Request for Qualifications (RFQ) for Engineering/Architecture/Surveying Services

Request for Qualifications (RFQ) for Engineering/Architecture/Surveying Services - Cover Letter

For Application Preparation and Grant Contract Implementation Services

Pre-Award and Post-Award Services

(PDF File Link Below)

June 5, 2025
 

Re: Proposed Funding for the Texas Community Development Block Grant Downtown Revitalization/Main Street Program

Dear Engineering Service Providers:

Attached is a copy of City of Olney’s Request for Qualifications for Engineering/Architectural/Surveying Services. These services are being solicited to assist the City in its application(s) for funding and project implementation of a contract, if awarded, from the Texas Community Development Block Grant Downtown Revitalization/Main Street Program of the Texas Department of Agriculture (TDA). The City of Olney will be applying for such funding to support eligible activities in the City. More than one contract may be awarded as a result of this RFQ.

The submission requirements for this Statement of Qualifications are also included on the attached Request for Qualifications (RFQ) form. Firms and/or individuals should have past experience with federally funded programs. Please electronically submit your Statement of Qualifications in .pdf format via email to sdwyer@cityofolneytx.com and grantworks@grantworks.net and submit three (3) hard copies to City of Olney Attn: Simon Dwyer , 201 E Main St. Olney, TX 76374.

 

Simon Dwyer

sdwyer@cityofolneytx.com

 

The deadline for submission of SOQs is 2pm, June 23, 2025. The City of Olney reserves the right to negotiate with any and all persons or firms submitting SOQs. Section 3 Residents, Minority Business Enterprises, Small Business Enterprises, Women Business Enterprises, and Labor Surplus Area firms are encouraged to submit SOQs.  The City of Olney reserves the right to negotiate with any and all persons or firms submitting proposals, per the Texas Professional Services Procurement Act and the Uniform Grant and Contract Management Standards.

 

The City of Olney is an Affirmative Action/Equal Opportunity Employer.

 

Sincerely,

Simon Dwyer

 

 

 

Request for Qualifications (RFQ) for Engineering/Architectural/Surveying Services

 

The City of Olney is seeking to enter into an engineering/architectural/surveying services contract with a state-registered engineer/architect/surveyor. The following outlines this request for qualifications.

 

1. Scope of Work - The engineering/architectural/Surveying contract will encompass all project-related engineering/architectural/surveying services to the City, including but not limited to the following:

 

• Application preparation
• Preliminary and final design plans and specifications;
• Preparation of the bid packet;
• Conduct all field testing and inspections (interim and final); and
• Other special services.

 

Please specify actual tasks to be performed under each of these categories.

 

1. Statement of Qualifications – The City of Olney is seeking to contract with a competent engineering/architectural/surveying firm, registered to practice in the State of Texas, that has had experience in the following areas:

 

• Municipal construction including but not limited to waterworks, projects;
• Registered and in good standing as a professional engineer per the Texas Engineering Practice Act
• Federally-funded construction projects; and
• Projects located in this general region of the state.
• Engineer/Architectural/Surveying firms is not debarred or suspended from the Excluded Parties List System(EPLS) of the System for Award Management (SAM) https://sam.gov/content/home  

• Company Profile

• Experience and Qualifications. Set forth your experience and qualifications as they relate to the proposed project in terms of technical scope, tasks involved, deliverable products, and other elements of the work as they relate to the evaluation criteria and all requirements of this RFQ including the following:
  • Experience with public works construction including but not limited to mitigation projects;
  • Experience with federally funded construction projects;
  • A list of past local government clients, as well as resumes of all engineers/architects that will or may be assigned to this project if you receive the engineering/architectural services contract award.

• SAM.gov Registration. Firms must have an active registration with the System for Award Management (www.SAM.gov) AND have been cleared (not suspended or debarred). Provide proof of SAM.gov registration along with your Statement of Qualifications. See next page.

• References. Each firm must furnish a minimum of five (5) references.

 

1. Evaluation Criteria - The SOQs received will be evaluated and ranked according to the following criteria:

 

TDA TxCDBG Suggested Scoring

Criteria	Maximum Points
Experience	60
Work Performance	25
Capacity to Perform	15
Total	100

 

1. For this RFQ, Respondent’s qualifications will be evaluated and the most qualified Respondent will be selected, subject to negotiation of fair and reasonable compensation.

• Upon the award of this contract, profit (either %/actual cost) must be identified and negotiated as a separate element of the price for any contract in excess of $50,000.00.

