ESBD_466017_1761755087096_RFQ 2026-Q04 Project Management Services Pool.pdf

RFQ 2026-Q04 Project Management Services Pool Page 1 of 48

SOLICITATION, OFFER

AND AWARD

Hays County Purchasing Office

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

Solicitation No.:

RFQ 2026-Q04 Project Management Services Pool Date Issued: October 30, 2025

SOLICITATION

Vendors must submit proposals as listed: One (1) original and one (1) digital copy on a thumb drive at the Hays County Purchasing Office at the address shown above or Electronically through BidNet Direct and one (1) hard copy at the Hays County Purchasing Office at the address shown above until:

11:00 a.m. local time December 4, 2025.

Proposals received after the time and date set for submission will be returned unopened.

For information please email:

purchasing@hayscountytx.gov

Questions concerning this RFQ must be received in writing no later than 5:00

November 10, 2025.

Phone No.: (512) 393-2267

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include all solicitation documents and attachments.

MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address:

Name:

Title:

Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made on this form or by other Authorized official written notice.

Hays County Judge

Date

Hays County Clerk Date

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Table of Contents

Solicitation, Offer and Award

I. RFQ Submittal Checklist

II. Summary

III. Specifications

A. Introduction

B. Scope of Services

C. Qualifications

D. RFQ 2024-P03 Awarded Pool Firms

E. Statement of Qualifications (SOQ)/Proposal Requirements

F. Evaluation Criteria

G. Submittal Requirements

H. Award of Pre-Qualification List

I. Elements of Statement of Qualifications

J. Preclusion of Work

K. Warranty of Performance

IV. General Terms and Conditions for Solicitations

V. Vendor Reference Form

VI. Certificate of Interested Parties

VII. Conflict of Interest Disclosure & Questionnaire

VIII. Code of Ethics

IX. HUB Practices

X. House Bill 89 Verification

XI. Iran, Sudan, and Foreign Terrorist Organization (TGC 2252)

XII. Israel Boycott Certification (TGC 2271.002)

XIII. Prohibition of Energy Company Boycott Certification (TGC 2274)

XIV. Prohibition of Discrimination against Firearm Companies or Firearm Trade Organizations

Certification (TGC 2274.002)

XV. Debarment and Licensing Certification

XVI. Vendor/Bidder’s Affirmation

XVII. Federal Affirmation and Solicitation Acceptance

XVIII. Related Party Disclosure Form

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I. RFQ Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal/SOQ to be considered responsive, as well as the required forms requested by Hays County.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal/SOQ to be considered responsive:

____ 1. Solicitation, Offer and Award Form

____ 2. Statement of Qualifications

____ 3. Vendor Reference Form

Required Forms by Hays County:

____ 1. Conflict of Interest Disclosure & Questionnaire

____ 2. Code of Ethics

____ 3. HUB Practices

____ 4. House Bill 89 Verification

____ 5. Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

____ 6. Israel Boycott Certification (TGC 2271.002)

____ 7. Prohibition of Energy Company Boycott Certification (TGC 2274)

____ 8. Prohibition of Discrimination against Firearm Companies or Firearm Trade Org. Certification (TGC 2274.002)

____ 9. Debarment & Licensing Certification

____ 10. Vendor/Bidder’s Affirmation

____ 11. Related Party Disclosure Form

____ 12. Federal Affirmations and Solicitation Acceptance

____ 13. System for Award Management (www.SAM.gov) Printout

____ 14. Any addenda applicable to this solicitation

Hays County will accept bids/proposals/SOQ, by the stated due date by one of the following methods:

____ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation Number and Vendor’s Name on the outermost envelope, addressed to:

Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666 http://www.sam.gov/

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II. Summary

1. Type of Solicitation: Request for Qualifications (RFQ)

2. Solicitation Number: RFQ 2026-Q04

Project Management Services Pool

3. Issuing Office: Hays County Purchasing Office 712 S. Stagecoach Trial, Suite 1012 San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Vendor Name on the outermost envelope Manual: One (1) Original and one (1) digital copy on a thumb drive, or

Electronic: Proposals can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.

5. Deadline for Responses: In issuing office no later than:

December 4, 2025; 11:00 a.m. Central Time (CT)

6. Pool Approval: January – February 2026

7. Optional Pool Terms: annual opening & review

8. Designated Contact: Hays County Purchasing Email: purchasing@hayscountytx.gov

9. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than November 10, 2025; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted after the question deadline on the CivicPlus, BidNet Direct, and ESBD websites for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this IFB, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

10. Addenda Any interpretations, corrections or changes to this RFQ and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Vendor’s mailto:purchasing@hayscountytx.gov

RFQ 2026-Q04 Project Management Services Pool Page 5 of 48 responsibility to acknowledge receipt of all addenda with proposal submission.

11. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of

Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Vendor or its representatives. Failure of a Vendor or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

12. Websites: Plans, Specifications, and Bidding documents for pre-qualified bidders and interested non-bidders may be secured from the following websites:

www.bidnetdirect.com/hayscounty, http://www.txsmartbuy.com/sp, https://www.sanmarcostx.gov/Bids.aspx

Anticipated Schedule of Events

October 30, 2025 Issuance of RFQ November 10, 2025 Deadline for Submission of Questions (5:00 PM CT) December 4, 2025 Deadline for Submission of Proposals (11:00 AM CT)

Late proposals will not be accepted.

January/February 2026 Anticipated contract award date

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III. Specifications A. Introduction

Hays County, Texas (“County”) is issuing this Request for Qualifications (RFQ) to further develop our pool of Project Management Firm(s) to provide comprehensive Project Management services in support of current and future budgeted projects for Hays County, on an as-needed basis, excluding road projects. As individual projects requiring project management services are developed, Hays County Department Directors or Elected Officials, or the Commissioners Court, will choose from this pool of pre-qualified project management firms. The chosen firm will then negotiate a professional services agreement with Hays County to perform the required duties, which must be accepted and approved via Commissioners Court. Project Management services could include federally funded, state funded and locally funded projects.

The County intends to use this RFQ process to assist the County in efficiently selecting qualified professionals. Any entity may submit a response to this RFQ provided it is qualified to perform the scope of services described herein.

Be advised, the creation of a pool with a final “pre-qualification” list shall not be deemed as creating any type of contractual expectancy for the award of any contracts on the part of the County. The list is being assembled for the purpose of ensuring that the County has the ability to quickly negotiate contracts with competent and qualified entities in an efficient manner when upcoming projects are deemed necessary to proceed.

The County is issuing this RFQ in accordance with applicable laws that allow an agreement to be negotiated with a private entity that displays demonstrated competence and qualifications to perform services for the County.

Where state or federal funds are part of a project’s funding, procedures for acquiring rights of way and easements must comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended, the ROW Relocation Assistance Manual and ROW Acquisition Manual by Texas Department of Transportation (TXDOT).

B. Scope of Services The scope of procurement is to employ Project Management Firm(s) to act as a representative of Hays County and assist through all phases of the projects requested by the County. The Project Manager shall not in any respect serve as a General Contractor, or Sub-Contractor for any projects.

The following is a list of services to be provided by the Project Manager and is not intended to be all inclusive. Services and tasks that are necessary to achieve all Hays County projects are also included and will be required in accordance with Project Management Best Practices. Also included, whether enumerated or not, are services and tasks necessary to comply with applicable federal, state and local laws and regulations. Depending on the project, Hays County will appoint a point of contact person responsible for coordinating the County’s design & Construction needs.

All Phases – General Services Required The following services are general in nature and are required during all phases of the projects:

• Serve as a representative of the Hays County during all phases of each project.

• Consult with the Hays County Commissioners Court, upon request, for the purpose of reviewing the status of the project(s), and for the purpose of developing strategies necessary to achieve the goals of the County.

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• The Project Manager will oversee and manage all aspects of these projects and report to County on a weekly basis. Reviews to be provided include all aspects of the planning, development, architecture, engineering, design including renderings, procurement and construction management.

• The Project Manager will review and update the County on the overall master program schedule, overall master project schedule, and incorporate the specific construction schedules when appropriate. These schedules should include every aspect of the project(s).

• Provide general administrative management of the construction management tasks. Such as but not limited to architectural, engineering, scheduling, cost estimating, construction administration, warranty phase support and all other services necessary to complete the project.

• Services shall be comprehensive in nature and will include in depth review of programming, conceptual design, schematic design, design development, design renderings, and final construction documents.

• Specialized professional services may be required including, but not limited to: life cycle costing;

utility infrastructure design; interior design; acoustics; lighting; interior wayfinding signage and graphics; and landscape design.

• Develop and maintain (in cooperation with Hays County), a monthly reporting document that indicates the status of the project in terms of percentage of completion, cost per square foot, approved change orders, schedule, etc.

• Provide suggested modifications to the scope of the project(s).

• Work with County awarded contractors, i.e. electrical, plumbing, HVAC, when warranted.

• Assist the County in locating property needed for future expansion projects and securing the professional services (realtor, inspection, etc.) related to any such purchases and/or lease agreements.

