ESBD_371232_1723234512744_RFP 002-24-TES San Marcos Salamander Monitoring Study.pdf

REQUEST FOR PROPOSALS

FOR SAN MARCOS SALAMANDER MONITORING STUDY

FOR THE

EDWARDS AQUIFER AUTHORITY

RFP NO. 002-24-TES

Issued by:

Edwards Aquifer Authority

900 E. Quincy Street San Antonio, Texas 78215

Issue Date: Monday, August 12, 2024

Proposals Close: Wednesday, September 11, 2024

Time: 3:00 p.m., Central Time

SECTION 1

PROJECT INTRODUCTION AND BACKGROUND

1.1 PURPOSE OF REQUEST FOR PROPOSALS (RFP)

The Edwards Aquifer Authority (EAA), located in San Antonio, Texas, is soliciting proposals for a San Marcos salamander Monitoring Study.

1.2 DESCRIPTION OF PROPOSED PROJECT

Test and refine a study design, survey methods, and statistical methodologies for the purpose of monitoring the San Marcos salamander population in Spring Lake and the upper San Marcos River.

1.3 PROJECT SCHEDULE

The following is the tentative schedule for selection and award of the EAA's procurement:

Description Date

RFP Advertisements Sunday, August 11, 2024 through Thursday, August 22, 2024

Texas Purchasing Group Website-BidNet Monday, August 12, 2024 through Wednesday, September 11, 2024

State of Texas Electronic State Business Daily (ESBD) Monday, August 12, 2024 through Wednesday, September 11, 2024

Last Date for Questions* Wednesday, August 28, 2024 *Submit to contracting@edwardsaquifer.org 3:00 p.m., Central Time

Deadline to Submit/Proposal Opening Wednesday, September 11, 2024 3:00 p.m., Central Time

Estimated Contract Award Tuesday, November 12, 2024

SECTION 2

INSTRUCTION TO OFFERORS

2.1 REQUESTS FOR INFORMATION

This RFP is being issued by the EAA, San Antonio, Texas, which is the sole point of contact for purposes of information concerning this RFP. The EAA reserves the right to issue addenda, if necessary. All questions and inquiries regarding this request for proposal must be submitted in writing to contracting@edwardsaquifer.org by the time specified in Section 1.3. No Phone Calls Please. Requests for information received prior to the deadline stated in Section 1.3 are to be responded to in writing by the EAA in the form of an addendum published on BidNet Direct (BidNet). (https://www.bidnetdirect.com/texas/edwardsaquiferauthority)

Submission of a proposal shall be considered prima facie evidence that the Offeror has familiarized himself/herself with, and understands, the solicitation, its terms and general conditions, etc., under which the contract is to be awarded, administered, and performed. The EAA will not be responsible for any interpretations or misinterpretations of any oral instructions.

2.2 SUBMISSION REQUIREMENTS

Proposal responses submitted must contain, at a minimum, the following:

• Proposal Summary (Attachment A1)

• Cost Proposal Summary (Attachment A2)

• Client Reference forms (Attachments B1-B3)

• Project Subcontracting Plan (Attachment A4)

Offerors may provide electronic or physical submissions of proposal responses as follows:

• Electronic: The EAA partnered with the Texas Purchasing Group for receipt of electronic proposals via BidNet. Please register on BidNet to access the proposal request and to submit electronic submission documents. Please note, a paid subscription to BidNet is not required to access proposals or submit responses:

(https://www.bidnetdirect.com/texas/edwardsaquiferauthority)

• Physical: Submit one (1) printed original and one (1) electronic copy on a USB thumb drive of the proposal responses, sealed with "SAN MARCOS SALAMANDER MONITORING STUDY" indicated on the top of the envelope, to:

Ms. Shelly Hendrix Controller/Sr. Director of Finance

RFP NO. 002-24-TES

Edwards Aquifer Authority

NO FACSIMILE OR EMAIL PROPOSALS WILL BE ACCEPTED.

mailto:contracting@edwardsaquifer.org https://www.bidnetdirect.com/texas/edwardsaquiferauthority https://www.bidnetdirect.com/texas/edwardsaquiferauthority

Upon receipt of a proposal submitted in accordance with Section 2.2, each proposal will be stamped with the date and time received and remain unopened until the proposal opening. All proposals become the property of the EAA, which will hold the contents of all proposals confidential until an award is made.

PROPOSALS MUST BE RECEIVED NO LATER THAN THE DEADLINE SPECIFIED

IN SECTION 1.3. PROPOSALS RECEIVED AFTER THE DEADLINE WILL NOT BE

ACCEPTED BY BIDNET AND WILL BE RETURNED, UNOPENED, IF PHYSICALLY

SUBMITTED. PROPOSALS RECEIVED AFTER THIS TIME WILL BE DECLARED

LATE AND NOT ELIGIBLE FOR CONSIDERATION. THE EAA IS NOT

RESPONSIBLE FOR INTERNET CONNECTIVITY, COMPUTER TIME SETTINGS,

MAIL, COURIER OR OTHER DELIVERY METHODS, IN-TRANSIT TIME OR NON-

DELIVERY. LATE DELIVERIES TO THE EAA OFFICES WILL BE UNOPENED AND

THE OFFEROR WILL BE ADVISED BY MAIL THAT HIS/HER PROPOSAL WAS

LATE, NOT ACCEPTED AND WILL BE ALLOWED TO PICK UP HIS/HER

PROPOSAL PACKAGE OR FURNISH A “CALL TAG” AND HAVE THE PACKAGE

PICKED UP BY A COURIER.