 

 

 

 

1. Submission Requirements- the following documents must be included in your SOQ:

• Statement of Conflicts of Interest (if any) the service provider or key employees may have regarding these services, and a plan for mitigating the conflict(s). Note that the Entity may in its sole discretion determine whether or not a conflict disqualifies a firm, and/or whether or not a conflict mitigation plan is acceptable.
• System for Award Management. Service Providers must have an active registration in the System for Award Management (https://www.sam.gov/SAM/). Service provider and its Principals may not be debarred or suspended nor otherwise on the Excluded Parties List System (EPLS) in the System for Award Management (SAM). Include verification that the service provider as well as its principals are not listed (are not debarred) through the System for Award Management (www.SAM.gov). This clearance information should be included in the service provider’s Proposal. The clearance in the Service Provider’s proposal must be re-verified prior to award. Enclose a printout of the search results that includes the record date.
• Form Conflict of Interest Questionnaire, (enclosed). Texas Local Government Code chapter 176 requires that any vendor or person who enters or seeks to enter into a contract with a local government entity disclose in the Questionnaire Form CIQ the vendor or person’s employment, affiliation, business relationship, family relationship or provision of gifts that might cause a conflict of interest with a local government entity. Questionnaire form CIQ is included in the RFQ and must be submitted with the response.

• Certification Regarding Lobbying- Disclosure of Lobbying Activities (enclosed). Certification for Contracts, Grants, Loans, and Cooperative Agreements is included in the RFQ and must be submitted with the response.
• Form 1295, (enclosed). Effective January 1,2018, all contracts and contract amendments, extensions, or renewals executed by the Commissioners Court will require the completion of Form 1295 “Certificate of Interested Parties” pursuant to Government Code § 2252.908. Form 1295 must be completed by the awarded vendor at time of signed contract submission. Form 1295 is included in this RFQ for your information. Form 1295 requires the inclusion of an “unsworn declaration” which includes, among other things, the date of birth and address of the authorized representative signing the form.
• Required Contract Provisions (enclosed). Applicable provisions (enclosed) must be included in all contracts executed as a result of this RFQ.

 

1. Contracting with small and minority businesses, women's business enterprises, veteran-owned businesses and labor surplus area firms. – Small and minority businesses, women's business enterprises, and labor surplus area firms must be solicited in this RFQ. If the awarded vendor is a prime contractor and may use subcontractors, the following affirmative steps are required of the prime contractor:

1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
2. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.
6. Please choose the MBDA Center that is in closest proximity to your community. Please use the following link: https://www.mbda.gov/mbda-programs. Email your RFQ to the appropriate center. If your Center cannot be reached by email, it is strongly recommended that the RFQ be sent to the appropriate center via CERTIFIED MAIL, return receipt requested.

 

Minority-owned businesses may be eligible for contract procurement assistance with public and private sector entities from MBDA centers:

 

Dallas MBDA Business Center 8828 N. Stemmons Freeway, Ste. 550B Dallas, TX 75247 214.920.2436 https://www.mbdadfw.com Email: admin1@mbdadallas.com	Houston MBDA Business Center 3100 Main Street, Ste. 701 Houston, TX 77002 713.718.8974 https://www.mbda.gov/business-center/houston-mbda-business-center Email: MBDA@hccs.edu
El Paso MBDA Business Center 2401 East Missouri Avenue El Paso, TX 79903 915.351.6232 https://www.mbda.gov/business-center/el-paso-mbda-business-center Email: treed@ephcc.org	San Antonio MBDA Business Center 501 W. Cesar E. Chavez Blvd., Ste. 3.324B San Antonio, TX 78207 210.458.2480 https://www.mbda.gov/business-center/san-antonio-mbda-business-center Email: orestes.hubbard@utsa.edu
Small and woman-owned businesses may be eligible for assistance from SBA Women’s Business Centers:
U.S. Small Business Administration – Dallas/Fort Worth District Office 150 Westpark Way, Ste. 130 Euless, TX 76040 214.572.9452/ https://www.sba.gov/offices/district/tx/dallas-fort-worth Email: dfwdo.email@sba.gov	WBEA – Women’s Business Enterprise Alliance 9800 Norwest Freeway, Ste. 120 Houston, TX 77092 713.681.9232 https://www.wbea-texas.org/about-wbea Email: wbc@wbea-texas.org
LiftFund Women’s Business Center 600 Soledad St. San Antonio, TX 78205 888.215.2373 https://womensbusinesscentersa.com/ Email: wbc@liftfund.com
SBA also provides assistance at Small Business Development Centers located across Texas:    https://americassbdc.org/small-business-consulting-and-training/find-your-sbdc/

 

1. Deadline for Submission –It is the responsibility of the submitting entity to ensure that the SOQ is received in a timely manner. SOQs received after the deadline will not be considered for award, regardless of whether or not the delay was outside the control of the submitting firm.

 

Please electronically submit your SOQ in .pdf format via email to sdwyer@cityofolneytx.com and grantworks@grantworks.net   and submit three (3) hard copies to City of Olney Attn: Simon Dwyer ,201 E Main St. Olney, TX 76374. SOQs must be received by the City no later than 2pm, June 23, 2025 to be considered.

 

Failure to comply with these instructions or the submission requirements may result in disqualification of the response. 

 

 

 

Texas Community Development Block Grant

Downtown Revitalization/ Main Street Program

Administrative Services Program Description

 

The Downtown Revitalization Program provides funding for infrastructure improvements to promote pedestrian-centered economic activity.  Funded projects will be located on public property within the designated downtown district or Main Street area and meet the criteria for elimination of designated slum & blight conditions.

For Downtown Revitalization Fund improvements, an eligible project area must meet the required definition for a downtown district AND meet the National Program Objective of Elimination of Slum and/or Blight Conditions. Typically, a downtown district will meet the following criteria: a. The city’s historic area of commerce or economic center of the community; b. The area around the courthouse or city square, if the improvements will primarily serve non-governmental buildings; and/or c. The primary business or retail district for the community that does not include single-family dwellings.

Main Street Set-Aside Communities with a designation as an official Texas Historical Commission (THC) Main Street City shall be scored and ranked separately from communities that are not participating in THC’s Main Street Program. Applicants participating in the Main Street Program must remain a participating city for the duration of the award/contract. 

The project selected during preparation of a Project Application may include one or more of the following activities IF the activity addresses the existing designated blighted conditions: Project Activities • Sidewalks, including lighting;  • Activities required to eliminate architectural barriers for the disabled; • Water and/or sewer lines; • Road construction/rehabilitation to include curb and gutter and related drainage; • Natural gas lines and related items; • Electric power lines and transformers; • Utilities including natural gas and electric; • High-speed internet infrastructure with prior approval from TDA; or  • Demolition and clearance activity of non-residential structures.

 

Recipient:  __City of Olney_________________________________________________
Anticipated Program	Downtown Revitalization/ Main Street Program (DRP/MS)

 

 

 

 

 

 

 

 

 

Sample Contract

ENGINEERING/ARCHITECTURAL/SURVEYOR SERVICES

PART I

AGREEMENT

 

THIS AGREEMENT, entered into this _____ day of _______________, ______ by and between the CITY/COUNTY OF __________________________, hereinafter called the "City"/”County”, acting herein by __________________________, hereunto duly authorized, and  __________________________, hereinafter called "Firm,” acting herein by ______________________________.

WITNESSETH THAT:

WHEREAS, the City/County of _______________________ desires to [implement/construct/etc.] the following: _________________________________[describe project] under the general direction of the Texas Community Development Block Grant (hereinafter called “TxCDBG”) Program administered by the Texas Department of Agriculture (TDA); and Whereas the City/County desires to engage_____________________________ to render certain [choose all that apply: engineering/surveyor/architectural] services in connection with the TxCDBG Project, Contract Number  _____________________________.

NOW THEREFORE, the parties do mutually agree as follows:

1. Scope of Services  - The Firm will perform the services set out in Part II, Scope of Services.
2. Time of Performance - The services of the Firm shall commence on ________________________. In any event, all the services required and performed hereunder shall be completed no later than ________________________ or the project’s administrative closure date, as defined by Department, whichever is later.
3. Local Program Liaison - For purposes of this Agreement, the [e.g. City Manager/County ] or equivalent authorized person will serve as the Local Program Liaison and primary point of contact for the Firm.  All required progress reports and communication regarding the project shall be directed to this liaison and other local personnel as appropriate.
4. Access to Records - The U.S. Department of Housing and Urban Development (HUD), Inspectors General, the Comptroller General of the United States, the Texas Department of Agriculture (TDA), and the City/County, or any of their authorized representatives, shall have access to any documents, papers, or other records of the Firm which are pertinent to the TxCDBG award, in order to make audits, examinations, excerpts, and transcripts, and to closeout the City/County’s TxCDBG contract with TDA.
5. **Retention of Records - The Firm shall retain all required records for three years after the City/County makes its final payment and all pending matters are closed.
6. Compensation and Method of Payment - The maximum amount of compensation and reimbursement to be paid hereunder shall not exceed $_________________. Payment to the Firm shall be based on satisfactory completion of identified milestones in Part III - Payment Schedule of this Agreement.
7. **Indemnification – The Firm shall comply with the requirements of all applicable laws, rules and regulations, and shall exonerate, indemnify, and hold harmless the City/County and its agency members from and against any and all claims, costs, suits, and damages, including attorney’s fees, arising out of the Firm’s performance or nonperformance of the activities, services or subject matter called for in this Agreement,  and shall assume full responsibility for payments of Federal, State and local taxes on contributions imposed or required under the Social Security, worker's compensation and income tax laws.
8. Miscellaneous Provisions

1. This Agreement shall be construed under and accord with the laws of the State of Texas, and all obligations of the parties created hereunder are performable in _______________________ County, Texas.
2. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, legal representatives, successors and assigns where permitted by this Agreement.
3. In any case one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein.
4. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs, and necessary disbursements in addition to any other relief to which such party may be entitled.
5. This Agreement may be amended by mutual agreement of the parties hereto and a writing to be attached to an incorporated into this Agreement.

1. Extent of Agreement - This Agreement, which includes Parts I-V, [and if applicable, including the following exhibits/attachments:] represents the entire and integrated agreement between the City/County and the Firm and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by authorized representatives of both City/County and the Firm.

 

IN WITNESSETH WHEREOF, the parties have executed this Agreement by causing the same to be signed on the day and year first above written.