Inception & Feasibility Phase

• Assist the County in developing a consensus as to the objectives and scope of project.

• Examine the environment and existing facilities.

• Provide a cost estimate with various options to assist in determining feasibility.

• Define Risks

Pre-Construction Phase

• Establish and maintain communication protocol between Hays County, Architect, Engineer, and General Contractor.

• Review design documents, drawings, specifications for constructability, scheduling, consistency and coordination.

• Notify Hays County of Design and Budget concerns throughout the design process.

• Develop detailed cost estimates at various phases of design, as desired.

• Assist the Purchasing Department, and the Architect/Engineer (A/E) Firm with the development, preparation and review of bid specifications for new projects throughout the County where Project Management services would be needed.

• Assist the Purchasing Department to answer any questions received to ensure complete understanding of the County’s intent.

• Assist in the evaluation of bids/proposals received and offer recommendations.

Collect, organize, and analyze the data into a format conducive to receiving responses for inclusion in the analysis of the bids/ proposals.

Evaluate eligibility, cost sharing and benefits structure and network savings.

Evaluate cost containment alternatives to help control current and future plan costs in conjunction with the rate review.

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Prepare a spreadsheet analysis of bids/proposals received so that a comparison can be made.

Prepare a narrative, with recommendations, discussing the bids/proposals and various options under consideration.

• Assist Purchasing and Legal Counsel with contract negotiations.

• Establish progress payments schedule for the construction work and other services, etc. of the project.

• Monitor and maintain all party’s efforts for conformance to schedule and budget.

• Monitor contractors’ progress with project start-up activities (mobilization, securing permits, providing submittal data, securing temporary utilities, etc.)

• Secure construction schedules from the contractor and review for compliance with the established project schedule.

• Incorporate the contractor’s schedule within the overall project schedules and update same on a regular basis as determined by the owner.

• Coordinate with local Utilities, Cities, Entities, etc. on Hays County behalf.

Construction Phase

• Facilitate and oversee every aspect of the construction of the project to ensure successful execution.

• Establish and maintain communication protocol between Hays County, Architect/Engineer, and the General Contractor. Document all Communication during construction phase.

• Coordinate construction logistics between the General Contractor and Hays County.

• Attend, arrange and conduct a variety of meetings, as requested by Hays County.

• Review the safety programs of each contractor and make appropriate recommendations to ensure the safety of Hays County staff and taxpayers.

• In conjunction with the A/E Firm, implement procedures for submittals, change orders, pay requests, etc.

• Review Request for Information (RFI) and architect/engineer’s supplemental instructions. Track submittals as required through completion of the process.

• Assist in developing priorities for adjusting scope of work to match funds availability and assist in coordination with Authorities Having Jurisdiction as necessary.

• Monitor overall budget and schedule and advise Hays County of any trends that affect the timely procedures and cost-effective completion of the Project.

• Coordinate third-party testing and/or inspection services with Hays County approved vendors.

• Review pay requests, adjust as needed, and certify for payment.

• Review and verify General Contractor’s Project record drawings and schedule are updated to reflect all changes of work completed before each progress payment.

• Based on review of the project on a daily basis, make recommendations for rejection and correction of sub-standard work to A/E, and Hays County.

• Maintain force account records when work must be done prior to approval of change order.

• Assist in reviewing claims submitted, prepare cost estimates, and make recommendations for the Hays County approval.

• Assist with inspections and preparation of punch lists; walks with A/E to develop Subcontractor punch list, along with A/E punch list.

• Maintain thorough knowledge of the plans and specifications.

• Provide and monitor inspection of the construction as follows:

Frequently inspect the work for progress, workmanship, and conformance with the Contract

Documents.

Review special inspection and material testing reports to verify conformance with the

Contract Documents.

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When work is found to be in non-conformance, document the deficiencies and promptly provide written notification of the deficiencies to the Architect/Engineer, Hays County and General Contractor.

Verify that deficiencies have been corrected and/or approved by applicable party.

Issue inspection deficiency list to the Architect/Engineer, Hays County and General

Contractor. Conduct inspections and track deficiencies through correction.

• Coordinate the issuance of the certificates of Substantial/Final Completion.

Post-Construction Phase

• Coordinate and expedite transmittals of as-built drawings and record documents to Hays County and other entities as required.

• Secure copies of Occupancy certificates.

• Ensure that operations and maintenance manuals and records are compiled, organized, and indexed properly.

• Verify all Warranties are submitted and in accordance with Contract Documents.

• Assist the Hays County with implementing the Occupancy Plan/Schedule.

