4-02 RFQ2026-03 P25 RADIO CONSULTANT.pdf

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REQUEST FOR QUALIFICATIONS

RFQ2026-03

P25 LMR RADIO NETWORK CONSULTANT

January 9, 2026

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P25 RADIO NETWORK CONSULTANT

A. REQUEST FOR QUALIFICATIONS

The Commissioners’ Court of Hood County is soliciting statements of qualifications from individuals or firms with the necessary qualifications, experience, and professional expertise to provide objective, technically sound analysis and guidance regarding the future of the County’s P25 land mobile radio (LMR) communications system.

B. SUBMISSION PROCESS AND DUE DATE

Pursuant to the provisions listed below, sealed statements of qualifications subject to the conditions and requirements made a part hereof will be received at the Hood County Purchasing Office, 1402 W Pearl St, Ste 1, Granbury, Texas 76048 until 10:00 am on Monday, February 9, 2026. Submissions will be opened and vendor’s names read at that time in a public meeting held in the Hood County Purchasing Agent’s Office. After evaluation of the criteria stated herein, it will be awarded by the Commissioners’ Court on a future Court date.

ELECTRONIC BIDS are preferred and can be submitted through Hood County’s page on the BonFire website at http://co-hood-tx.bonfirehub.com/ . It is free to register and to bid.

OR

HARD COPY SUBMISSIONS may be submitted by downloading a packet at https://hoodcounty.texas.gov/bids . Each submission must be in a sealed envelope, manually signed in ink by a person having the authority to bind his/her firm to a contract. Envelopes shall be marked: RFQ2026-03 RADIO CONSULTANT.

Submit an Original & Five (5) copies of the entire proposal packet. Facsimile and e-mail transmissions will NOT be accepted.

Submit Hard Copy Bids to: Hood County Purchasing

RFQ 2026-03

1402 W Pearl St, Ste 1 Granbury, TX 76048

Proposals must be received not later than February 9, 2026 at 10:00 am.

Submittals received later than the above date and time will be rejected regardless of the reason, including delayed delivery.

The vendor’s signature is required for acceptance of the bid and confirms vendor has read and understands all requirements concerning this request for qualifications.

Any questions regarding RFQ specifications should be directed to Hood County Purchasing through the Bonfire portal or at gtilleman@hoodcounty.texas.gov no later than 10am January 30, 2026.

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C. BACKGROUND

In November of 2023, Hood County joined the Granbury Regional Radio Network (GRRN) to improve first responder radio coverage in cooperation with surrounding municipalities and counties. Hood County commissioned the attached Exhibit 1:

“Initial “As Is” Evaluation of Radio System Strategy for Hood County, Texas”. Pages 18 and 19 of this report suggest the next steps in determining the future direction for the County.

D. SCOPE OF WORK

Based on demonstrated qualifications, experience, and professional expertise, the County seeks to retain an independent fiduciary consultant with specialized expertise in public-sector radio communications systems, including P25 land mobile radio (LMR) environments, to provide objective, technically sound, and vendor-neutral analysis and guidance regarding the County’s existing and future radio communications system.

The goal is to enable the County to make an informed, transparent, and defensible decision regarding the future direction of its radio communications system.

1. General Responsibilities

The consultant will advise the County on the most appropriate strategic direction for its radio communications system moving forward. This includes assisting the County in evaluating, assessing, and, where appropriate, optimizing:

Coverage, capacity, and performance

Reliability, redundancy, and resiliency

Cybersecurity and system security considerations

Interoperability with neighboring jurisdictions and partner agencies

Supporting infrastructure, including sites, backhaul, core equipment, and subscriber impacts

The consultant’s work shall be analytical and advisory in nature and shall not include the sale, installation, maintenance, or operation of radio equipment or systems.

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2. Evaluation of System Alternatives

The consultant shall identify, evaluate, and compare all viable system alternatives available to the County that are realistic within public sector constraints. Consultant shall analyze each alternative from an operational, technical, financial, and long-term sustainability perspective. This analysis shall include, but not be limited to, consideration of the following options:

Continuing participation in the Granbury Regional Radio Network, including assessment of governance, cost structure, service levels, long-term viability, and operational impacts;

Transitioning to a County-owned and County-operated radio communications network, including evaluation of capital costs, ongoing operational and maintenance requirements, staffing implications, risk allocation, and lifecycle considerations; and

Participating in or integrating with a neighboring or regional radio network, which may involve migration to a different technology platform or system architecture.

For each alternative, the consultant shall evaluate and document:

Advantages and disadvantages Risks and trade-offs Short-term and long-term costs (capital, operating, and lifecycle) Operational impacts to system users Interoperability implications Technical feasibility and scalability Implementation complexity and transition considerations

3. Deliverables and Outcomes

The consultant shall provide the County with clear, objective, and well-documented findings and recommendations in writing and presentation format regarding the future direction of the radio communications system. This will include a suggested strategic roadmap, prioritization of key decisions, and potential next steps for implementation. All recommendations shall be presented in a manner that is understandable to both technical and non-technical stakeholders and that clearly identifies assumptions, limitations, and decision points.

