ESBD_450954_1756913543688_RFQ-26-001 - Grant Compliance Monitoring Services.pdf

TEXAS A&M FOREST SERVICE

Request For Qualifications

RFQ-26-001

GRANT COMPLIANCE MONITORING SERVICES

OPENING DATE: October 1, 2025 at 2:00 P.M.

This Request for Qualifications “RFQ” provides information on the request, the minimum scope of services required, and information to aid in preparing a response to this RFQ.

Pursuant to Chapter 2254, Subchapter A, Texas Government Code, the Texas A&M Forest Service “TFS” is requesting statements of qualifications from accounting firms “Firm(s)” who are qualified to conduct grant compliance monitoring services for the Rural Volunteer Fire Department Assistance Program “RVFDAP”. TFS may create a pool of vendors to provide these services for TFS. Accounting Firms are invited to submit written qualifications for possible selection consideration.

Successfully qualified Firms will, under TFS coordination, work with key personnel to perform the contracted services/duties requested below under section 2.0, Scope of Services.

1.0 Who We Are / Service Objective

The Texas A&M Forest Service “TFS” administers the RVFDAP, a complex, multi-category grant program that supports approximately 1,474 volunteer fire departments across the state. The program provides pass-through funding for equipment, training, protective gear, fire trucks, and other needs critical to sustaining rural fire protection in Texas.

In response to increased legislative appropriations and rising reimbursement volume, TFS is seeking to assess the potential value of contracting with a qualified vendor to augment existing staff capacity. This contract would be used only if internal capabilities are exceeded.

The purpose of this RFQ is to identify a qualified Firm that can provide trained personnel to assist TFS with processing reimbursement requests submitted by fire departments under the RVFDAP. These personnel must be able to perform financial and administrative review of reimbursement documents, communicate directly with fire departments, and ensure all reimbursement packages meet TFS requirements before submission for payment.

Texas A&M Forest Service RFQ-26-001

This will be an as-needed, indefinite delivery/indefinite quantity “IDIQ” contract. No minimum hours or tasks are guaranteed. A contract resulting from this RFQ will have a service period of one (1) year with the option to extend for up to three (3) additional one

(1) year periods.

2.0 Scope of Services

The selected vendor must be able to provide staff capable of performing the following duties:

2.1 Reimbursement Review and Processing

• Examine reimbursement submissions from fire departments for accuracy, completeness, and compliance with program rules.

• Cross-reference submissions with award documentation.

• Identify missing or incorrect documents and communicate with fire departments to request corrections.

• Ensure all documentation is ready for audit and meets agency financial standards.

2.2 Communication and Customer Interaction

• Respond to emails and phone calls from fire departments in a professional and timely manner.

• Maintain accurate records of communication and document status in TFS systems or shared platforms.

• Communicate issues clearly, applying knowledge of TFS procedures and guidelines.

2.3 Data Entry and Workflow Support

• Accurately enter data from reimbursement files into spreadsheets or internal systems as directed.

• Track progress of reimbursement files through completion, flagging delayed or problematic cases.

2.4 Training and Familiarization

• Participate in TFS-led onboarding and training on the RVFDAP program, grant categories, required documentation, and workflow.

• Receive initial training and maintain working awareness of the following additional TFS programs, as contractor personnel will be expected to answer basic questions and refer inquiries appropriately:

o Federal Excess Personal Property “FEPP” o DoD Firefighter Property “FFP” o Helping Hands Program o VFD Motor Vehicle Self-Insurance Program o Rural VFD Insurance Program

2.5 FireConnect End User Support

• Provide general support to fire departments using the FireConnect Web portal.

• Assist users with navigation, login issues, basic troubleshooting, and understanding system workflows related to the RVFDAP.

2.6 Additional Duties

• Prepare summaries or reports of work completed, as requested.

• Participate in virtual check-in meetings and briefings as directed by TFS.

3.0 Performance Expectations

To ensure quality and consistency, the contractor will be expected to meet the following service standards:

• Reimbursement files must be processed within five (5) business days of receipt unless otherwise directed.

• Communication with departments must occur within two (2) business days of identifying an issue or receiving an inquiry.

• A minimum 98% accuracy rate must be maintained in processing documentation and data entry.

• Weekly status updates must be submitted to the TFS contract monitor summarizing number of files processed, outstanding items, and any issues encountered.

• Contractor staff must adhere to agency confidentiality and professionalism standards in all interactions with fire departments.

4.0 Work Location and Access

All work will be performed remotely. Contractor personnel will be expected to use secure systems and tools and may be required to complete security forms or confidentiality agreements as determined by TFS.

TFS will provide initial program-specific training and materials. Ongoing support will be limited, and contractor personnel are expected to retain knowledge and follow documented processes without frequent re-explanation.