• Prepare all closeout documents to include final project accounting, cost per unit comparisons and close-out reports. (provide a sample during as part of the RFP)

• Evaluate the performance of the construction the contractor and subcontractors, and provide evaluation, in writing, to Hays County.

• Ensure staff has received all necessary training for operation of new building and systems.

• Coordinate the completion of all punch list items in designated time frame. Maintain accurate warranty log data. Respond daily to all warranty items through the one-year warranty period

All interested firms shall have sufficient, readily available resources in the form of experienced personnel, support services, and specialized subconsultants to carry out the work without delay or shortcomings. Services may be short duration and face paced. Therefore, in addition to having sufficient resources to complete selected tasks, the submitting firms must have capacity to complete work within time limits established by the County.

C. Qualifications The following minimum requirements must be demonstrated in order for the submission to be considered responsive to Hays County.

• Contractor shall have at least five (5) years’ experience in Project Management services.

• Possess the resources and personnel necessary to provide an efficient and successful solution.

• Be familiar with the local conditions and requirements under which these services must be provided.

REFERENCES: Contractor shall provide a minimum of three (3) references where like services have been supplied by their company. Include name of company, address, telephone number and name of representative.

RESPONSIBILTY: A prospective respondent must affirmatively demonstrate respondent’s responsibility.

A prospective respondent must meet the following requirements:

• Have adequate financial resources, or the above ability to obtain such resources as required

• Be able to comply with required or proposed delivery schedule

• Have a satisfactory record of performance

• Be otherwise qualified and eligible to receive an award

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TIME OF PERFORMANCE: It is imperative that the prospective respondent respond to County requests in a timely manner and comply with required or proposed delivery schedules. Please describe how you intend to respond to and track County requests.

SYSTEM FOR AWARD MANAGEMENT: Respondent and its Principals may not be debarred or suspended nor otherwise have an exclusion record created in the System for Award Management (SAM) website.

Include verification that the company as well as the company's principals are not listed (are not debarred) through the System for Award Management (www.SAM.gov). Enclose a printout of the Entity Registration page that shows your firm is in active status and is not expired.

D. RFQ 2024-P03 Awarded Pool Firms All firms who we pre-qualified and entered into the RFP 2024-P03 Project Management Servies Pool (Attachment B - awarded pre-qualified firms) are required to fill out Attachment A – Firm Identification Packet. If your company has experienced changes in company structure, company bio, or company leadership, then a new SOQ/proposal is required to be submitted. Firms that do not have any substantial changes from the last proposal submitted and would like to stay in the Project Management Services Pool ONLY need to sign page 1 of Attachment A and submit.

Any firm that is deemed unresponsive (did not submit form and required information) or is unable to perform the duties laid out in the scope of work will be removed from the Project Management Services Pool. For companies submitting the Firm Identification Packet under this section, all required information MUST be received by the submittal due date and follow the submittal requirements in Section E & G below.

E. Statement of Qualifications (SOQ)/Proposal Requirements Vendors desiring to submit SOQ/proposals in response to the request must comply with all mandatory submission requirements set out in this document, failure to comply with any section could subject the proposal to immediate rejection. However, mandatory submissions are not the sole requirements of the scoring process. All conditions and requirements throughout this request are considered binding.

Proposals shall be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to meet the requirements of this RFQ. Emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and the understanding of the County’s Needs.

SOQ/proposals shall not exceed forty (20) pages (10 sheets front and back) in length, but not including:

• Front and Rear Covers

• Letter of Transmittal: RFQ Subject Line, name of Vendor, address, telephone number, name of contact person, and signed by the individual authorized to negotiate for and contractually bind the company.

• Table of Contents

• Appendix materials (any required forms, see RFQ Submittal Checklist, and addenda from Hays

County)

Items that count towards the 20-page limit

• Profile/Experience of the Company

Company information shall include: Company legal name of the Bidder, principal place of business, number of years in business, and description of company organization including identification of number of staff dedicated to the project.

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Experience of the Company and prior work performance on three (3) projects of similar size and scope that have been completed in the last five (5) years.

List of any criminal charges, civil lawsuits, or dispute resolutions to which the Company is a part in the past five (5) years and the nature of the issue. Indicating if and how it was resolved.

Key Personnel o Identify who the project lead will be who will work with the County.

o Provide an organizational chart containing the names, telephone numbers and email address of the prime providers and any sub-providers that would be proposed for the team and their contract responsibilities by work category.

• Capacity to Perform (Technical Approach) Describe the capacity to perform the Scope of Services.

Provide a description of your proposed approach/strategy to provide and perform the objectives, specific elements, and tasks associated with services.

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.

• Project Management Philosophy

Vendors must submit your mission statement, vision statement and corporate values.

