ESBD_532923_1782829835909_26-34 SPEC RFP-CDBG-MIT - sect 3 FORM.pdf

Montgomery County Specification Download Acknowledgement

REQUEST FOR PROPOSALS

DEBRIS MONITORING Project #26-34

SPECS FOR SAN JACINTO WATERSHED AND TRIBUTARY BARRIER FLOOD

MITIGATION FOR STEWART CREEK, LAKE CREEK, AND

EAST COUNTY PROJECTS FOR EMERGENCY MANAGEMENT

VENDORS MUST IMMEDIATELY RETURN THIS FORM BY EMAIL: purchasing@mctx.org

Vendor Responsibilities o Vendors must download and complete any addenda o Vendors must submit responses in accordance with requirements stated on cover of document o Vendor must submit 1295 form with Bid/Proposal

Detailed information regarding 1295 can be found under item 32 in the attached Terms and Conditions.

Texas Ethics Commission website for 1295:

https://www.ethics.state.tx.us/filinginfo/1295/

For completing the 1295:

Contract ID: 5781 Description: Project #26-34

Montgomery County will not be responsible for inaccurate or incomplete specifications and/or addenda pertaining to any bid/proposal that is received electronically.

Legal Name of Contracting Company

Contact Person

Complete Mailing Address

Telephone Number Email Address

Signature Date mailto:purchasing@mctx.org https://www.ethics.state.tx.us/filinginfo/1295/

TABLE OF CONTENTS

REQUEST FOR PROPOSALS (RFP) PACKAGE CHECK LIST

RFP DEBRIS MONITORING

HOUSING URBAN DEVELOPMENT (SECTION 3) CONTRACTING POLICY & PROCEDURES ...19

CERTIFICATION OF NONSEGREGATED FACILITIES

THE APPLICABLE LAWS AND REGULATION

RESIDENCE CERTIFICATION

NON-COLLUSION AFFIDAVIT AND DEBARMENT CERTIFICATION

MONTGOMERY COUNTY GENERAL TERMS AND CONDITIONS

REFERENCES

VENDOR FORMS

EXHIBIT A - SECTION 3 PLAN GUIDELINES

EXHIBIT B – PRICING

COMPANY NAME

RFP PACKAGE CHECK LIST

Only items marked with an “X” are applicable to this RFP.

Respondents should review the package thoroughly.

If additional information is needed, contact Montgomery County Purchasing Dept. at 936-539-7980.

Respondent must check each task as it is completed.

Include this form with the appropriate response documents.

Required Required

X

PROPOSAL FORMS

Must be completed and signed in ink. Failure to do so may cause Proposal to be rejected.

X Israel Boycott Statement

X Notice of Section 3 Requirements X Conflict of Interest Questionnaire (CIQ)

X Certification for Business Concerns X Antitrust Certification Statement

X HUD Section 3 Strategy Plan X Child Support Certification

X Section 3 Awareness Questionnaire X Felony Conviction Notification

X Residence Certification X Acknowledgment

X Non-Collusion Affidavit and Debarment Certification X Disclosure of Interested Parties (Form 1295) (if applicable)

X Certification Regarding Lobbying (pg.51)

X References X Ethics Training* completed and Certificate of Completion included with proposal response

*click on link to complete training

X Vendor Information Form X

GENERAL REQUIREMENTS AND

TERMS Respondent should be familiar with all General Requirements and Terms

X W-9 Submittal

BID BOND REQUIREMENTS

This Bond applies to certain Bids as stated in Montgomery County Terms and Conditions.

X Bidder/Offeror Self Certification

X

SUBMITTING PROCEDURE

Company Name Project Number Opening Date Project Title

X Disclosure of Lobbying Activities

X Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts

AFTER AWARD IS MADE, THE FOLLOWING DOCUMENTS MUST BE PROVIDED

Check if you are prepared to provide these after award, as required.

Required Required

TEST REPORTS SAFETY DATA SHEETS

PERFORMANCE BOND

REQUIREMENTS This Bond applies to bids that exceed $100,000 as stated in the Montgomery County Terms and Conditions.

PAYMENT BOND REQUIREMENTS

This Bond applies to bids that exceed $25,000 as stated in the Montgomery County Terms and Conditions.

INSURANCE INFORMATION

Required Required

X

WORKERS’ COMPENSATION

Check if you are prepared to provide this after award, as required, if applicable.

X

ACTIVE VENDOR

Check here only if your company has conducted business with Montgomery County within the past year; AND all current insurance certificates are on file at this time.

X PROFESSIONAL LIABILITY

Check if you are prepared to provide this after award, as required, if applicable.

It is the Respondent’s responsibility to be thoroughly familiar with all Requirements and Specifications.

