13-Addendum No. 1 - 250172.pdf

Paige McInnis

Harris County Purchasing Agent

1111 Fannin, 12th Floor, Houston, TX 77002 Tel 713-274-4400 Fax 713-755-6695

August 20, 2025

TO: All Vendors

RE: Job No. 25/0172

DUE DATE: August 25, 2025, no later than 2:00 p.m. local time, Houston, TX

All vendors are required to acknowledge this addendum with each proposal for Domestic Violence Assistance Fund for Harris County Public Health Services. This addendum must be acknowledged in Bonfire no later than the above due date.

ADDENDUM NO. 1

1) Questions & Answers No. 1 (attached).

QUESTIONS & ANSWERS NO. 1

1. Question: Can funds be used for recurring payments (e.g., ongoing childcare or rent), or only one-time needs?

Answer: Recurring payments will be evaluated on a case-by-case basis and shall be linked to a plan of care with steps towards sustainability.

2. Question: Are there any restrictions on who qualifies as a "survivor" for eligibility?

Answer: Not at this time. In general, survivor refers to an individual who is going or has gone through the recovery process. Survivor is sometimes used synonymously and/or in place of “victims” to honor the on-going strength and resilience of survivors. Harris County reserves the right to modify criteria.

3. Question: Will Harris County provide referrals, or must outreach efforts generate all survivor applicants independently?

Answer: Both. It is expected that the awardee will work with Harri County and partner organizations.

4. Question: What percentage of the total award may be allocated to capacity building?

Answer: To be determined on a case-by-case basis – there is no percentage or dollar amount associated with capacity building. The ultimate goal is to maximize services and positive outcomes for survivors.

5. Question: What is the expected turnaround time for reimbursement requests?

Answer: Harris County anticipates payment within thirty (30) days of receiving a valid invoice.

6. Question: Is there a minimum/maximum amount that can be requested by individual survivors?

Answer: Not at this time. Harris County expects awardee to be fiscally responsible with funds allocated to survivors.

7. Question: Is there a required format or system for reporting data?

Answer: The original system was developed internally, no external system exists. However, data collection and reporting are expected to include Key Performance Indicators (KPIs), performance metrics, and milestones. Training and Technical Assistance (TTA) is available.

8. Question: Are there any integrations or compatibility expectations with Harris County’s data systems?

Answer: No.

9. Question: Will Harris County provide templates or tools for pre/post surveys and satisfaction reporting?

Answer: No. Vendors have the flexibility to provide a solution that they feel is best.

10. Question: Can services be subcontracted, or must the primary vendor deliver all services directly?

Answer: Services may be subcontracted.

11. Question: Are memorandums of understanding (MOUs) with partner agencies required at the time of submission or post-award?

Answer:. To satisfy the MWBE goal, a MWBE Utilization Plan and Letters of Intent, if applicable, must be provided at the time of submission. M/WBE subcontractor agreements will be collected post-award.

12. Question: What are the expectations regarding participation in the "community of practice" among grantees?

Answer: Harris County expects organizations to work holistically and collaboratively toward developing an ecosystem of resources and service providers to serve individuals need.

13. Question: What is the anticipated start date of the program?

Answer: This information is not available at this time.

14. Question: We are located in Dallas, Texas, can we apply for funds?

Answer: Yes.

15. Question: Could I get a call or will there be a per-funding meeting

Answer: There was a Pre-Proposal Conference on August 13, 2025, at 9:30 am.

16. Question: In the pre-bid meeting today I asked a question about expanding on a MBE, WBE had to had to complete 3 projects in the area to be qualified as a subcontractor for a prime, did I hear this correctly?

Answer: Significant Local Presence requirement states that only MWBEs that have a Significant Local Presence can be counted towards the contract goal. To establish a Significant Local Presence, a MWBE firm without a local address location listed on its certification/directory must provide documentation that it has performed on at least 3 contracts, or subcontracts, in the market area in the last 3 years. The market area encompasses the counties of Harris, Fort Bend, Montgomery, Brazoria, and Galveston, Texas. A location utilized solely as a post office box, mailbox, telephone message center, or any combination thereof, with no substantial work function, shall not be accepted as Significant Local Presence.

17. Question: What advise do you have to reach out to prime contractor bidding on this RFP?

Answer: Vendors may view Document Takers (potential Respondents) within the Opportunity in Bonfire.

18. Question: Are non-profits exempt from the MWBE certification as a non-profit 501(c)3 agency?

Answer: No.

19. Question: Is there a template for a fee schedule with budget details or should we just enter that information in the budget narrative? For our ECR grant submittal we put our budget details in excel format at the just under the Bid Table. Would that be acceptable in addition to the budget narrative?

Answer: There is not a template. All information shall be added to the budget narrative, which may be uploaded in any format. The BidTable shall be uploaded as is.