5.0 Staffing and Supervision

The contractor may propose a range of qualified personnel as appropriate for the task, including project managers, grant administrators, technicians, or support staff. At minimum, all personnel assigned to this work must:

• Be proficient in Microsoft Excel and common document file formats.

• Have strong written and verbal communication skills.

• Demonstrate the ability to apply attention to detail in financial and administrative review.

• Have experience in public grants, reimbursement processing, or related work.

TFS reserves the right to approve or reject any contractor personnel assigned to the work. Contractor shall designate a single point of contact responsible for coordinating assignments, submitting deliverables, and resolving any performance issues.

6.0 Deliverables

• Weekly summary of activity and issues.

• Accurate and complete reimbursement file documentation for each processed request.

• Email logs or notes tied to outstanding reimbursements (as requested).

• End-of-contract report summarizing volume processed, challenges encountered, and recommendations for improvement (if applicable).

7.0 Requirements of Response

One electronic copy of the complete Statement of Qualifications in response to this RFQ are required.

The qualification response should include the following information. Qualifications submitted without this information will be evaluated accordingly:

• A table of contents by section to the appropriate pages.

• Completed and signed copy of this RFQ document (page 9 of this document).

• Provide a brief summary which describes and highlights your Firm’s experience, qualifications and expertise.

• Company Information:

o Firm’s background, ownership and contact office.

o Indicate if Firm is currently licensed in Texas.

o A description of any litigation involving the Firm in the last five (5) years.

o Has the Firm, under its current name or any predecessor names, ever declared bankruptcy?

o Has the Firm ever been dismissed from work on a project? Describe the circumstances.

• Project Experience:

Please provide detailed descriptions and profiles of projects including (if possible) projects completed for higher education institutions or The Texas A&M University System. Information provided for professional and support staff, and/or any subcontractors must demonstrate experience and qualifications in their particular work assignment. Information provided for similar projects must be substantiated with current references. Describe services your organization has provided in the past three (3) years that demonstrates your organization’s capability to carry out the proposed services.

• Project Management/Quality Control:

Please provide a narrative which describes your approach toward management of projects. Provide the following information to highlight the experience and qualifications of your personnel to be assigned to various projects.

o Project Team Organization Chart indicating staff. Include delegation of responsibility and key interaction personnel.

o Resumes of personnel who may be assigned to projects including individual references.

o List of current assignments for personnel who may be assigned to various projects.

o How your Firm would address turnover of personnel assigned to various projects.

o At least three (3) Client References for similar projects. References shall include name of company, address, point of contact, and phone number. A negative reference may be cause for disqualification.

o A list of any sub-consultants proposed as part of your team for this RFQ and their specific role on your team. Additional client references must be provided for each sub.

o Describe project organization and management methods that are most appropriate to perform the services and provide deliverables as required in this RFQ. The description shall include procedures, and time schedules, and any other management considerations appropriate to this RFQ. Contract and project managers and key personnel shall be identified. Office locations for key personnel and any subcontractors shall be identified. The management methods shall address monitoring and quality control. The Respondent’s management and project tracking capabilities shall be described.

All submissions should be clearly identified with the RFQ number and title and should not exceed 15 pages using 12-point font.

8.0 Selection Process

Pursuant to Texas Government Code Chapter 2254 A, a TFS selection committee will base its selection of qualified firms based on demonstrated competence and qualifications to perform services.

No fees for services, cost information, or price related factors will be considered in the initial selection.

TFS reserves the right to waive any formalities and to accept or reject any or all submissions if TFS determines it is in the agency’s best interests to do so.

Acceptance of Evaluation Methodology – Submission of qualifications indicates Respondent’s acceptance of the evaluation methodology to be utilized during the selection process and the recognition that subjective judgments must be made by TFS during the selection process.

Evaluation Criteria

The evaluation team will evaluate and score each proposal based on the following criteria:

Weight Criteria

Experience & Qualifications 35% Management Plan & Primary Team Structure / Capacity to perform services

35%

Quality Assurance/Quality Control Project Tracking/Oversite

30%

For evaluation purposes, the following criteria shall be defined as:

Experience and Qualifications: Demonstrates that respondent has the resources, e.g., qualified and experienced team, to successfully lead the project to completion.

Demonstrates through references and detailed explanation within response that respondent has successfully completed similar projects.

Management Plan and Level of Involvement of Primary Team Members: The names of persons, their respective titles/roles, vitae, and dedication of time should be provided for any team member playing a significant role in projects.

Quality Assurance/Quality Control: Firm’s approach to ensure services are provided in an accurate and timely fashion.

9.0 Contract Requirements

TFS reserves the right to negotiate specific terms of agreements that are in the best interest of the agency.