Project 26-34 Debris Monitoring https://www.mctx.org/departments/departments_d_-_f/ethics_commission/online_training.php

MONTGOMERY COUNTY

REQUEST FOR PROPOSAL

FOR

Debris Monitoring for San Jacinto Watershed and Tributary Barrier

Flood Mitigation for Stewart Creek, Lake Creek, and East County Projects

Montgomery County (County) seeks qualified firms (Respondent) who can provide Debris Monitoring for San Jacinto Watershed and Tributary Barrier Flood Mitigation for Stewart Creek, Lake Creek, and East County Projects for Montgomery County Emergency Management in accordance with the terms, conditions and requirements set forth in this Request for Proposals. Project is funded by the U.S. Department of Housing and Urban Development (“HUD”) Community Development Block Grant Mitigation (“CDBG-MIT”) Program award number B-18-DP-48-0002, Texas General Land Office (“GLO”) contract no. 24-065-164-F079. Debris Monitoring Services must be performed in compliance with the HUD, FEMA and guidelines issued by the

GLO.

1. PROPOSAL CONTACT

This RFP is issued by the County Purchasing Agent on behalf of Montgomery County, Texas. Thus, responses should be directed to the Purchasing Agent as outlined below. Respondents are specifically directed NOT to contact any County personnel for meetings, conferences or technical discussions that are related to this RFP other than specified herein. Unauthorized contact of any County personnel will likely be cause for rejection of the Respondent’s proposal. All communications regarding the RFP shall be directed to the County’s Proposal Contact. Communications with the Proposal Contact is permitted via email, facsimile or written correspondence.

PROPOSAL CONTACT:

Susan Lamendola, CPPB, NIGP-CPP Procurement Project Manager Local & Federal Contracts Re: Project# 26-34 501 N. Thompson, Suite 405 Conroe, TX 77301 Susan.Lamendola@mctx.org

2. SUBMISSION REQUIREMENTS

2.1. Questions concerning this RFP must be submitted in writing to Susan Lamendola, CPPB, NIGP-CPP, 501 N. Thompson, Suite 405, Conroe, Texas 77301, Susan.Lamendola@mctx.org. Responses to questions will be issued in writing only, verbal questions and responses will not be considered. Deadline for submission of questions and/or clarification is Friday, July 10, 2026 at 2:00 p.m. (CST) Requests received after the deadline will not be responded to due to the time constraints of this Proposal process.

2.2. To facilitate evaluation of proposals, one (1) original and one (1) electronic response on flash drive.

Flash drive must contain only one (1) file in PDF format and must match the original and copies of the response identically. Failure to provide proper electronic response may be cause for disqualification.

Project 26-34 Debris Monitoring mailto:Susan.Lamendola@mctx.org mailto:Susan.Lamendola@mctx.org

2.3. Confidential information is to be placed in a separate envelope denoted as “confidential”.

2.4. Proposal shall be submitted to the address shown below. Proposal shall be signed in ink, by a person having the authority to bind the firm in a contract.

Montgomery County Purchasing Agent’s Office

501 N. Thompson St., Suite 405 Conroe, TX 77301

Project Number: 26-34 For:

Debris Monitoring for San Jacinto Watershed and Tributary Barrier Flood Mitigation for Stewart Creek, Lake Creek, and East County Projects for Emergency Management

2.5. Respondents may submit their proposal any time prior to the Opening Date and time. The Respondents name and address as well as a distinct reference to the Project Number above shall be marked clearly on the submission. All proposals are time-stamped upon receipt and are securely kept, unopened, until the Opening Date. No responsibility will attach to the County, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified.

No oral, telegraphic, telephonic, or facsimile proposals will be considered.

2.6. Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the proposal contact. Any alteration made prior to opening date and time shall be initialed by the signer of the proposal, guaranteeing authenticity.

2.7. Proposals time-stamped after the due date and time will not be considered and will be returned to the Vendor unopened. Regardless of the method used for delivery, respondents shall be wholly responsible for the timely delivery of submitted proposals.

2.8. The Respondents name and address shall be clearly marked on all copies of the proposal.

3. TENTATIVE SCHEDULE OF EVENTS

3.1. Release of RFP: Tuesday, June 30, 2026

3.2. Deadline for Questions: Friday, July 10, 2026 by 2:00 p.m.

3.3. Submission Due Date: Wednesday, July 22, 2026 by 2:00 p.m.

4. PROPRIETARY INFORMATION

4.1. If a proposal response includes any proprietary data or information that the respondent does not want disclosed to the public, such data or information must be clearly identified on every page on which it is found. Data or information so identified will be used by Montgomery County officials and representative solely for the purpose of evaluating proposals and conducting contract negotiations.

Project 26-34 Debris Monitoring

5. INCURRED COSTS

5.1. Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the County to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, for providing additional information when requested by the County or for participating in any selection interviews, including discovery (pre-contract negotiations) and contract negotiations.

6. ACCEPTANCE

6.1. Submission of any Proposal indicates a Respondents’ acceptance of the conditions contained in this Proposal unless clearly and specifically noted otherwise in their proposal.

6.2. Furthermore, the County is not bound to accept a proposal on the basis of lowest price, and further, the County has the sole discretion and reserves the right to cancel this Proposal, to reject any and all Proposals, to waive any and all informalities and or irregularities, or to re-advertise with either the identical or revised specifications, it is deemed to be in the County’s best interests. The County reserves the right to accept or reject any or all of the items in the Proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Respondents if it is deemed in the County’s best interests.

