensive Plan
o
City of Port Arthur Capital Improvement Plan
o
2023 Parks and Recreation Master Plan
o
2. Community Engagement
The planning process must result in a shared, clearly defined vision for the Downtown
Pavilion Master Plan driving by input from residents. Public involvement is extremely
important to the city and informs the decision-making process. The successful firm will
propose a robust public outreach strategy that describes how citizens, stakeholders and
staff will be provided with opportunities to participate in the development of the plan by
providing the following:
* Comprehensive strategy and methodology for citizen, participant, and stakeholder
involvement
* Act as professional facilitators to gather specific information about services, use, needs
and preferences
* Provide well-organized and directed activities, techniques and forms that will ensure that
positive, open and proactive public participation process is achieved
* Provide written records and summaries of the results of all public process and
communication strategies
3. Master Plan Development
The Master Plan Development phase will translate the findings from the site analysis and
public input into a cohesive, forward-looking vision for the Downtown Pavilion and
surrounding area. The selected firm will prepare conceptual design alternatives that
enhance the functionality, aesthetics, and overall user experience of the pavilion while
supporting downtown revitalization efforts. It should include cost estimates for any new site
amenities.
Development of a conceptual master plan for the Pavilion that includes the following
elements:
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* Evaluation and enhancement of the pavilion's exterior appearance, including
architectural treatments, materials, finishes, and esthetic improvements that reflect the
character of the downtown area and create a visually appealing landmark.
* Design and layout of interior spaces to improve functionality, flexibility, and user
experience. This includes consideration of event space configuration, circulation,
accessibility, finishes, and integration of modern amenities.
* Upgrades to the immediate site surrounding the pavilion, including grading, drainage,
pedestrian access, gathering spaces, and overall site functionality to support events
and daily use.
* Assessment and design of upgraded electrical infrastructure to support lighting, sound
systems, vendor needs, and event operations. This includes energy-efficient solutions
and provisions for future expansion.
* Design of a canopy structure and enhancements within the adjacent alley to improve
usability, aesthetics, and connectivity. This may include lighting, paving, drainage, and
activation of the space for pedestrian use or small-scale events.
* Evaluation and reconfiguration of the interior spaces within the Public Works Building to
enhance functionality and support pavilion operations. Improvements will include the
incorporation of dressing rooms, restrooms, office space and storage areas, as well as
additional flexible spaces that can support event-related activities. The design should
consider multipurpose use, efficient layout, accessibility, and integration with the
pavilion to create a cohesive and functional event-support facility.
* Development of streetscape improvements along Procter Street, including sidewalks,
pedestrian pathways, lighting, signage, street furniture, and traffic-calming features to
enhance walkability, safety, and the overall downtown experience.
* Design and integration of landscaping elements such as trees, planting, green spaces,
and irrigation systems to enhance aesthetics, provide shade, and create a welcoming
environment while ensuring long-term sustainability and ease of maintenance.
* Provide capital and operational cost estimates for construction and enhancement of the
Pavilion, maintenance, etc.
* Recommendations for addressing operation, staffing, maintenance, technology and
programming and services and funding needs to support implementation of the plan
* Evaluation of the viability, cost-effectiveness, return on investment of suggested
strategies and recommendations
4. Final Report
The Final Report will provide a comprehensive summary of the project, including key
findings from the site analysis, the recommended master plan, and supporting design
concepts. It will include finalized plans, illustrative graphics, and updated cost estimates,
along with proposed phasing and implantation strategies. This report will serve as a guiding
document for future design, funding, and construction efforts, and will be delivered in both
digital and hard copy formats for City use.
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LETTER OF INTEREST
RFQ - DOWNTOWN PAVILION MASTER PLAN
DEADLINE: SEPTEMBER 2, 2026
The undersigned firm submits the following information (this RFQ submittal) in response to the Request
for Qualifications (as amended by any Addenda), issued by the City of Port Arthur, TX (City) for
Engineers for the City of Port Arthur
Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following:
COMPLETED RFQ LETTER OF INTEREST FORM
NON-COLLUSION AFFIDAVIT (MUST BE NOTARIZED)
AFFIDAVIT (MUST BE NOTARIZED)
CONFLICT OF INTEREST
HOUSE BILL 89 VERIFICATION
SB 252CHAPTER 2252 CERTIFICATION
Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject
any responses submitted.
Firm also understands that all costs and expenses incurred by it in preparing this RFQ and participating in
this process will be borne solely by the firm, and that the required materials to be submitted will become
the property of the City and will not be returned.
Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete
statements in this RFQ. Firm accepts all terms of the RFQ submittal process by signing this letter of
interest and making the RFQ submittal.
This RFQ shall be governed by and construed in all respects according to the laws of the State of Texas.
Firm Name Date
Authorized Signature Title
Name (please print) Telephone
Address City/State/Zip
Email
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NON-COLLUSION AFFIDAVIT
CITY OF PORT ARTHUR

STATE OF TEXAS
By the signature below, the signatory for the bidder certifies that neither he nor the firm, corporation,
partnership or institution represented by the signatory or anyone acting for the firm bidding this project
has violated the antitrust laws of this State, codified at Section 15.01, et seq., Texas Business and
Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to
any competitor or any other person engaged in the same line of business, nor has the signatory or anyone
acting for the firm, corporation or institution submitting a bid committed any other act of collusion related
to the development and submission of this bid proposal.
Signature:
Printed Name:
Title:
Company:
Date:
SUBSCRIBED and sworn to before me the undersigned authority by the of, on behalf
of said bidder.
Notary Public in and for the
State of Texas
My commission expires:
Page 8 of 21

AFFIDAVIT
All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized
officer of the company whose signature is binding.
The undersigned offers and agrees to one of the following:
I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree
to pay succeeding debts as they become due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay
said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become
due.
I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter
into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become
due.
Firm Name Date
Authorized Signature Title
Name (please print) Telephone
Email
STATE:
COUNTY:
SUBSCRIBED AND SWORN to before me by the above named
on this the day of , 20 .
Notary Public
RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL
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