ESBD_487724_1770386167114_TDEM-RFQ-1545 Solicitation Final.pdf

Texas Division of Emergency Management

TDEM-RFQ-1545

GRANT COMPLIANCE MONITORING SERVICES

RFQ # TDEM-RFQ-1545

Qualifications MUST BE RECEIVED BEFORE:

4:00 PM CT on March 09, 2026

NOTE: PROPOSALS must be submitted through AggieBid.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

Please plan ahead and submit your proposal early just in case you have technical issues.

Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121 - 2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public. Prices and other proposal details will only be divulged after the award if one is made.

REFER INQUIRIES TO:

Bradley Jacobs, CTPM, CTCM Unit Chief Contracts email: Bradley.jacobs@tdem.texas.gov

REQUEST FOR QUALIFICATIONS

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU mailto:Bradley.jacobs@tdem.texas.gov

Table of Contents

SECTION 1: INTRODUCTION 5

1.1 INTRODUCTION 5

1.2 BRIEF HISTORY AND CURRENT ORGANIZATION 5

1.3 SCOPE OF WORK 5

1.4 AWARD 5

1.5 CONTRACT TERM 6

1.6 SCHEDULE OF EVENTS 6

SECTION 2: REQUIREMENTS 7

2.1 INTRODUCTION 7

2.2 GENERAL REQUIREMENTS 7

2.3 MINIMUM REQUIREMENTS 9

2.4 CONTRACTOR(S) STATEMENT OF QUALIFICATIONS 11

2.5 QUALIFICATIONS 15

2.6 QUALIFICATIONS PROFILE 15

2.7 QUALITY ASSURANCE 19

2.8 REFERENCES 19

2.9 REQUIRED INFORMATION 19

2.10 FEDERAL FUNDING REQUIREMENTS 20

2.11 SPECIAL ASSIGNMENTS 20

2.12 TDEM RECORDS 20

2.13 REPORTS AND DELIVERABLES 21

2.14 REQUIREMENTS FOR STATEMENT OF QUALIFICATIONS AND REFERENCES 22

2.15 SPECIFICATIONS 22

2.16 APPROVAL PROCESS 22

2.17 STATEMENT OF QUALIFICATIONS ACCEPTANCE PERIOD 23

2.18 DEFINITIONS 23

SECTION 3: GENERAL INFORMATION 26

3.1 SUBMITTAL DEADLINE AND LOCATION 26

3.2 SUBMITTAL INSTRUCTIONS 26

3.3 TEXAS DIVISION OF EMERGENCY MANAGEMENT CONTACTS 26

3.4 INQUIRIES AND INTERPRETATIONS 26

3.5 ELECTRONIC STATE BUSINESS DAILY (ESBD) WEBSITE 27

3.6 OPEN RECORDS 27

3.7 TERMS AND CONDITIONS 27

3.8 REQUIRED INFORMATION 27

3.9 PROPOSAL COMPONENTS 27

SECTION 4: GENERAL TERMS AND CONDITIONS 29

4.1 GENERAL 29

4.2 FINAL REVIEW AND APPROVAL 29

4.3 DEFINITIONS 30

4.4 TIME OF PERFORMANCE 30

4.5 DEFAULT 30

4.6 TERMINATION 30

4.7 FUNDING OUT 31

4.8 AGREEMENT AMENDMENTS 31

4.9 INDEPENDENT VENDOR STATUS 31

4.10 RIGHT TO AUDIT 31

4.11 SALES AND USE TAX 31

4.12 OBSERVANCE OF TDEM RULES AND REGULATIONS 31

4.13 NON-DISCLOSURE 31

4.14 PUBLICITY 31

4.15 SEVERABILITY 32

4.16 NON-WAIVER OF DEFAULTS 32

4.17 GOVERNING LAW 32

4.18 INTELLECTUAL PROPERTY 32

4.19 VENUE 32

4.20 EXPORT CONTROL 32

4.21 NO WAIVER 33

SECTION 5: CONTRACTUAL REQUIREMENTS 34

5.1 TEXAS PUBLIC INFORMATION ACT 34

5.2 INSURANCE REQUIREMENTS 34

5.3 INDEMNIFICATION 34

5.4 OTHER BENEFITS 34

5.5 ALTERNATIVE DISPUTE RESOLUTION 34

5.6 PROHIBITION INVOLVING HUMAN TRAFFICKING 35

5.7 NOT ELIGIBLE FOR REHIRE 35

5.8 BOYCOTTING ISRAEL 35

5.9 BUSINESS WITH CERTAIN COUNTRIES AND ORGANIZATIONS 35

5.10 PROTECTING THE STATE OF TEXAS FROM MALICIOUS ESPIONAGE ACTIVITIES BY FOREIGN ADVERSARIES 35

5.11 BILLING RESOLUTIONS 35

5.12 PAYMENT 36

5.13 HUB SUBCONTRACTING PLAN 36

SECTION 6: EXECUTION OF OFFER 38

SECTION 7: RESPONDENT’S QUESTIONNAIRE/COMPANY EXPERIENCE 40

SECTION 8: PRICING 41

8.1 PRICING 41

8.2 DETERMINATION IN PRICING 41

SECTION 9: EVALUATION CRITERIA FOR AWARD 44

9.1 EVALUATION INFORMATION 44

9.2 DEMONSTRATION/PRESENTATION 44

9.3 EVALUATION CRITERIA AND WEIGHTS 44

9.4 POST AWARD MEETING 45

SECTION 10: CONTRACT ADMINISTRATION DATA 46

10.1 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT ADMINISTRATOR, CONTRACT MONITOR 46

