ESBD_525111_1781816818438_C2360-26-021 Addendum 1.pdf

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WALKER COUNTY PURCHASING DEPARTMENT

bids@co.walker.tx.us * (936) 436-4934 * www.co.walker.tx.us

ADDENUDuM #1. 6/18/26

RFP C2360.26-021 CONTRACT ADMII{ISTRATOR FOR USDA U.S. FOREST SERVICE

COOPERATIVE AGREEMENT PROJECT

BID CLOSING DATE: JUNE 24, 2026 AT 9:00 C.T.

VENDOR UESTI S

RFP#: c2360-26-ll2r coNTRAcrADMtiltsrRAToR FoR usDA u.s. FoREsr sERvtcE

COOPERATIVE AGREEMENT PROJECT

2. What is the anticipated timeline for construction?

Answer: Refer to Section H. Term of Contract.

Page '1 of 6 l Will the conkact administrator be responsible for Davis-Bacon compliance if he implementation work is contracted out?

Answer: The Conlract Adminiskator is responsible forcompliance monitoring and agreement adminiskation.

Davis-Bacon compliance for construction contracts would typically be the responsibility of the mnstruction contractor and the entity administering the mnstruction mntract. The Contract Administrator should ensure required federal compliance documentation is maintained and reported.

3. ls force account the primary method for the construction to be completed?

Answer: Force account primarily will be used for asphalt section of roadway. Drainage structures and concrete paving will be mntracted out

4 Force account documentation in compliance with 2 CFR 200 requires records for use of county owned equipment at established hourly rates, procurement procedures for materials and equipment rentals, as well as timesheeb with approved hourly compensation and benefits documentation. lf force account is used, will the mntractor adminishator provide any services to ensure mmpliance?

Answer: The Contract Administrator is responsible for moniloring compliance, mainlaining documenlalion, reimbursement supporl, and audit readiness. This would include ensuring force accounl documentation is maintained if force account activities are utilized.

5. To what extent is the Conlract Administrator expected to provide guidance and recommendations regarding 2 CFR Part 200 compliance, procurement requirements, and audit readiness?

Answer: The Contract Administrator is expected to assisl the Walker County purchasing Department in soliciting goods and services necessary to meet federal requirements, to monitor mmpliance, maintain audit-ready records, and to ensure that the procurement is compliant with federally funded projects. Retain files and documentation, for reporting requirements to satisfy, and support the reimbursement process and agreement closeout.

6. Does the County procure materials and rental equipment in mmpliance with 2 CFR 200 requirements?

Answer: Walker County intends to comply with all applicable federal procurement requirements. Any procurement mnducted under the cooperative agreement must mmply with applicable federal requirements.

8. Will any easemenb be required for the project?

Answer: All work will be mntained in the existing ROW

7 ls this procurement process in compliance with 2 CFR 200 for the separation of professional services requiring a license and grant management services trat do not require a license?

Answer: This solicitation is consistent with the applicable procurement requiremenb goveming the services being procurcd. This solicitation is for Contract Administrator services. This contract administrator may assist in procuring engineering, architectural, or other licensed professional services. The Conlract Administrator,s responsibilities include, but not limited to, agreement administration, document control, reimbursement coordination, compliance monitoring, and interagency coordination. Offerors are responsible for determining their own compliance with all applicable federal, state, and local requirements.

9 Are any environmental review, permitting, or regulatory coordination activities expected of the contract Administrator, or will/have those activities been already jerformed by others?

Answer: No The solicitation specifically states the Contract Administrator does not perform engineering design, construction inspection, or technical determinations. Environmental review and permitting activities would typically be handled by the engineering firm or other designated parties.

1 1. ls the engineering firm responsible for Davis-Bacon compliance?

Answer: The engineering firm is responsible for its contracted services. Construction contractors are generally responsible forcompliance with Davis-Bacon laborstandards when applicable. There is no cunent conlract for engineering services.

12 ls the county going to handre invoicing, or wifl that be the contract administrator?

Answer: The Contract Adminishator will be responsible for mordinating the preparation and submission of reimbursement invoices to the USDA Forest Service, including ensuring supporting documentation is complete and compliant with agreement requiremenls. walker county retains financial accountability under the Cooperative Agreement and will review and approve reimbursement requests prior to submission, as applicable. See Section C. Contract Adminishator,s Responsibilities; Number 2.

l0 How much funding will be available for contract administration, and what will be the source of the funds?

Answer: source of funds will be the contract 25-Ro-1 1o813oo421United states Forest service (USFS) The estimated amount for adminishation is $700,000.

13. Has all mnstruction work already been procured? lf not, who will be responsible for procurement?

Answer: No, the construction work has not been procured. walker county will be responsible for the procurement of the goods and services through our purchasing Department.

Engineering firm has not been selected at this time. Walker County's intent is for the awarded conhact administrator to work with the county's Purchasing Deparfinent in soliciting an engineering firm for the project.

