ESBD_511335_1779151834260_Addendum 1 - RFP 2026-P13.pdf

ADDENDUM #1

RFP 2026-P13 Indigent Cremation and Burial Services

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

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

512-393-2267 ● purchasing.bids@hayscountytx.gov

May 18, 2026

Please find attached Addendum #1 to RFP 2026-P13 Indigent Cremation and Burial Services. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

• Extended Deadline:

Current Deadline: May 21, 2026, @ 10:00 AM Updated Deadline: May 27, 2026, @ 10:00 AM

• Updated Purchasing Office Address (ALL BIDS MUST BE TURNED IN OR MAILED TO THE NEW ADDRESS): 1901 Dutton Drive, Ste. E, San Marcos, TX 78666

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

Signature

Company Name Date mailto:purchasing.bids@hayscountytx.gov

Questions & Answers

Questions:

1. Could you please inform me of the projected annual volume or demand for this program?

• The number of indigent burials/cremations will vary every year. Below is the breakdown from the previous three (3) fiscal years:

i. FY 24 – 21

ii. FY 25 – 15

iii. FY 26 – 8 (October 2025 to date)

2. Is this a rebid? If so, is it because no entries were received previously? As a general rule we do not bid on business that requires hard copy printouts. Print and mail or delivery services are an unneeded cost when the contractors are required to deliver electronic copies as well.

• Yes, this is being rebid, as no submissions were received from the previous solicitation.

• Submission requirements can be electronic with a hard copy, or you can provide a hard copy with a thumb drive. This is what works best for the County’s Needs.

3. May a respondent serve as prime contractor while using a licensed Texas funeral home, crematory, cemetery, or transport provider as a subcontractor to perform portions of the scope of work?

• Yes, a Prime Contractor can submit a proposal with the list of licensed funeral homes, crematory, or transport provider that you will be utilizing.

• If this is the process you intend to follow, then your proposal should identify the process in which you plan to coordinate to make sure the scope of services in the solicitation are met.

4. If subcontractors are allowed, may the subcontractor’s licenses, funeral director credentials, transport vehicles, on-site cooler, and relevant experience be used to satisfy the minimum qualifications, or must those qualifications be held directly by the prime respondent?

• Yes, but it needs to be identified that is your plan.

5. Does Hays County require prior written approval of named subcontractors at the time of award, or is identifying subcontractors and their responsibilities in the proposal sufficient for evaluation?

• If you have already coordinated with certain subcontractors, then list them, if not then they do not need to be submitted at time. Prior to contract execution you will need to have identified the subcontractors you intend to use.

6. Is the County open to awarding primary and standby contracts to multiple providers by service category or geographic coverage?

• Yes, that is the intent.

7. Is there an estimated annual number of cremation, burial, disinterment, re-interment, and grave marker requests from prior years?

• See question 1.

8. Does the County have existing cemetery plot arrangements, or is the contractor expected to secure plots as part of the all-inclusive burial price?

• Yes, the County already has a cemetery and will assign the plot number as services are requested.

• Hays County Cemetery: 5150 S. Old Bastrop Highway, San Marcos, TX

9. For family-requested disinterments and re-interments, should pricing be listed for informational purposes only since the RFP states Hays County does not pay for family-requested exhumations?

• No, if a family requests these then the awarded Contractor will work directly with the family, and not under the purview of this contract.

10. Are respondents required to have a funeral establishment located within Hays County, or is a facility within the 30-mile service radius acceptable?

• It is preferred that the establishment be located within Hyas County, but a 10-mile radius outside the County line will be acceptable.

11. Are subcontractors required to provide certificates of insurance in addition to the prime contractor’s insurance?

• The Prime Contractor is who the contract will be through and the insurance requirements in the solicitation apply to the awarded Contractors. If the Prime Contractor hires sub-contractors, you are liable for them whether they carry insurance or not.

12. Does the County require the prime contractor to carry all listed insurance coverages even when transportation and funeral services are performed by licensed subcontractors?

• Yes, as the contract is with you and not the subcontractors.

13. Is there a required response time after written authorization to pick up remains?

• 72 Hours once notified.

14. Is there a preferred format for the disaster/contingency plan?

• There is no preferred format for the plan.