 

 

BY:          ______________________________                (Local City/County Official)                                                                 ______________________________             (Printed Name)                                                                                     ___________________________             (Title)

______________________________             (Firm/Contractor’s Authorized Representative)                                             _____________________________                 (Printed Name)                                                                                       _____________________________             (Title)

 

 

 

 

PART II

SCOPE OF SERVICES

 

1. Attend preliminary conferences with the City/County regarding the requirements of the project.

 

1. Determine necessity for acquisition of any additional real property/easements/right-of-ways (ROWs) for the TxCDBG project and, if applicable, furnish to the City/County:
   1. Name and address of property owners;
   2. Legal description of parcels to be acquired; and
   3. Map showing entire tract with designation of part to be acquired.

 

1. Make any necessary surveys of existing rights-of-way, topography, utilities, or other field data required for proper design of the project. Provide consultation and advice as to the necessity of the City/County providing or obtaining other services such as auger borings, core borings, soil tests, or other subsurface explorations; laboratory testing and inspecting of samples or materials; other special consultations. The Firm will review any tests required and act as the City/County's representative in connection with any such services.
2. Prepare railroad/highway permits.
3. Prepare a preliminary engineering/architectural study and report on the project in sufficient detail to indicate clearly the problems involved and the alternate solutions available to the City/County, to include preliminary layouts, sketches and cost estimates for the project, and to set forth clearly the Firm’s recommendations; to be completed within ______ days of execution of this Agreement.
4. Furnish the City/County copies of the preliminary report, if applicable (additional copies will be furnished to the City/County at direct cost of reproduction).
5. Furnish the City/County a written monthly status report at least seven (7) days prior to the regularly scheduled council/commissioner’s court meeting until the project is closed by TDA.  The format for this report is attached to this Agreement as Exhibit 1.
6. Submit detailed drawings and plans/specifications to appropriate regulatory agency(ies) and obtain clearance.
7. Prepare bid packet/contract documents/advertisement for bids. At the time, the bid packet is completed, the Firm shall also furnish to the City/County an updated written Estimate of Probable Costs for the Project.
8. Make 10-day call to confirm prevailing wage decision.
9. Incorporate any and all wage rate modifications or supersedes via bid addendum (if applicable).
10. Conduct bid opening and prepare minutes.
11. Tabulate, analyze, and review bids for completeness and accuracy.
12. Accomplish construction contractor’s eligibility verification through www.SAM.gov.
13. Conduct pre-construction conference and prepare copy of report/minutes.
14. Issue Notice to Proceed to construction contractor.
15. Provide in all proposed construction contracts deductive alternatives where feasible, so that should the lowest responsive base bid for construction exceed the funds available, deductive alternatives can be taken to reduce the bid price.
16. Design for access by persons with disabilities for those facilities to be used by the public in accordance with Public Law 504.
17. Use TDA-approved forms for instructions to bidders, general conditions, contract, bid bond, performance bond, and payment bond.
18. Make periodic visits, no less than every 30 days during the construction period, to the site to observe the progress and quality of the work, and to determine, in general, if the work is proceeding in accordance with the Agreement.
19. Consult with and advise the City/County during construction; issue to contractors all instructions requested by the City/County; and prepare routine change orders if required, at no charge for engineering services to the City/County when the change order is required to correct errors or omissions by the Firm; provide price analysis for change orders; process change orders approved by City/County and the Firm and submit to TDA for approval prior to execution with the construction contractor.
20. Review shop and working drawings furnished by contractors for compliance with design concept and with information given in contract documents (contractors will be responsible for dimensions to be confirmed and correlated at job site).
21. Resolve all payment requests within 14 days of receipt of signed pay request from the construction contractor.
22. Based on the Firm's on-site observations and review of the contractor's applications for payment, determine the amount owed to the contractor in such amounts; such approvals of payment to constitute a representation to the City/County, based on such observations and review, that the work has progressed to the point indicated and that the quality of work is in accordance with the plans, specifications and contract documents.
23. Recommend that a 10% retainage is withheld from all payments on construction contracts until final acceptance by the City/County and approval by TDA, unless State or local law provides otherwise.
24. Prepare Certificate of Construction Completion and Clean Lien Certificate. A Clean Lien Certificate may be prepared for each of the Prime Contractor(s) and each of the subcontractor(s).
25. Conduct interim/final inspections.
26. Revise contract drawings to show the work as actually constructed, and furnish the City/County with a set of "record drawings" plans.
27. The Firm will provide a copy of the final project record drawing(s) engineering schematic(s), as constructed using funds under this contract.  These maps shall be provided in digital format containing the source map data (original vector data) and the graphic data in files on machine readable media, such as compact disc (CD), which are compatible with computer systems owned or readily available to the owner.  The digital copy provided shall not include a digital representation of the engineer’s seal but the accompanying documentation from the Firm shall include a signed statement of when the map was authorized, that the digital map is a true representation of the original sealed document, and that a printed version with the seal has been provided to the City/County.  In addition, complete documentation as to the content and layout of the data files and the name of the software package(s) used to generate the data and maps shall be provided to the owner in written form. 

