Project Information

Bid Title

Facilities Master Plan

Issuing Agency

Fair Oaks Ranch city

Location

Texas

Published Date

Dec 12, 2025

Closing Date

Jan 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Facilities Master Plan
Category:	Professional Services
Status:	Open

Description: The City of Fair Oaks Ranch is accepting sealed submittals for the Facilities Master Plan Project, in accordance with plans/specs available online at http://tx-fairoaksranch2.civicplus.com/bids.aspx . Sealed and labeled submittals will be received online at https://www.civcastusa.com and at City Hall until 2:00 PM on January 14 th , 2026.  The City reserves the right to reject any and all submittals. Publication Date/Time: 12/12/2025 12:00 AM Closing Date/Time: 1/14/2026 2:00 PM Contact Person: Clayton Hoelscher, Procurement Manager Phone: 210-698-0900, ext. 219 Email: choelscher@fairoaksranchtx.org Related Documents: RFQ - Facilities Master Plan Professional Service Agreement - Facilities Master Plan

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City of Fair Oaks Ranch

REQUEST FOR QUALIFICATIONS

Facilities Master Plan

DUE BY: January 14, 2026 at 2:00 P.M.

1

Background and Scope of Services

The City of Fair Oaks Ranch (City) is seeking a qualified firm to develop the City’s first Facilities

Master Plan (Plan). The Plan will assess existing conditions, identify future facility requirements,

and provide recommendations to optimize site efficiency and utilization of City facilities. The Plan

will serve as a guiding document and provide a roadmap for potential future expansion or new

construction and the rearrangement of building or equipment spaces. A list of existing facilities

is available in Exhibit A for additional details.

The goals of the Plan are to assess the functionality and expandability of existing facilities,

prioritize improvements, and plan for future growth requirements to provide effective services and

ensure efficient workspaces are provided. The selected firm will be expected to deliver a

professional, data-driven Plan that aligns with the City’s vision and addresses current challenges,

future expansion, and operational efficiencies.

The scope of work and deliverables are organized into five phases. The Plan is expected to commence

on or before February 2026 with a kick-off meeting and be completed by August 2026.

Phase 1: Citywide Space and Facilities Assessment (Current State)

• Evaluate current City facility sites for utilization, condition, functionality, and capacity

• Perform an asset evaluation to assess the condition and lifecycle stage of all existing City

facilities

• Stakeholder Engagement:

o Conduct interviews with City departments and City Council to understand current

space and facility utilization, challenges and future needs

• Deliverable:

o Memorandum of Asset Evaluation, including interview responses (appendix)

Phase 2: Citywide Space and Facility Requirements (Future State)

• Define the goals and objectives of the Facilities Master Plan

• Conduct a high-level staffing projection for each department based on future City growth,

industry metrics, comparison to other local cities and department input

• Identify recommended options for a dedicated City Council chambers either as a consolidated

space or as a standalone facility

• Analyze the spatial needs (office, workshop, conference, storage, maintenance, vehicle and

equipment staging, breakroom, restroom, etc.) of departments based on projected future City

growth

• Identify spatial excess or deficiencies based on comparison between the asset evaluation

(Phase 1) and facility requirements (Phase 2)

• Deliverables:

o Memorandum of Facility Requirements

o Presentation to City staff

2

Phase 3: Findings and Recommendations

• Evaluate opportunities for consolidation, reconfiguration or repurposing of existing spaces to

address any deficiencies identified in Phase 2

• Explore and assess the feasibility of reutilizing an existing vacant building (old Police

Department) located on the City Campus to address any deficiencies (Priority project)

• Determine if additional land acquisition, new facility construction or expansion of existing

facilities is warranted to meet future operational requirements or community needs

