ESBD_544473_1787178444383_Addendum 1 - RFP 2026-P08.pdf

ADDENDUM #1

RFP 2026-P08 Disaster Recovery – Debris Monitoring

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB, Purchasing Agent

1901 Dutton Drive, Suite E ● San Marcos, Texas 78666 512-393-2267 ● purchasing.bids@hayscountytx.gov

August 19, 2026

Please find attached Addendum #1 to RFP 2026-P08 Disaster Recovery – Debris Monitoring. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

Acknowledgement of receipt of this addendum must be signed and returned with your proposal. Failure to submit this acknowledged addendum with your submission may result in the proposal being deemed non-responsive and removed from consideration.

Signature

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

Questions & Answers

Questions:

1. Has the current contract gone full term?

• Hays County does not currently have a contract for Disaster Recovery – Debris Monitoring.

2. Have all options to extend the current contract been exercised?

• See question 1

3. Who is the incumbent, and how long has the incumbent been providing the requested services?

4. To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?

• None, the respondent must be able to provide the services requested, in the timeframe specified, and have the required qualifications, etc.

5. What is the total size or geographic scope of the service area?

• Hays County is approximately 678.8 to 680 square miles.

6. What is the total mileage of roads within the scope of the service area?

• Hays County has approximately 840 miles of county-maintained roads, which does not include separate municipal city streets or state-maintained highways.

7. Are there any superseding prior agreements that may impact this contract?

• The County is currently working on debris removal contracts, but none that pertain to debris monitoring.

8. When/what was the most recent event that precipitated the activation of the existing or previous contract?

• None, the County is preparing for future disasters by establishing pre-event contracts on an “as-needed” basis.

9. Approximately how many cubic yards of debris were collected from the most recent event?

• Ice Storm February 2023: 427,000 CY

10. What estimated or actual dollars were paid to the incumbent(s) after the most recent event?

• During the last declared disaster, debris monitoring was handled by the County.

11. How many times have the incumbent's services been utilized in the previous five years?

• N/A, see question 1

12. If there was a previous solicitation for these services, what was its title, number, release date, and due date?

• N/A, see question 1.

13. Why has this bid been released at this time?

• See question 8

14. When is the anticipated contract start date?

• Anticipated award date is October 2026. Once the Commissioners Court has accepted the recommendation of award, then a contract will be brought back to Court for execution, anticipated October/November 2026.

15. Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

• Utilize Attachment A to provide proposed fees. No alternate fee structures will be accepted.

16. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

17. For purposes of evaluating a respondent’s qualifications under the experience and reference criteria, may the County consider directly relevant Texas disaster-recovery experience of proposed key personnel gained while employed by another firm, provided the proposal clearly identifies the individual, prior employer, project, role, period of performance and a verifiable project reference?

• The Company’s experience will be evaluated, including the proposed project team for the County.

18. Could the County please confirm that the only forms required with the proposal submission are listed below, and all other forms included in the proposal package are required of the awarded vendor(s).

• Solicitation, Offer and Award Form

• Attachment A: RFP 2026-P08 Fee Schedule

• Vendor Reference Form

• Conflict of Interest Disclosure & Questionnaire

• Related Party Disclosure Form

• Any addenda applicable to this solicitation

The above forms are required for your proposals to be deemed responsive. The other forms listed on the Submittal Checklist will be required if a contract is executed. We request they all be sent in your initial response so that we do not have to obtained them later, but if they are not included or one is missing it would not deem your proposal non-responsive.

19. We are kindly requesting that the County waives all of the Bonding requirements as the Federal procurement regulations in 2 CFR §200.325 only recommends bonding requirements for construction or facility improvements contracts. 2 CFR 200.325 states the following:

§ 200.325 Bonding requirements. For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold, the Federal awarding agency or pass-through entity may accept the bonding policy and requirements of the non-Federal entity provided that the Federal awarding agency or passthrough entity has made a determination that the Federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:

• A bid guarantee from each bidder equivalent to five (5%) percent of the bid price. The ‘‘bid guarantee’’ must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified.

• A performance bond on the part of the contractor for 100 percent of the contract price.

A ‘‘performance bond’’ is one executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract.

• A payment bond on the part of the contractor for 100 percent of the contract price. A ‘‘payment bond’’ is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract."

Although the bonding is not required for all federal grant programs, to protect the financial and operational risk to the County, all bonding requirements will remain and will be required when a disaster occurs and services under the executed contract are needed.

20. We are kindly requesting the County waive the liquidated damages provision included on page

25-26 of the RFP, as it is not appropriate for a time and material effort and the nature of the work contemplated under the resulting debris monitoring contract. Liquidated damages are normally used in construction contracts where the obligations for faithful performance are tied to specific milestones and contract terms.

• Liquidated damages are allowable under FEMA & 2 CFR 200 for municipalities to protect themselves.

• Municipalities structure liquidated damages in debris monitoring contracts to enforce accountability across several critical areas: Failure to Mobilize on Time, Delayed Debris Assessment, and Late Data and Reporting Submissions.

21. Please confirm whether all costs associated with the Contractor’s electronic debris management/load-ticket system, including ADMS software licensing, configuration, hosting, mobile devices, connectivity, technical support, maintenance, and other related system costs, are to be included in the Contractor’s fully burdened hourly labor rates identified in Section A and are not to be proposed or invoiced separately.

• See Update Attachment A