10.2 INVOICE REQUIREMENTS 47

10.3 PAYMENTS 49

SECTION 11: NON-COLLUSION AFFIDAVIT 52

APPENDIX A – INSURANCE REQUIREMENTS 53

APPENDIX B – TDEM STANDARD TERMS AND CONDITIONS 55

EXHIBITS (ATTACHED SEPARATELY)

J.1 VETHUB SUBCONTRACTING PLAN

J.2 APPLICATION FOR TEXAS IDENTIFICATION NUMBER

J.3 TEXAS A&M SUBSTITUTE W-9 & ACH FORM

J.4 EXCEPTION SUMMARY FORM

J.5 SUBRECIPIENT ASSESSMENT AND MONITORING PLAN

J.6 PRICING SCHEDULE

J.7 STATE OF TEXAS FIRE MANAGEMENT ASSISTANCE GRANT PROGRAM

J.8 STATE OF TEXAS ADMINISTRATIVE PLAN FOR HAZARD MITIGATION

J.9 STATE OF TEXAS ADMINISTRATIVE PLAN FOR PUBLIC ASSISTANCE

30-TDEM-RFQ-1545_

SECTION 1: INTRODUCTION

1.1 Introduction

The Texas Division of Emergency Management (TDEM) is responsible for tracking and monitoring activities related to grant awards administered by the Department of Homeland Security (DHS), Federal

Emergency Management Agency (FEMA), and others. TDEM currently assists approximately 2,000 subrecipients in all phases of the response and award process and has over 10,000 individual constituents.

TDEM is also responsible for monitoring and supporting the Texas mutual aid reimbursement process and reimbursements through the Emergency Management Assistance Compact (EMAC).

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS

RFQ CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS

AND QUESTIONS AS DIRECTED.

1.2 Brief History and Current Organization

The Texas Division of Emergency Management (TDEM) coordinates the state emergency management program, which is intended to ensure the state and its local governments respond to and recover from emergencies and disasters and implement plans and programs to help prevent or lessen the impact of emergencies and disasters. TDEM implements programs to increase public awareness about threats and hazards, coordinates emergency planning, provides an extensive array of specialized training for emergency responders and local officials, and administers disaster recovery and hazard mitigation programs in the

State of Texas.

TDEM is charged with carrying out a comprehensive all-hazard emergency management program for the

State and for assisting cities, counties, and state agencies in planning and implementing their emergency management programs. A comprehensive emergency management program includes pre and post-disaster mitigation of known hazards to reduce their impact; provisions for effective response to emergency situations; and recovery programs for major disasters. Chapter 418 of the Texas Government Code lays out an extensive set of specific responsibilities assigned to the Division.

In 2019, the 86th Texas Legislature passed legislation signed by Governor Abbott which transferred the

Texas Division of Emergency Management from the Texas Department of Public Safety to The Texas

A&M University System.

1.3 Scope of Work

TDEM is seeking one or more independent Certified Public Accounting firm(s) to provide grant compliance monitoring services for grant administration activities related to awards administered by

TDEM and compliance and monitoring activities for TDEM’s State Disaster Reimbursement Section

(SDRS). The monitoring, compliance and other services will be performed in accordance with the specifications detailed in Section 2 of this Request for Qualifications (RFQ).

1.4 Award

TDEM anticipates that one or more award(s) will be made for statewide service in all eight (8) TDEM

Regions. These eight regions of the state identified within the TDEM Region Map can be found at the following URL: https://tdem.texas.gov/regions.

Any award will be in the form of an Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Individual orders and/or requests for services as a result of this Master Order shall be requested on an as needed basis.

As an IDIQ contract award TDEM does not guarantee any items will be procured under the master order.

https://tdem.texas.gov/regions

1.5 Contract Term

The base contract period for an agreement resulting from this RFQ will be from the date of award until

August 31, 2027, with four optional one-year renewal periods, providing all terms and conditions of the original agreement remain the same and the extension is mutually agreed upon by all parties.

TDEM reserves the right to extend any contract resulting from this RFQ for a 90-calendar day period at the end of this Contract and/or extension period. This option provision may be exercised more than once, but the total extension of performance hereunder will not exceed six months. TDEM may exercise this option by written notice to the Contractor.

1.6 Schedule of Events

The review and approval of RFQs is a multi-step process that requires variable amounts of time.

Timetable

EVENT DATE

Issue RFQ February 5, 2026, at 4:00 PM CT

Deadline for Submission of Questions February 12.2026, at 2:00 PM CT

Answers to Questions Posted (subject to change) February 19, 2026, at 2:00 PM CT

Deadline for Submission of Proposals March 9, 2026, at 4:00 PM CT

Most Qualified Respondent Selected TBD

Fees Negotiated and Contract Awarded TBD

SECTION 2: REQUIREMENTS

2.1 Introduction

2.1.1 TDEM is the state agency responsible for coordinating emergency management activities in Texas.

One of TDEM’s roles is to coordinate federal disaster-related funding coming into Texas. TDEM receives disaster-related grants from the Federal Emergency Management Agency (FEMA) and other federal and state agencies to help Texas pay for response, recovery, and mitigation efforts primarily related to federally-declared events and other specific types of grants and awards. TDEM then passes much of that grant funding through to local jurisdictions, other state agencies, and other eligible entities. TDEM will reimburse local responding entities, state agencies and other entities for accepting and responding to state assigned mutual aid missions. A state assigned mutual aid mission occurs when a request for assistance is routed through the State Operation Center (SOC). If the SOC assigns one or more responding entity to fulfill the request, TDEM will reimburse the entity for eligible costs (e.g. personnel, travel, equipment). The request for reimbursement (RFR) is submitted and processed through TDEM’s grant management system. TDEM also responds to and requests assistance from out-of-state entities through the Emergency Management Assistance