Part III: Subcontracts [All clauses in this section required by TDA]

1. 1. 1. 1. No work under this Agreement shall be subcontracted by the Firm without prior approval, in writing, from the City/County.
         2. The Firm shall, prior to proceeding with the work, notify the City/County in writing of the name of any subcontractors proposed for the work, including the extent and character of the work to be done by each.
         3. If any time during progress of the work, the City/County determines that any subcontractor is incompetent or undesirable, the City/County will notify the Firm who shall take reasonable and immediate steps to satisfactorily cure the problem, substitute performance, or cancel such subcontract. Subletting by subcontractors shall be subject to the same regulations. Nothing contained in this Agreement shall create any contractual relation between any subcontractor and the City/County.
         4. The Firm will include in all contracts and subcontracts in excess of $150,000 a provision which requires compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C 7401-7671q) and the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251-1387). The provisions shall require reporting of violations to TDA and to the Regional Office of the Environmental Protection Agency (EPA).
         5. The Firm will include in all contracts and subcontracts in excess of $150,000 provisions or conditions which will allow for administrative, contractual or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as may be appropriate.
         6. The Firm will include in all contracts and subcontracts in excess of $10,000 provisions addressing termination for cause and for convenience by the City/County including the manner by which it will be effected and the basis for settlement.
         7. The Firm will include in all contracts and subcontracts provisions requiring compliance with the following, if applicable:
            1. Prime construction contracts in excess of $2,000, compliance with the Davis-Bacon Act, as amended (40 U.S.C.3141-3144, 3146-3148) as supplemented by Department of Labor regulations (29 CFR part 5);
            2. Prime construction contracts in excess of $2,000, compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR part 3)
            3. The inclusion of the Equal Opportunity clause provided under 41 CFR 60-1.4(b) (Executive Order 11246);
            4. The inclusion of the Economic Opportunities for Section 3 Residents and Section 3 Business Concerns of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3).
            5. Contracts exceeding $100,000, compliance with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352);
            6. For contracts in excess of $100,000 that involve the employment of mechanics or laborers, compliance with the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701–3708), including work week requirements and safety conditions for workers, as supplemented by Department of Labor regulations (29 CFR Part 5); and
            7. For procurement of recovered materials where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000, compliance with 2 CFR 200.322 and section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, which requires procuring only items designated in guidelines of the EPA at 40 CFR part 247 that contain the highest percentage of recovered materials practicable.
         8. The Firm will include in all negotiated contracts and subcontracts a provision which indicates that funds will not be awarded under this contract to any party which is debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs under Executive Order 12549 and 2 CFR Part 2424. A certification shall be provided and received from each proposed subcontractor under this contract and its principals.
         9. The Firm will include in all negotiated contracts and subcontracts a provision to the effect that the City/County, TDA, the Texas Comptroller of Public Accounts, the Comptroller General of the United States, the U.S. Department of Housing and Urban Development (HUD), or any of their duly authorized representatives, shall have access to any books, documents, papers and records of the contractor which are directly pertinent to that specific contract, for the purpose of making audit, examination, excerpts, and transcriptions.
         10. The Firm will include in all contracts and subcontracts a requirement that the contractor maintain all relevant project records for three (3) years after the City/County has made final payment to the contractor and all other pending matters are closed.

Part IV: Standard of Performance and Deficiencies

1. All services of the Firm and its independent professional associates, consultants and subcontractors will be performed in a professional, reasonable and prudent manner in accordance with generally accepted professional practice. The Firm represents that it has the required skills and capacity to perform work and services to be provided under this Agreement.
2. The Firm represents that services provided under this Agreement shall be performed within the limits prescribed by the City/County in a manner consistent with that level of care and skill ordinarily exercised by other professional consultants under similar circumstances.
3. Any deficiency in Firm's work and services performed under this contract shall be subject to the provisions of applicable state and federal law. Any deficiency discovered shall be corrected upon notice from City/County and at the Firm's expense if the deficiency is due to Firm's negligence. The City/County shall notify the Firm in writing of any such deficiency and provide an opportunity for mutual investigation and resolution of the problem prior to pursuit of any judicial remedy. In any case, this provision shall in no way limit the judicial remedies available to the City/County under applicable state or federal law.
4. The Firm agrees to and shall hold harmless the City/County, its officers, employees, and agents from all claims and liability of whatsoever kind or character due to or arising solely out of the negligent acts or omissions of the Firm, its officers, agents, employees, subcontractors, and others acting for or under the direction of the Firm doing the work herein contracted for or by or in consequence of any negligence in the performance of this Agreement, or by or on account of any omission in the performance of this Agreement.

Part V: Payment Schedule

City/County shall reimburse the Firm for professional services provided upon completion of the following project milestones per the following percentages of the maximum contract amount:

Milestone	% of Contract Fee
Approval of Preliminary Engineering Plans and Specifications by City/County.	20%
Approval of Plans and Specifications by Regulatory Agency(ies).	30%
Completion of bid advertisement and contract award.	20%
Completion of construction staking.	10%
Completion of Final Closeout Assessment and submittal of “As Builts” to City/County.	10%
Completion of final inspection and acceptance by the City/County.	10%
Total	100%

 

NOTE: Percentages of payment listed here are general guidelines based on engineering services typically provided. These are negotiable and should serve only as a guide. Payment schedule should be tied directly to the actual Scope of Work identified in Part II - Scope of Services.