2.3 PROPOSAL FORMAT

The EAA requires that submitted proposals adhere to the following general format to simplify the review process. Failure to follow the required format or to respond to each specification may result in rejection of the proposal. All proposals must be submitted in accordance with Section 2.2, Submission Requirements. Failure to do so may result in rejection of the proposal.

2.3.1 General Requirements

Submit three (3) client references for similar experience surveying aquatic salamanders or other aquatic species monitoring studies has been provided within the past 10 years on the form contained in Attachments B1-B3, Client Reference. Provide responses for all minimum information on the form for each reference and do not use the EAA as a reference. The Offeror agrees EAA staff may contact the references given.

2.3.2 Response to Commercial Questions and Statements

Please answer the questions indicated in Attachment A1, Proposal Summary, directly and specifically. All pricing is to be included in Attachment A2, Cost Proposal Summary. Any exceptions to any of the requirements and specifications contained in this RFP must be noted in the allotted space in Attachment A1. Attachments A1 and A2 must be returned with the Offeror’s proposal response.

2.3.3 Cost Proposal

Please provide an itemized list of projected costs necessary for completing the project described in this RFP on Attachment A2, Cost Proposal Summary. The cost proposal shall include the price for any shipping, crating, insurance, and other costs related to the delivery and installation of the proposed project. The Cost Proposal Summary should also include a completed Labor Categories Rates & Personnel Chart of the total hourly cost per employee position that will be involved in the project. The EAA is exempt from sales tax, but could be subject to other types of taxes. If any other type of tax is added, please specify. This project will be awarded as a time-and-materials, not-to-exceed an agreed upon total Contract amount.

2.4 MINORITY-OWNED AND WOMEN-OWNED BUSINESSES

The EAA strongly encourages minority and women-owned businesses (M/WBEs) to submit proposals to all requests. It is EAA policy that M/WBEs have an equal opportunity to apply for, and be awarded, EAA contracts and subcontracts. It is the EAA’s good faith effort goal to award 30% of the total amount of all contracts to M/WBEs whenever possible. To assist in meeting this goal, the EAA strongly encourages Offerors to seek joint ventures and/or subcontracting opportunities with M/WBE’s when appropriate.

2.4.1 M/WBE Subcontracting Opportunities

In an effort to assist Offerors, EAA staff researched M/WBE availability and noted the total number of certified M/WBEs potentially available to perform work requested on this RFP on Attachment A3. To successfully complete the RFP, Offerors must complete a Project Subcontracting Plan (Attachment A4) which addresses subcontracting use and provides links to the sources used to identify M/WBEs in Attachment A3.

2.5 PROPOSALS BINDING

Proposals must set forth accurate and complete information as required by this RFP (including attachments). Negligence upon the part of the Offeror in preparing the proposal confers no right of withdrawal after the time fixed for the submission of proposals.

2.6 LATE PROPOSALS, MODIFICATIONS, OR WITHDRAWALS

Proposals received after the date and the time indicated will not be considered and will be returned unopened, if the Offeror is identified on the envelope.

Proposals may be withdrawn or modified in writing prior to the proposal opening. Responses that are resubmitted or modified shall be sealed and resubmitted in accordance with Section 2.2, Submission Requirements, prior to the proposal opening.

2.7 PROPOSAL COSTS

All costs for preparing the proposals are to be borne by the Offeror and may not be included in the cost proposal.

2.8 PROPOSAL SIGNATURE

The EAA will prepare a contract for the Successful Offeror using the name exactly as it appears on the proposal. Therefore, it is imperative the Offeror signs the proposal using correct and complete legal names and titles.

2.9 CONTRACT AWARD

The EAA reserves the right to accept or reject any and all proposals. Unless all proposals are rejected or the solicitation is cancelled, the contract is to be awarded to the Offeror whose proposal best meets the requirements and criteria set forth in these specifications. No proposal is to be considered binding upon the EAA until a contract has been awarded. The EAA reserves the right to award the proposal and/or contract to more than one Offeror.

Contract award is to be issued to the Successful Offeror by letter. The Successful Offeror shall not begin any work on this contract until such time as a Notice to Proceed has been issued by the General Manager.

Please note, in 2015, the Texas Legislature adopted House Bill 1295, which added section

2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract between a governmental entity or state agency and a business entity at the time it is voted on by the governing body or at the time it binds the governmental entity or state agency, or whichever is earlier, including an amended, extended, or renewed contract, of a governmental entity or state agency that either:

1. requires an action or vote by the governing body of the entity or agency before the contract may be signed; or

2. has a value of at least $1 million, or

3. is for services that would require a person to register as a lobbyist under Chapter

305 of the government Code.

A Successful Offeror will be required to submit Form 1295 in accordance with these provisions.

More information can be obtained at the following link:

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/1295/

2.10 CONTRACT

It is expressly understood by the Offerors that written notice of award by the EAA will constitute acceptance of the proposal.

2.11 CONTRACTOR SELECTION

2.11.1 Selection Process

The selection process will include the following steps:

1. Receipt of proposals.

2. Review of proposals submitted.

3. Evaluation of proposals and ranking of Offerors - EAA staff shall review all information available from the selection process and rank the Offerors.

4. Contract Award - The EAA will award the Contract to the Offeror whose proposal is the most advantageous to the EAA and which will result in the most economical provision of these required services to the EAA.

