ESBD_374284_1724360601012_RFP 003-24-AMS Development of a Hydrologic Model-GIS Layers to Estimate Recharge.pdf

August 26, 2024

Dear Interested Offeror:

The Edwards Aquifer Authority (EAA) is requesting proposals from qualified vendors for technical assistance to develop a hydrologic model and associated geographic information system (GIS) compatible feature layer to estimate effective recharge (RFP NO. 003-24-AMS).

Attached is the proposal package which includes the following for submission by interested offerors: Proposal Summary (Attachment A1); Cost Proposal Summary (Attachment A2); Client Reference forms (Attachments B1-B3); and Project Subcontracting Plan (Attachment A4).

The EAA is currently accepting electronic or physical submissions of proposals as follows:

Electronic: The EAA has partnered with the Texas Purchasing Group for receipt of electronic proposals via BidNet Direct (BidNet). Please register on BidNet to access the proposal request and to submit required 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 �RFP NO. 003-24� indicated on the top of the envelope, to:

Ms. Shelly Hendrix Controller/Sr. Director of Finance

RFP NO. 003-24-AMS

Edwards Aquifer Authority 900 E. Quincy Street San Antonio, TX 78215

Proposals are due no later than 3:00 p.m., Central Time, Wednesday, October 16, 2024, at which time the proposals will be opened. PROPOSALS RECEIVED AFTER THE DEADLINE WILL NOT BE

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

SUBMITTED. 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. The EAA reserves the right to reject any and all proposals.

If you have any questions, please contact Ms. Hendrix at contracting@edwardsaquifer.org.

Sincerely, Roland Ruiz General Manager

REQUEST FOR PROPOSALS

FOR

DEVELOPMENT OF A HYDROLOGIC MODEL AND ASSOCIATED GEOGRAPHIC

INFORMATION SYSTEM COMPATIBLE FEATURE LAYER TO

ESTIMATE EFFECTIVE RECHARGE

FOR THE

EDWARDS AQUIFER AUTHORITY

RFP NO. 003-24-AMS

Issued by:

Edwards Aquifer Authority

San Antonio, Texas 78215

Issue Date: Monday, August 26, 2024

Proposals Close: Wednesday, October 16, 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 Technical assistance to develop a hydrologic model and associated geographic information system (GIS) compatible feature layer to estimate effective recharge.

1.2 DESCRIPTION OF PROPOSED PROJECT

The EAA is seeking to obtain technical assistance to develop a hydrologic model and associated geographic information system (GIS) compatible feature layer for: (i) estimating effective recharge to the Edwards (Balcones Fault Zone) Aquifer from conservation easements and properties overlying the recharge and contributing zones of the Aquifer, (ii) aiding in the assessment of areas most suitable for conservation and enhanced land management, and (iii) evaluating the potential recharge benefits of enhanced land management.

1.3 PROJECT SCHEDULE

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

Description Date

RFP Newspaper Advertisements Sunday, August 25, 2024 through Thursday, September 5, 2024

Texas Purchasing Group Website-BidNet Monday, August 26, 2024 through Wednesday, October 16, 2024

State of Texas Electronic State Business Daily (ESBD) Monday, August 26, 2024 through Wednesday, October 16, 2024

Last Date for Questions Tuesday, September 24, 2024

* Submit to contracting@edwardsaquifer.org 3:00 p.m., Central Time

Deadline to Submit/Proposal Opening Wednesday, October 16, 2024 3:00 p.m., Central Time

Estimated Contract Award Tuesday, December 10, 2024

Estimated Contract Completion Date Thursday, December 31, 2026

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 Ms. Shelly Hendrix, Controller/Sr. Director of Finance, 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 CD or USB thumb drive of the proposal responses, sealed with "RFP NO. 003-24-AMS" indicated on the top of the envelope, to:

Ms. Shelly Hendrix Controller/Sr. Director of Finance

RFP NO. 003-24-AMS

Edwards Aquifer Authority

NO FACSIMILE OR EMAIL PROPOSALS WILL BE ACCEPTED.