Compact (EMAC). Resource Support Agreements (RSA’s) are created to estimate costs and clarify the terms of the agreement. TDEM is responsible for reviewing the supporting documentation, managing any Requests for Information (RFI), and ensuring payments are processed in accordance with EMAC guidelines.

2.1.2 Disaster grant funding fluctuates significantly depending on the size and number of disasters experienced by the state. TDEM employs a core team of staff to handle these activities but augments the monitoring and administrative functions of these grants through contracting services due to the large number of disasters that have affected and likely will continue to affect Texas.

Since the first federal disaster declaration in 1953, Texas has incurred over 380 FEMA federally declared major disaster, fire management, and/or emergency declarations, significantly more than most other states or territories within the United States. The costs of these disasters range from less than four million dollars on the lower end of the scale such as for FM-5116 (Texas Hidden Pines

Fire), to over 160 million dollars for a mid-range disaster such as for DR- 4223 (Texas Severe

Storms, Tornadoes, Straight-line Winds, and Flooding), to multi-billion dollar events associated with large scale disasters such as for DR-1791 (Hurricane Ike), DR-4332 (Hurricane Harvey) and

DR-4485 (COVID-19).

2.1.3 Under this RFQ, TDEM solicits Statements of Qualifications from all interested, qualified, and independent certified public accounting firms to provide the professional services described in this

RFQ.

2.1.4 TDEM anticipates that one or more award(s) will be made for statewide service in all eight TDEM

Regions. These eight regions of the state identified within the TDEM Region Map can be found at the following URL: https://tdem.texas.gov/regions.

2.2 General Requirements

2.2.1 The Respondent and its subcontractors’ proposed personnel will be required to maintain the qualifications as outlined in Section 2 and during the term of any resulting contract as well as any approved and executed renewals/extensions.

2.2.2 Disclosures: Conflict of Interest

In submitting a Statement of Qualifications to this RFQ, the Respondent represents and warrants that it and its proposed personnel have no actual or potential conflicts of interest in providing the https://tdem.texas.gov/regions

Services to TDEM under the Contract. Each Respondent also represents and warrants that its provision of the Services under the Contract would not create the appearance of impropriety. In its

Statement of Qualifications, the Respondent must disclose any existing or potential conflict of interest that the Respondent might have in providing Services to TDEM under the Contract.

As part of this disclosure requirement, each Respondent must include in its Statement of

Qualifications all past and present contractual, business, financial, or personal relationships between the Respondent and TDEM and between the Respondent’s proposed subcontractors, if any, and TDEM. For purposes of this disclosure requirement, “past” is defined as within the two calendar years prior to the deadline for submission of the Statement of Qualifications. For each item, the Respondent must provide a detailed explanation of why the Respondent does or does not believe such item poses a conflict of interest, potential conflict of interest, or appearance of impropriety issue relative to the Respondent’s submission of a Statement of Qualifications, possible selection as the Contractor(s), or its performance of the Contract.

For purposes of this RFQ, “personal relationship” is defined as a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a Statement of Qualifications to this

RFQ. For this purpose, “family relationship” means a relationship within the third degree of consanguinity or second degree of affinity; see Chapter 573, Texas Government Code, which defines these degrees of consanguinity and affinity. Connections other than such family relationships fall within this definition and must be disclosed if a reasonable person could expect the connection to diminish the Respondent’s independence of judgment or effectiveness in the performance of the Respondent’s responsibilities to TDEM or the state under the Contract.

Connections also fall within this definition if a reasonable person could expect connection, within the overall context of the Respondent’s submission of a Statement of Qualifications, possible selection as the Contractor(s) or its performance of the Contract to create an issue for the agency’s consideration relative to a potential appearance of impropriety or conflict with interest.

Connections also fall within this definition if the relationship is with TDEM or other State of

Texas employees with authority to make decisions or recommendations on state contracting or procurement or this RFQ. For purposes of this provision, those persons with authority to make decisions or recommendations are those persons who fall within the definition of “purchasing personnel” in Section 2262.004(a)(2) of the Texas Government Code.

In submitting a Statement of Qualifications in response to this RFQ, the Respondent affirms that it has not given, nor intends to give, at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant or any employee or representative of same, in connection with this RFQ.

In the Statement of Qualifications, the Respondent must disclose any proposed personnel under the

Contract who are current or former employees (within the last two years) of TDEM or the State of

Texas. Disclosures under these provisions are information that will be evaluated by TDEM;

however, all information provided will not necessarily lead to a restriction or disqualification.

Issues will be considered on a case-by-case basis in the best interest of the State of Texas.

If a Respondent is in doubt about whether information should be disclosed, the Respondent may submit a question during the official period for submission of questions. Failure to disclose any required information under these provisions may be cause for disqualification or termination of any contract resulting from this RFQ. TDEM reserves the right, at its sole discretion, to determine if any issue should result in disqualification or termination of any resulting contract.

