ESBD_466014_1763475713301_Addendum 1 - RFQ 2026-Q06.pdf

ADDENDUM #1

RFQ 2026-Q06 Utility Coordination Services Pool

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

November 18, 2025

Please find attached Addendum #1 to RFQ 2026-Q06 Utility Coordination Services Pool. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@hayscountytx.gov

Questions & Answers

Questions:

1. Are subconsultants expected to be a part of this response?

• No, Hays County will contract with the awarded firm, per IV. General terms and Conditions #14 all subconsultants must be approved by Hays County.

• This process will only happen if a contract is executed.

2. Page 8 of solicitation, D. Statement of Qualifications (SOQ)/Proposal Requirements, states: “SOQ/proposals shall not exceed forty (20) pages (10 sheets front and back) in length.” Please clarify if “forty” should be twenty (20).

• The limit is 20 one-sided pages (or 10 pages front and back).

3. Page 8 of solicitation, D. Statement of Qualifications (SOQ)/Proposal Requirements, Capacity to Perform (Technical Approach) section, third bullet states: “Include information about the age and type of equipment you intend to use for this contract and any products use in the addressing and inserting process.” Can the County clarify what is meant by “inserting process.”?

• The following statement has been removed from the solicitation. “Include information about the age and type of equipment you intend to use for this contract, and any products use in the addressing and inserting process.”

4. Page 8 of solicitation, D. Statement of Qualifications (SOQ)/Proposal Requirements, Project Management Philosophy section, fifth bullet states: “Explain your firm’s quality control and quality assurance plan for CE&I professional services and how it relates to work performed by subconsultants, if any.” Are subconsultants expected to be a part of the response?

• This bullet point has been removed and does not apply to this procurement.

• See question 1

5. In “Project Management Philosophy (in D. Statement of Qualifications (SOQ)/Proposal

Requirements),” the fifth bullet asks for a quality control and assurance plan specifically for CE&I professional services, including coordination with subconsultants. Since there is a separate CE&I RFQ, should this requirement be addressed in the Utility Coordination and Utility Engineering Services Pool RFQ, or only in the CE&I-specific RFQ?

• See question 4

6. Will an electronic e-signature suffice as a "manual signature" on the electronic copy submitted to BidNet? Or does each copy need to have a wet manual signature that is scanned and uploaded into the electronic copy?

• The County will accept either electronic or manual signatures, if those are approved signature types for your firm.

7. Can you confirm that the page limit is 20 pages and not 40?

• See Question 2.

8. In “Profile/Experience of the Company,” the second bullet asks for three projects that have been completed in the last five years. Is it acceptable if a project’s design is complete but construction is still ongoing?

• Yes, as long as it shows work performed and completed by your firm.

9. In “Capacity to Perform (Technical Approach),” please clarify what the County is requesting when the RFQ asks for information on "the age and type of equipment you intend to use for this contract and any products use in the addressing and inserting process." Is this requirement applicable to the Utility Coordination and Utility Engineering Services Pool RFQ, or should it be omitted or clarified?

• See Question 3.

10. In “AGREEMENT: EXCEPTIONS (in H. Elements of Statement of Qualifications),” where should exceptions to the contract be inserted within the SOQ? If included, will they count toward the 20-page limit, or can they be placed in an appendix?

• This can be submitted wherever it makes sense for you to include them, and ensure they are clearly identified.

• Yes, they would count towards your page count.

11. Under "B. Scope of Services," does "Location of Utilities" require field SUE QLA and QLB service capacity?

• The level of Subsurface Utility Engineering (SUE) required is project specific, but the utility coordinator should have the capability of performing all levels of SUE including QLA and QLB. All levels of SUE are expected to be performed. Specifically, level D is to be performed for all projects. This includes identifying affected utility companies, developing a utility conflict matrix and maintaining the conflict matrix throughout the project lifecycle. QLA and QLB will be required as needed based upon the complexity of the project.

