ESBD_488352_1771603177063_Addendum 2 - RFP 2026-P09.pdf

ADDENDUM #2

RFP 2026-P09 Public Engagement Facilitation Services Pool

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

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

512-393-2267 ● purchasing@hayscountytx.gov

February 20, 2026

Please find attached Addendum #2 to RFP 2026-P09 Public Engagement Facilitation Services Pool. All questions were answered by Hays County staff.

Attached to Addendum 2:

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

ADDENDUM #2

Questions & Answers

Questions:

1. The Addendum notes the last Strategic Plan was completed in 2010. Who performed the 2010

Strategic Plan, and is there currently a vendor under contract providing general public engagement services to the County?

• The scenario provided is hypothetical so that the County can compare prices apples-to-apples.

2. Has the County attempted a Strategic Plan update since 2010 that was stalled or rejected?

• See Question 1.

3. Regarding the "Scenario" project: Will the selected consultant report directly to the County Administrator, or will the engagement plan require approval by the full Commissioners Court before implementation?

• See Question 1.

• Per the solicitation (A. Introduction. Second paragraph) As individual projects requiring public engagement facilitation services are developed, Hays County Department Directors, the County Administrator, or Elected Officials, or the Commissioners Court, will choose from this pool of pre-qualified 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. 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.

4. The Scope mentions engaging "diverse and underrepresented communities" and those who "speak limited English". Does the County typically rely on the consultant to recruit participants for these demographics, or does the County possess existing contact lists/CBO relationships?

• The awarded firms will need to have staff members to provide these services if needed.

5. Does the highest-ranked firm in the Pool automatically get awarded the "Strategic Plan" project described in the Scenario, or is the Scenario strictly hypothetical for pricing comparison?

• See Questions 1 & 3.

6. The Scenario links the engagement to the "FY 2027 Budget Process". When does the County legally require the FY 2027 budget to be finalized?

• See Questions 1 & 3.

7. Does Hays County currently subscribe to a digital engagement platform (e.g., Bang the Table, PublicInput, Polco), or must the Consultant include the licensing/subscription costs for such a platform in the "Total Cost" of the Scenario?

• No, we do not.

• If your firm is selected to do a project and requires a subscription that you are going to pass onto the County, then yes you would need to include it in your sample pricing.

8. The Scenario requires the consultant to "facilitate a maximum of (10) ten stakeholder meetings" and "present at (10) ten related public hearings". Are these 20 distinct events?

• See Questions 1 & 3.

9. Is there a budgeted "Not-to-Exceed" amount for the Strategic Plan project referenced in the Scenario?

• See Questions 1 & 3.

10. The RFP mentions reimbursable expenses generally, but for the "Scenario" pricing, should travel, printing of the 10 copies, and facility rental fees be included in the lump sum "Total Cost," or will those be treated as pass-through expenses?

• If the pricing structure is telling you specifically what is needed, then you should include those services in your total cost.

11. Will the successful completion of the "Strategic Plan" engagement preclude the firm from bidding on the subsequent development or writing of the Strategic Plan itself?

• See Questions 1 & 3.

12. How will the County weigh the "Proposed Project Scenario" price (15 points) versus the hourly rates?

• The proposed fee schedule altogether will be used to evaluate vendor pricing. This includes the hourly rate, as well as what your proposed pricing for an event/project similar to the hypothetical provided would be.

13. Would resumes included in an appendix and exceptions to the contract, if any, count towards the page limit?

• Resumes that are necessary for your proposals can be included in the appendix, and they will not count towards the page limit.

14. As this is a proposal and a contract has not yet been awarded, does the County require the whole list of forms listed under “Required Forms by Hays County in Order to Execute a Contract” to be submitted with the proposal?

• Those forms are not required to be deemed responsive, but the County prefers they be submitted with your proposal.

15. The link provided for the Certificate of Interested Parties in the RFP goes to an error page. If this is required with the proposal, can the City provide a working link for this form?

• The Form 1295 is only required in order to execute a contract with a vendor, but if you would still like to submit it with your proposal, the form can be found on the Texas Ethics Commission webpage, or by searching Form 1295.

16. Page 3 references that hard copy proposals are due “Within 24 hours” of proposal due date (of 5PM on February 26). Does that mean that proposals received at 430PM on February 25th (or earlier) would be disqualified? Alternatively, does this just mean that the hardcopy may FOLLOW the on time delivery of an electronic copy as long as it is received by 5PM on February 26th as might be interpreted on page 10?

• Proposals are due at 10:00 AM on February 26, not 5:00 PM. If you choose to submit electronically through BidNet Direct, then your hard copy would be due in the purchasing office Friday, February 27 by 10:00 AM (24 hours).

• Electronic proposals MUST be submitted before the due date. Hard copies will be accepted up to 24 hours after the deadline for companies that have already submitted online.

• Hard copy submissions with flash drives must be received in the Purchasing Office before the due date and time.

17. Several questions with regard to Page 13 which indicates “Funds for payment on this Contract have been provided through the County budget approved by Commissioners Court for this fiscal year only.”

• What is the exact amount that has been approved by the Commissioners Court for FY2026 and does it exist for a designated purpose or project? When does that funding expire?

• See Questions 1 & 3.

• Has the County received grant monies from federal or state sources which may be used for facilitation services in the remainder of the fiscal year?

• See Questions 1 & 3.

• Will the “pool” be maintained for 2027 and beyond as the County allocates additional funding in future budgets? Will the pool be phased out at any point in time?

• Per Section II. Summary of the solicitation documents (pg. 4), the initial term is one year, with an annual opening and review of the pool.

• During the annual opening and review this is an opportunity for new companies to submit proposals and current firms in the pool to provide any updates is needed. During the pool reopening, companies can be added and removed from the pool dependent on their evaluation score.

• Will the pool of Public Engagement Facilitators be the only source for talent used by the County or may other RFP’s be let for facilitation services on a project specific basis?

• The Public Engagement Facilitation Pool is being established so the County does not have to issue solicitations for each individual project. Firms will be selected from the pool on an as needed basis.

18. Would you be willing to share thoughts (or even content) on what would be viewed as the standard set for the content of a Quality Assurance Plan for Facilitation Services? Perhaps even examples of QAP’s for other analogous services purchased by the County? Do they address relationships? Publications? Other?

• Your firm’s Quality Assurance Plan is whatever process and steps you take to ensure the project you are contracted to accomplish is being met 100% to your customer’s satisfaction and per the scope of work outlined in the contract.

19. Is there a projected period of performance? Would the work take place in 2026, 2027, or beyond?

• See Question 3.

• Depending on the projects that arise and the length of time needed, that would determine the duration of the project and contract.

20. What would be the period of performance (no. of months) to facilitate a maximum of (10) ten stakeholder meetings and opportunities for public input (as outlined in the scenario)?

• See Questions 1 & 3.

• If an actual project is identified requiring public engagement services and a firm is selected from the pool, the details of what is expected would be worked out during contract negotiations.

21. Would the stakeholder meetings take place in-person and/or virtually?

• See Questions 1, 3, & 20.

22. Would the scenario pertain to a strategic plan for all of the county’s services or specific ones?

• See Questions 1 & 3.

23. Where and when will responses to these questions be posted?

• Per Section II. Summary (pg 4) #9, each clarification, supplement, or addenda to this solicitation, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites.