Project Information

Bid Title

Wastewater Treatment Plant Phase 1 Expansion

Issuing Agency

Fair Oaks Ranch city

Location

Texas

Published Date

Nov 18, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Wastewater Treatment Plant Phase 1 Expansion
Category:	Construction Services
Status:	Open

Description: The City of Fair Oaks Ranch is accepting sealed proposals for the Wastewater Treatment Plant Phase 1 Expansion Project, in accordance with plans/specs available online at http://tx-fairoaksranch2.civicplus.com/bids.aspx . Sealed and labeled proposals will be received online at https://www.civcastusa.com and at City Hall until 2:00 PM on December 18 th , 2025, then publicly opened and amounts read aloud. The City reserves the right to reject any and all proposals. Publication Date/Time: 11/18/2025 12:00 AM Closing Date/Time: 12/18/2025 2:00 PM Pre-bid Meeting: December 3, 2025 Contact Person: Clayton Hoelscher, Procurement Manager Phone: 210-698-0900, ext. 219 Email: choelscher@fairoaksranchtx.org Related Documents: RFP - WWTP Expansion Unit Pricing Form - WWTP Expansion Plans - WWTP Expansion Specifications - WWTP Expansion General Conditions - WWTP Expansion Special Conditions -WWTP Expansion Construction Agreement Template - WWTP Expansion

Attachment Preview

City of Fair Oaks Ranch

REQUEST FOR PROPOSALS

WASTEWATER TREATMENT

PLANT PHASE 1 EXPANSION

PROJECT

DUE BY: December 18, 2025

Background and Scope of Services

The City is seeking a contractor for expansion of the existing wastewater treatment plant (WWTP)

and effluent conveyance system upgrades. The current effluent pump station does not have the

capacity to pump all the way from the WWTP to the discharge point at the golf course ponds. The

City must utilize a secondary pumping station (i.e. irrigation pump station) on the WWTP which

has limited storage capacity, challenging the City's ability to move treated effluent out of the plant.

In addition, the influent (bottom of the hill) lift station also requires various improvements. The

scope of work consists of the following:

• Installation of upgrades to one existing pump station, including, but not limited to:

modifications to the wet well, pumps, piping, valves, electrical and controls, SCADA, and

miscellaneous appurtenances.

• Installation of upgrades to one existing sanitary sewer lift station, including, but not limited

to: modifications to the wet well, pumps, piping, valves, electrical and controls, and

miscellaneous appurtenances.

• Installation of approximately 10,400 linear feet of 12-inch PVC effluent water main and

abandon in place existing 6-inch and 8-inch pipe to Blackjack 1 effluent storage pond.

• Installation of an odor control system and rehabilitation of miscellaneous appurtenances at the

headworks. (BID ADDITIVE ALTERNATIVE 1).

• Installation of approximately 60 linear feet of 12-inch PVC sewer main replacement with

manhole installation. (BID ADDITIVE ALTERNATIVE 2).

The estimated budget is $4,105,500. The project timeline is 365 calendar days from issuance of a

Notice to Proceed to final completion. Full specifications, instructions and details can be found in

all other associated bidding documents at http://tx-fairoaksranch2.civicplus.com/bids.aspx and

https://www.civcastusa.com. The selected contractor will be required to execute the City’s Standard

Construction Agreement.

Submission of Questions

Any questions should be submitted in writing to:

Clayton Hoelscher, Procurement Manager

City of Fair Oaks Ranch

choelscher@fairoaksranchtx.org

Addendums to the RFP

The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the

project. Any official changes to this RFP will be in the form of a written addendum, which will

be published on the City website at http://tx-fairoaksranch2.civicplus.com/bids.aspx and at

https://www.civcastusa.com/.

Withdrawal of RFP

The City reserves the right to withdraw the RFP at any point. At any time prior to the specified

solicitation due time and date, a firm may withdraw their proposal by submitting a written request

stating the reason for withdrawal.

General Information:

1) The City of Fair Oaks Ranch reserves the right to reject any or all proposals to waive any

informality or irregularity in any proposal received, and to be the sole judge of the merits

of the respective proposals received.

RFP Schedule

The dates and times listed below are estimated and are subject to change without notice.

1. Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M. on

December 8, 2025

2. Non-mandatory site-visit and pre-proposal conference – December 3rd at 2:00 P.M. Meet at

the Fair Oaks Ranch Public Safety Training Room at 7286 Dietz Elkhorn, Fair Oaks Ranch,

TX 78015.

3. All documents submitted online at https://www.civcastusa.com/ or 1 original and 3 copies

of the proposal due no later than 2:00 PM (CST) on December 18, 2025.

4. Regular City Council Meeting to Approve Selection and Construction Agreement

which will include the Scope of Services – To Be Determined.

Submission Instructions

Proposals should be submitted online at https://www.civcastusa.com/ or delivered or sent to 7286

Dietz Elkhorn, Fair Oaks Ranch, Tx 78015. All proposals should be addressed to Clayton Hoelscher,

Procurement Manager. The City of Fair Oaks Ranch will receive sealed proposals until 2:00 P.M.

on December 18, 2025, and then proposal amounts will be publicly opened and read. Any proposals

received after that time and date will be returned unopened to the bidder. If delivering hard copies

in lieu of submitting online, proposals should contain one (1) unbound original and three (3) bound

copies.

Instructions to Proposers

The proposals should include the information below and shall follow the format below.