12. Under "B. Scope of Services," are field surveying services required? If so, what type (e.g., topographic, controls, ROW, utility construction surveying)?

• Field surveying services for design (topographic) and Right-of-Way (metes and bounds) are included in the engineering services design consultant Scope of Services, so that type of field surveying would not be required by the utility coordinator. But the utility coordinator will require surveying services for Quality Level A Subsurface Utility Engineering (SUE) and utility construction surveying.

13. Do resumes need to be included for key personnel? And if so, do we include in the document or in an appendix?

• Resumes of key individuals that could potentially work under an executed contract MUST be included in the proposal. Those would be placed in the appendix.

14. Are potholing efforts anticipated with the “Identification of Utilities” or “Location of Utilities” task?

• See Question 1.

15. Are the consultants anticipated to provide Traffic Control Plan designs and efforts associated with the “Identification of Utilities” or “Location of Utilities” task?

• Traffic control may be required for some Subsurface Utility Engineering (SUE) activities in the vicinity of traffic, and a traffic control plan would be required for those activities.

Typical traffic control standards are available from the Texas Department of Transportation (TxDOT) to assist the utility coordinator with the design. The utility coordinator is responsible for the efforts to have traffic control installed prior to SUE activities that require traffic control.

16. Will Hays County accept “good faith” effort to use subcontractors that are registered HUBS vs.

DBE? Or do they have to be DBE specifically?

• This will vary per project, if applicable. This will be discussed during contract negotiations.

17. In the Capacity to Perform section, it states that we need to “include information about the age and type of equipment you intend to use for this contract and any products use in the addressing and inserting process.” Can you please clarify the specific type of equipment that should be utilized for these services?

18. In the Key Personnel section, are we allowed to provide resumes for our staff listed in the organizational chart? If so, do these resume count towards the page limit?

• See Question 13.

19. In the Project Management Philosophy section, it states to include the QC/QA plan for CE&I professional services. Should that be clarified in our submittal given that this RFQ is not focused on CE&I services?

• See Question 4.

20. On page 10 of the RFQ, it states that if we upload an electronic through BidNet Direct, we must also submit one original within 24 hours of the due date. Does this imply that a hard copy must be submitted before December 4th at 12:00?

• No, if the electronic submission is submitted before the deadline, then the hard copy must be received in the purchasing office by December 5, 2025, by 10am. The Purchasing Office will only accept hard copies of the proposal once verified that the electronic bid was submitted on time. The electronic and hard copy submissions MUST be the exact same.

• If there are additional items included in the hard copy that were not submitted on time, then they will not be considered.

21. Do we include resumes under Profile/Experience of the Company or in Appendix Materials?

How many pages are we allowed?

22. Is CE&I included in the scope for the Professional Services Pool, or only the Utility Coordination and Utility Engineering Services Pool submittal?

23. Page 6 of 45- For the utility coordination services listed required by the County will this effort be for projects in schematic, design and construction?

• Utility coordination is typically performed in the schematic and design stage of a project.

Some utility coordination may be required during the construction phase. All levels of SUE are expected to be performed, as warranted by the complexity of the project.

Specifically, Level D is to be performed for all projects in design. This includes identifying affected utility companies, developing a utility conflict matrix and maintaining the conflict matrix throughout the project lifecycle. Maintaining the utility matrix includes coordination of relocation start dates and anticipated clear dates with the utility owners and their contracted utility relocation contractors.

24. Page 7 of 45- For the 3 references requested, can those be public and private entity references?

• Yes, as long as we can contact them.

25. Page 8 of 45- For the Experience of the Company, do the 3 projects show cased have to be completed or can the projects still be ongoing?

• See Question 8.

26. Page 8 of 45- For Capacity to Perform, bullet 3 where it is requested to provide information about the age and type of equipment, can you be more specific as to what kind of equipment you are referring to? For UC and UE we have design software we use or are you referring to what is used for survey and/or SUE?