2.11.2 Selection Criteria

Selection will be based on the following criteria which are listed in order of importance:

1. Experience and Qualifications (70 points) o Knowledge on the San Marcos salamander o Experience with surveying aquatic salamanders or other aquatic species o Previous experience conducting surveying methods similar to what is proposed for this study o Expertise in statistical analyses and hierarchical model approaches to develop species occupancy and abundance estimates o Experience working with federally listed species

2. Commercial Quality (10 points) o Satisfactory response to terms and conditions o Experience with similar programs o Proposal quality o Customer references and satisfaction of existing customers o Project Subcontracting Plan

3. Cost Factors (10 points) o Total cost o Additional costs

4. Schedule (10 points) o Ability to meet all deliverables by the overall deadline

2.12 CONFIDENTIAL MATERIAL

Proposals will remain confidential until an award is made, except for the information that is public during a proposal opening. At that time, all information is public unless considered confidential by the Public Information Act, such as trade secrets and financial information. Offeror must indicate if any of the information provided constitutes an exception to the Public Information Act.

All information not labeled as confidential will be presumed to be public information.

SECTION 3

SPECIFICATIONS

3.1 BACKGROUND INFORMATION

The EAA is a political subdivision of the State of Texas. Governed by an elected board of directors, the EAA is empowered to manage, enhance, and protect the Edwards Aquifer.

The purpose of this Request for Proposal (RFP) is for interested Offeror’s to design and conduct a San Marcos salamander monitoring study.

The San Marcos salamander (Eurycea nana) is endemic to Edwards Aquifer spring waters and found exclusively in Spring Lake and the upper San Marcos River (San Marcos, Texas). Due to its limited geographic range and potential threat of declining groundwater, the San Marcos salamander was listed as federally threatened species in 1980 (USFWS 1980). Since its listing, several studies have been performed to assess population size (Tupa and Davis 1976; Nelson 1993), habitat associations (Diaz et al. 2015), and genetic variation (Lucas et al. 2009) of the San Marcos salamander. The study by Nelson (1993) found San Marcos salamander occurrence was concentrated around 20 spring sources in Spring Lake and in areas of the San Marcos River immediately downstream of Spring Lake Dam (Figure 1). Similar to other Eurycea species, Diaz et al. (2015) found the San Marcos salamander associated with mesohabitats dominated by cobble, boulder, and gravel substrates, the presence of spring openings, and a higher coverage of aquatic moss and filamentous algae. Salamanders were not found widely distributed and were rare in most areas sampled in Spring Lake, primarily observed in the existing riverbed channel where spring sources and coarse substrates are located. Furthermore, Diaz et al. 2015 found densities of San Macros salamanders decreased longitudinally in the lake and correlated to the amount of available preferred habitat within each pre-selected zone (Figure 1). Zone 1 contained the highest salamander densities (1.95 individuals/m2), followed by Zone 2 (0.94 individuals/m2) and Zone 3 (0.16 individuals/m2). Densities downstream from Spring Lake Dam (Zone 4) were more comparable to Zone 1 (1.4 individuals/m2). Genetic variation analysis found no evidence of separation among salamander groups in the lake and the river, suggesting connectivity between Spring Lake and the upper San Marcos River (Lucas et al. 2009).

Beginning in the early 2000’s, the Edwards Aquifer Authority began monitoring the San Marcos salamander following the sampling methodologies established in Nelson 1993. In 2013, the San Marcos salamander was listed as a Covered Species of the Edwards Aquifer Habitat Conservation Plan (EAHCP) and are currently sampled under the EAHCP biological monitoring program. Each spring and fall, three study areas are sampled in the San Marcos system including two in Spring

Lake (i.e., Hotel and Riverbed) and one river site just downstream of the Eastern Spillway. Within each study area, three transects are surveyed for five minutes by overturning rocks >5cm in width and counting the number of salamanders observed. An estimate of rocks >5 cm in width is then calculated from three randomly sampled 0.25 m2 quadrats. The two calculated values are used to estimate the number salamanders per square meter in each study area.

The monitoring techniques underwent reviews by the National Academy of Sciences’ (NAS) and the EAHCP Biological Objectives salamander subcommittee, which identified several deficiencies related to the Nelson (1993) methodology adopted by the EAHCP. Some major concerns with the current sampling protocol included potentially inflated density estimates from sampling exclusively within high quality habitats (i.e., vegetation free cobble substrate), sampled areas changed throughout the survey years that make inferences on abundance and density ambiguous, and a lack of documentation on the influence of management activities on the San Marcos salamander in spring areas of Spring Lake. The NAS and the EAHCP Biological Objectives salamander subcommittee recommended adding protocols that use occupancy estimates, which would provide better inferences on the salamander population across more potential habitat in Spring Lake and the river downstream from Spring Lake Dam. Given the issues identified with the current salamander monitoring program, it is recommended that a new sampling methodology is developed for the renewed EAHCP Incidental Take Permit that addresses the concerns brought forth by NAS and the Biological Objectives salamander subcommittee.

Offeror’s will need to test and refine a study design, survey methods, and statistical methodologies for the purpose of monitoring the San Marcos salamander population in Spring Lake and the upper San Marcos River. The main goal of the study is to develop future field sampling and analytical protocols for the San Marcos salamander monitoring program that can effectively monitor occupancy and abundance dynamics for the surface population of the San Marcos salamander in Spring Lake and the upper portion of the San Marcos River. The study will include two years of sampling and statistical analyses from 2025-2026 with final data analysis and conclusions completed by the end of 2026.

Figure 1. San Marcos salamander occurrence concentrations in Spring Lake and San Marcos River.