Describes your companies’ philosophy towards providing quality service for high volume, deadline driven projects.

Address communication, responsiveness, conflict resolution, quality assurance, scheduling flexibility (resources and timeline), and budget oversight.

Describe your firm’s approach to and plan for mitigating impacts to existing infrastructure/improvements.

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.

Sheet size is limited to 8½” x 11” sheets only, using 12-point font. The organizational chart is permissible to use an 11” x “17” sheet (one-sided) and a font smaller than 12-point for the organizational chart, provided text is clearly legible. It is permissible to use a font smaller than 12-point for graphics, provided text is clearly legible.

The SOQ/proposals must be submitted with a continuous binding (e.g. – spiral, GBC, etc.) along the left edge; no other binding will be accepted and should not exceed twenty (20) pages, ten (10) pages front and back, not including the appendix materials.

F. Evaluation Criteria The Evaluating Committee will evaluate each respondent’s proposal based on a comprehensive set of criteria. Proposals received shall be evaluated and ranked by the County according to the following criteria: (Maximum Point Total 100)

Evaluation Criteria Maximum Score Points

Select a whole number from the list provided for each question (decimal or unlisted rating score are not permitted)

Capacity to Perform 40 40 = Significantly Exceeds Requirements 32 = Exceeds Requirements 24 = Meets ALL Requirements 16 = Marginally Meets Requirements 0 = Does not meet Requirements

Project Management Philosophy 30 30 = Significantly Exceeds Requirements 24 = Exceeds Requirements

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18 = Meets ALL Requirements 12 = Marginally Meets Requirements 0 = Does not meet Requirements

Experience of the Company 30 30 = Significantly Exceeds Requirements 24 = Exceeds Requirements 18 = Meets ALL Requirements 12 = Marginally Meets Requirements 0 = Does not meet Requirements

Total Evaluation Points 100

Interview (optional) Ranking At the County’s discretion, submitting entities may be requested by the Evaluating Committee to conduct interviews as part of the evaluation process, prior to making recommendations to Commissioners Court regarding award.

It is the practice of Hays County to encourage local participation and to promote and encourage contracting and subcontracting opportunities for locally owned businesses and labor in all contracts.

The County of Hays does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services. Hays County is an Affirmative Action/Equal Opportunity Employer and strives to attain goals for Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u), as amended. Section 3 Residents and Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women Business Enterprises are encouraged to submit proposals.

G. Submittal Requirements Partial SOQ/proposals/bids will not be accepted. SOQ/Proposals/Bids arriving late will not be considered. SOQ/Proposals/Bids not physically received in the Purchasing Office or submitted electronically through BidNet Direct by the required date and time, as evidence of the Purchasing Office’s date and time stamp (or BidNet Direct’s time stamp) will be returned unopened provided the Vendor’s envelope is properly identified with the return address. If the Vendor’s envelope is not properly identified, it will be opened to identify the Vendor and /or obtain the address before it is returned.

Each Vendor shall assume full responsibility for timely delivery of their SOQ/proposal/bid to the Purchasing Office. The Company must deliver their SOQ/proposal/bid to the Hays County Purchasing Department by one of the following methods by the specified deadline:

Mailed or Dropped off SOQ/proposal/bid:

• One (1) original SOQ/proposal/bid with required forms manually signed by the respondent with original signatures

• One (1) digital copy of the full SOQ/proposal/bid with all required forms on a thumb drive

Electronic Proposals:

• Upload SOQ/proposal/bid with required forms manually signed by the respondent. (through

BidNet Direct)

• One (1) original SOQ/proposal/bid with required forms manually signed by the respondent, delivered to the Hays County Purchasing Office. Either the original or Electronic Proposal (through BidNet Direct) MUST be received by the due date and time to be considered responsive. Physical copy must be received in the Hays County Purchasing Office within 24 hours of SOQ/proposal/bid due date.

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LATE SUBMITTALS WILL NOT BE ACCEPTED.

ALTERING SOQ/PROPOSAL/BIDS: Any interlineations, alteration, or erasure made before receiving time must be initialed by the signer of the SOQ/proposal/bid, guaranteeing authenticity.

WITHDRAWING OF SOQ/PROPOSAL/BIDS: A SOQ/proposal/bid may be withdrawn at any time prior to the official opening. After the official opening, SOQ/proposal/bid may not be amended, altered or withdrawn without the recommendation of the County Purchasing Agent and the approval of Commissioners Court.

FORMS: All proposals must be submitted on the forms provided in this solicitation document. Changes to solicitation forms made by bidders shall disqualify the SOQ/proposal/bid.