During the term of any contract resulting from this RFQ, the Respondents will have the continuing responsibility to promptly provide TDEM with information about any actual or potential conflicts of interest or appearance of impropriety issues between the Respondent or any of its subcontractors and any entities or persons the Respondent is assigned or may be assigned to monitor or review.

If circumstances change or additional information is obtained subsequent to submission of the

Statement of Qualifications, the Respondent’s duty to promptly disclose information to TDEM under these provisions continues under the terms of the resulting contract and does not end with submission of a Statement of Qualifications or receipt of the contract award.

2.3 Minimum Requirements

In the technical part of the Statement of Qualifications, the Respondent must clearly address the requirements listed in Section 3.2, Submittal Instructions, separately to support the possibility of an award.

The award of Regional Services is on a no-minimum, non-exclusive, as-needed, as-requested basis. No specific amount of compensation is guaranteed to a Respondent under any contract resulting from this RFQ.

2.3.1 Compliance and Monitoring Activities

The awarded Contractor(s) must:

2.3.1.1 Perform complex (journey-level) grant coordination, financial and programmatic compliance, technical assistance, and administration work to plan, organize, and monitor federally funded disaster sub-grant awards within the State of Texas.

2.3.1.2 Conduct and/or support applicant briefings and other outreach and training activities as directed by TDEM, ensure project applications are processed properly, as applicable, and monitor both the programmatic and financial aspects of awarded projects.

2.3.1.3 Ensure deadlines are met, applications or other documentation are complete and correct before submission to federal and other authorities or entities, monitoring activities are conducted in accordance with the project guidelines, and payment requests are promptly and correctly processed.

2.3.1.4 Review progress reports, payment requests, and provide guidance and assistance to grant or funding recipients on documentation and other program requirements, including resolution of project-related issues.

2.3.1.5 Perform compliance monitoring services, including but not limited to: budget monitoring, project site inspections, document progress, completion of projects, causes for delays in project completion from established timelines, or deviations from the scope of work to ensure procurement and contracting compliance. The Contractor(s) will perform a compliance review of all procurements. Additionally, as part of the compliance and monitoring services:

A. For Federal grant programs, the Contractor(s) must perform testing as prescribed in

TDEM’s Samling Methodology (Exhibit J.11) specific to populations of 1-250 items and populations of 250 items and greater for both quantity and dollar value claimed per Summary Category for each Request for Reimbursement (RFR). The planned degree of assurance is achieved if the sample size tested results in less than 5% error rate for both quantity and dollar value. If the tested results produce an error rate exceeding 5%, additional methodology will be applied as documented in Exhibit

J.11.

B. For State grant programs such as those overseen by the State Disaster

Reimbursement Services (SDRS), the Contractor(s) must perform 100% testing regardless of the population size or dollar value claimed per Summary Category for each RFR. Tasks expected to be completed, but not limited to are:

• Intake: Perform Initial Review and Assessment (intake requests for reimbursement processed within one (1) business day of receipt) o Review the claimant reimbursement submission and ensure all required documents are received to support the claim.

o Request information from the claimant for any missing documentation.

• Claimant Review and Response (claimant questions responded to within one (1) business day of receipt)

• Review: Perform 100% Compliance Review (reimbursements recommended within

30 business days) o Review the claimant’s reimbursement request in accordance with the TIFMAS

Guide, Compliance Workbook, and other requirements set by SDRS.

o Request any clarifying information or documentation from claimant, as needed.

• Recommend Funding (support providing reports, data, and deliverables to SDRS)

For exceptional circumstances, the sampling and testing percentage may increase or decrease as mutually agreed to by TDEM and Contractor(s) or dictated by the subrecipient assessment (Exhibit J.6.)

TDEM may change the sampling policy due to updated audit standards, federal guidance or other guidance.

2.3.1.6 Assist local jurisdictions with requests for project extensions or project change requests in collaboration with assigned TDEM staff, if needed.

2.3.1.7 Target efforts toward completing priority projects as identified by TDEM. Provide routine reports related to assigned targeted priority projects in a format and schedule approved by TDEM.

2.3.1.8 Identify potential duplicate service contracts and provide for fraud, waste, and abuse identification and remediation.

2.3.1.9 Perform peer review analysis on projects previously assigned to other contractors.

2.3.1.10 Assist in training TDEM staff and subrecipients in conducting programmatic policy and procedure reviews, federal procurement processes, compliance efforts, and other trainings as approved by TDEM.

2.3.1.11 Provide subrecipient assistance to include the development of appropriate project financial controls, procurement policies and procedures, record retention policies, reports, and training/assistance on the use of applicable grants management applications.

2.3.1.12 Perform other grant administration-related duties as assigned.

2.3.1.13 Provide TDEM representatives with quality counsel related to liabilities and compliance standards that apply to the state’s role in managing various grants and funds. This may include the provision of reports, presentations, and other written collateral.

2.3.1.14 Produce high-quality, ADA-compliant, and TDEM-branded training and program information materials developed in a variety of formats suitable for in-person and remote delivery, including social media, subject to TDEM approval.