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 whom similar projects have been provided within the past 5 year(s) 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/

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 developing recharge models for aquifer systems (25 points)

2. Experience with hydrogeologic models of karst aquifers including the Edwards Aquifer

(25 points)

3. Experience developing hydrological-oriented GIS-based products (20 points)

4. Proposal quality and conciseness (10 points)

5. Schedule and cost (10 points)

6. Subcontracting plan (10 points)

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 RFP is to obtain technical assistance to develop a hydrologic model and associated geographic information system (GIS) compatible feature layer for: (i) estimating effective recharge to the Edwards (Balcones Fault Zone) Aquifer from conservation easements and properties overlying the recharge and contributing zones of the Aquifer, (ii) aiding in the assessment of areas most suitable for conservation and enhanced land management, and (iii) evaluating the potential recharge benefits of enhanced land management.

Through its Next Generation concept, the EAA has proposed to take a leading role managing and operating an extended program to address long-term sustainability of the Edwards Aquifer. A major component of this program is to identify and protect the most environmentally sensitive and economically beneficial lands for the multi-generational preservation, protection, and enhancement of the Edwards Aquifer and utilize such lands to study and demonstrate innovative natural resource management solutions addressing various issues of particular impact to the aquifer such as climate change, groundwater inter-formational flow, issues of water quality, and recharge preservation. Lands considered under the Next Generation program would not be geographically limited with respect to the aquifer system and would include counties east of Cibolo Creek and both the recharge and contributing zones.

Multiple criteria can be used to identify, evaluate, and prioritize lands that may be suitable for protection via establishment of conservation easements or testing of enhanced land management techniques. An important but difficult to quantify criterion is the potential for a specific land parcel to contribute to recharge of the Edwards Aquifer. Unfortunately, in a karstic system like the Edwards Aquifer, the complexities of recharge, which include drainage into discrete features, distributed infiltration, and interactions between subsurface karst features and deep percolation, pose challenges to observation and measurement of recharge, and make quantification of recharge extremely difficult, especially on scales smaller than stream watersheds.

Recharge to the Edwards Aquifer is currently estimated using an approach based on losses of flow in streams crossing the recharge zone (Puente, 1978). This approach provides a reasonable method for determining system-wide recharge but is not effective at estimating recharge over smaller areas and does not incorporate spatial distribution of precipitation and other factors that influence recharge. Groundwater models, such as MODFLOW (Hughes et al., 2017), and near-surface process simulation models, like Hydrological Simulation Program – FORTRAN (HSPF) (Bicknell et al., 1996) may estimate or incorporate recharge using a water balance approach, which may not represent actual recharge to the Aquifer. However, EAA also recognizes that development of a complete and explicit model to calculate recharge is very likely unachievable in the near future given the limited availability of data and resources needed to produce such a model. As such, a reasonable quantitative, though uncertain, estimate of potential recharge derived from one or more process-based and/or statistical models would address EAA’s needs.

As an example of one potential approach, HSPF-based recharge models for the Edwards Aquifer have previously been developed and updated to estimate recharge in the nine major watersheds crossing the Edwards Aquifer recharge zone (LBG Guyton et al., 2005; Clear Creek Solutions, Inc. 2012, 2013). Using the HSPF models, hydrologists from Southwest Research Institute® (SwRI®) developed and demonstrated a quantitative method for estimating the average annual volume of runoff generated at the property-scale in the contributing and recharge zones and the fraction of this runoff that recharges the Edwards Aquifer (Nicholaides et al., 2020). The results of the SwRI pilot study indicate that delineation of potential recharge over relatively small areas was achievable and that the estimated recharge was differentiable even for neighboring lands in the same watershed. Other modeling approaches may be equally suitable for estimating recharge at the desired scale (on the order of 600 m × 600 m).

References

Bicknell, B.R., J.C. Imhoff, J.L. Kittle Jr., A.S. Donigan Jr., R.C. Johanson, and T.O.

Barnwell. 1996. “Hydrological Simulation Program - Fortran User’s Manual for Release 11.” U.S. Environmental Protection Agency.