6.3. Although Montgomery County desires to negotiate toward a contract with a selected Respondent, the Commissioners’ Court may award the contract on the basis of the initial proposals received, without discussions. Therefore, each initial proposal should contain the Respondent’s best terms.

7. INTERPRETATIONS, DISCREPANCIES AND OMISSIONS

7.1. It is incumbent upon each potential Respondent to carefully examine these specification, terms and conditions. Should any potential Respondent find discrepancies, omissions or ambiguities in this Proposal, the Respondent shall, at once, request, in writing, an interpretation from the County’s Proposal Contact. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information shall be made in writing via e-mail only to the County’s Proposal Contact, as specified herein.

8. RETENTION OF RESPONDENT MATERIAL

8.1. The County reserves the right to retain all proposals regardless of which response is selected. All proposals and enclosed documents become the property of the County.

9. CERTIFICATE OF INDEPENDENT PRICE DETERMINATION

By submission of a proposal, each Vendor certifies that in connection with this procurement:

9.1. The prices in this proposal have been arrived at independently, without consultation, communication or agreement with any other Respondent; with any competitor; or with any County employee(s) or consultant(s) for the purpose of restricting competition on any matter relating to this Proposal.

9.2. Unless otherwise required by law, the prices which have been quoted in this Proposal have not been knowingly disclosed by the Respondent and will not knowingly be disclosed by the Respondent prior to award directly or indirectly to any other Respondent or to any competitor; and;

Project 26-34

9.3. No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

10. CONFIDENTIAL MATTERS

10.1. All data and information gathered by the Respondent and its agents, including this Proposal and all reports, recommendations, specifications and data shall be treated by the Respondent and its agents as confidential. The Respondent and its agents shall not disclose or communicate the aforesaid matters to a third party or use them in advertising, publicity, propaganda and/or in another job or jobs, unless written consent is obtained from the County.

10.2. Proposal will only be publicly received and acknowledged only so as to avoid disclosure of the contents to competing Respondent and kept secret during negotiation. However, all proposals shall be open for public inspection after the contract is awarded. Trade secrets and any material that is considered to be confidential information contained in the Proposal and identified by the Respondent as such, will be treated as confidential to the extent allowable under the Texas Public Information Act.

NOTE: “ANY MATERIAL REQUESTED TO BE CONSIDERED AS CONFIDENTIAL IN

NATURE MUST BE PLACED IN A SEPARATE ENVELOPE CLEARLY MARKED

CONFIDENTIAL; PROVIDED, SUCH MATERIAL WILL BE TREATED AS CONFIDENTIAL BY

MONTGOMERY COUNTY ONLY TO THE EXTENT ALLOWABLE IN THE GOVERNMENT

CODE, CHAPTER 552 OF THE PUBLIC INFORMATION ACT AND EXCEPT WHERE

REQUIRED BY A COURT WITH COMPETENT JURISDICTION TO RELEASE INFORMATION.

IF ITEMS ARE NOT PLACED IN AN ENVELOPE AND MARKED CONFIDENTIAL,

MONTGOMERY COUNTY WILL NOT BE LIABLE FOR DISCLOSING THE INFORMATION.”

11. LIMITS OF SUB-RESPONDENTS

11.1. The County has approval rights over the use and/or removal of all subcontractors and/or vendors.

Respondents shall identify all sub-respondents in their Proposal and these subcontractors shall conform to all County policies.

11.2. Any dispute between the Respondent and subcontractor(s), including any payment dispute, will be promptly remedied by the Vendor. Failure to promptly remedy or to make prompt payment to sub-respondent may result in withholding of funds from the Vendor by the County for any payments owed to the subcontractor.

12. JURISDICTION, VENUE, CHOICE OF LAW

12.1. This Proposal and any contract resulting there from shall be governed by and construed according to the laws of the State of Texas. Should any portion of any contract be in conflict with the laws of the State of Texas, the state laws shall invalidate only that portion. The remaining portion of the contract(s) shall remain in effect. Any lawsuit shall be governed by Texas law and Montgomery County, Texas shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Proposal process and resulting Agreements.

13. INDEPENDENT CONTRACTOR

13.1. The Respondent is an independent contractor and no employee or agent of the Respondent shall be deemed, for any reason, to be an employee or agent of the County.

Project 26-34

14. PERFORMANCE AND PAYMENT BOND

14.1. Not required for this project.

15. COMPANY BACKGROUND

15.1. Experience, Expertise and Qualifications: Respondent’s Resume – Provide a detailed description of

Respondent’s experience within the last five (5) years, including:

• Any and all names used to provide Debris Monitoring. Include the following information:

• Areas served

• Credentials, licenses and abilities of Respondent

• Provide criteria and procedures used in hiring, training and monitoring staff

15.2. Proposed Organizational Charts and Staffing: Provide an organizational chart that describes the

Respondent’s overall organization. Describe management structure, sufficiency of resources and rationalization for allocation of resources.

15.3. Staff Resumes: Respondent shall provide resumes of all owners and technical managerial personnel who will be assigned to the project in the event of an award, including a description of anticipated roles in the project. All resumes must clearly indicate skills that commensurate with the technical and professional requirements of this RFP. Information on related experience, education and knowledge should include a delineation of work on specific projects, which relate to the County’s requirements.