3.2 MINIMUM SPECIFICATIONS

3.2.1 San Marcos salamander Monitoring Study

PRELIMINARY SCOPE OF WORK

Task 1: Test study design and survey methods for the San Marcos salamander

Survey Site Selection in Zones and Transects per Survey Area

The distribution of the San Marcos salamander is divided into four zones, which reflect differences in percent area of available salamander habitat and salamander densities (Diaz et al. 2015). Within each zone, sampling will occur at areas previously established as salamander habitat by Nelson (1993) (Figure 2). Nine areas to be sampled were selected based on the following criteria: 1) classified as occupied habitat areas with associated EAHCP Biological Objectives and 2) distributing survey effort by the amount and number of salamander occupied areas in each zone.

Each area will be surveyed using 5 m by 1 m length area-constrained transects and SCUBA gear.

The number of transects per area depends on the approximate amount of salamander habitat available (Table 1). Time and effort expenditure was considered when determining the total number of transects (i.e., 20-25) since surveying should be completed in a day. With only one sampling area currently identified in Zone 3, the Offeror should perform exploratory surveying to identify any other potential salamander habitat that could be used as an additional sampling area.

Determining Transect Locations within an Area

Based on estimated movement rates for similar Eurycea species, (Bendik et. al 2016; Gutierrez et

al. 2018) transects in each area will be separated by a minimum of 5 m to reduce salamander movement between transects and provide independence with a closed occupancy state (Royle and Dorazio 2006) during each sampling period (see Figure 3 for sampling schedule). The location of each transect should be selected using a 5 m by 1 m grid overlay on each area and then using ArcGIS or a similar georeferenced software to randomly select locations from the grid overlay to determine the location for the appropriate number of transects.

Figure 2. Select EAHCP occupied San Marcos salamander habitat locations in each Zone that will be sampled during this study.

Table 1. Area name, area number (seen in Figure 2), estimated area size (m2), and number of proposed San Marcos salamander sampling transects in each Zone of Spring Lake and the upper San Marcos River.

Zone Area Name Area

Number Estimated Area Size

(m2) Transect

(n)

Hotel 1 236 4 Diversion 2 37 2 Riverbed 3 278 4

Deep Hole 4 125 2-3 Archeological Site 5 46 1 Rio Grande 6 37 1 Spunk Springs 7 37 1

3 Down Lake 8 30 2

Eastern Spillway of Spring Lake Dam 9 700 4-6

San Marcos Salamander Survey Methods

Approximately two weeks prior to the first sampling event of each sampling period, the Offeror will coordinate with Meadows Center staff for them to perform aquatic vegetation site maintenance at three areas in Zone 1 (i.e., Hotel, Diversion, and Riverbed). These three areas have proposed habitat-based coverage goals for Biological Objectives (BOs) for the San Marcos salamander. The purpose of the vegetation maintenance is to maintain targeted amounts of suitable salamander habitat at each of the three areas. Once Meadows Center staff have performed vegetation site maintenance, the Offeror will measure the amount of suitable salamander habitat within the three BGO areas in Spring Lake before completing salamander surveys. The Offeror should obtain records from the Meadows Center of aquatic vegetation site maintenance activities performed at the three BGO areas as well as the other sample areas (non-BO sites) to include in their analyses in Task 2.

At each area, 5m X 1m area-constrained transect surveys will be completed using a 5 m long PVC pipe or other measurement device placed on the bottom as a guide. A GPS position will be recorded at each transect location. Ideally, the PVC or other measurement device should be left in place for the duration of the sampling period or some other location marker. Starting at the downstream end, the surveyor will work in an upstream direction and perform an exhaustive salamander count, recording the number of salamanders observed by thoroughly looking through aquatic vegetation and turning over surface rocks within 1m width of the 5m pipe. Only one surveyor should survey a transect area, but multiple surveyors can be used to complete all transects in a sampling event.

At the time of survey, environmental variables within each transect area will be visually estimated including substrate composition, vegetation cover, and vegetation type. Presence of a spring, the type (i.e., orifice, upwelling, cluster) and general size of the spring will be recorded. Substrate embeddedness will be noted as one of four categories: 1) no embeddedness, 2) low to moderate embeddedness (<50% of site), 3) moderate to high embeddedness (>50%), and 4) complete embeddedness of site. Water depth and current velocity at the bottom and mid water column will be measured at one point along the transect. Length of survey time and surveyor should be noted for each transect site. Water quality variables will be measured within each zone with a minimum of water temperature, conductivity, and dissolved oxygen recorded. Type and frequency of any Spring Lake management activities occurring within each sample area should be noted. Table 2 denotes a summary of variables that will be collected during each sampling event and sampling period. Environmental variables (i.e., vegetation cover, substrate composition) collected at the transect level should be reevaluated with each sampling event and revised if changes are observed.

Table 2. List of variables collected for each study extent and collection frequency.

Variables collected at each study extent Collection frequency

Transect

Substrate composition First sampling event of each period*

Vegetation cover First sampling event of each period*

Vegetation species First sampling event of each period*

Water depth First sampling event of each period*

Current velocity First sampling event of each period*

Presence of a spring First sampling event of each period*

Spring type and size First sampling event of each period*

Substrate embeddedness First sampling event of each period*

Length of survey time Every sampling event Surveyor Every sampling event

Sample area Spring Lake site management activities Once per sample period

Zone Water quality parameters Once per sample period

* Collection frequency can change depending on if changes are observed between sampling events.

Frequency and Timeline for Sampling Events and Sampling Periods

All transects, areas, and zones will be surveyed in a day, constituting one sampling event. Surveys will be repeated two more times within a week using the same transect locations to minimize salamander movement among transects, to account for observational error, and to allow for detection probability calculations. These three sampling events in a one-week time frame will make up one sampling period.

A total of three sampling periods, consisting of three sampling events each, should occur in 2025 between mid-spring and mid-summer, with a minimum gap of two weeks between each sampling period. This timeline is illustrated in Figure 3.