• Evaluate a 3-acre site (designated for a future elevated storage tank) as a potential site for

future City facilities

• Identify locations for future restroom facilities (i.e. water plants, fire station) to support field

staff when away from the City Campus

• Stakeholder Engagement:

o Facilitate a workshop with City Council to present draft findings and

recommendations

• Deliverables:

o Memorandum of Findings and Recommendations

o Presentation for City Council Workshop

Phase 4: Draft Report and Cost Projections

• Develop short, medium and long-term projects for facility improvements, expansions,

relocations, or new construction opportunities

• Provide conceptual-level cost estimates for all recommended projects, including capital costs,

potential phasing, and funding considerations

• Stakeholder Engagement:

o Facilitate a workshop with City Council to present draft Plan and receive feedback

• Deliverables:

o Draft Facilities Master Plan

o Presentation for City Council Workshop

Phase 5: Final Report

• Incorporate City Council feedback and finalize Plan

• Stakeholder Engagement:

o Present Final Facilities Master Plan to City Council for adoption

• Deliverables:

o Final Facilities Master Plan (digitally and two hard copies in a magazine/coffee book

format)

o Presentation for City Council

3

Submission of Questions

Any should be directed to:

Clayton Hoelscher – Procurement Manager

7286 Dietz Elkhorn

Fair Oaks Ranch, Texas 78015

Email: choelscher@fairoaksranchtx.org

Phone: 210-698-0922 – Ext. 219

Addendums to the RFQ

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

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

be published on https://www.civcastusa.com/ .

Withdrawal of RFQ

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

solicitation due time and date, a consultant (or designated representative) may withdraw their

Statement of Qualifications (SOQ) 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 SOQ’s to waive any

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

the respective SOQ’s received.

2) The consulting firm will be selected on the basis of demonstrated competence and

qualifications for the type of services required without regard to fee, and thereafter the City

of Fair Oaks Ranch will negotiate a contract for the professional services at a fair and

reasonable fee with the best qualified firm.

3) The consultant will be an integral member of the Project Team, consisting of City staff,

elected officials, and potential committees which will be involved in the process.

4) There is no expressed or implied obligation for the City of Fair Oaks Ranch to reimburse

responding firms for any expenses incurred in the preparation of a Statement of

Qualifications (SOQ) in response to this request. The City reserves the right to increase

or decrease the scope of work related to this project as outlined in this RFQ after a firm

is selected to accommodate changes in the needs of the City and serve the best interests

of the City.

RFQ 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

January 7, 2026.

2) All documents submitted online at https://www.civcastusa.com/ or 1 original and 4 copies

of the SOQ due no later than 2:00 PM (CST) on January 14, 2026.

4

3) Consultant Presentation and Interview with the selection committee (if necessary) –

To Be Determined.

4) Regular City Council Meeting to Approve Consultant Selection and Professional

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

Instructions to Proposers

The response shall be organized and formatted as follows:

• Tab 1 - Cover Letter/Executive Summary (One (1) page maximum)

• Tab 2 - Service Provider Information (Four (4) pages maximum):

o Provide information on the proposer’s team, including the Prime Firm’s specific

qualifications for this contract

o Provide an Organizational Chart identifying the key staff that will be assigned to this

project, including subconsultants

o Provide a summary of not more than one page detailing the unique

qualifications of each sub-consultant

o Include any past experience the team, including subconsultants, has working

together

o Provide one-page professional resumes as an Appendix to the Statement of

Qualifications (not included in the four-page maximum page count for this

section) that describe the capabilities and experience of each team member, and

include the team member’s name, photo, title, education, licenses, certifications,

professional associations, and overview of professional experience

• Tab 3 - Project Manager Experience (One (1) page maximum):

o Provide a summary of the Project Manager’s experience and qualifications to

successfully deliver this project

o State the Project Manager’s physical location, anticipated availability on this

contract, and readiness to meet with the City in person

• Tab 4 - Team Relevant Experience (Four (4) pages maximum):

o Include a summary of at least 3 projects within the last five years that are

similar in nature

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

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

o Demonstrate record of performance

o One previously completed plan may be submitted to demonstrate quality of work

• Tab 5 - Project Approach (Six (6) pages maximum):

o Describe your firm's approach to performing the scope of services required as

provided in this RFQ. Present a discussion of your team’s understanding of the

necessary services and its approach and methodology to providing those services.

5

Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services

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