You do NOT need to include the number of line staff unless they have decision-making authority in the performance of their duties.

15.4. Government Contracts: Provide a list of similar Government contracts and include type of contracted services, length of contract, performance outcomes and compliance issues. Please explain if Respondent or any of its officers are presently the target or subject of any investigation, accusation or charges by any Federal, State or Local Law Enforcement, Licensing or Certification Body.

15.5. Fiscal: Provide the following information for the last three (3) fiscal years:

• Audited financial statements with applicable notes;

• Independent Auditor’s Report on Compliance and Internal Control over Financial Report based on an Audit of the Financial Statements in Accordance with Government Account Standards;

• Independent Auditor’s Statement of Findings and Questioned Costs.

If Respondent has not had an audit conducted for the past three (3) fiscal years, Respondent shall provide the following:

• Statement of Financial Position (Balance Sheet);

• Statement of Activities (Income Statement);

• Statement of Cash Flows

Project 26-34

16. INSURANCE

Respondents must submit current Certificates of Insurance indicating coverages in the amounts stated below. In lieu of submitting a Certificate of Insurance, Respondent may submit a notarized statement from an Insurance Company authorized to conduct business in the State of Texas, and acceptable to Montgomery County, guaranteeing the issuance of an insurance policy, with the coverage stated below, to the contractor named therein, if successful, upon award of this Contract.

16.1. WORKER’S COMPENSATION – STATUTORY EMPLOYERS LIABILITY

$1,000,000 E.L. Each Accident $1,000,000 E.L. Each Employee $1,000,000 E.L. Disease Policy Limit

16.2. COMPREHENSIVE GENERAL LIABILITY INSURANCE, including Contractor's protective liability:

$1,000,000 Each Occurrence $3,000,000 General Aggregate

The policy shall specifically include:

Special provisions – 30 Day Notice of Cancellation for material change

16.3. AUTOMOBILE LIABILITY INSURANCE, including coverage for owned, non-owned and hired vehicles, with minimum limits of not less than $1,000,000 Combined Single Limit (Bodily Injury including property damage)

Montgomery County shall be listed as an Additional Insured on the Commercial General Liability, Auto Liability, and Umbrella when required by a written contract. Waiver of Subrogation in favor of Certificate Holder applies to the Commercial General Liability, Auto Liability, Umbrella and Worker’s Compensation when required by contract.

Contractor shall be responsible for any deductions or exclusions stated in the policy.

This insurance coverage must insure against claims of third parties who go upon or wander upon the work site at any time and suffer injury or property loss, or who suffer any injury or property loss as a result of the contractor’s performance of the contract.

17. BACKGROUND

17.1. Currently, Montgomery County is the subrecipient of U.S. Department of Housing and Urban Development (“HUD”) Community Development Block Grant Mitigation (“CDBG-MIT”) Program award number B-18-DP-48-0002, Texas General Land Office (“GLO”) contract no. 24-065-164-F079 to increase the County’s resilience to disasters and reduce or eliminate long-term risk of disaster-related loss of life, injury, damage to and loss of property, and suffering and hardship by lessening the impact of future disasters

18. REQUESTED PRODUCTS AND SERVICES

18.1. Primarily, Montgomery County is requesting services for Debris Monitoring for San Jacinto Watershed and Tributary Barrier Flood Mitigation for Stewart Creek, Lake Creek, and East County Projects for Montgomery County Emergency Management.

Project 26-34

19. SCOPE OF WORK

San Jacinto Watershed and Tributary Barrier Flood Mitigation – Debris Monitoring Montgomery County (the “County”) is requesting proposals from qualified debris monitoring firms (the “Consultant”) to perform debris monitoring services. The objective is to ensure that the debris collected across approximately 135 miles of waterway in the San Jacinto watershed is done so in compliance with Federal, State, and Local regulations. To this end, the Consultant will provide oversight of the vendor conducting the debris removal and ensure that debris removal operations are efficient and effective, as well as document all aspects of the debris removal operations, including activities at all loading, staging, and disposal sites. The County is the contracting authority and decision‑maker, and the selected debris monitor will not direct contractor operations but will serve as support for the County. The selected Consultant is expected to comply with federal procurement standards in 2 CFR 200.

While this project is funded through HUD, the Consultant shall utilize, implement, and reference FEMA guidance as the primary source for debris management best practices and operational standards. Debris monitoring shall serve as an accountability mechanism for the debris removal contractor, ensuring that work performed is limited to what would be considered eligible and fundable under FEMA Public Assistance requirements and the Public Assistance Program and Policy Guide (PAPPG), Category A – Debris Removal.

All monitoring activities are intended to document, verify, and ensure that debris operations and debris removal activities strictly adhere to FEMA eligibility standards. Debris removal actions not consistent with FEMA PA PAPPG guidance shall be documented as ineligible and reported to the Applicant. For guidance, please see 1) FEMA’s Debris Removal Guidance (Category A),1 2) FEMA’s Public Assistance Program and Policy Guide,2 and other information regarding FEMA debris removal guidelines at 3) Debris Removal | FEMA.gov.3

19.1. General Project Description

19.1.1. The Consultant will observe and document debris removal work from the point of collection to final disposal, verifying compliance with all applicable Federal, State, and Local regulations. The selected firm will observe, record, validate, and report on debris removal contractors and ensure the performance of debris monitoring contract services. Debris monitors must be trained and have the necessary skills to quantify debris loads accurately and objectively. They should also be familiar with operating large machinery and should understand contracts and permits for debris removal.