Adaptive management strategies may be implemented during Task 2; for instance, if field observations indicate that adverse conditions are potentially being induced to a salamander area, the Offeror can discuss alternative actions with EAA staff, such as increasing the recovery period between sampling periods.

Permits and Additional Requirements for Surveying in Spring Lake

The Offeror must obtain or have prior authorization to access and dive at Spring Lake and acquire all necessary state and federal permits to sample the San Marcos salamander in Spring Lake and the San Marcos River. Additionally, the Offeror will need to coordinate with EAA staff to ensure biological monitoring and refugia programs are not affected. The Offeror should incorporate contingency plans into their field sampling schedule to account for any unforeseen circumstances (i.e., extreme low flows, high flood pulse) that may arise.

Figure 3. Schematic of San Marcos salamander sampling schedule for this study. Each sampling event should include up to 25 transects and three sampling events should occur for one sampling period. Three sampling periods should occur in mid-spring to mid-summer of 2025 and again in mid-spring to mid-summer 2026.

Task 2: Perform appropriate statistical analyses on survey data collected in Task 1 to develop San Marcos salamander occupancy and abundance estimates and other species metrics

Using the first year of field survey data collected during Task 1, the Offeror will evaluate the most appropriate hierarchical modeling framework to generate San Marcos salamander occupancy and abundance estimates. The Offeror will need to define their proposed approach for developing occupancy and abundance estimates and a reasoning for selecting the proposed hierarchical framework to model these analyses. The Offeror’s model approach should include detection probabilities and determine if detectability is consistent among sample transects, areas, and zones or if differences in detectability can be explained by variables collected (MacKenzie et al. 2002;

Royle and Dorazio 2006). The proposed model should provide salamander occurrence and abundance estimates at multiple scales (i.e., area, zone, and entirety of Spring Lake and upper San Marcos river) and interpret covariate effects on occupancy and abundance estimates (Bendik et al.

2016).

In addition to the primary goal of developing San Marcos salamander occupancy and abundance estimates, the Offeror should consider including other relevant analyses that could improve the EAA’s understanding on the temporal and spatial trends for the San Marcos salamander within Spring Lake and the upper San Marcos River.

At the end of 2025, the Offeror will meet with EAA staff and discuss initial model results and provide proposed modifications to the study design and survey methods tested in Task 1 that would improve the model-estimates for salamander occupancy and abundance. Other reasons for modifications to the field sampling design and survey methods from Task 1 could include time-effort logistics, adjustments in potential sample survey areas, and the amount of potential site disturbance that the Offeror observed during Task 1 sampling.

Task 3: Test modified study design and survey methods for the San Marcos salamander.

The Offeror will test a modified sampling design and survey methods for the San Marcos salamander based on knowledge and expertise gained during Task 1 and Task 2. These modifications will have been discussed and approved by EAA staff at the end of Task 2 before changing. The preliminary schedule for Task 3 will span from mid-spring to mid-summer 2026 to accommodate three sampling periods, consisting of three sampling events for each period (Figure 3).

Task 4: Disseminate study data and provide final protocols for study design, survey methods, and statistical analyses for use in the San Marcos salamander monitoring program.

The Offeror will generate a draft report to be delivered to the EAHCP program manager by December 1, 2026. The final report should include results from this study as well as a detailed outline and description of protocols for a study design, surveys methods, and statistical analyses for use in the San Marcos salamander monitoring program. The protocols should provide the ability to monitor changes in occurrence and abundance of the San Marcos salamander and what variables account for the observed changes. The Offeror will also present study results in the form of oral presentations to the EAHCP Science Committee and/or other EAHCP Committees. All final report documents and data must be delivered and approved by the EAHCP program manager before the contract deadline.

REFERENCES

Bendik, N.F., K.D. McEntire, and B.N. Sissel. 2016. Movement, demographics, and occupancy dynamics of a federally-threatened salamander: evaluating the adequacy of critical habitat.

PeerJ 4:e1817.

Diaz, P.H., J.N. Fries, T.H. Bonner, M.L. Alexander, and W.H. Nowlin. 2015. Mesohabitat associations of the threatened San Marcos salamander (Eurycea nana) across its geographic range. Aquatic Conservation: Marian and Freshwater Ecosystems 25:307-321.

Gutierrez, A.M. S.T. Guess, and B.A. Pierce. 2018. Within-spring movement of the Georgetown salamander (Eurycea naufragia). Herpetological Conservation and Biology 13:383-390.

Lucas, L.K., J.N. Fries, C.R. Gabor, and C.C. Nice. 2009. Genetic variation and structure in Eurycea nana, a federally threatened salamander endemic to the San Marcos springs. 2009.

Journal of Herpetology 43:220-227.

MacKenzie, D.I., J.D. Nichols, G.B. Lachman, S. Droege, A.A. Royle, and C.A. Langtimm. 2002.

Estimating site occupancy rates when detection probabilities are less than one. Ecology 83:2248-2255.

Nelson, J.M. 1993. Population size, distribution, and life history of Eurycea nana in the San Marcos river. Master’s thesis, Southwest Texas State University, San Marcos.

Royle, J.A., and R.M. Dorazio. 2006. Hierarchical models of animal abundance and occurrence.

Journal Agricultural Biological and Environmental Studies. 11:249-263.

Tupa, D.D., and W.K. Davis. 1976. Population dynamics of the San Marcos salamander, Eurycea nana Bishop. The Texas Journal of Science 27:179-195.