Clear Creek Solutions, Inc., 2012. Edwards Aquifer recharge HSPF subbasins models modifications for Nueces River and tributaries calibration and recharge report. 473 p.

Clear Creek Solutions, Inc., 2013. HSPF model updates to Nueces and Blanco sub‐basins of the Edwards Aquifer for Nueces River and tributaries, Texas feasibility study. 191 p.

Hughes, J.D., C.D. Langevin, E.R. Banta, 2017. Documentation for the MODFLOW 6 framework: U.S. Geological Survey Techniques and Methods, book 6, chap. A57, 40 p., https://doi.org/10.3133/tm6A57

LBG Guyton Associates, Aqua Terra Consultants, Espey Consultants, Inc. B. Wilcox, and Glyn Data, 2005. HSPF Recharge Models for the San Antonio Segment of the Balcones Fault Zone Edwards Aquifer. Contact Report 02-87-AS for the Edwards Aquifer Authority (3 parts).

Nicholaides, K., G. Wittmeyer, and R. Green, 2020. Evaluation of the Efficacy of the Edwards Aquifer Protection Program, Contract report for the Edwards Aquifer Authority, 17 p.

3.2 MINIMUM SPECIFICATIONS

3.2.1 Development of a hydrological model and associated geographic information system compatible feature layer to estimate effective recharge

The most suitable proposal would include a technical approach that:

1. Reviews available modeling approaches and provides a description of needed updates

2. Produces a model that estimates the quantitative contribution of recharge from land areas

(on the order of 600 m × 600 m and larger) over the recharge and contributing zones of the Edwards Aquifer and

a. Incorporates recent geologic and hydrogeologic (e.g., karst feature distribution and USGS geologic mapping) spatial data in the analysis

b. Is responsive to temporal changes in precipitation and can evaluate different climate regimes

c. Is reasonably updatable to incorporate new information (e.g., development, recharge-based rules). This feature may require reanalysis using the supporting hydrologic model(s) to create a new GIS-based tool for general use

d. Has the ability to evaluate how changes in land use and development would impact recharge to the Aquifer

3. Produces a feature product in a format consistent with implementation in a standard GIS-based approach (i.e., spatially gridded product and compatible with GIS)

4. Provides a final assembly of model files and instructions suitable for operation by qualified technical staff at the EAA

5. Incorporates adequate meetings with EAA staff to (i) refine work tasking and scoping following project award, (ii) provide in person presentations/updates of work, (iii) provide an explanatory operation of draft model(s), and (iv) summarize the final products

Required deliverables for the proposed work include:

1. Preliminary and revised (if needed) project work plan

2. Summary presentation files for periodic project updates

3. Documented hydrological model and associated runtime files

4. GIS-implemented feature or dataset for use in assessing recharge of land areas via spatial analysis

5. Final report documenting project work and results

The awarded offeror must include a kickoff/project plan revision meeting, in addition to periodic meetings, as part of the proposed project schedule. The expected project duration is approximately 24 months.

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 (Letter Agreement Form/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

DEVELOPMENT OF A HYDROLOGIC MODEL AND ASSOCIATED GEOGRAPHIC

INFORMATION SYSTEM COMPATIBLE FEATURE LAYER TO

ESTIMATE EFFECTIVE RECHARGE

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 “Development of a Hydrologic Model and Associated Geographic Information System Compatible Feature Layer to Estimate Effective Recharge” to this proposal summary document.

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

DEVELOPMENT OF A HYDROLOGIC MODEL AND ASSOCIATED GEOGRAPHIC

INFORMATION SYSTEM COMPATIBLE FEATURE LAYER TO

ESTIMATE EFFECTIVE RECHARGE

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 Cost Task 1: Review of available modeling approaches and description of needed updates, identification of data needs. _____________ $______________

Task 2: Development of revised or original hydrologic model to incorporate additional data. _____________ $______________

Task 3: Development of GIS feature that incorporates results from hydrologic model. _____________ $______________

Task 4: Delivery and review of draft hydrologic model and GIS feature, and revisions based on EAA comments. _____________ $______________

Task 5: Preparation of summary report and documentation of model and GIS feature layer. _____________ $______________

General: Meeting support to include review and modification of project work plan following award, periodic project update presentations (estimate quarterly, approximately half of which may be virtual), and draft model and feature presentation with example application. _____________ $______________

Additional Costs (Attach Itemized List) _____________ $______________

A2-2

*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.

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

DEVELOPMENT OF A HYDROLOGIC MODEL AND ASSOCIATED GEOGRAPHIC INFORMATION SYSTEM

COMPATIBLE FEATURE LAYER TO ESTIMATE EFFECTIVE RECHARGE

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. Geographic Information Systems 206-54 44

2. Geographic Information System (GIS) Software, Mainframes and Servers

209-49 37

3. Hydrological and Oceanography Services

961-43 16

4.

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?

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: __________________________________________

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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.

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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

4.01 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. Documentation in the invoice packet must be sufficiently itemized and detailed and include invoices and/or receipts for all purchases and expenses (summary credit card charge receipts are not acceptable) to allow the EAA to clearly discern purchases made. Purchases and expenses documented with lost receipt forms are not eligible for reimbursement. Receipts without purchase details or which are not legible are not acceptable at any time. Alcohol purchases will NOT be reimbursed under any circumstances.

Mileage will be reimbursed at the current IRS approved rate, if submitted. [For EAHCP contracts or other contracts as appropriate: Each invoice packet shall contain, at a minimum a progress report containing: (1) a description of the work completed in each task in the Scope of Work during the billing cycle, (2) a monthly update of the work schedule as it relates to achievement of the deliverables, (3) an estimate of the percent completion of each task in the Scope of Work, and (4) a discussion of any issues or problems that may result in a change in the deliverable due date; and a certified invoice summary sheet.] The monthly invoice packet will be submitted electronically in Adobe Acrobat (pdf) format via email to the [insert EAA title]_________ at [insert email address]___________. If the Contractor utilizes subcontractors (see Article V), the Contractor shall submit a Subcontractor Utilization Report with each invoice submitted to the EAA for payment. The terms of each invoice shall be net thirty (30) days upon EAA receipt and approval of that invoice.

ARTICLE IV – INDEPENDENT CONTRACTOR

Section 4.1. No Employment Relationship. The Parties understand and agree that this Contract does not create a fiduciary relationship between them, that they are separate entities, that the Contractor is an independent contractor with respect to the performance of the Services and is not subject to the direct or continuous control or supervision of the EAA, and that nothing in this Contract is intended to make either Party a subsidiary, joint venturer, partner, employee, agent, servant or representative of the other Party for any purpose whatsoever. The Contractor shall provide any and all equipment, materials and personnel necessary for the performance of the Services. The EAA shall have no right of direction or control of the Contractor, or its employees, agents, or subcontractors, except in the results to be obtained, and in a general right to order the performance of the Services to start or stop as agreed to herein, to inspect the progress of the Services, and to receive reports. The Contractor shall accommodate reasonable requests from the EAA to allow EAA employees, agents or representatives to accompany and observe Contractor personnel, agents, and subcontractors in carrying out the Services.

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ARTICLE V – CONTRACTOR PERSONNEL AND SUBCONTRACTORS

Section 5.1. Personnel. The Contractor will provide any and all personnel necessary for its performance of the Services. The Contractor will be responsible for its employees and agents in all respects, including, without limitation, their compliance with applicable laws and their safety, including without limitation, all Occupational Safety and Health Administration (OSHA) standards, requirements, and regulations. The Contractor indemnifies and holds harmless the EAA, and its directors, officers, employees, and agents, from and against any claims brought by any employee, subcontractor or other agent of the Contractor relating in any way to the Services.

Section 5.2. Subcontractors. In performing the Services, the Contractor may retain and utilize as its subcontractors, those individuals identified to and approved in writing by the EAA.

The EAA, in consultation with the Contractor, shall have the right to terminate, limit, or alter, at any time, the participation of any approved subcontractor utilized by the Contractor. No additional subcontractors may be retained by the Contractor to perform any Services without the prior written consent of the EAA. The Contractor will be responsible for its subcontractors in all respects including their compliance with applicable laws and their safety, including without limitation, all OSHA standards, requirements, and regulations.