19.1.2. The Consultant’s role is independent, objective, and advisory, providing accurate data, reports, and guidance to inform County decision-making and debris removal operations. The Consultant does not direct or supervise debris removal operations, but debris removal activities shall be conducted in coordination with and informed by debris monitoring data and guidance.

19.1.3. The selected firm will be expected to provide disaster debris monitoring services utilizing automated debris management system (ADMS) technology.

19.1.4. Debris monitoring may include debris from the waterways and within streambanks.

19.1.5. Support County with procurement strategy for the debris removal vendor and 2 CFR 200 compliance.

19.2. Tasks. The selected debris monitor shall provide, at minimum, the following professional services

19.2.1. Project Management & Coordination

19.2.1.1. Coordinate briefings, work progress, staffing, and other key items with the County.

1 https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf 2 https://www.fema.gov/sites/default/files/documents/fema_pa_pappg-5.0-amended.pdf 3 https://www.fema.gov/assistance/public/process/debris-removal

Project 26-34 Debris Monitoring https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf https://www.fema.gov/sites/default/files/documents/fema_pa_pappg-5.0-amended.pdf https://www.fema.gov/assistance/public/process/debris-removal

19.2.1.2. Hire, train, schedule, and manage field monitoring staff.

19.2.1.2.1. Provide field supervisors at a specified ratio (e.g., one supervisor per 10–15 monitors).

19.2.1.2.2. Conduct performance audits and training as needed.

19.2.1.2.3. Handle personnel issues, replacements, and disciplinary actions to ensure coverage.

19.2.1.2.4. Vet and badge all monitoring staff for security and identity standards.

19.2.1.3. Assist the County with responding to public concerns and comments.

19.2.1.3.1. Document community complaints and resolutions in a standardized log.

19.2.1.4. Certify contractor equipment for debris removal using methodology and documentation practices appropriate for contract monitoring. Digitize source documentation (such as monitor logs). For more information and/or guidance, the Consultant should refer to FEMA’s Debris Removal Guidance (Category A).

19.2.2. Operational Monitoring & Compliance

19.2.2.1. Ensure load calls at pickup sites and DMS/TT sites are consistent across all monitors

(calibration and spot checking of monitor consistency).

19.2.2.2. Validate that debris eligibility determinations (public vs. private property, hazard trees, hanging limbs, leaning trees) are made correctly and consistently. For more information and/or guidance, the Consultant should refer to FEMA’s Debris Removal Guidance (Category A) and Public Assistance Program and Policy Guide.

19.2.2.3. Monitor environmental compliance, including best management practices for sediment, water quality, spill incidents, protected species, and the like.

19.2.2.4. Confirm debris separation protocols (vegetative vs. C&D, white goods, electronic waste, HHW, vessels, etc.) are being followed at the point of collection and at the DMS. The monitor will verify all permits/authorizations for DMS and final disposal facilities and will maintain a ledger of quantities reduced, recycled, and disposed by type. For more information and/or guidance, the Consultant should refer to FEMA’s Debris Removal Guidance (Category A).

19.2.2.5. Track haul routes, detours, and road safety issues; report needed traffic control improvements.

19.2.2.6. Ensure contract and financial oversight.

19.2.2.6.1. Identify and document load call discrepancies or suspected fraud, using standardized exception reporting.

19.2.2.6.2. Perform independent time‑and‑materials equipment rate validation when contractor work is not cubic‑yard‑based.

19.2.2.6.3. Support County in analyzing change order requests from the debris removal contractor, when needed.

19.2.2.6.4. Prepare documentation packages for any State- or Federally-required audits.

19.2.3. Monitoring and Review

19.2.3.1. Furnish and operate an electronic debris tracking system.

19.2.3.2. Conduct comprehensive review of project documentation and e-data for quality control.

19.2.3.3. Develop daily operational reports to keep the County informed of work progress.

19.2.3.4. Develop maps, GIS applications, etc. as necessary. Conduct comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the County for processing.

19.2.3.5. Provide documentation for project worksheets and other pertinent report preparation required for reimbursement by the County and any other applicable agency for disaster recovery efforts by County staff and designated debris removal contractors.

19.2.4. Technology & Data

19.2.4.1. Monitor and document debris removal operations with ADMS technology.

Project 26-34 Debris Monitoring https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf https://www.fema.gov/sites/default/files/documents/fema_pa_pappg-5.0-amended.pdf https://www.fema.gov/sites/default/files/documents/fema_pa-debris-removal-guidance-category-a.pdf

19.2.4.2. Provide County access to real‑time ADMS dashboards (live maps, truck locations, volumes, exceptions).

19.2.4.3. Develop data schemas and QA/QC protocols for ADMS inputs. For more information and/or guidance on data and technology, the Consultant should refer to FEMA’s Public Assistance Program and Policy Guide.

