ESBD_550875_1787073810094_RFQ Financial and Grants management Services Final.docx

REQUEST FOR QUALIFICATIONS

#RFQ-GCC2026FGM

Professional Financial, Grant Management and HR Services Posting Date: 8/18/2026 Deadline: 9/9/2026, 3:00 pm (CST)

The Gulf Coast Center (GCC) is a Certified Community Behavioral Health Clinic as well as an agency of the State of Texas established to plan, coordinate, develop policy, develop and allocate resources, supervise, and ensure the provision of community based mental health and intellectual and developmental disability services for the residents of Galveston and Brazoria Counties, Texas. The Center is a community center under Chapter 534 of the Texas Health and Safety Code and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization.

PURPOSE AND INTENT OF THE RFQ: GCC is accepting statements of qualifications from qualified firms (“Respondents”) to provide professional services in support of GCC’s grant management, financial operations, and human resources need. The selected firm may be requested to assist GCC with identifying, applying for, administering, reporting, and maintaining compliance with grant-funded programs; providing financial consulting, accounting, succession planning, standard operating procedure development, audit coordination, and related financial support services; and providing general human resources review and assistance, including review of processes, position descriptions, staffing workflows, and related documentation practices. Services will be requested on an as-needed basis and authorized by GCC in accordance with the terms of any resulting agreement.

QUALIFICATIONS-BASED SECTION STATEMENT (CH 2254 COMPLIANCE)

1) This solicitation is issued as a Request for Qualifications (RFQ) in accordance with Texas Government Code Chapter 2254, Subchapter A, commonly known as the Professional Services Procurement Act. GCC will evaluate and select the most qualified firm based solely on demonstrated competence and qualifications to perform the required services.

GCC will not consider cost information in the initial selection phase. Following the ranking of the most qualified firm, GCC will enter negotiations to establish a fair and reasonable fee. If GCC and the top-ranked firm cannot reach agreement, negotiations will be terminated, and GCC may proceed to negotiate with the next most qualified firm, consistent with statutory requirements. All respondents must acknowledge that GCC’s evaluation and selection process will fully comply with Chapter 2254 and other applicable provisions of the Texas Local Government Code and GCC procurement policies.

NO GUARANTEE OF ANY MINIMUM AMOUNT OF WORK

1) GCC makes no guarantee of any minimum amount of work or compensation under this solicitation or any resulting contract. Execution of an agreement does not constitute a commitment by GCC to request or authorize any services. Any work will be requested and authorized by GCC on an as-needed basis, and payment will be made only for services performed and accepted by GCC in accordance with the terms of the contract.

SCOPE OF SERVICES: The selected firm shall perform the following tasks, as needed and as authorized by GCC:

1) Grant Management Services

a. Identify potential grant opportunities aligned with GCC’s strategic priorities.

b. Facilitate and attend meetings with granting entities and GCC staff.

c. Prepare grant applications and supporting documentation in coordination with GCC staff.

d. Assist in the development of budgets, schedules, and project scopes for inclusion in applications.

e. Ensure all application components meet the funding agency’s guidelines and requirements.

f. Attend public hearings or meetings related to proposed grant applications when requested.

g. Review grant award documents and assist in executing contracts and subrecipient agreements.

h. Develop and maintain a grant management plan, including compliance tracking, deadlines, and reporting milestones.

i. Prepare and submit required progress reports, reimbursement requests, and closeout documentation.

j. Coordinate with GCC’s Finance Department to ensure accurate tracking of expenditure and matching funds.

k. Maintain grant records in accordance with local, state, and federal record retention requirements.

2) Financial Services

a. Provide executive-level CEO/CFO consulting services, as requested, to support financial leadership, organizational planning, strategic decision-making, and operational continuity.

b. Assist GCC with CFO succession planning, including evaluation of current and future finance department leadership needs, development of transition plans, and support for recruitment of qualified CFO candidates.

c. Provide general accounting support services, including review of accounting workflows, assistance with month-end and year-end processes, account reconciliation support, financial reporting assistance, and recommendations for improved internal controls.

d. Review, update, and develop standard operating procedures for accounting, finance, grant management, internal controls, and related administrative functions to promote consistency, compliance, and audit readiness.

e. Assist GCC in evaluating, defining, and implementing a Controller position, including review of job duties, reporting structure, qualifications, internal control responsibilities, and coordination with existing finance department roles.

f. Coordinate with GCC’s independent audit firm, as required, to provide requested schedules, documentation, explanations, reconciliations, policy updates, and management support related to annual audits, single audits, monitoring reviews, or other audit-related activities.