SPECIAL SERVICES

Special Services shall be reimbursed under the following hourly rate schedule:  (List all applicable services to include overhead charge).

	Registered Surveyor		$
	Survey Crew (3 members)		$
	Project Engineer		$
	Engineering Technician		$
	Project Representative		$
	Draftsman		$

 

The fee for all other Special Services shall not exceed a total of                                                                and No/100 Dollars ($                       ). The payment for these Special Services shall be paid as a lump sum, per the following schedule:

1. 1. The Firm shall be paid upon completion of surveying, necessary field data, and acquisition data, if applicable, the sum of                                                                                     and No/100 Dollars ($                                       ).
   2. The Firm shall be reimbursed the actual costs of necessary testing based on itemized billing statements from the independent testing laboratory, plus a                    percent (               %) overhead charge. All fees for testing shall not exceed a total of                                                                           and No/100 Dollars ($                       ).
   3. The payment requests shall be prepared by the Firm and be accompanied by such supporting data to substantiate the amounts requested.
   4. Any work performed by the Firm prior to the execution of this Agreement is at the Firm’s sole risk and expense.

 

 

 

PART IV

TERMS AND CONDITIONS

1. Termination of Agreement for Cause. If the Firm fails to fulfill in a timely and proper manner its obligations under this Agreement, or if the Firm violates any of the covenants, conditions, agreements, or stipulations of this Agreement, the City/County shall have the right to terminate this Agreement by giving written notice to the Firm of such termination and specifying the effective date thereof, which shall be at least five days before the effective date of such termination. In the event of termination for cause, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Firm pursuant to this Agreement shall, at the option of the City/County, be turned over to the City / County and become the property of the City / County.  In the event of termination for cause, the Firm shall be entitled to receive reasonable compensation for any necessary services actually and satisfactorily performed prior to the date of termination.
   1. Notwithstanding the above, the Firm shall not be relieved of liability to the City/County for damages sustained by the City/County by virtue of any breach of the Agreement by the Firm, and the City/County may set-off the damages it incurred as a result of the Firm’s breach of the contract from any amounts it might otherwise owe the Firm.
2. Termination for Convenience of the City/County. City/County may at any time and for any reason terminate Firm’s services and work at City/County's convenience upon providing written notice to the Firm specifying the extent of termination and the effective date. Upon receipt of such notice, Firm shall, unless the notice directs otherwise, immediately discontinue the work and placing of orders for materials, facilities and supplies in connection with the performance of this Agreement.
   1. [Parties should insert here the manner by which such termination will be effected and the basis for settlement or any other terms and conditions concerning payment upon such termination.]

Upon such termination, Firm shall be entitled to payment only as follows: (1) the actual cost of the work completed in conformity with this Agreement plus (2) such other costs actually incurred by Firm as are permitted by the prime contract and approved by City/County. There shall be deducted from such sums as provided in this subparagraph the amount of any payments made to Firm prior to the date of the termination of this Agreement. Firm shall not be entitled to any claim or claim of lien against City/County for any additional compensation or damages in the event of such termination and payment.