USFWS. 1980. Endangered and threatened wildlife and plants; listing of the San Marcos salamander as threatened, the San Marcos gambusia as endangered, and the listing of critical habitat for Texas wild rice, San Marcos salamander, San Marcos gambusia, and fountain darter. Federal Register 45(136): 17355-47364.

3.2.2 Pricing Information

Respondents are required to submit cost proposals in accordance with the provisions of Section 2.3.3, Cost Proposal.

SECTION 4

TERMS AND CONDITIONS

4.1 STANDARD FORM OF CONTRACT

Attached is a copy of the EAA’s Standard Form of Contract stating the general terms and conditions which will be contained in any contract resulting from this RFP (see Attachment C).

Exhibit A, Scope of Work, of the contract form attached is for informational purposes only.

Exhibit A is not to be completed at this time. It will be completed upon award of contract.

Offerors, by virtue of submitting a proposal, acknowledge, understand, and agree to these terms and conditions, unless such is indicated on the Proposal Summary.

4.2 LAWS AND REGULATIONS

The EAA requires that all responses to this RFP, and any contracts that may result, be in accordance with the laws and regulations of the State of Texas. Furthermore, the Awarded Contractor must adhere to all Occupational Safety and Health Administration standards as applicable to the contracted work.

4.3 PROPOSAL ACCEPTANCE PERIOD

All prices and conditions of the proposal shall remain in effect for ninety (90) days after the date set for the proposal opening. Proposals offering less than ninety (90) calendar days for acceptance by the EAA from the date set for opening will be considered nonresponsive and will be rejected.

The EAA’s Code of Ethics is attached for your reference only (see Attachment D). No action is necessary.

4.4 TIME OF COMPLETION

The Contractor shall take all necessary and appropriate actions to complete the project in accordance with the ongoing schedule incorporated in the resultant contract.

A1-1

ATTACHMENT A1

EDWARDS AQUIFER AUTHORITY

PROPOSAL SUMMARY

SAN MARCOS SALAMANDER MONITORING STUDY

Offeror/Vendor Name: _________________________________________________

Please submit your proposal in accordance with one of the methods noted in Section 2.2 of this proposal document. Attach your proposal for San Marcos salamander Monitoring Study to this proposal summary document. Please also include the resumes of key personnel proposed to work on this project.

The following exceptions to the Specifications are noted:

Response to Commercial Questions and Statements

What is the current financial status and condition of the proposing entity?

How did you find out about this Request for Proposal?

(Newspaper, Bid-Net, State of Texas ESBD, Direct Notice, EAA Website or Other (Please Specify)).

The EAA reserves the right to request financial statements as needed.

Please mark one of the following:

_________ I agree with the terms and conditions of the contract form as contained in Attachment C to the proposal specifications.

_________ I do not agree with the terms and conditions of the attached contract form as contained in Attachment C to the proposal specifications.

A1-2

I would like to take exception to the following contract provisions and am proposing alternative contract language as follows:

The undersigned certifies that the information contained in this proposal has been carefully checked and is submitted as correct and that he/she is authorized to submit this proposal on behalf of the Offeror named below.

Signed: _____________________________________________________________________ Name

Printed Name

Title

Company

Address

Telephone No. Email Address

A2-1

ATTACHMENT A2

EDWARDS AQUIFER AUTHORITY

COST PROPOSAL SUMMARY

Offeror/Vendor Name: ________________________________________________

Please submit with Attachment A1 in accordance with one of the methods noted in Section 2.2 of this proposal document.

The undersigned proposes to furnish the prices shown below in accordance with the specifications and the response attached hereto. It is expressly agreed that the EAA has the right to reject any or all proposals submitted if such action is deemed in its interest. The total cost is $________________, the breakdown of which is:

Task Estimated Hours Estimated Costs

Task 1: Test study design and survey methods for the San Marcos salamander _______ $____________________

Task 2: Perform appropriate statistical analyses on survey data collected in Task 1 to develop San Marcos salamander occupancy and abundance estimates and other species metrics ________ $____________________

Task 3: Test modified study design and survey methods for the San Marcos salamander ________ $____________________

Task 4: Disseminate study data and provide final protocols for study design, survey methods, and statical analyses for use in the San Marcos salamander monitoring program ________ $____________________

Additional Costs (Attach Itemized List) $____________________

*TOTAL $ _

*Do not include sales tax in your cost proposal. If any other type of tax is added, please give full description of tax type.

A2-2

LABOR CATEGORIES AND PERSONNEL CHART

Position Charge Rate/Hour

The undersigned certifies that the prices contained in this proposal have been carefully checked and are submitted as correct and that he/she is authorized to submit this proposal on behalf of the Offeror named below.

Proposals offering less than 90 calendar days for acceptance by the EAA from the date set for opening will be considered nonresponsive and will be rejected.

Signed: ____________________________________________________________________ Name

Printed Name

Title

Company

Address

Telephone No. Email Address

A3-1

ATTACHMENT A3

EDWARDS AQUIFER AUTHORITY

Line Item NIGP and Item Code

Total number of certified MWBEs potentially available to perform work Source: SCTRCA and State of Texas Centralized Master Bidders List (CMBL) HUB Directory

1. Wildlife and Fish Management Services, Including Endangered Species and Wildlife Census 958-97 7

2. Fishery Management Services, Including Data Collection, Research and Experimentation, Resources Protection, etc.

958-40 4

3. Environmental Consulting 918-43 78

4. Consulting Services (Not Otherwise Classified) 918-32 266

5.

