ESBD_519324_1781185836687_Addendum NO. 2 - RFP NO. 26-17 Disaster Recovery Consulting Services.pdf

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ADDENDUM #2

Title Bid Number Closing Date Issued Date

Disaster Recovery Consulting

Services

26-17

June 18, 2026, at 2:00 P.M.

Central Standard Time

June 11, 2026

TO ALL PROSPECTIVE BIDDERS:

The information contained in this Addendum supersedes information contained in the Contract Documents to the extent indicated. All information contained in the Contract Documents remain in full force and effect unless specifically modified herein. All Respondents shall acknowledge the receipt of the Addendum in the space provided on this Addendum Form and submit this form with your bid packet. Failure to do so will result in Respondent disqualification.

The attention of all prospective Respondents is directed to the following modifications for the above referenced project.

Questions and Answers Question No. 1: Would the city be agreeable that the final Certificate of Insurance be issued on a final contract?

Answer: Yes. The City will accept the Certificate of Insurance after contract award and prior to contract execution. However, proposers must provide proof of insurability with their proposal, such as a letter from their insurance carrier or licensed insurance agent confirming their ability to obtain and maintain the insurance coverage required by the solicitation.

Question No. 2: On page 5, the RFP states "Respondents must submit five (4) copies, one (1) unbound original and one (1) searchable PDF copy on a USB drive." Can the City please clarify if five or four copies are to be submitted?

Answer: The City hereby clarifies that respondents shall submit one (1) original proposal, four (4) copies, and one (1) searchable PDF copy on a USB drive. The discrepancy in the number of required copies was due to a typographical error in the solicitation.

Question No. 3: The RFP states that fully burdened hourly rates should include wages, overhead, administrative costs, and other associated costs necessary to perform the services, while also requiring profit to be clearly identified and negotiated as a separate element of the total solicitation price. Should the hourly rates submitted in the Price Chart include profit, or should the rates be presented exclusive of profit, with profit identified separately through the Profit Certification?

Answer: The hourly rates submitted in the Price Chart should exclude profit. Respondents should include all direct and indirect costs necessary to perform the services, including labor, overhead, administrative expenses, and other associated costs, but should not include profit in the hourly rates. Profit shall be identified separately in the Profit Certification and will be subject to negotiation in accordance with applicable federal requirements and the terms of the solicitation.

City of Huntsville

448 State Highway 75 N

Huntsville, TX 77320

Lucy Gonzalez, CTCM, CTCD

Procurement Manager

Telephone: (936) 291-5495

Email: purchasing@huntsvilletx.gov mailto:purchasing@huntsvilletx.gov

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Question No. 4: If profit is to be negotiated separately, will the City apply the proposed profit percentage to each task order, to direct labor only, or to the total task order value, including subcontractors, travel, materials, and other reimbursable costs?

Answer: The City intends to negotiate and establish the profit methodology as part of the contract award process. The negotiated profit approach will be incorporated into the resulting contract and applied to task orders in accordance with the contract terms and applicable federal requirements. Respondents should provide the requested profit information in their proposals; however, the City is not establishing through this solicitation that profit will be applied to all cost elements, including subcontractors, travel, materials, or other reimbursable expenses.

Question No. 5: The Price Chart appears to list “Compliance Specialist” twice. Should respondents use one of these rows for a different proposed labor category, or should both rows remain labeled as

Compliance Specialist?

Answer: The duplicate reference to "Compliance Specialist" in the Price Chart was included in error. A revised Price Chart will be issued with the duplicate labor category removed. Respondents should submit pricing using the revised form.

Question No. 6: Does the City anticipate awarding a contract to a single consultant or to multiple consultants under RFP 26-17?

Answer: The City currently anticipates awarding a contract to a single consultant. However, the City reserves the right to make multiple awards if it is determined to be in the City's best interest.

Question No. 7: Can the City confirm whether it currently has any active FEMA Public Assistance, Hazard Mitigation, BRIC, or other disaster recovery grant projects that may require support under this contract?

Answer: Yes. The City currently has active FEMA-funded projects and may pursue additional FEMA

Public Assistance, Hazard Mitigation, BRIC, and other disaster recovery funding opportunities during the term of the contract. The specific scope, timing, and funding sources of future projects cannot be guaranteed and will depend on disaster declarations, funding availability, project eligibility, and the City's needs.

Question No. 8: The price chart provided in the RFP includes 9 job title classifications. Will the City be providing any clarification regarding the qualifications required for these positions or responsibilities of these positions so that pricing across all respondents can be based upon an equal understanding of expectations?

Answer: The labor categories included in the Price Chart are intended to represent typical positions utilized in the performance of FEMA Public Assistance and related disaster recovery consulting services.

The City is not prescribing specific minimum qualifications or duties for each category. Respondents should base their pricing on personnel qualifications and responsibilities that are customary within the industry and appropriate for the services described in the RFP.

Question No. 9: The RFQ states that the City reserves the right to negotiate labor categories and rates.

Does the City expect that this negotiation will occur before or after scoring of the proposals?

Answer: The City anticipates evaluating and scoring proposals in accordance with the evaluation criteria set forth in the RFP. Following the initial evaluation, the City may, at its sole discretion, conduct interviews, request clarifications, or request additional information from one or more respondents. If interviews are conducted, the City may revise evaluation scores based on information obtained during that process.

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Upon completion of the evaluation process, the City intends to enter negotiations with the highest-ranked respondent. If the City is unable to successfully negotiate a contract that is determined to be fair, reasonable, and in the best interest of the City, the City reserves the right to terminate negotiations and enter negotiations with the next highest-ranked respondent, and so forth, until a mutually acceptable agreement is reached or all proposals are rejected.

Question No. 10: The RFP states that respondents are allowed to propose additional job titles beyond what is shown on the pricing sheet. Since this could lead to a broad range of responses, does the City have a method to evaluate cost equally across all respondents? Job titles alone are not always indicative of qualifications and responsibilities of each position, and may vary between firms. In RFPs issued by other agencies, we have seen an estimated level of effort for a disaster response listed for pricing where the RFP provides classifications and hours and the respondents provide rates to calculate a total price to make cost evaluation equal. Will the City consider a similar format in this case?

Answer: The City does not intend to revise the pricing format at this time. The labor categories included in the Price Chart are intended to provide a common basis for pricing and evaluation. Respondents may propose additional labor categories if they believe such categories are necessary to perform the services contemplated under this RFP; however, the City's evaluation will be based on the pricing information submitted in accordance with the requirements of the solicitation, together with the respondent's qualifications, experience, proposed approach, and other evaluation factors identified in the RFP.

The City recognizes that labor classifications and staffing structures may vary among firms. Accordingly, proposed labor categories, qualifications, and rates will be evaluated in the context of the overall proposal and the respondent's demonstrated ability to provide the required services. The City does not intend to establish estimated hours, level-of-effort assumptions, or a standardized disaster scenario for pricing purposes under this solicitation.

Question No. 11: The RFP states that the initial term of this solicitation will end in September 30, 2026.

Based on the schedule of events listed in the RFP, award for this contract is expected in July 2026. Will the initial term of this contract only last approximately 2-3 months? Would the City consider extending the initial term to September 30 2027 or a year from initial award?

Answer: Yes, the City intends to revise the contract term so that the initial term expires on September 30, 2027. The City's fiscal year runs from October 1 through September 30, and we strive to align our contracts with the fiscal year for consistency in budgeting, renewals, and contract administration.

TERM OF SOLICITATION

The term of this solicitation shall be from: Award through September 30, 2027. This Solicitation will have four (4) one

(1) year renewal options as follows:

Option Year 1: October 1, 2027 through September 30, 2028 Option Year 2: October 1, 2028 through September 30, 2029 Option Year 3: October 1, 2029 through September 30, 2030 Option Year 4: October 1, 2030 through September 30, 2031

This solicitation may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions shall be at the same terms and conditions, plus any written approved changes.

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PRICE CHART

Provide fully burdened hourly rates for each labor category listed below. These rates should include all wages, overhead, administrative costs, and other associated costs necessary to perform the services described in the Scope of Work.

• Respondents may add additional job titles if needed to reflect the structure of their proposed team.

• If multiple individuals fall under the same title with different rates (e.g., based on experience), indicate the range or list each separately.

• Profit must be clearly identified and negotiated as a separate element of the total solicitation price. To comply with

FEMA and federal procurement requirements, respondents must disclose and certify the profit percentage proposed as part of their submission.

Note: The City reserves the right to negotiate labor categories and rates.

Job Title Hourly Rate Overtime Rate

(if applicable)

Comments/Notes

Project Manager

Grant Administrator $ $

Financial Analyst $ $

Compliance Specialist $ $

Field Inspector / Assessor $ $

Public Assistance

Specialist

Mitigation Specialist $ $

Administrative Support $ $

Profit Certification:

• Proposed Profit Percentage: ______%

Please include signed copy of Addendum with submitted Solicitation Packet.

Responder Name: ____________________________________________________________________

Address: ___________________________________________________________________________

Telephone Number: ________________________ ________________________________

Printed Name of Contact

Fax Number: _____________________________

Email Address: ____________________________ ________________________________

Authorized Signature