REPONDENT’S ACCEPTANCE: by submitting a response to this RFQ, the respondent certifies that is has fully read and understands the terms, conditions and statements of this Request for Qualifications and has knowledge of the scope of the quality of services to be furnished and intends to adhere to the provisions described herein.

H. Award of Pre-Qualification List Upon review by the Evaluating Committee, recommendation will be made to the Hays County Commissioners Court of a final pool of “pre-qualification” list. The “pre-qualified” list of firms shall not be deemed as creating any type of contractual expectancy for the award of any contracts on the part of the County. The list is being assembled for the purpose of ensuring that the County has the ability to quickly negotiate contracts with competent and qualified entities in an efficient manner when upcoming projects are deemed necessary to proceed.

RIGHT TO ACCEPT OR REJECT: The County reserves the right to accept or reject any or all submissions as a result of this RFQ, to negotiate with all qualified sources, or to cancel in part or its entirety if found to be in the best interest of the County. The RFQ does not commit the County to award a contract, issue a purchase order, or pay any costs incurred in the preparation of a submission in response to this RFQ.

SOQs may be held for one hundred twenty (120) calendar days after opening without taking action.

COMMISSIONERS COURT APPROVAL REQUIRED: The Hays County Commissioners Court must approve the contractors selected to provide the services requested in this RFQ. The County reserves the right to authorize contract negotiations to begin without further discussion with contractors submitting a response. Therefore, each SOQ should be submitted as completely and accurately as possible. The County reserves the right to request additional data, oral discussions, or presentations in support of the written SOQ.

Contractor or Individual’s Obligation Regarding Evaluation

a. SUBMISSION OF INFORMATION. Submitters are cautioned that it is each contractor and or individual’s sole responsibility to submit information related to the evaluation categories, and the County is under no obligation to solicit such information if it is not included with the SOQ.

Failure of a contractor or individual to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

b. SUBMITTER REVIEW OF RFQ. Submitters are responsible for examining and being familiar with all specifications, terms, conditions, provisions, and instructions of the RFQ and their responses.

Failure to do so will be at the contractor and/or individual’s risk and will not be a determinative factor when awarding the contract for services.

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ORAL NON-BINDING: Any non-written representations, explanations, or instructions given by County staff or County agents are not binding and do not form a part of, or alter in any way, the RFQ, a written agreement pertinent to the RFQ, or the awarding of the contract.

RESERVATIONS BY COUNTY: The Commissioners Court has the right to accept, reject, or cancel any and all submissions. In addition, the County expressly reserves the following:

a. waive any defect, irregularity, or informality in any submission or RFQ procedure.

b. extend the RFQ closing time and date.

c. reissue this RFQ in a different form or context.

d. procure any item by other allowable means.

e. revise and modify, at any time before the RFQ submittal due date, the factors and/or weights of factors the County will consider in evaluating RFQ submittals and to otherwise revise or expand its evaluation methodology as set forth herein.

f. investigate the qualifications of any contractor under consideration and require confirmation of information furnished by a contractor.

g. require additional information from a contractor concerning contents of its RFQ submittal and/or require additional evidence of qualifications.

h. waive minor deviations from specifications, conditions, terms, or provisions of the RFQ, if it is determined that waiver of the minor deviations improves or enhances the County’s business interests under the RFQ.

i. extend any contract when most advantageous to the County, as set forth in this RFQ.

j. appoint an evaluation committee to review RFQ submittals or responses, make recommendations and seek the assistance of outside technical experts in RFQ submittal evaluation.

k. hold interviews and conduct discussions and correspondence with one or more of the contractors responding to this RFQ to seek an improved understanding and evaluation of the responses to this RFQ.

l. disclose information contained in an RFQ submittal to the public as required under the Texas Public Information Act; AND/OR

m. exercise any other right reserved or afforded to Hays County under this RFQ. The County reserves the right to modify the process, in its sole discretion, to address applicable law and/or the best interest of the County.

The County shall not, under any circumstances, be bound by or be liable for any obligations with respect to any construction project until such time (if at all) a contract has been awarded and all approvals obtained in form and substance satisfactory to the County have been executed and authorized by the County, and then only to the extent of such agreements.

I. Elements of Statement of Qualifications

1. RFQ. This Request for Qualifications is an invitation for individuals and companies to submit

Statements of Qualifications (SOQs).

2. SOQ IS AN INDICATION OF ABILITY TO PERFORM REQUESTED SERVICES. The SOQ submitted by a contractor or individual is an indication of the ability of the contractor or individual to perform the requested services.