• Cover Letter/Executive Summary

• Tab 1 – Company Experience:

o Include Project information for three projects constructed within the last five years

that are similar in nature

 Identify the project owner, location, include contact name, title, current

phone number, and e-mail address for each of the listed projects

 Include the original cost and final cost, to include all change orders.

o Demonstrate record of performance, including completion schedule and quality of

work product.

• Tab 2 – Project Team and Subcontractor Relevant Experience

o Provide any necessary organizational chart of the firm as it relates to this RFP.

o Provide qualifications and experience of key project members, including any similar

projects they may have worked on.

o Provide qualifications and experience of subcontractors and demonstrate the

company’s history working with the proposed subcontractor(s). Provide references

for subcontractors to be used. Any changes to subcontractors will require approval

of City and is not guaranteed.

• Tab 3 – Project Approach:

Describe your approach for accomplishing the project, including at a minimum:

o Provide a plan and timeline for accomplishing the Project. Note the contract duration

provided by the City is intended to be a maximum timeframe.

o Describe your approach to managing all aspects of construction.

o Describe your plan for coordinating with project stakeholders, including any steps

that require City involvement.

o List any potential challenges, and how your company plans to minimize the impact

of any unforeseen issues that arise.

o Describe your Safety and Quality Control Plans.

o Describe the warranty term and how claims will be handled.

• Tab 4 – Price Proposal Form

The price proposal should be filled out on the “Unit Pricing Form” posted along with the

other bidding documents at: https://tx-fairoaksranch2.civicplus.com/bids.aspx This only

needs to be submitted with the original proposal.

• Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties Form

must be submitted with the original proposal. The 1295 form and instructions for

completion

can

be

found

at

the

following

link:

https://www.ethics.state.tx.us/filinginfo/1295/. When submitting this form, any

combination for the “Project Number”, such as “12345” will be acceptable.

• Evidence of Insurability and Bid Bond (Only submit with original proposal).

Evaluation Criteria

All proposals received will be reviewed, evaluated, and ranked according to a numerical scoring

system based on the responses to the criteria listed below. The City may elect to interview firms.

Proposals will be evaluated as follows:

Criteria

Maximum Points Available

Company Experience

20 Points

Project Team and

Relevant Experience

Project Approach

Subcontractor 15 Points

15 Points

Price

50 Points

Questions regarding the project can be submitted to Clayton Hoelscher, via email to

choelscher@fairoaksranchtx.org. Questions will be accepted until 5:00 P.M. on December 8,

2025.

The City reserves the right to reject any or all Proposals. The highest ranked Respondent(s) may

be invited to enter into Contract negotiations with the City of Fair Oaks Ranch. If an agreement

cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent

and terminate negotiations. The second highest Respondent may be contacted for negotiations.

The process may continue until successful negotiations are achieved. The City reserves the right

to terminate negotiations with any and all Respondents should it be in the City’s best interest.

Insurance

All respondents must submit, with the RFP, proof of insurance coverage. Proof shall be by

submission of copies of current policies or current Certificates of Insurance, including the effective

dates of coverage.

Bonding Requirements

Each Proposal submitted shall be accompanied by a cashier’s check in the amount of five percent

(5%) of the bid amount, payable without recourse to the City of Fair Oaks Ranch, or a Bid Bond

in the same amount from a reliable surety company as a guarantee that, if awarded the contract,

the Proposer will execute a Construction Agreement with the City, including all required bonds

and other documents. The City may alternatively accept a letter from a surety company, verifying

the contractor’s ability and agreement to provide payment and performance bonds for the Project.

The awarded contractor will be required to provide payment and performance bonds prior to work

commencing. Each bond shall be in an amount equal to 100% of the Total Project Cost.

Liquidated Damages for Failure to Complete on Time

Respondent hereby acknowledges that the award of the contract includes the requirement to timely

commence the work on the Project in accordance with the fully executed Contract Documents.

Respondent hereby further agrees to pay to City as liquidated damages the applicable sum quoted

below, for each calendar day in excess of the time set forth for completion of the Project, all as

more fully set forth in the general conditions of the Contract Documents. The time of completion

is of the essence for the Project.

For each day that any work shall remain uncompleted after the time specified in the Contract

Documents, or the increased time granted by the City, or as equitably increased by additional work

or materials ordered after the Contract Documents are executed, the sum per day given in the

following schedule, unless otherwise specified in the special provisions, shall be deducted from

the monies due from the City:

• $350 Per Day first 30 days; $400 Per Day 31-60 days; $500 Per Day 90 days and

beyond

The sum of money thus deducted for such delay, failure or non-completion is not to be considered

as a penalty, but shall be deemed, taken and treated as reasonable liquidated damages, per day that

the default shall continue after the time stipulated in the Contract Documents for completing the

work. The said amounts are fixed and agreed upon because of the impracticability and extreme

difficulty of fixing and ascertaining the actual damages that the City in such event would sustain;

and said amounts are agreed to be the amounts of damages which the City would sustain and which

shall be retained from the monies due, or that may become due, under the Contract Documents;

and if said monies be insufficient to cover the amount owing, then the surety shall pay any

additional amounts due. Notwithstanding the foregoing, in the event that the actual damages

incurred by the City exceed the amount of liquidated damages, the City shall be entitled to recover

its actual damages.

Commodity Codes

• NAICS 221320Sewage Treatment Facilities
• NAICS 237110Water and Sewer Line and Related Structures Construction

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