10.0 Tentative Schedule Information

Send Notification for RFQ September 3, 2025 Site Visit/Prebid N/A – No site visit or prebid meeting Questions due from respondents September 19, 2025

Addendum answering questions will be posted to ESBD September 24, 2025 Responses Due October 1, 2025 Review and Selection December 1, 2025 Contract award/project negotiation: After completion of review and selection

NOTICE: TFS reserves the right to modify this schedule as required if deemed necessary.

11.0 Submission Deadline

Statements of Qualifications in response to this RFQ must be received by the TFS Purchasing Department no later than October 1, 2025 at 2:00 p.m. and are to be emailed to bids@tfs.tamu.edu or sealed and delivered by mail or by hand delivery to:

Texas A&M Forest Service Purchasing Department 200 Technology Way, Suite 1151 College Station, TX 77845

Statements of Qualifications received after the deadline will not be considered.

12.0 Public Information Statement

TFS considers all information, documentation and other materials submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after an agreement is awarded. Respondents are hereby notified that TFS adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of RFQ information.

13.0 Historically Underutilized Business (HUB) Program

It is the policy of TFS to involve qualified Historically Underutilized Businesses “HUB” to the greatest extent allowed by law in the agency’s contracting, professional services, and purchase, lease, or rental of all supplies, materials, services, and equipment. HUB companies are encouraged to participate in this RFQ. Successful Firm will be required to perform a good faith effort to include HUB companies when subcontracting and complete a HUB Subcontracting plan when awarded a contract under this RFQ.

14.0 Other

TFS is under no legal or other obligation to execute an agreement or contract on the basis of the posting and the distribution of this RFQ. Neither this posting nor the RFQ commits TFS to pay for any cost incurred prior to the execution of an agreement or contract.

Respondent understands and acknowledges by submitting a qualifications submission that all costs incurred by the Respondent resulting from the Respondent’s efforts to participate in this selection process shall be at the sole risk and obligation of the Respondent.

mailto:bids@tfs.tamu.edu

15.0 Agency Contact:

Terry Smith, C.P.M., CTCD, CTCM Purchasing Department Head 200 Technology Way, Suite 1151, RM 1158 College Station, TX 77845 Phone: 979-458-7381 Email: tsmith@tts.tamu.edu

TFS may discontinue furnishing or making available access to confidential information at any time at the sole discretion of TFS. Upon demand by TFS, Respondent shall promptly deliver to TFS all confidential information and all correspondence, designs, sketches, drawings, manuals, letters, notes, computer diskettes, computer or voice tapes, notebooks, reports or any other documents or media embodying or concerning the Confidential Information that came into Respondent’s possession, by any means whatsoever, during the term of and performance of the services.

16.0 Non-Assignment

Any agreement resulting from this RFQ is not assignable. Notwithstanding any attempt to assign the services, the Respondent shall remain fully liable and shall not be released from the performance of any of the terms, covenants and conditions.

17.0 Severability

If a provision contained in this RFQ or a resulting agreement is held to be invalid, illegal, or unenforceable for any reason, it shall not affect any other provision of the RFQ or agreement. It is the intent of the parties that if any provision is held to be invalid, illegal or unenforceable, there shall be added in lieu thereof a valid and enforceable provision as similar in terms to such provision as is possible.

18.0 Governing Law

Any agreement resulting from this RFQ shall be governed and construed in accordance with the laws of the State of Texas. In accordance with Texas law, venue for any claim against TFS shall be in Brazos County, Texas, which is the county in which the primary office of its chief executive officer is located.

19.0 Alternative Dispute Resolution

To the extent that Chapter 2260, Texas Government Code is applicable to any agreement resulting from this RFQ, the dispute resolution process provided in Chapter 2260, and the related rules adopted by the Texas Attorney General pursuant to Chapter 2260, shall be used by TFS and Firm to attempt to resolve any claim for breach of contract made by Firm that cannot be resolved in the ordinary course of business. Firm shall submit written notice of a claim of breach of contract under this Chapter to TFS’s Associate Director for Finance and Administration, who shall examine Firm’s claim and any counterclaim and negotiate with Firm in an effort to resolve the claim. This provision and nothing in an mailto:tsmith@tts.tamu.edu agreement or contract waives TFS’s sovereign immunity to suit or liability, and TFS has not waived its right to seek redress in the courts.

Firm hereby acknowledges that it has read and understands this entire RFQ document.

All oral or written agreements between the parties hereto relating to the subject matter of this document that were made prior to the execution of this document have been reduced to writing and are contained herein. The undersigned Firm agrees to abide by all terms and conditions specified herein and certifies that the information provided to TFS is true and correct in all respects to the best of its knowledge and belief.

Respondent / Firm:

Signature:__________________________________________

Printed Name:______________________________________

Company Name:____________________________________

Title:______________________________________________

Date:______________________________________________