19.2.4.4. Maintain backup/continuity plans for ADMS (offline procedures, redundancy, and data recovery).

19.2.4.5. Maintain GIS layers of debris locations, contractor zones, and completed areas, with County GIS integration.

19.2.5. Health & Safety

19.2.5.1. Comply with all applicable OSHA standards and regulations as they apply to debris monitoring operations, including maintaining a safe working environment, required training, incident documentation, and safety compliance support.

19.2.6. Bid/Proposal-Phase Support

19.2.6.1. Assist County with answering contractor questions and issuing addenda.

19.2.6.2. Participate in pre-bid/proposal meeting (in-person).

19.2.6.3. Assist the County with reviewing bids/proposals for debris removal contractor.

19.2.6.4. Support the County in special circumstances. For more information and/or guidance on special circumstances, the Consultant should refer to FEMA’s Debris Removal Guidance (Category A)

19.2.6.4.1. Manage special debris categories, such as hazardous limbs (leaners/hangers), waterway debris, boats/vessels, orphan containers, silt/sediment removal oversight.

19.2.6.4.2. Support the County in Private Property Debris Removal (PPDR) / demolition monitoring, if needed.

19.2.6.4.3. Conduct RAP (Reduced Ash Product) monitoring, if incineration is used, and as needed.

19.2.6.4.4. Conduct white goods refrigerant recovery documentation oversight, if needed.

20. GENERAL INFORMATION

20.1. To provide data necessary for the evaluation of competitive proposals submitted by qualified firms.

20.2. To provide a fair method for analyzing submitted proposals.

20.3. To result in a contract between the successful Respondent (unless all Proposals are rejected) and the County.

20.4. Services to include: Debris Monitoring for San Jacinto Watershed and Tributary Barrier Flood Mitigation for Stewart Creek, Lake Creek, and East County Projects

20.5. County will demonstrate reasonable care but will not be liable in the event of loss, destruction, or theft of Respondent owned equipment. The Respondent is required to retain total liability for their own equipment. At no time will County be responsible or accept liability for any Respondent owned items.

20.6. Respondent is required to assume responsibility for all services obtained under contracts resulting from this RFP.

Project 26-34 Debris Monitoring https://www.fema.gov/sites/default/files/documents/fema_pa_pappg-5.0-amended.pdf https://www.fema.gov/sites/default/files/documents/fema_pa_pappg-5.0-amended.pdf

20.7. Respondents must comply with any mandatory licensing requirements. Respondents must state that, if selected, will provide services in compliance with all applicable codes, whether local, state or federal and that all permits or licenses required for service will be obtained without cost to County.

20.8. All standard Montgomery County Terms and Conditions apply unless stated otherwise.

20.9. All orders will be issued on an “AS NEEDED” basis.

20.10. Montgomery County does not guarantee an order.

20.11. If applicable, Montgomery County may at its discretion, procure the awarded item(s)/service(s) from other sources, if it is found to be in the County’s best interest from other sources during emergency situations.

20.12. If a proposer does not wish to submit a proposal at this time but wishes to remain on the vendor’s list for this commodity, please submit a “NO BID/PROPOSAL” following the same procedures indicated for the proposal.

21. ADDITIONAL CRITERIA

21.1. Site Visit: County may conduct a site visit of the two (2) highest evaluated firms to ensure proposed solution is operational.

21.2. Value Added Services: Please list any additional value added features or services that may benefit Montgomery County. Categorized as “Cost to County” or “No Cost to County”. Any associated fees or charges to the County, must be identified in the Respondent’s response.

22. EVALUATION CRITERIA

22.1. In order to facilitate the analysis of responses to this Proposal, Respondents are required to prepare their proposals in accordance with the instructions outlined in this part. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Respondent’s capabilities to satisfy the requirements of the Proposal. Emphasis should be concentrated on accuracy, completeness and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled.

22.1.1. Respondents are required to follow the outline below when preparing their proposals:

Tab Title Page (signed) Table of Contents Executive Summary

1. Company Background

2. Company Experience

3. Project Approach

4. Technical Approach

5. Price

6. Value Added Features and Services

7. Required Forms

22.1.2. Include any exceptions to the Proposal requirements in the applicable section.

Project 26-34

22.1.3. Executive Summary – This part of the response to the Proposal should be limited to a brief narrative highlighting the Respondent’s proposal. This section should not include cost quotations. Note that the executive summary should identify the primary contacts for the Respondent.

22.1.4. Respondent’s will be evaluated utilizing the factors as weighted below:

Tab 1 Company Background (Maximum 5 points): Included in this criterion of the evaluation will be:

a) Cover letter introduces team and certifies accuracy of qualifications and includes an organizational chart that shows entire team and key staff. (maximum 5 points)

Tab 2 Company Experience (Maximum 50 points): Included in this criterion of the evaluation will be:

a) Current and recent history of past performance by the Respondent of a similar nature to the performance offered in response to the RFP. Respondent should outline experience with clients of the same size and/or same vicinity/state as this County.