2.3.1.15 Perform according to TDEM-defined process and procedures performance measures for acceptable quality, timeliness, and customer satisfaction,

2.3.1.16 Per annum, the Contractor(s) will provide a comprehensive annual summary of programmatic activity related to the services provided to TDEM leadership and shall include the status of performance measures, including any plans for remediation and goals for the current calendar year, subject to the approval of TDEM.

TDEM anticipates that the contracted compliance and monitoring work will be performed by technical and administrative staff well-versed in the applicable public assistance, hazard mitigation, and other grant program requirements, as well as statutes, regulations, and governmental auditing principles, particularly those related to disaster grant awards.

TDEM anticipates that the Contractors’ review of complex financial or regulatory issues will be performed by grants or accounting staff, well-versed in the applicable public assistance, hazard mitigation, other grant program requirements, statutes, and regulations, and governmental accounting principles, particularly those related to disaster grant awards.

TDEM anticipates that administrative and technical task assignments may require some combination of staff, certified professionals, paraprofessionals, and partners or senior managers, depending on the nature and scope of the assignment. Not all levels of staff will be required for all transactions within a project.

2.4 Contractor(s) Statement of Qualifications (Including Subcontractor(s))

Each Respondent must demonstrate in its Statement of Qualifications that it has the necessary facilities, ability, and financial resources to provide the services on an as needed, as requested basis.

Higher scores will be given to the Respondents that are experienced, fully trained, and ready to receive and begin assignments as of the expected effective date of any contract resulting from this RFQ.

In addition to hiring and training staff, readiness includes having established internal procedures/applications for reporting, tracking, or other processes related to the project. Documentation of readiness level must be outlined in the submission.

Demonstrate the following:

• Respondent Information (including any subcontractors):

o Legal name of the company as registered with the Texas Secretary of State.

o Address of the Respondent firm or individual submitting the Statement of Qualifications providing services.

o Type of business entity (e.g., corporation, partnership, Limited Liability Company).

o State of incorporation or organization and principal place of business.

o Number of years in business.

o Respondent firm’s principles.

o Name and location of major offices and other facilities that will relate to Respondent’s performance under this RFQ.

o The Respondent’s Federal Employer Identification Number and Texas Tax

Identification/Registration Number.

o License number of the Respondent’s firm issued by the State Board of Public Accountancy.

o A statement regarding the financial stability of the Respondent, including the ability of the

Respondent to perform the services under any Contract resulting from the RFQ.

o Last three audited financial statements of the Respondent (and separate audited financial statements of any proposed subcontractors).

o Number of employees by skill group as listed in Section 2.5.5, and o Annual revenue totals for the past ten (10) years.

• Respondent possesses a minimum of three years’ experience in providing Public Assistance and Hazard

Mitigation federal grant administration, including any applicable regulations and compliance areas (e.g., 2 CFR Part 200) services in the recipient (State) role.

• Respondent must identify three (3) past events, similar in size and scope to the events listed in Section

2.1.2, for which Respondent has provided services that are most closely related to these services described in this RFQ and completed in the past ten (10) years, List the projects in order of priority, with the most relevant project first. Provide the following information for each project listed:

o Project name o Project location o Project timeline o Scope of work performed o Project budget o Description of services provided for the project and deliverables o Name of Project Manager o If the project was completed on time and on budget.

• Respondent possesses the ability to commence and maintain operations without financial assistance from TDEM for an extended period and overall readiness to begin services immediately under an award.

• Respondent’s ability to provide upper-level management personnel to operate and manage the solicited services that meet or exceed TDEM’s minimum standards, to include:

o Name;

o Title;

o Specific work to be performed and/or services to be provided.

• Provide the Respondent’s work plan, within its Statement of Qualifications, that identifies what qualified staffing will be available to provide services under this Contract and when they will be available, including having all necessary monitoring, compliance, or administrative grant training.

• Provide a narrative of the Respondent’s approach and methodology outlining the Respondent’s understanding of the RFQ requirements, its approach to accomplishing the work within the defined scope, customer support, project management, and compliance.

• Transition Plan/Procedures o Example Transition-Out Plan RFQ Requirement – The Respondent shall include within its

Statement of Qualifications an example of an end-of-contract/assignment Transition Plan designed to transfer work responsibility to a subsequent entity/vendor. The transition plan shall document a 90 calendar day transition period that will meet industry and best practice standards and must include, at a minimum, step-by-step processes, timelines, involved parties’ responsibilities, knowledge transfer, training and functional requirements.

o Transition-Out Plan Contract Requirement – Upon direction of TDEM to transition work, the

Contractor(s), with the assistance of TDEM, will be required to provide a detailed plan for transitioning (“Transition Plan”) all data, in whole or in part, to (a) subsequent Contractor(s), TDEM, or other entity. The Contractor(s) must provide a hard copy and a soft copy of the Transition

Plan.

• The Contractor(s) will be required to provide the Draft Transition Plan to TDEM within 30 calendar days of receiving direction to begin transition.

• Upon receipt of the Draft Transition Plan from the Contractor(s), TDEM will review it within 15 business days. TDEM and the Contractor(s) will negotiate any issues, requirements, or concerns in order to meet TDEM’s transition needs prior to finalizing the Transition Plan.

• As a result of such discussion, the Contractor(s) must modify the Draft Transition Plan and return the

Draft Transition Plan to TDEM for review and written acceptance within 15 business days. Upon receipt of the updated Draft Transition Plan, TDEM will have 15 business days to review it.

