Project Information

Bid Title

SAWS Emergency Interconnect Project

Issuing Agency

Fair Oaks Ranch city

Location

Texas

Published Date

Mar 4, 2026

Closing Date

Mar 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	SAWS Emergency Interconnect Project
Category:	Construction Services
Status:	Open

Description: The City of Fair Oaks Ranch is accepting sealed proposals for the SAWS Emergency Interconnect 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 March 18 th , 2026, then publicly opened and amounts read aloud. The City reserves the right to reject any and all proposals. Publication Date/Time: 3/4/2026 12:00 AM Closing Date/Time: 3/18/2026 2:00 PM Contact Person: Clayton Hoelscher, Procurement Manager Phone: 210-698-0900, ext. 219 Email: choelscher@fairoaksranchtx.org Related Documents: RFP - SAWS Interconnect Unit Pricing - SAWS Interconnect General Conditions - SAWS Interconnect Construction Agreement - SAWS Interconnect

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City of Fair Oaks Ranch

REQUEST FOR PROPOSALS

SAWS EMERGENCY

INTERCONNECT PROJECT

DUE BY: March 18, 2026

Background and Scope of Services

The City of Fair Oaks Ranch (City) is seeking a contractor for the construction of the SAWS Emergency

Interconnect Project. The purpose of this project is to improve water system resiliency by establishing an

emergency potable water connection between Fair Oaks Ranch Utilities (FORU) and the San Antonio Water

System (SAWS).

The project will be constructed in two phases.

Phase 1 consists of approximately 700 linear feet of water main improvements starting along Leslie Pfeiffer

Drive, including the replacement and upsizing of existing 3-inch and 6-inch water lines to a 12-inch

transmission main. This phase will extend toward and connect with the City’s existing 12-inch main located

along Fair Oaks Parkway.

Phase 2 consists of construction of the emergency interconnect to the existing SAWS water main located

within established utility easements along Leslie Pfeiffer Drive. This phase includes installation of the master

meter assembly, reduced pressure backflow prevention device, isolation valves, and associated

appurtenances necessary to provide a controlled, metered, and protected one-way flow of water from SAWS

to FORU.

The estimated budget is $387,000.00. The project timeline is 71 calendar days from issuance of a

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

“Exhibit A “Plans” located with the 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

March 11, 2026

2. 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 March 18, 2026.

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

– 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 March 18, 2026, 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 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, 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 Subcontractor 15 Points

Relevant Experience

Project Approach

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 March 11, 2026.

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.

Anti-Collusion

In submitting an offer, Respondent certifies that they have not participated in nor have they been

party to any collusion, price fixing or any other illegal or unethical agreements with any company,

firm or person concerning the pricing offered.

No Prohibited Interest

Respondent acknowledges awareness of the state laws and applicable City Charter provisions

regarding conflicts of interest and required disclosures. No officer, employee or agent of the City

shall participate in the negotiation, selection, discussion, award or administration of a contract or

procurement supported by public funds if: 1) that individual has a substantial interest in a person

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