27. Could you please confirm whether the resume is included in the total page count?

28. Can you clarify if the Professional Service Pool RFQ’s that were posted for bid last week are for

City of San Marcos or Hays County? The bid docs say Hays County, but they were posted on the City’s website so I wanted to make sure.

• These solicitations are for Hays County. The County utilizes the City of San Marcos’ CivicPlus page to post solicitations.

29. Due to the page requirements, can we limit our litigation history to open cases from the past 5 years? If not, can we provide our litigation history in the appendix?

• You are required to list them all.

• No, it needs to be included in your SOQ.

30. May the County confirm the terms and conditions of an eventual contract, in addition to the hourly rates, will or not be subject to negotiation by the County with the top-ranked Professional?

• All possible contracts will include the terms and conditions of the RFQ, and the Firm’s SOQs.

• If a vendor is selected and approved for a project, then they will enter contract negotiations.

31. May the County clarify on what they consider to be a defect, an irregularity, or an informality (as seen on page 11 under the "RESERVATIONS BY COUNTY" heading) or please provide examples of what they have considered to fall into those categories in the past?

• The County’s waiver of a defect, irregularity, or informality would exist in circumstances where there is an immaterial issue or variation from the exact requirements of the solicitation that can be corrected or waived without being prejudicial to other respondents. Typically, an opportunity to cure would be provided. (For example:

including 4 copies of printed proposals instead of 5.)

32. Will the terms of this RFQ be incorporated into the contract and if so, will the terms of this RFQ or the terms of the awarded contract take first precedence?

• See Question 30.

33. The RFQs do not specifically request resumes as part of the submittal requirements. Can we include resumes in the Appendix section of the SOQ, and if so, will they count toward the 20-page limit?

34. Under the Project Management Philosophy tab, final bullet point: CE&I is included in every RFQ.

Will this be updated to the correct discipline in the RFQs? Located in: RFQ 2026-Q02, RFQ 2026- Q03, RFQ 2026-Q05, RFQ 2026-Q06. “Explain your firm’s quality control and quality assurance plan for CE&I professional services and how it relates to work performed by subconsultants, if any.”

35. Are final proposal responses required to be both physical (hard copy) and electronic (bidnet upload) submissions, or do proposing firms have the option to choose between physical and electronic submissions?

• See F. Submittal Requirements – Electronic Proposals.

36. Does Hays County have a HUB goal % amount? Does the prime consultant need to address a certain percentage, or is this portion of the points system based on a GFE (Good Faith Effort)?

• See Question 16.

37. On Page 8, there is a discrepancy on the page limit, it lists 40 pages in one section and 20 in another. Please clarify.

38. Do resumes count toward the page limit or can they be placed in as appendix materials?

39. Does the Vendor Reference Form count toward the page limit? Is it to be placed in the appendix or within the body of the proposal?

• See D. Statement of Qualifications (SOQ)/Proposal Requirements – Appendix Materials.

40. On Page 9 of 47, it states, “Explain your firm’s quality control and quality assurance plan for CE&I professional services and how it relates to work performed by subconsultants, if any.”

Is it intended we explain our ROW Quality Assurance plan and how it relates to work performed by subconsultants, if any?

• See Questions 1 & 4.

41. The RFQ states: “SOQ/proposals shall not exceed forty (20) pages (10 sheets front and back)...”

Could you please clarify whether the intended page limit is 20 pages or 40 pages?

42. The RFQ requests identification of key personnel and an organizational chart with contact details and responsibilities. Could you please confirm whether full-page resumes for these individuals are also required as part of the SOQ, or if a summary of qualifications within the organizational chart will suffice?

43. Considering the upcoming Thanksgiving holiday, we wanted to ask if there is any possibility that the submission deadline might be adjusted or extended to accommodate holiday schedules?

• No, the holiday was taken into consideration when the dates were published.