1. Changes. The City/County may, from time to time, request changes in the services the Firm will perform under this Agreement. Such changes, including any increase or decrease in the amount of the Firm's compensation, must be agreed to by all parties and finalized through a signed, written amendment to this Agreement.
2. Resolution of Program Non-Compliance and Disallowed Costs. In the event of any dispute, claim, question, or disagreement arising from or relating to this Agreement, or the breach thereof, including determination of responsibility for any costs disallowed as a result of non-compliance with federal, state or TxCDBG program requirements, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement.  To this effect, the parties shall consult and negotiate with each other in good faith within 30 days of receipt of a written notice of the dispute or invitation to negotiate, and attempt to reach a just and equitable solution satisfactory to both parties.  If the matter is not resolved by negotiation within 30 days of receipt of written notice or invitation to negotiate, the parties agree first to try in good faith to settle the matter by mediation administered by the American Arbitration Association under its Commercial Mediation Procedures before resorting to arbitration, litigation, or some other dispute resolution procedure.  The parties may enter into a written amendment to this Amendment and choose a mediator that is not affiliated with the American Arbitration Association.  The parties shall bear the costs of such mediation equally.  [This section may also provide for the qualifications of the mediator(s), the locale of meetings, time limits, or any other item of concern to the parties.]  If the matter is not resolved through such mediation within 60 days of the initiation of that procedure, either party may proceed to file suit.
3. Personnel.
   1. The Firm represents that he/she/it has, or will secure at its own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees of or have any contractual relationship with the City/County.
   2. All of the services required hereunder will be performed by the Firm or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under State and Local law to perform such services.
   3. None of the work or services covered by this Agreement shall be subcontracted without the prior written approval of the City/County. Any work or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Agreement.
4. Assignability. The Firm shall not assign any interest on this Agreement and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of the City/County thereto; Provided, however, that claims for money by the Firm from the City/County under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Written notice of any such assignment or transfer shall be furnished promptly to the City/County.
5. Reports and Information. The Firm, at such times and in such forms as the City/County may require, shall furnish the City/County such periodic reports as it may request pertaining to the work or services undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Agreement.
6. Records and Audits. The Firm shall insure that the City/County maintains fiscal records and supporting documentation for all expenditures of funds made under this contract in a manner that conforms to 2 CFR 200.300-.309, 24 CFR 570.490, and this Agreement. Such records must include data on the racial, ethnic, and gender characteristics of persons who are applicants for, participants in, or beneficiaries of the funds provided under this Agreement. The Firm and the City/County shall retain such records, and any supporting documentation, for the greater of three years from closeout of the Agreement or the period required by other applicable laws and regulations.
7. Findings Confidential. All of the reports, information, data, etc., prepared or assembled by the Firm under this contract are confidential and the Firm agrees that they shall not be made available to any individual or organization without the prior written approval of the City/County.
8. Copyright. No report, maps, or other documents produced in whole or in part under this Agreement shall be the subject of an application for copyright by or on behalf of the Firm.
9. Compliance with Local Laws. The Firm shall comply with all applicable laws, ordinances and codes of the State and local governments, and the Firm shall save the City/County harmless with respect to any damages arising from any tort done in performing any of the work embraced by this Agreement.
10. Conflicts of Interest.
    1. Governing Body. No member of the governing body of the City/County and no other officer, employee, or agent of the City/County, who exercises any functions or responsibilities in connection with administration, construction, engineering, or implementation of TxCDBG award between TDA and the City / County, shall have any personal financial interest, direct or indirect, in the Firm or this Agreement; and the Firm shall take appropriate steps to assure compliance.
    2. Other Local Public Officials. No other public official, who exercises any functions or responsibilities in connection with the planning and carrying out of administration, construction, engineering or implementation of the TxCDBG award between TDA and the City/County, shall have any personal financial interest, direct or indirect, in the Firm or this Agreement; and the Firm shall take appropriate steps to assure compliance.
    3. The Firm and Employees. The Firm warrants and represents that it has no conflict of interest associated with the TxCDBG award between TDA and the City/County or this Agreement.  The Firm further warrants and represents that it shall not acquire an interest, direct or indirect, in any geographic area that may benefit from the TxCDBG award between TDA and the City/County or in any business, entity, organization or person that may benefit from the award.  The Firm further agrees that it will not employ an individual with a conflict of interest as described herein.
    4. Conflicts Disclosure Statement. (Sec. 176.003 in Chapter 176 of the Local Government Code)

 

1. 1. 1. A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
      2. the vendor enters into a contract with the local governmental entity or the local governmental entity is considering entering into a contract with the vendor; and the vendor:
      3. has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor;
      4. has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; or has a family relationship with the local government officer.
      5. (a-1). A local government officer is not required to file a conflicts disclosure statement in relation to a gift accepted by the officer or a family member of the officer if the gift is: (1) a political contribution as defined by Title 15, Election Code; or (2) food accepted as a guest.
      6. (a-2). A local government officer is not required to file a conflicts disclosure statement under Subsection (a) if the local governmental entity or vendor described by that subsection is an administrative agency created under Section 791.013, Government Code.
      7. A local government officer shall file the conflicts disclosure statement with the records administrator of the local governmental entity not later than 5 p.m. on the seventh business day after the date on which the officer becomes aware of the facts that require the filing of the statement under Subsection (a).
2. Debarment and Suspension (Executive Orders 12549 and 12689)The Firm certifies, by entering into this Agreement, that neither it nor its principals are presently debarred, suspended, or otherwise excluded from or ineligible for participation in federally-assisted programs under Executive Orders 12549 (1986) and 12689 (1989). The term “principal” for purposes of this Agreement is defined as an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has a critical influence on or substantive control over the operations of the Firm. The Firm understands that it must not make any award or permit any award (or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension.”

 

Federal Civil Rights Compliance

 