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E. RESPONSES TO THE RFQ

The following items are required in each submission. Responses must contain a concise presentation of sufficient length to be complete and shall be organized in the order presented below. Limit resumes, included in page count, to key personnel only.

1. Executive Summary 1 page maximum name, address, and telephone number of the firm submitting the proposal the name and title of one or more individuals authorized to represent the consultant in its dealings on a contractual basis summary of the firm’s interest in this service

2. Firm/Organization 4 page maximum

Firm’s qualification information, including a description of the firm’s experience with similar P25 radio system consulting projects, especially those involving government or municipal clients

A statement concerning your firm’s commitment to Hood County including the firm’s ability to meet County schedules, availability of key personnel, and approach to prioritizing County needs over competing engagements

Disclose any vendor relationships that may be a conflict of interest

3. Technical Qualifications 8 page maximum

Names, qualifications, and experience, and availability of key personnel who will participate in providing services and their individual responsibilities. Any proposed sub-consultants shall be identified along with their specific roles

Verifiable experience on Texas county/public sector projects of similar scope, size, and complexity (list clients with contact information) including a detailed list of responsibilities and summary of accomplishments per identified client

A summary statement identifying your understanding of the project including key challenges, decision points, and risks as perceived by the proposer

Proposed approach to include a detailed outline of how the consultant will approach this project, including a timeline for key deliverables, methodology, and analysis

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F. PAGE FORMATTING REQUIREMENTS

The page limit is based on a size (8.5 inches by 11 inches) sheet printed on one side of the paper with the pages numbered in sequence. Sheets used for section dividers, covers and table of contents are not counted towards the sheet total.

Maximum page size for graphics: 8.5 inches by 11 inches Maximum page size for text: 8.5 inches by 11 inches Minimum line spacing: 1.5 Minimum font size: 11 point Minimum margins: 1 inch on all sides

G. EVALUATION CRITERIA

Responses to the request for qualifications will be evaluated and ranked according to the following criteria:

Firm/Organization 20 points Background and qualifications of firm/team with P25 systems 5 points Availability & dedication to Hood County projects

Technical Qualifications 10 points Qualifications of key personnel for requirements 20 points Verifiable relevant experience 15 points Understanding of the project 20 points Thoroughness of approach to providing services

Clarity of Response 10 points Clarity of response and adherence to the requirements 100 points total

H. SELECTION, AWARD PROCESS, AND TERM OF AGREEMENT

Responses will be evaluated by a team of County officials using the criteria listed and make a recommendation to the Hood County Commissioners’ Court at a future date. The awards may be based on the submitted Qualifications package alone, or firms may be asked to submit additional information and/or appear for oral interviews to determine the final selection.

The County will initiate negotiations with the selected firm to develop an agreed upon cost of services. If negotiations are unsuccessful, the County will end negotiations and enter into the process with the next highest ranked firm until a contract has been negotiated.

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Hood County, at its sole discretion, reserves the right to reject any or all Proposals, reject any particular item on a Proposal, and to waive immaterial formalities and to accept the offer most advantageous to the County.

The awarded vendor may be required to complete and sign a Hood County Professional Services Agreement.

I. INVOICES AND PAYMENTS

Invoices shall be submitted to Hood County Auditor 1402 W Pearl St, Suite 4, Granbury, TX 76048 and shall be paid at the regular semi-monthly meeting of the Hood County Commissioner’s Court.

J. SPECIAL INSTRUCTIONS, TERMS, AND CONDITIONS

(In addition to and taking precedence to General Terms & Conditions)

1. The RFQ2026-03, General Terms, and all other documents related to this request are part of the terms of the contract.

2. The County may cancel this contract at any time for any reason with thirty-day written notice.

3. The awarded firm will be required to complete and file Form 1295 with the Texas Ethics Commission and then submit it to Hood County Purchasing.

4. To ensure a fair and impartial solicitation process, respondents and their representatives are not to contact members of the Hood County Commissioners’ Court, evaluation committee members, or other County officials regarding this solicitation from the date of issuance until contract award. Any questions regarding the solicitation should be directed to Hood County Purchasing through the Bonfire portal or at gtilleman@hoodcounty.texas.gov.

5. There is no expressed or implied obligation for Hood County to reimburse responding service providers for any expenses incurred in preparing Proposals in response to this request.

6. Advisory Role Only: Services are advisory in nature and intended solely to support County decision-making. While respondents may engage in the sale, manufacture, integration, or servicing of radio communications systems in other contexts, the selected consultant must act in a strictly independent, fiduciary, and advisory capacity with respect to the County.

The consultant shall not participate in, benefit from, or be eligible for any sale, procurement, implementation, installation, maintenance, or servicing of radio

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All potential conflicts of interest or relationships with equipment vendors must be fully disclosed in the respondent’s submission. A violation of independence may constitute a breach of contract.