ATTACHMENT A4

Offeror Name: RFP No.:

A4-1

PROJECT SUBCONTRACTING PLAN

The EAA reviews any proposed contract with an estimated value of $50,000 or more to determine if subcontract opportunities are probable prior to the EAA’s solicitation of bids, proposals, offers or other applicable expressions of interests. Completion of this Project Subcontracting Plan and all applicable sections are required in order to be deemed responsive.

SECTION – 1

BACKGROUND

a. Offeror Phone:

b. Contractor

Representative Email:

c. RFP Number

d. Business Certification

Type ___MBE ___WBE ____Joint Venture ____Non-

M/WBE

e. Will portions of work be subcontracted?

__Yes (complete Section 2)

__No (complete Section 3)

f. Will subcontract opportunities be provided to M/WBEs?

__Yes (complete Section 2)

__No (complete Section 4)

SECTION – 2

SUBCONTRACTOR PARTICIPATION DECLARATION

Contingent upon award of the project stated above, _________________________________ [Offeror] commits to award subcontracts or purchase orders to the following vendors. LIST ALL SUBCONTRACTORS (if the vendor is a joint venture, provide the ownership interest of any M/WBE participation).

Subcontractor Cert.

Type

Cert.

Agency

Gender M/F

Ethnicity

Scope of Work

Subcontract Amount

% of Contract

*Minority-MO Woman-WO Non-M/WBE-NonMW ** S. Central TX Regional Certification Agency (SCTRCA), Historically Underutilized Business (HUB), Other ***African American-AA Native American-AI Asian American-AS Hispanic American-HI

Total Dollar value of subcontract work ÷ total dollar value of contract = _____% subcontracted

Total Dollar value of M/WBE subcontract work ÷ total dollar value of contract = _____% to M/WBEs

A4-2

SECTION – 3

SELF PERFORMANCE JUSTIFICATION

Complete this section if you responded “No” to SECTION 1, Item e.

a. Please explain HOW (or list the specific page(s)/sections of your proposal which explains how) your company will perform the entire contract with its own equipment, supplies, materials, and/or employees.

b. Please explain WHY your company will not subcontract any of the line items identified on the PROBABLE SUBCONTRACTING OPPORTUNITIES form in this solicitation.

Line Item

(Address each line item from

PROBABLE SUBCONTRACTING

OPPORTUNITIES form)

Reason not subcontracted

1.

2.

3.

4.

5.

6.

7.

8.

A4-3

SECTION – 4

GOOD FAITH EFFORTS

This section must be completed if you responded “No” to SECTION 1, Item F along with any documentation to detail your efforts to include M/WBEs in subcontracting opportunities.

Good faith efforts require that the Offeror demonstrate that it took all necessary and reasonable steps to notify M/WBEs of subcontracting opportunities by their scope, intensity, and appropriateness to assist the EAA in meeting its cumulative M/WBE goal.

The EAA has the responsibility to make a fair and reasonable judgment whether an offeror made adequate good faith efforts. Consideration to the quality, quantity, and intensity of the different kinds of efforts the Offeror has made will be evaluated for the best value and of the EAA.

a. List the directory sources used to find M/WBEs for subcontracting opportunities.

Directory Hyperlink Was a Source Utilized?

South Central Texas Regional Certification Agency https://sctrca.sctrca.org/Fr ontEnd/VendorSearchPub lic.asp?TN=sctrca&XID=

Yes

No

State of Texas Centralized Master Bidders List (CMBL) HUB Directory https://mycpa.cpa.state.tx.

us/tpasscmblsearch/index.

jsp

Other:

Other:

b. List trade or professional organizations contacted for M/WBE outreach assistance.

A listing of Minority Trade Organizations can be found at:

http://www.edwardsaquifer.org/about/eaa/doing-business-with-the-eaa

Trade Organizations or Development Centers Date Notice sent (mm/dd/yyyy)

Was the Notice Accepted?

https://sctrca.sctrca.org/FrontEnd/VendorSearchPublic.asp?TN=sctrca&XID=6433 https://sctrca.sctrca.org/FrontEnd/VendorSearchPublic.asp?TN=sctrca&XID=6433 https://sctrca.sctrca.org/FrontEnd/VendorSearchPublic.asp?TN=sctrca&XID=6433 https://sctrca.sctrca.org/FrontEnd/VendorSearchPublic.asp?TN=sctrca&XID=6433 https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp http://www.edwardsaquifer.org/about/eaa/doing-business-with-the-eaa

A4-4

c. List M/WBEs you contacted to let them know about subcontracting opportunities on this project.

Company Name Date Notice sent

(mm/dd/yyyy)

M/WBE

Responded?

M/WBE

Selected?

d. Provide a brief reason why each responsive M/WBE in SECTION 4, item C above was not selected as a subcontractor on this project.

A4-5

SECTION – 5

AFFIRMATION

As evidenced by my signature below, I affirm that I am an authorized representative of the respondent listed in SECTION 1, and that the information and supporting documentation submitted with the PROJECT SUBCONTRACTING PLAN is true and correct. Respondent understands and agrees that, if awarded any portion of the contract:

The respondent must submit monthly Subcontractor Utilization Reports to the EAA (or its designated contracting agency), which includes the use of and expenditures made to its subcontractors (both M/WBEs and Non-M/WBEs).

The respondent must seek approval from the EAA prior to making any modifications to its PROJECT SUBCONTRACTING PLAN, including the hiring of additional or different subcontractor and the termination of a subcontractor the respondent identified in its PROJECT SUBCONTRACTING PLAN.