APPROVED SUBCONSTRACTOR(S):

Subcontracting services may be provided by:

[insert name of subcontractor(s) or “if none”, delete this section]

ARTICLE VI – TERMINATION

Section 6.1. Termination. The EAA may terminate this Contract at any time, including at the expiration of each budget or payment period during the term of this Contract, with or without cause, upon ten (10) days’ prior written notice to the Contractor. Upon receipt of such termination notice, the Contractor shall immediately stop all work in progress, including all work performed by its employees, agents, or subcontractors. Insofar as possible, all work in progress will be brought to a logical termination point. Within thirty (30) days of the final invoice following termination, the EAA shall pay the Contractor all moneys then due and owing for the Services rendered, costs and expenses reasonably incurred up to the time of termination.

ARTICLE VII – OWNERSHIP OF MATERIALS

Section 7.1. Ownership. All information, documents, property, or materials produced, created, or supplied under this Contract by the Contractor, its employees, agents, or subcontractors or anyone else, and whether finished or unfinished or in draft or final form, will be the property of the EAA. The EAA shall have unlimited rights to technical and other data resulting directly from the performance of the Services.

Section 7.2. Delivery of Documents upon Termination. Upon expiration or termination of this Contract under Sections 1.1 or 6.1, the Contractor will promptly deliver to the EAA all information, documents, property and materials not already in the possession of the EAA.

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Section 7.3. Nondisclosure of Documents. The information, documents, property, or materials produced, created or supplied under this Contract by the Contractor, including preliminary technical reports and studies, shall not be disclosed by the Contractor to any third-party without the prior written consent of the EAA. The Contractor shall immediately advise the EAA of any requests for any such information, document, property, or materials by a third-party.

The unauthorized disclosure of such information, documents, property, or materials in violation of this section shall, in the sole judgment of the EAA, constitute a breach of this Contract and shall be subject to all applicable remedies at law or equity.

Section 7.4. Record Copies. The Contractor shall retain a record copy of all information, documents, property, or materials developed in the course of performing the Services. Upon request of the EAA, such information, documents, property, or materials will be promptly supplied to the EAA, including after the Expiration Date or the termination of this Contract under Section

6.1. The EAA will reimburse the Contractor for actual cost of time and expenses of reproduction of such materials when requested.

ARTICLE VIII – NON-PERFORMANCE

Section 8.1. The Contractor warrants that it will perform all Services in a good and workmanlike manner, strictly in accordance with the standards of the Contractor’s profession, the Scope of Work, and as otherwise provided in this Contract and the Exhibits hereto. The Contractor’s failure to timely perform the Services as warranted and agreed shall constitute a breach of this Contract and shall be subject to all applicable remedies at law or equity. Judgment of nonperformance shall rest solely with the EAA.

ARTICLE IX – LIQUIDATED DAMAGES

Section 9.1. If the Contractor fails to complete the Services required to be provided under this Contract by the Expiration Date, then the Contractor shall pay to the EAA as liquidated damages, the sum of $________ per day, beginning on the day first following the Completion Date and continuing for each day until actual completion of the Scope of Work, provided that any such delay in completion is due to the Contractor and is not attributable to a failure of the EAA, its employees or agents, or any third parties who are not subcontractors of the Contractor, to perform its responsibilities in coordinating, reviewing or otherwise performing the Services under this Contract. The EAA, in its sole discretion, reserves the right to waive this provision in whole or in part. These liquidated damage amounts are in addition to, and not in lieu of, any other damages due to the EAA, or any other remedies available to the EAA as a result of a default by the Contractor under this Contract.

[or THIS ARTICLE LEFT BLANK]

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ARTICLE X – BOND COVERAGE

Section 10.1. If requested by the EAA as security for the performance of the terms of this Contract, the Contractor will provide the EAA, for its benefit, with a performance bond in the sum of 100% of the anticipated costs to perform the Services under this Contract.