1. Equal Opportunity Clause (applicable to federally assisted construction contracts and subcontracts over $10,000).During the performance of this contract, the Firm agrees as follows:
   1. The Firm will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Firm will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Firm agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
   2. The Firm will, in all solicitations or advertisements for employees placed by or on behalf of the Firm, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
   3. The Firm will not discourage or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor’s legal duty to furnish information.
   4. The Firm will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Firm's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
   5. The Firm will comply with all provisions of Executive Order 11246 of September 24, 1965, “Equal Employment Opportunity,” and of the rules, regulations, and relevant orders of the Secretary of Labor.
   6. The Firm will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
   7. In the event of the Firm's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Firm may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
   8. The Firm will include the portion of the sentence immediately preceding paragraph (a) and the provisions of paragraphs (a) through (h) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Firm will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, That in the event a Firm becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the Firm may request the United States to enter into such litigation to protect the interests of the United States.
2. Civil Rights Act of 1964. Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, religion, sex, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
   Section 109 of the Housing and Community Development Act of 1974. The Firm shall comply with the provisions of Section 109 of the Housing and Community Development Act of 1974.  No person in the United States shall on the ground of race, color, national origin, religion, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title.
3. Section 504 of the Rehabilitation Act of 1973, as amended.  The Firm agrees that no otherwise qualified individual with disabilities shall, solely by reason of his/her disability, be denied the benefits of, or be subjected to discrimination, including discrimination in employment, under any program or activity receiving federal financial assistance.
4. Age Discrimination Act of 1975.  The Firm shall comply with the Age Discrimination Act of 1975 which provides that no person in the United States shall on the basis of age be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.
5.  Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) The than or Firm certifies that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining this contract. The Firm shall disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.
6. Economic Opportunities for Section 3 Residents and Section 3 Business Concerns.
   1. The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing.
   2. The parties to this Agreement agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this Agreement certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations.
   3. The Firm agrees to send to each labor organization or representative of workers with which the Firm has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the Firm's commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.
   4. The Firm agrees to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The Firm will not subcontract with any subcontractor where the Firm has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 135.
   5. The Firm will certify that any vacant employment positions, including training positions, that are filled (1) after the Firm is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the Firm's obligations under 24 CFR part 135.
   6. Noncompliance with HUD's regulations in 24 CFR part 135 may result in sanctions, termination of this Agreement for default, and debarment or suspension from future HUD assisted contracts.
   7. With respect to work performed in connection with section 3 covered Indian housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e) also applies to the work to be performed under this Agreement. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of section 3 and section 7(b) agree to comply with section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b).
7. Patent Rights and Inventions -The Firm shall comply with the requirements and regulations pertaining to patent rights with respect to any discovery or invention which arises or is developed in the course of or under such contract. (2 CFR 200 Appendix II (f) and Rights to Inventions in 37 CFR Part 401).
   1. Rights to Inventions Made Under a Contract or Agreement - If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the Subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the Subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. (2 CFR 200 Appendix II (f), Rights to Inventions).

 

1. Energy Efficiency - The Firm shall comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94A 163, 89 Stat. 871). (24 CFR 85.36 (i) (13)).

 

1. Verification No Boycott Israel. As required by Chapter 2271, Government Code, the Firm hereby verifies that it does not boycott Israel and will not boycott Israel through the term of this Agreement.  For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

 

1. Foreign Terrorist Organizations. Pursuant to Chapter 2252, Texas Government Code, the Firm represents and certifies that, at the time of execution of this Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code. The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

 

 

 

 

 

PART V

PROJECT TIME SCHEDULE

ENGINEERING/ARCHITECTURAL/SURVEYOR 

PROFESSIONAL SERVICES

 

 

 

 

INSERT YOUR OWN TIME SCHEDULE

 

Exhibit 1.

 

MONTHLY STATUS REPORT

 

Grant Recipient:  _________________________                        Date Submitted: ___________________

 

Grant No.:                                                                                             Reporting Period:                                               

 

Project Status:

                                                                                                                                                                                               

 

                                                                                                                                                                                               

 

Date of Last Inspection:                                    

 

Name of Inspector:                                                            

 

Inspection Description:

 

                                                                                                                                                                                                               

                                                                                                                                                                                               

 

Projected Date of Construction Completion:                                                

 

Amount of Last Pay Request:                                           

 

Date of Last Pay Request:                                                 

 

Status of Last Pay Request:                                                              

 

List of Subcontractors Onsite

 

Name                                                                                      Date Cleared by Grant Administrator

                                                                                                                                                                                                               

                                                   

                                                                                                                                                                                                               

                                                   

                                                                                                                                                                                                                               

 

 

*This report may be e-mailed or faxed to the Grant Recipient

 

 

Engineer/Architect/Surveyor Rating Sheet

 

Grant Recipient                                                                                                         TxCDBG Contract No.                                             

Name of Respondent                                                                                              Date of Rating                                                        

Evaluator's Name                                                   

 

Experience -- Rate the respondent for experience in the following areas:                                                          Comments

	Factor	Max.Pts.		Score
1.	Has previously designed ___________ type of projects	20
2.	Has worked on federally funded construction projects	10
3.	Has worked on projects that were located in this general region. Note: Location for A/E (Architect/Engineer) may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. 2 CFR 200.319(b)	10
4.	Extent of experience in project construction management	15
5.	Current Certification of TxCDBG Project Implementation Training	5
	Subtotal, Experience	60

 

Work Performance

	Factor	Max.Pts.		Score
1.	Past projects completed on schedule	10
2.	Manages projects within budgetary constraints	5
3.	Work product is of high quality	10
	Subtotal, Performance	25

 

Capacity to Perform

	Factor	Max.Pts.		Score
1.	Staff Level / Experience of Staff	5
2.	Adequacy of Resources	5
3.	Professional liability insurance is in force	5
	Subtotal, Capacity to Perform	15

 

TOTAL SCORE

	Factor	Max.Pts.		Score
¨	Experience	60
¨	Work Performance	25
¨	Capacity to Perform	15
	Total Score	100

 

 

 

Insert Certificate of Insurance

 

Insert System for Award Management (SAM) record search for company name and company principal