• This 15-business-day cycle, at a maximum, will continue between TDEM and the Contractor(s) until it is determined that the Transition Plan is satisfactory to TDEM. Upon TDEM’s approval, TDEM will notify the Contractor(s) of its written acceptance of the Transition Plan, and upon such written acceptance, the Transition Plan will be incorporated by reference into this Contract.

o Transition Procedures – TDEM will ensure cooperation on the part of any subsequent

Contractor(s), or other entity personnel, depending on the entity to which all or part of this Contract will be transitioned (at TDEM’s direction); however, the Contractor(s) will maintain responsibilities for all tasks, deliverables and performances under this Contract during the transition period. At the end of the 90 calendar day transition period, or earlier, depending on TDEM approvals, the subsequent Contractor(s), other entity, or TDEM will assume full responsibility for all tasks, deliverables and performances as directed by TDEM.

• During this Contract term, additional updates to the Transition Plan may be required due to information, processes, or issues that originally were not included or addressed in the Transition Plan. Updates to the

Transition Plan will follow the same TDEM review and approval process as stated below.

o Updated Transition Plan Contract Requirement – The Contractor(s) must update the Transition

Plan within 15 calendar days following any changes. Updates to the Transition Plan will follow the same TDEM review, and approval process as stated in the Transition Plan Contract Requirement section.

• Knowledge transfer must occur over the entirety of the 90 calendar day transition period. The knowledge transfer will take place via various methods as mutually agreed upon. The Contractor(s) must, at a minimum, coordinate and conduct two formal classroom training sessions at a location mutually agreed upon by TDEM and the Contractor(s). These sessions will focus on the specific Transition Plan requirements and any other tasks or activities identified by the Contractor(s) and TDEM as needed to ensure a successful transition to continue operations. Training sessions will be completed no later than 60 calendar days prior to the end of the transition period. The Contractor(s), TDEM, and the subsequent contractor(s) or other entity will meet a minimum of once per week to determine if further training or knowledge transfer is required.

• TDEM will make the determination of when the transition is complete and will provide the Contractor(s) and the subsequent Contractor(s) or other entity with formal written acceptance indicating such transfer of responsibilities. The formal transfer of duties will be documented in writing, to include acceptance signatures from TDEM, the Contractor(s), and the subsequent contractor(s) or other entity.

• Activation of the Transition Plan approved by TDEM under these provisions (the beginning of the 90 calendar day transition period), will begin on the Contractors’ receipt of written notification from TDEM that this Contract, in whole or in part, is being transitioned. The Contractor(s) must comply with these provisions and the Transition Plan. The Contractors’ failure to comply with these provisions and the

Transition Plan will constitute a material breach of this Contract.

2.5 Qualifications

Previous experience monitoring federal public assistance and hazard mitigation grants is a minimum qualification for further consideration for award as a result of this RFQ.

2.5.1 When each sub-grant or project is assigned to the Contractor(s), the Contractor(s) fee/budget (as calculated in Section 8) will accompany the assignment. Any changes to the budget must be approved in advance by the TDEM Project Manager or designee. No charges outside of the approved budget will be paid. All subrecipient monitoring or other project related activities will be performed in accordance with applicable CFR titles including 2 CFR 180, 2 CFR 200.215, 200.230 and 200.303, 200.302; 44 CFR Parts 18, 201, 204, and 206, as well as applicable FEMA policies and guidelines associated with:

• Assistance for Governments and Private Non-Profits After a Disaster

• Fire Management Assistance Grants

• Hazard Mitigation Assistance Grants

• Hazard Mitigation Assistance Program and Policy

• State Mutual Aid Reimbursement

2.5.2 The Contractor(s) will submit a weekly progress report summary by email to the TDEM Project

Manager and Program Division Chiefs in a format approved by the Project Manager, Contract https://www.fema.gov/assistance/public https://www.fema.gov/assistance/public/fire-management-assistance http://www.fema.gov/grants/mitigation https://www.fema.gov/sites/default/files/documents/fema_hma-guide-v2.1_2025.pdf https://tdem.texas.gov/reimbursement

Monitor, and the Program Division Chiefs. Contractor(s) staff time will be documented, budget burn-rate will be included as part of the weekly report. Selected Contractor(s) will be required to comply with all reporting requirements, report timing intervals, invoicing, and templates established by TDEM.

2.5.3 TDEM program staff and the selected Contractor(s) will develop performance measures and benchmarks for mutual aid, hazard mitigation and public assistance prior to award execution. The selected Contractor(s) shall be required to meet the minimum requirements for each standard on a schedule determined by the contractor and TDEM. The Contractor(s) will develop and implement corrective actions to meet and exceed the established performance measures on an ongoing basis.

Separate from performance measures, the Contractor(s) shall report progress times for various steps within the grants management process and continually implement actions to improve timeliness, quality, and efficiency in collaboration with TDEM.

2.5.4 TDEM and FEMA currently use separate web-based grant management systems. The Contractor(s) must provide reports utilizing the data within the grant management system or other program required system currently in use by TDEM and those in use by FEMA and other applicable agencies, as appropriate, at the time the report is due (see Section 2.13, Reports and Deliverables).

FEMA’s grant management systems are web-based applications that track project activities through the project lifecycle and require quarterly progress reporting. TDEM’s Grant Management System

(GMS) is a web-based application utilized to monitor and process all grant management related actions for awarded disaster grants. The Contractor(s) will be provided login credentials to both grant management systems following award of the contract. All files and data will be the sole property of TDEM, or FEMA, depending on the system, and the Contractor(s) must promptly return all files and data to TDEM or FEMA, as appropriate, once the Contract is closed or upon request by the Contract Monitor.