(maximum 15 points)

b) Company experience on federally funded projects and understanding FEMA Public Assistance Category A Debris Removal process. (maximum 15 points)

c) Project(s) worked on where the project(s) successfully received FEMA reimbursement. (maximum 15 points)

d) Company experience with assisting with procurement process for debris removal vendor. (maximum 5 points)

Tab 3 Project Approach (Maximum 15 points) to include a detailed plan to provide debris monitoring oversight.

Tab 4 Technical Approach (Maximum 15 points): The Evaluation Committee will review the proposal for the Company’s understanding of the project and its unique aspects and ability to address them (135 miles/509 river mile of creek, knowledge of FEMA PA Debris monitoring guidelines, knowledge of different types of equipment typically used, familiarity with ADMS system, etc.)

Tab 5 Price (Maximum 10 points): The stated Labor Category (LCAT) Sheet (positions with description and hourly rate) for full performance in meeting the requirements of the RFP will be a major consideration under this category. In further reviewing “price,” the Evaluation Committee may also refer to the line item information provided. Include Exhibit B in this tab.

Tab 6 Value Added Features and Services (Maximum 5 points): Features and services available, which will add value to our relationship with Respondent and services they propose.

Project 26-34

Tab 7 Required Forms (Maximum 0 points): Overall Completeness of Proposal, Proof of Insurance, completed respondent forms.

22.1.5. Any exceptions to the Proposal requirements shall be identified in the applicable section.

23. EVALUATION PROCESS

23.1. After the proposals are received, the evaluation team shall evaluate each proposal that was timely submitted and the evaluation shall be based on the criteria listed in the proposal. Selection committee members will conduct a quantitative evaluation according to a numerical ranking system and a qualitative evaluation for overall proposal content and its conformance to requirements. The entire evaluation committee will then meet to discuss the strong and weak points of each proposal to assure that it has been evaluated fairly, impartially and comprehensively. Following this initial evaluation, the evaluation team may recommend a contract award without further discussion with Contractor(s); or the firms submitting the top rated proposals may be asked to make an oral presentation to the evaluation team for the purpose of further clarification and evaluation of the proposals.

23.2. If oral presentation is scheduled, the representatives of the firm assigned to the account must be present at the interview. During the interview portion of the meeting, the evaluation team shall advise the Respondent of deficiencies in the proposal, if any, and shall allow the Respondent to satisfy the requirements, questions or concerns by submitting a final offer. The Respondent may choose not to modify their proposal and may inform Montgomery County that the offer is firm and final.

23.3. The evaluation team shall not disclose any information included in a Respondent’s proposal to another firm during the RFP process and shall not disclose any information for the purpose of bringing one firm’s proposal up to that of a competitor’s proposal.

23.4. After final offers are received, the evaluation team shall re-evaluate each of the final offers, including those deemed final at the interview. The final offers shall be evaluated on the same criteria used in the first evaluation.

23.5. Montgomery County reserves the right to reject any and all proposals received for any reason that would be to the benefit of Montgomery County.

23.6. All proposals submitted are to be valid for a period of ninety (90) days.

24. AWARD

24.1. The County will select the respondent whose proposal is the highest evaluated and responsible for the County. Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order. All contracts are subject to the approval of the County’s legal counsel and Commissioners’ Court prior to execution. Once awarded, the contract will be the final expression of the agreement between the parties and may not be altered, changed or amended except by mutual agreement, in writing.

Project 26-34

25. CONTRACTUAL OBLIGATIONS

25.1. This Request for Proposals, response and associated documentation, and negotiations and final contract, when properly accepted by Montgomery County, shall constitute a contract equally binding between the Contractor and Montgomery County.

26. TERM

26.1. The contract resulting from this RFP will have an initial period beginning upon award in Commissioners’ Court and shall terminate on July 31, 2027. In the event the Subrecipient Agreement term is extended/amended by the GLO during the course of this Contract, the termination date of the Contract shall be automatically deemed extended to the end date of the Subrecipient Agreement term, as approved by the GLO. Any extension term shall remain subject to terms and conditions of the Contract.

[Remainder of this page intentionally left blank]

Project 26-34

HOUSING AND URBAN DEVELOPMENT

(HUD) SECTION 3

CONTRACTING POLICY AND PROCEDURE

INTRODUCTION

The purpose of Section 3 of the Housing and Urban Development (HUD) Act of 1968 (12 U.S.C. 1701u) (Section

3) is to ensure that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, be directed to low and very-low income individuals, especially recipients of government assistance for housing, and to business concerns which provide economic opportunities to low and very low income individuals. “Section 3” means Section 3 of the Housing and Urban Development Act of 1968, as amended 12 U.S.C. 1701u.

All Contractors who enter into HUD financed contracts with Montgomery County agree to comply with Section 3, when applicable (see “NOTICE OF SECTION 3 REQUIREMENTS” attached hereto).

This will include:

1. Submitting a list of all positions necessary to complete contract, name of employees who will fill those positions, names of all other employees.

2. Posting notices of any vacant positions, including training and/or apprenticeship positions, qualifications for positions, place where applications will be received and starting date of employment.