Engineering solicitation would contain he responsibilities of lhe engineers to include but not limited to bid documents, plans, scope of work, inspections, drawings, etc. Administrator would rrrork with the county Purchasing Department for the remaining solicitation(s) and their requirements needed for project completion.

14. What is the total project budget and remaining funding balance?

Answer:

15. What phase is the project currenfly in, and whal major milestones remain?

Answer: Walker County is in the initial phase of pgect. A solicitation has currenfly been issued for a Contract Administrator. The project is cunently under an active signed mntracl under the USDA Forest Service Cooperative Agreement. Remaining milestones include ongoing agreement adminishation, reimbursement management, project implementation, closeout, and final audit. The agreement expiration date referenced is luly 27 ,2027 , with anticipated project completion by July 2028.

16. What level of effort (hours/month) does the County anticipate?

Answer: There have been no calculations on the administrative side. 0n the mnstruction side (force labor and Euipment), munty will work 40+ hours per week until munty prtion is complele depending on wealher.

17. What percentage of work must be performed onsite versus remotely?

Answer: All construction will be onsite. Conhact Administrator will perform their duties from normal work location. Contract Adminishator may be required to attend meetings in person at local county offices as needed to support project coordination, reporting, monitoring and other conlracl related activities.

'18. What specific deliverables and reporting requirements are expected from the mnkact administrator?

Answer: lnclude but nol limited to:

. Administration of the USDA Forest service cooperailve Agreement (FS Agreement No. 25-RO- 11081300421).

. Monitoring agreemenl timelines, funding limib, and mmpliance requirements.. Preparation, coordination, and submission of reimbunsement invoices and supporting documentation.

' Maintenance and access to electronic centralized pro,ect records, including conespondence, financial documentalion, amendments, and supporting files.

. Tracking expenditures against the approved Financial plan Matrix.

. coordination and documentation of communications among walker county, Monlgomery county, the U.S. Forest Service, and the Engineering Firm.

The total pmject budgetforthis project is $12,017,400.i0. No funds have been expended yet.

' Preparation and coordination of agreement modification requests, when necessary.

' Documentation supporting mmpriance wirh federar agreement requirements, procurement requirements, and reimbursement standards.

. Mainlenance of audit-ready records throughout the project lifecycle.

' Administrative closeout of the cooperative agreement, including final documentation, reconciliation support, and closeout reporting.

The frequency and format of reporting will be coordinated with walker county and the U.S. Forest Service as required by the Cooperative Agreement and project needs.

See Section C. Conhact Administrato/s Responsibilities

20. The RFP appears to contemplate the procurement of both engineering services and granupro.iect management services under a single solicitation and/or contract. Walker County is respectfully requested to clarify whether it intends to:

a Procure engineering services and granUproject management services under separate contracts; or

b. Award both scopes of work to a single firm orteam.

We note that federal procurement standards contained in 2 CFR Part 200, including the requirements related to organizational conflicts of interest and contractor oversight, generally contemplate maintaining appropriate separation belween project design, engineering, construction oversight, and grant administration functions necessary to ensure independent review and compliance. Accordingly, please clarify whether Walker County has determined that the combined procuremenl structure complies with applicable federal requirements and whether proposens may submit qualiflcations for only lhe granVproject management portion of the work without providing engineering services.

Answer: The solicitation is solely for Conhact Administration services. Engineering services are separate and are identified in the RFP as being performed by the engineering firm. Proposers may submir qualifications for the Conhact Administration services described in the solicitation. The Contract Administrator does not perform engineering services.

'19. Are there any exisling mmpliance issues, audit findings, or reimbursement challenges that the consultant will be expecled to address?

Answer: None are identilied in lhe solicitation.

21. While reviewing the solicitation documents, we noted the provision stating that artificial intelligence may not be used in the performance of the contract without prior written consent of the county.

To ensure compliance with the solicitation requirements, could you please clarify whether this provision would prohibit the use of intemally mntrolled technology tools utilized solely for administrative support functions such as document organization, drafting assistance, quality{ontrol review, or data management when all final work products remain subject to human review and approval?

Answer: Number 34 is to be redacted from the Walker County Affirmations.

22. The solicitation gives two different submission instructions. One section requests four (4) copies plus an original and a thumb drive; anolher requests one (1) original and one (1)copy plus a USB drive. For a proposal submitted by email to tris address, can you mnfirm that a single pDF with no physical copies or thumb drive is sufiicient?

Answer: Yes there are two different submission instructions. lf you are emailing in your submission then there is only thal ones electronic submission, a USB drive is not required. lf you are mailing in your submission we ask forfour (4) mpies plus an original and a thumb drive.

23. Will the County share its independent cost estimate or a budget range for this engagement, or should proposerc price solely against the Scope of Work?

Answer: Refer to Answers to Question 10 and 14.

Laura Buccafumi, CTCD, CTCM Walker County, lnterim ingAgent wr-(a7(fu- Signature

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