2.5.5 The Contractor(s) must be able to handle all actions related to subrecipient monitoring with both the recipient and the subrecipient and with FEMA and other federal and state agencies in accordance with TDEM’s policies and procedures and in compliance with all federal policies, regulations, and requirements. All communications and supporting documentation will be input into the appropriate grant management system.

2.5.6 TDEM reserves the right to suspend or place on hold the agreed upon projects assigned to the

Contractor(s) if the subrecipient has a new disaster/emergency or TDEM authorizes postponement or reassignment of projects for other reasons. Suspension of work under this

Contract will be solely at the discretion of TDEM. In the event of long-term suspension or reassignment of work under this Contract, the Contractor(s) must invoice for actual costs incurred within 30 calendar days of suspension or reassignment, subject to the fee limitations as defined in 10.2.

2.6 Qualifications Profile

Each Respondent must provide a detailed profile with its Statement of Qualifications describing how it is qualified to accomplish the Services identified in this RFQ. Through this profile, the Respondents must demonstrate extensive experience in and understanding of the nature of the work required. The Respondents must demonstrate appropriate credentials and experience regarding the services under this RFQ. The profile must include any responsibilities for TDEM.

2.6.1 Provide a narrative describing Respondent’s unique qualifications as they pertain to services in this

RFQ and why the Respondent is the best company to provide the necessary services.

2.6.2 Indicate whether services will be provided in whole, or in part, by Respondent’s firm. If certain services are to be provided by another firm, indicate your firm's business relationship (joint venture, consultant agreement, etc.) with the associated firm(s).

2.6.3 Include a brief narrative of your firm’s history, current organizational structure, including local, regional, and national offices, if applicable, and scope of services offered by your nearest company office.

2.6.4 Provide the following information:

• Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

• Details of all past or pending litigation or claims filed against your company that would affect your company's performance under a Contract with TDEM.

• Details of any conditions that would adversely affect your company’s performance under a contract with TDEM.

• Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

• Does any relationship exist by relative, business associate, capital funding agreement, or any other such kinship between your firm and any TDEM employee or officer? If so, please explain.

• A claims history under professional malpractice insurance for the past five (5) years for the

Prime Firm and any team members proposed to provide services.

2.6.5 The Statement of Qualifications should assume that the Grant Administration Activities listed in

Section 2.3 will be performed by the Contractors’ staff in the following categories.

• Partner o Directs all contract-related activities.

o Responsible for primary client communication.

o Provides overall team direction and procedural guidance.

o Subject matter expert as relates to Stafford Act and 2 CFR Part 200 compliance.

• Senior Manager o Reports directly to a Partner.

o Responsible for some program-level client and sub-grantee communication.

o Provides direction and procedural guidance for managers and supervisors in the execution of day-to-day project operations.

o Capable of independently resolving highly complex Stafford Act and 2 CFR Part 200 compliance issues.

• Manager o Responsible for some client and sub-grantee communication.

o Manages day-to-day project operations.

o Works with a team of supervisors to manage daily project workflow and resolve highly complex Stafford Act and 2 CFR Part 200 compliance issues.

o Reports to a Partner or Senior Manager.

• Supervisor o Responsible for some client or sub-grantee communication.

o Supervises grant administration staff in conducting daily procedures.

o Capable of independently resolving complex Stafford Act and 2 CFR Part 200 compliance issues.

o Reports to a manager.

• Senior Grant Administrator o Works within a grant administration team to conduct day-to-day Stafford Act and 2

CFR Part 200 compliance procedures.

o Capable of independently resolving some Stafford Act and 2 CFR Part 200 compliance issues.

o May lead a team of accounting technicians performing routine monitoring and reporting activities.

o Reports to a supervisor.

• Junior Grant Administrator o Works within a grant administration team to conduct day-to-day Stafford Act and 2

CFR Part 200 compliance procedures.

o Reports to a supervisor.

• Accounting Technician o Performs general accounting functions using established systems and procedures.

o Works within a grant administration team to conduct day-to-day Stafford Act and 2

CFR Part 200 compliance procedures.

o Responsibilities include coding and data entry.

• Administrative Assistant o Performs day-to-day support functions for a project using established systems and procedures.

o May provide direction to other administrative staff.

o Detail-oriented with excellent organizational and communication skills

2.6.6 Identify the key professionals who will be involved in providing services in the roles above, or who will carry out those duties listed. Specifically name the person who will manage the overall effort in supporting TDEM.

2.6.7 The Respondent must provide current résumés for all personnel (including those from 2.5.5 above) that will be involved in providing TDEM with services of the awarded contract. The résumés must contain at a minimum the following information:

• A full name (including full middle name).

• A five-year employment history.

• A specific description of relevant experience, education, certifications, areas of specialization and expertise, and qualifications the person has with the scope of work.

• Any additional helpful information to indicate the individual’s ability to aid the Respondent in successfully completing the required deliverables.

Staff résumés must be identical in format and presentation. Résumés must present sufficient detail to provide TDEM with a convincing indication that the personnel involved can successfully provide the services. The key personnel, as identified in the Statement of Qualifications, are considered to be essential, and no substitutions will be made without prior written consent from the TDEM

Project Manager. TDEM reserves the right, in its sole discretion, to approve each member of the team and to request substitutions.