3. To the greatest extent possible, making available vacant positions, including training and/or apprenticeship positions, to Section 3 residents (all categories) in order to priority.

4. As positions are vacated during completion of contract, following guidelines enumerated in numbers 2 and 3 above.

5. Submitting Compliance Reports as required.

6. If notified of non-compliance, correcting non-compliance within allowable time period.

Failure to comply with these Section 3 requirements may lead to sanctions, which can include termination of the contract for default and suspension or debarment from future HUD-assisted contracts.

A business concern seeking to qualify for a Section 3 contracting preference shall certify or submit evidence that the business concern qualifies as a Section 3-business concern (see “CERTIFICATION FOR BUSINESS CONCERNS SEEKING HUD (SECTION 3) PREFERENCE” form attached). Section 3 business must also be able to demonstrate its ability to complete the contract. The ability to perform successfully under the terms and conditions of the proposed contract is required of all contractors and subcontractors subject to the procurement standards of 2 CFR 200.318.

Project 26-34

Notice of Section 3 Requirements

The following Section 3 Requirements, based on the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3), are incorporated herein and shall become a part of this agreement:

A. The work to be performed under this contract is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that, to the greatest extent feasible, opportunities for training and employment be given to lower income residents of the area of the Section 3 covered project, and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the Section 3 covered project.

B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR 75, and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements.

C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or worker's representative of his commitments under this section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training.

D. The contractor will include this section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for, or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR 75. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR 75 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations.

E. Compliance with the provisions of section 3, the regulations set forth in 24 CFR 75, and all applicable rules and orders of the Department, issued thereunder prior to execution of the contract, shall be a condition of the Federal financial assistance provided to the project, binding upon the application or recipient, its contractors and subcontractors, its successors, and assigns to those sanctions specified by the grant or load agreement or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR 75.

F. Noncompliance with HUD’s regulations in 24 CFR 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

G. With respect to work performed in connection with section 3 covered Indian housing assistance, section 7(b) of the

Indian Self-Determination and Education Assistance Act (25 U.S.C. 5307) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (I) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of section 3 and section 7(b) agree to comply with section 3 to the maximum extent feasible, but not in derogation’s compliance with section 7(b).

Contracting Officer’s Signature Date Title

CERTIFICATION FOR BUSINESS CONCERNS

SEEKING HUD (SECTION 3) PREFERENCE IN CONTRACTING

AND DEMONSTRATION OF CAPABILITY

Name of Business:

Address of Business:

Type of Business: Corporation Partnership Sole Proprietorship Joint Venture

Attached is the following documentation as evidence of status (circle all that apply and attach to response):

For business entity as applicable:

• Copy of Articles of Incorporation

• Certificate of Good Standing

• Assumed Business Name Certificate

• Partnership Agreement

• List of owners/stockholders

• Corporation Annual Report

• % ownership of each

• Latest Board minutes appointing officers

• Organization chart with names and titles

• Additional documentation and brief function statement

For business, claiming Section 3 status by subcontracting 25 percent of the dollar awarded to qualified Section 3 business:

• List of subcontracted Section 3 business(es) and subcontract amount

For business claiming Section 3 status, claiming at least 30 percent of their workforce are currently Section 3 residents or were Section 3 eligible residents within 3 years of date of first employment with the business:

• List of all current full-time employees

• List of employees claiming Section 3 status

• Evidence of Section 3 status less than 3 years from day of employment

• Evidence of ability to perform successfully under the terms and conditions of the proposed contract:

o Current financial statement o Statement of ability to comply with public policy o List of owned equipment o List of all contracts for the past two years

Authorizing Name and Signature

Attested by:

(Corporate Seal)

Project 26-34

HUD SECTION 3 Strategy Plan

NAME OF CONTRACTOR:

TITLE OF Bid/Response:

Bid/Response # OR PURCHASE ORDER#:

The Contractor hereby agrees to comply with provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR 75. A prime contractor, through subcontractors, may satisfy the Hiring Requirements. The contractor hereby submits this Section 3 Strategy Plan.

In the space below, explain the strategy that the Contractor intends to use to comply with the Section 3 training and employment preference, or contracting preference, or both. Attach additional sheets as needed.

In addition, the Contractor shall provide a quarterly status report on the “Montgomery County Community Development Section 3 Compliance Report” form included with this bid/Response packet. The quarterly status report shall be submitted no later than 5 days after the end of each calendar quarter of the contract (e.g., April 5 for calendar quarter January 1 to March 31).

Applicants are advised that compliance with the County’s Section 3 requirements is mandatory and that submission of a substantive Section 3 Strategy Plan is required as part of this project. Selected vendors will be expected to follow all guidelines outlined in Exhibit A, Section 3 Plan, and to implement meaningful, good-faith efforts to achieve Section 3 participation targets.

Following selection (and not as part of the evaluation process), vendors will be required to complete all applicable Section 3 certification forms, including documentation verifying whether the firm qualifies as a Section 3 Business Concern and whether its workers meet Section 3 worker or targeted worker definitions. Vendors must maintain ongoing compliance and demonstrate continuous good-faith efforts throughout the duration of the contract.

Acknowledged by:

(President or Authorized Officer)

Date:

Project…