3. AWARD IS ADMITTANCE INTO THE POOL. The selection of an underwriter or individual and award by the Hays County Commissioners Court based upon the firm’s qualifications is acceptance on the part of the County, thereby resulting in the ability to execute binding contracts between the County and the selected underwriter through a Professional Services Agreement.

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4. CONSIDERATION. Consideration consists of the services to be performed under the contract awarded in exchange for compensation, based upon a final negotiated project price, to be paid by the County to the selected firm or individual.

5. AGREEMENT; EXCEPTIONS.

a. Submission of an SOQ is a representation by a submitter that the submitting contractor or individual agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its SOQ any exceptions to the terms, conditions, and other provisions contained in the RFQ.

b. Exceptions presented in an SOQ are not to be considered incorporated into the contract between the County and the selected contractor or individual unless and until the County agrees to accept such exceptions.

c. The selected contractor must acknowledge and agree that the negotiated contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the SOQ selected (including any exceptions accepted by the County) which is acceptable to the County and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the County and the selected contractor or individual.

d. No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting negotiated contract.

6. CONFIDENTIALITY OF DOCUMENTS.

a. ALL STATEMENTS OF QUALIFICATION SUBMITTED WILL BE SUBJECT TO THE TEXAS PUBLIC

INFORMATION ACT.

b. On each page where confidential information appears, the Contractor or Individual must label the confidential information. Failure to so label the confidential information shall be considered as a waiver of any confidentiality rights or interests by said Contractor or Individual.

c. Marking your entire SOQ CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

7. MISCELLANEOUS.

a. All costs directly or indirectly related to the preparation of a response to this SOQ shall be the sole responsibility of and shall be borne by the contractor.

b. During the evaluation process, the County reserves the right, where it may serve the

County’s best interest, to request additional information or clarifications from contractor or individuals, or to allow corrections of errors or omissions.

c. The County reserves the right to retain all qualifications submitted and to use non-confidential information in a SOQ regardless of whether or not that SOQ is selected.

d. Each SOQ shall state that it is valid for a period of one hundred twenty (120) days from the date of opening of the SOQ by the County.

8. NON-NEGOTIABLE TERMS. The following terms or conditions are not negotiable:

a. Unfunded Liability. The County will not incur a debt or obligation to pay selected contractor or individual any amounts the County does not have the current funds available to pay, unless the contract includes a provision for the County to appropriate funding for the debt or obligation.

b. Indemnification. The County does not assume any liability to third persons, nor will the County reimburse the contractor for its liability to a third person, with respect to loss due to death, bodily injury, or damage to property resulting in any way from the performance of this contract or any subcontract hereunder, and the contractor further agrees to provide the defense for, and indemnify and hold harmless County from any and all claims, suits, causes of action, and liability, arising in connection with this contract.

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c. Advance Payments. The County will not make advance payments to a selected contractor or individual or any third party pursuant to this RFQ or resulting contract.

d. Gift of Public Property. The County will not agree to any terms or conditions that cause the County to lend its credit or grant public money or anything of value to the selected contractor or individual.

e. Procurement Laws. The County will not agree to any terms or conditions that cause the County to violate any federal, Texas, or local procurement laws.

f. Limitation of Liability. The County will not agree to allow the selected contractor or individual to limit its liability for breach or default of contract to the contract amount or to the amount the County has paid up to the time of the breach or default.

g. Attorney’s fees; Legal Costs. The County will not agree to pay the selected contractor or individual’s attorney’s fees or other legal costs under any circumstances.

h. Venue; Applicable Law. This RFQ and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the RFQ are fully performable in Hays County, Texas and venue for any dispute regarding contract shall be in Hays County, Texas.

J. Preclusion of Work

The organizations selected and contracted under this procurement will not be eligible to enter into a contract as a Contractor or one of its Subcontractors for any construction contract subject to this solicitation. The County’s existing GEC team (HNTB Corporation) is not eligible to compete for this contract.

K. Warranty of Performance The successful respondent expressly warrants that all services specified in the RFQ will be performed with care and diligence and in accordance with all specifications of the RFQ. The successful bidder agrees to correct any deficiencies in performance of services upon notification by the County and without additional expense to the County.

CONTINUING NON-PERFORMANCE of the bidder, in terms of specifications, shall be basis for the termination of the contract by the County. The County shall not pay for merchandise/services that are unsatisfactory. Failure to perform any provision will constitute a default of contract, in which case, corrective action shall take place within ten (10) days from the date of written notice citing the nature of breach. Failure to take corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the County to terminate this agreement by written notice.

