Santa Fe EDC authorizes up to $150,000 for engineering services for Project Warpath pending cost proposal

The Santa Fe Economic Development Corporation on Monday authorized staff to enter into an agreement for engineering services for Project Warpath with the highest‑ranked firm whose cost proposal does not exceed $150,000, contingent on receipt of a proposal that aligns with the preapproved engineering budget.

Board approval came after staff presented the qualifications ranking and explained the next step in the procurement process. The board voted by roll call; all voting directors voted yes and the motion carried.

The authorization covers engineering services that include design, preparation of the request for proposals for construction, contractor selection recommendations, and project management and oversight through construction completion and final acceptance. Staff said the engineering scope in the request for qualifications (RFQ) also anticipates subcontracted services such as geotechnical work and site visits, and that those subcontractor costs would be included within the $150,000 engineering budget.

Staff explained that the RFQ evaluation followed state rules that require ranking firms by qualifications before entering price negotiations. According to staff, NBCO Engineering was ranked first; staff has requested a cost proposal from NBCO and said the EDC will negotiate with NBCO first and, if negotiations do not yield an agreement within the approved budget, will move to the next‑ranked firm (e.g., SPI) until a firm is selected.

The presenter told the board the selected engineering firm would act as project manager and would coordinate contractor procurement, review construction proposals, issue a punch list, inspect work for compliance with plans and specifications, and sign off when work is complete. Staff said the firm also will coordinate with utilities, TxDOT and local stakeholders including the school and H‑E‑B on traffic and scheduling issues.

Staff acknowledged that no cost proposals had been received at the time of the presentation and said the EDC had not disclosed the preapproved budget amount to prospective firms during the qualifications stage to ensure the most qualified statements of qualifications were submitted. If a cost proposal exceeds the approved budget, staff said they will attempt to negotiate scope or price; if negotiations fail the EDC will terminate negotiations and proceed to the next ranked firm.

The board was shown that the city council had previously approved $1,500,000 for construction and a $150,000 engineering allocation. Staff emphasized the EDC lacks an on‑staff engineer and that contracting an outside firm avoids a conflict should the city engineer be tasked with selection. Staff also said the engineering contract will include a performance agreement with negotiation of progress billing terms and optional liquidated damages language.

Motion language recorded in the meeting packet authorized "the Santa Fe Economic Development Corporation to enter into an agreement for engineering service for Project Warpath with the most highly qualified engineering firm that conforms to the approved budget for engineering services not to exceed $150,000." A roll call vote recorded yes votes from Director Knoebel, Director McKamey, Director Helplenstiel, Secretary Treasurer O'Connell, Vice President Schoettner and President Wylie; the chair announced the motion carried.

Staff said timeliness is critical: proposals and negotiations must proceed quickly to meet the project schedule, and the authorization will allow staff (identified in the packet as Mr. Zepeda, director) to execute an agreement without calling a special board meeting for each award. Staff said firms were preparing cost proposals in case negotiations with the top‑ranked firm are not successful.

The board discussion covered oversight on the ground (staff said the engineering firm and a designated staff member referred to in the presentation as "Billy" would be on site), progress billing schedules, contract language to address schedule adherence, and the practical limits of imposing liquidated damages.

The motion carried and staff may execute the engineering agreement for Project Warpath if and when the selected firm's cost proposal is within the preapproved $150,000 budget.

At least two transcript segments in the meeting packet show the start and finish of the discussion and the vote on this item.