Signature Printed Name

Title Date

B-1

ATTACHMENT B1

CLIENT REFERENCE

For each reference, complete the following information:

Client Name: ___________________________________________________

Client Contact Name: ____________________________________________

Position: ______________________________________________________

Client Address: _________________________________________________

Client Telephone Number(s): ______________________________________

Date Contract Began: ____________________________________________

Description of Services: __________________________________________

Cost: _________________________________________________________

B-2

ATTACHMENT B2

Client Contact Name: ____________________________________________

Position: ______________________________________________________

Client Address: _________________________________________________

Client Telephone Number(s): ______________________________________

Date Contract Began: ____________________________________________

Description of Services: __________________________________________

B-3

ATTACHMENT B3

Client Contact Name: ____________________________________________

Position: ______________________________________________________

Client Address: _________________________________________________

Client Telephone Number(s): ______________________________________

Date Contract Began: ____________________________________________

Description of Services: __________________________________________

C1

ATTACHMENT C

FOR INFORMATIONAL PURPOSES ONLY

CONTRACT NO. XXX-XX-XXX

BETWEEN THE

EDWARDS AQUIFER AUTHORITY

AND

[Insert the CONTRACTOR’S NAME] FOR [Insert the NAME OF THE PROJECT]

This Contract is made and entered into by and between the EDWARDS AQUIFER

AUTHORITY (EAA), a political subdivision of the State of Texas, with its principal place of business located at 900 E. Quincy Street, San Antonio, Texas 78215, and [Insert the CONTRACTOR’S NAME] (Contractor), a [Insert the nature of the Contractor] with its principal place of business located at [Insert Contractor’s physical business address]. Each of these entities is, at times, referred to in this Contract individually as a "Party," and both are referred to collectively as "Parties."

RECITALS

WHEREAS, the EAA was created by the Edwards Aquifer Authority Act, Act of May 30, 1993, 73rd Leg., R.S., ch. 626, 1993 Tex. Gen. Laws 2350, as amended (Act); and

WHEREAS, under Section 1.02 of the Act, the EAA is a conservation and reclamation district created by virtue of Article XVI, Section 59, Texas Constitution, and is a governmental agency and body politic and corporate vested with the full authority to exercise the powers and to perform the functions specified in the Act, and other applicable law; and

WHEREAS, under Section 1.08(a) of the Act, the EAA has all the powers, rights and privileges necessary to manage, conserve, preserve, and protect the Edwards Aquifer (Aquifer) and to increase the recharge of, and prevent the waste or pollution of water in, the Aquifer; and

WHEREAS, under Section 1.11(d)(2) of the Act, the EAA may enter into contracts; and

WHEREAS, the EAA Board of Directors (Board) approved this Contract on [Insert date], and authorized the EAA General Manager to execute the Contract; and

WHEREAS, [Insert basic description of the transaction]; and

WHEREAS, it is in the public interest that the EAA enter into this Contract.

C2

AGREEMENT

NOW THEREFORE, for and in consideration of the mutual promises and agreements set forth in this Contract, the sufficiency of which is hereby acknowledged, the EAA and the Contractor agree as follows:

ARTICLE I – TERM; DESCRIPTION OF WORK

Section 1.1. Term. This Contract is effective and commences on [Insert date] (Effective Date) and terminates on [Insert date] (Expiration Date).

Section 1.2. Services. Subject to the terms and conditions of this Contract, the EAA engages the Contractor to perform, for the benefit of the EAA, the work set forth and described in this Contract and in the following documents (Services) : (1) the Scope of Work which is attached hereto as Exhibit A; (2) the Task Budget which is attached hereto as Exhibit B; (3) the Labor Categories, Rates & Personnel Chart which is attached hereto as Exhibit C; and (4) [Add other Exhibits as needed]. The Contractor accepts such engagement and agrees to devote its best efforts and abilities, and furnish all necessary labor, machinery, equipment, tools, and transportation necessary in furtherance thereof.

Section 1.3. Commencement and Completion of Services. The Contractor will commence performing the Services immediately upon the date of receipt of the written notice to proceed issued by the EAA’s General Manager. All Services will be completed and delivered to the EAA by the Expiration Date and shall be completed in compliance with the schedules, budgets, descriptions and specifications contained herein and in the Exhibits attached hereto. It shall be the Contractor’s responsibility to ensure that the completion times for the Services are met. [[Add if applicable: “At the sole option of the EAA, this Contract may be renewed and extended for up to [Insert number] periods of one additional year each, with such election made by the EAA giving the Contractor written notice to renew and extend this Contract prior to the end of the then Contract period.”]] Time is of the essence in the performance of this Contract.

ARTICLE II – AMENDMENTS

Section 2.1. This Contract may be amended only by written agreement of the Parties.

Section 2.2. Amendments by the General Manager. The Board delegates the authority to the General Manager to enter into amendments to this Contract without further authorization by the Board consistent with the General Manager’s authority to enter into contracts under Section

5.01 of the EAA’s Bylaws.

ARTICLE III – COMPENSATION

Section 3.1. Fees and Expenses. The EAA agrees to pay the Contractor for the Services rendered in accordance with the Scope of Work, Task Budget, and Labor Categories, Rates & Personnel Chart, but in no event shall payments to the Contractor exceed $_______________. The Contractor may not exceed this amount and will be responsible for the payment of all of its other

C3 additional costs and expenses. The Contractor is not authorized to expend any additional funds in excess of this amount without the prior written approval from the EAA. The EAA will not be held accountable for any unauthorized work performed or funds expended by the Contractor in providing the Services.

Section 3.2. Payment. All “invoice packets” from the Contractor to the EAA for the Services for each previous month’s activities shall be sent no later than the 15th day of each month beginning [insert date] ___________, and shall provide an itemization of the Services rendered, costs and expenses incurred during the billing cycle.