2.6.8 If the Contractor(s) staff who possess the experience and qualifications to perform duties as listed in

Section 2.5.5, state the proposed job responsibilities and expected percentage of time the person will dedicate to this Contract:

• Partner

• Senior Manager

• Manager

• Supervisor

• Senior Grant Coordinator

• Junior Grant Coordinator

• Accounting Technician

• Administrative Assistants

2.6.9 Provide the Partner(s) current Certified Public Accountant (CPA) designation. Provide the Senior

Manager(s) current CPA or Project Management Professional (PMP) certification.

2.6.10 The Respondent must designate a person as the Contractor(s) Project Manager with whom TDEM

Project Manager or designee may communicate to arrange and coordinate the creation and delivery of deliverables throughout the contract period. The response must list the name, title, work address, cell phone, work phone, fax number, email address and any other pertinent contact information of this coordinator, as outlined in Section 10.1.5.

2.6.11 The Respondent must indicate whether it intends to use consultants or sub-consultants in rendering professional services to TDEM. If so, indicate the roles of such consultants and describe the

Respondent’s process in working with consultants and integrating them into the process of providing services.

2.6.12 Complex financial or regulatory issues related to subrecipient projects and other special projects or assignments may require increased involvement by certified professionals and consequently necessitate Partner review.

2.6.13 Based on the volume of work anticipated under this Contract, Contractor(s) may need subcontractors to assist it with accomplishing the Services identified in this RFQ. TDEM must pre-approve the use of any subcontractor(s). If any subcontractor(s) does (do) not perform to TDEM’s satisfaction, Contractor(s) will replace that (those) subcontractor(s) with a new pre-approved subcontractor(s).

2.7 Quality Assurance

2.7.1 Describe Respondent’s quality assurance program. Explain the methods used to ensure quality control during a project. Provide specific examples of how these techniques or procedures were used from any three (3) projects listed in response to Section 2.6 of this RFQ.

2.7.2 Describe Respondent’s philosophy, methodology, controls, and processes for the successful management of cost and schedule.

2.7.3 Provide any other details regarding special services, processes, advantages, or other benefits offered to TDEM by the Respondent.

2.8 References

The Respondent must provide TDEM with a signed release from the three most recent references listed in the

Statement of Qualifications authorizing a point of contact. Additional releases from clients may be supplied at the Respondent’s option.

References should be associated where services comparable in size, complexity, and/or scope have been performed in the last five (5) years. References shall include Company Name, Contact Person, Company

Address, Telephone & Fax Number, and Email Address.

TDEM reserves the right to contact the Respondent’s prior clients for references to verify the vendor’s ability to perform these services, even if such clients are not listed in the Respondent’s Statement of

Qualifications.

2.9 Required Information

The Respondent must include all the required information in its Statement of Qualifications for the Services as outlined in this RFQ. Responses without all of this information may be disqualified; however, TDEM reserves the right, in its sole discretion, to waive minor technicalities and errors in the best interest of the

State.

2.10 Federal Funding Requirements

This Contract is funded with federal grant funds, and as such, the Respondent agrees to comply with all applicable rules, regulations, and guidelines. In particular, the following laws and regulations are incorporated by reference. Additionally, any contract clauses required by 2 C.F.R. § 200.327 and the

Appendix II to Part 200 are intended to be incorporated by reference into this Contract even if the language in this Contract is worded differently than noted.

• Title 42 U.S.C. §§ 5121-5206 (Stafford Act)

• Title 44 of the CFR

• 2 CFR, Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for

Federal Awards)

2.11 Special Assignments

In addition to the grant monitoring compliance services provided under this Contract, TDEM may also require Contractor(s) to develop relevant training for and provide training to subrecipient jurisdictions as necessary, aid in the development of policy or procedural guidance documents, or perform other special services related to work performed under this contract. Such additional services will be classified as special assignment work. TDEM will pay the Contractor(s) for development and training or any other special assignments on a fixed rate basis negotiated between TDEM and the Contractor(s), but subject to final approval by TDEM. This fixed rate must include overhead, travel, and any other ancillary costs.

Any training that the Contractor(s) develops is subject to final review and approval by TDEM and TDEM reserves the right to change the training as necessary.

2.12 TDEM Records

2.12.1 Upon conclusion of the resulting contract, TDEM will own the complete files, notes, charts, and drawings related to the execution of the Services. The Contractor(s) will keep any copies that are needed for its records and future planning for renewal/extension terms.

2.12.2 Records must be labeled in a manner satisfactory to TDEM as well as organized and retained in the original format. The Contractor(s) must comply with additional instructions pertaining to TDEM records as detailed in Section 2.13, Reports and Deliverables, of this RFQ.

2.12.3 All documents written to fulfill any resulting contract will be the property of TDEM; TDEM may use, update, and distribute the documents as TDEM deems appropriate.

2.12.4 Plans developed for any resulting contract are considered confidential and proprietary and are not to be distributed to unauthorized parties.

2.12.5 In the event the Contractor(s) requires copies of any non-confidential records after conclusion of the contract or contract expiration and management transition, TDEM will furnish copies to the

Contractor(s) at the Contractor’s expense.

2.12.6 Records must be maintained in accordance with FEMA and TDEM Records Retention Schedule and all Contract requirements.

2.12.7 TDEM will…