COMPLIANCE WITH LAWS: The successful Respondents shall comply with all applicable federal, state and local laws and regulations pertaining to the practice of the profession and the execution of the duties under the solicitation. Any contract executed as a result of this RFQ shall be governed by the laws of the State of Texas.

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IV. General Terms and Conditions for Solicitations Applicable To: Request for Qualifications (RFQ)

1. GENERAL DEFINITIONS:

a. "Auditor" means the Hays County Auditor or his/her designee.

b. "Commissioners Court" means Hays County Commissioners Court.

c. “Contract” means the contract awarded pursuant to the RFQ and negotiated cost proposal.

d. “Firm or Individual” means a person or firm receiving an award of contract from Commissioners Court.

e. "County" means Hays County, Texas, a political subdivision of the State of Texas.

f. "County Building" means any County owned buildings and does not include buildings leased by County.

g. "Is doing business" and "has done business" mean:

i. Paying or receiving in any calendar year any money or other valuable thing which is worth more than $250 in the aggregate in exchange for personal services or for purchase of any property or property interest, either real or personal, either legal or equitable; or

ii. Loaning or receiving a loan of money; or goods or otherwise creating or having in existence any legal obligation or debt with a value of more than $250 in the aggregate in a calendar year;

iii. But does not include any retail transaction for goods or services sold to a Key Contracting Person at a posted, published, or marked price available to the general public.

h. "Key Contracting Person" means any person or business listed in Exhibit A to Affidavit.

i. "Purchasing Agent" means the Hays County Purchasing Agent.

j. “Sub-Contractor” means a person or firm doing business with a firm or individual.

2. FUNDING: Funds for payment on Contracts will be provided through the County budget approved by

Commissioners Court for the fiscal year in which the contract is approved. State of Texas statutes prohibit the obligations and expenditure of public funds beyond the fiscal year for which a budget has been approved.

County cannot guarantee the availability of funds and enters into contracts only to the extent such funds are made available. The Fiscal Year for County extends from October 1st of each calendar year to September 30th of the next calendar year.

3. FUNDING OUT: Despite anything to the contrary in a Contract, if, during budget planning and adoption, Commissioners Court fails to provide funding for a Contract for the following fiscal year of County, County may terminate a Contract after giving firm or individual thirty (30) calendar days written notice that a Contract is terminated due to the failure to fund it.

4. INVOICING/PAYMENTS:

a. Firm or Individual shall provide County with an Internal Revenue Form W-9, Request for Taxpayer

Identification Number and Certification, that is completed in compliance with the Internal Revenue Code and its rules and regulations before any Contract funds are payable.

b. As a minimum, invoices shall include: (i) name, address, and telephone number of firm or individual and similar information in the event payment is to be made to a different address; (ii) County Contract or Purchase Order number; (iii) identification of products or services as outlined in the Contract; (iv) quantity or quantities, applicable unit prices, total prices, and total amount; and (v) any additional payment information called for by the Contract. County will not pay invoices that are in excess of the amount authorized by the purchase order.

c. Payment shall be made by check or warrant by County upon satisfactory delivery and acceptance of products and services and submission of an invoice to the address below:

County Auditor 712 S Stagecoach Trail, Suite 1071 San Marcos, Texas 78666

d. Payment shall be deemed to have been made on the date of mailing of the check or warrant. For purposes of payment discounts, time will begin upon satisfactory delivery of products and services

RFQ 2026-Q04 Project Management Services Pool Page 18 of 48 and/or submission of acceptable invoice, whichever is last. Partial payments will not be made unless specifically requested and approved by County prior to Contract award.

e. Accrual and payment of interest on overdue payments shall be governed by Tex. Gov't Code Ann., ch.

2251.

5. COUNTY TAXES: If the firm or individual subsequently becomes delinquent in the payment of County taxes, it will be grounds for cancellation of the contract. Despite anything to the contrary, if the firm or individual is delinquent in payment of County property taxes at the time of invoicing, firm or individual assigns any payments to be made for performance under the contract to the County Tax Assessor-Collector for the payment of delinquent taxes.

6. PROMPT PAYMENT ACT: TEX. GOV'T CODE ANN., ch. 2251 (Vernon Supp. 1995) requires that payments be made within 30 calendar days. If County fails to pay within 30 days, interest on overdue amounts is subject to Chapter 2251, Texas Government Code. The law does not apply if the terms of a federal grant, contract, regulation, or statute prevent local governments from making timely payments with federal funds. Firms or Individuals must pay their suppliers interest if the supplier is not paid within 10 calendar days after the Firms or Individuals receives payment. Firms or Individuals must apply for interest payments within 6 months of submitting a proper invoice if they believe such interest was due but not paid.