ESBD_466018_1763157754099_Addendum 1 - RFQ 2026-Q03.pdf

ADDENDUM #1

RFQ 2026-Q03 Land Surveying 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 14, 2025

Please find attached Addendum #1 to RFQ 2026-Q03 Land Surveying 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. What is the exact page limit? Is it 40 pages total (20 pages front and back) or is it 20 pages (10 pages front and back)?

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

2. Do you require the pages to be printed front and back or can we print on one side only?

• Either way is fine.

3. Can you please clarify the page count is 20 pages, 10 front and back?

• See Question 1.

4. Also, do page dividers count towards the page count?

• No, page dividers do not count towards the page limit.

5. Regarding RFQ 2026-Q03, can the required forms on the digital copy be digitally signed, or do we need to use the manually signed forms?

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

6. When the Scope of Services reference Right-of-Way Acquisitions, does this refer to preparing boundary survey documents, i.e. parcel exhibit and accompanying metes and bounds (legal description), or does this refer to performing negotiation, appraisal, and acquisition support?

• This does not include negotiations, appraisals, and acquisition support in performing. If your firm offers those services, then they should respond to RFQ 2026-Q05 Right-of-Way Services Pool.

7. Can you please confirm that we can include divider pages and that they will NOT count towards the 20-page limit?

• See Question 4.

8. Page 8 Section D; second paragraph states the SOQ proposal shall not exceed forty (20) pages (10 sheets front and back) in length. Page 9 Section D, right above Section E states Proposal should not exceed twenty (20) pages, then (10) pages front and back. Please clarify the total number of pages.

9. Page 9 Section D; Project Management Philosophy; 5th bullet point "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." Should CE&I professional services be replaced with Land Surveying Services? If not, will we be expected to work with the consultants on the CE&I RFQ during construction?

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

10. Page 6 Section B; first paragraph states what is intended for the scope items “general consultant services for civil engineering projects, plan preparation, plan review, subdivision plan review and flood plain determinations” from a survey aspect? Will the pool surveyors be providing survey assistance/support with these items or will they be asked to perform these tasks? Please clarify.

• It will depend on the project scope, and the ability of the firm selected from the pool.

11. Can the electronic proposal submitted through BidNet be digitally signed?

• See Question 5.

12. 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 survey equipment that should be utilized for these services?

• 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.”

13. 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?

• 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. 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 9.

15. 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 3rd at 10:30?

• 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 10:30 am. 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.

16. For the Land Surveying Services Pool RFQ, do we still need to detail out CEI efforts even though it is for surveying services?

• See Question 9.

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

• See Question 13.

18. 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.

19. 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?

• No, you are required to list them all and need to be included in your SOQ.

20. 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.

21. 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.)

22. 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 20.

23. 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?

24. 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.”

• See question 9

25. 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?

26. 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?

27. 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 date was published.

28. Which section are we to place resumes in? Would they go into the Profile/Experience of the Company, or in the Appendix?

• See Question 13

29. Wondering if firms responding to more than one category of services need to submit separate packages?

• This formal procurement pertains to all services within Land Surveying, only one proposal is required. The County will not accept proposals for each individual land survey service.