3) HR Services

a. Provide general human resources review and assistance, including assessment of HR-related procedures, position descriptions, staffing workflows, documentation practices, and coordination between finance, administration, and human resources functions.

b. Assist with review of HR-related internal processes and documentation to support organizational consistency, role clarity, compliance, and operational efficiency.

Compliance & Monitoring

1) Monitor contractor and subcontractor activities for compliance with applicable regulations (e.g., Davis-Bacon Act, Section 3, Equal Opportunity, procurement procedures).

2) Conduct on-site monitoring visits as required by funding agencies.

3) Prepare for and assist with audits, monitoring visits, and program reviews conducted by oversight agencies.

4) Ensure adherence to environmental review and labor standards, if applicable.

Program Reporting & Communication

1) Prepare and maintain project files and documentation for audit and closeout.

2) Provide regular status updates and attend progress meetings with GCC staff.

Optional Services: GCC may request services under one or more of the following categories, as needed and as authorized by GCC: Grant Management Services, Financial Services, and HR Services. Services may include, but are not limited to, grant administration and compliance support, CEO/CFO advisory services, CFO succession planning and recruiting, general accounting assistance, development or revision of standard operating procedures, evaluation and implementation of a Controller position, general human resources review and assistance, and coordination with GCC’s independent audit firm as needed.

Deliverables:

1) Completed and submitted grant applications

2) Project management and compliance checklists

3) Quarterly and final reports

4) Closeout documentation as required by each funding agency

5) Deliverables related to Financial Services and HR Services, including executive consulting memoranda, CFO transition plans, recruitment support documentation, updated standard operating procedures, Controller position recommendations, HR review summaries, and audit support schedules or documentation, as requested by GCC.

MINIMUM QUALIFICATIONS

A. FIRM LICENSING

1) Be duly organized and authorized to conduct business in the State of Texas, and in good standing with the Texas Secretary of State.

2) Demonstrate the firm’s authority and experience in performing grant administration and management services for federal and state-funded programs, including but not limited to the Texas Department of Health and Human Services (HHSC), Texas Department of Emergency Management (TDEM), United States Department of Justice (USDOJ), or U.S. Department of Housing and Urban Development (HUD) programs, SAMSA etc.

3) Maintain adequate insurance coverage, including general liability, professional liability (errors and omissions), automobile liability, and workers’ compensation, in compliance with GCC policy.

4) Identify a designated Project Manager or Principal who will serve as the primary point of contact and be responsible for oversight of all grant management services provided to the GCC.

5) Maintain current registrations and certifications applicable to grant administration, such as Certified Grant Management Specialist (CGMS), Certified Grants Professional (GPC), or equivalent credentials, if applicable.

B. RELEVANT EXPERIENCE & CAPACITY

1) Possess a minimum of five (5) years of demonstrated experience providing comprehensive grant management and financial services for Texas municipalities, counties, or other public entities.

2) Demonstrated experience in both pre-award and post-award phases, including application preparation, budget development, reporting, and closeout for state and federal programs.

3) Proven familiarity with applicable grant requirements such as the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200).

4) Demonstrated ability to ensure compliance with all programs specific federal and state requirements, including procurement, labor standards (Davis-Bacon, Section 3), and environmental reviews (NEPA, TDHCA, or TWDB requirements).

5) Experience managing reimbursements, progress reporting, and audits in coordination with municipal finance departments and independent auditors.

6) Documented success in identifying, securing, and managing multiple grant programs simultaneously, including coordination with State and Federal agencies and well as GCC staff

7) Sufficient staffing and technical resources to ensure responsiveness, timely submittals, and adherence to funding deadlines.

COMMUNITY CENTER FAMILIARITY

1) Demonstrated understanding of community mental health, intellectual disabilities and substance abuse operations, policies, and budgetary processes,

2) Experience collaborating with elected officials, administrators, and staff to prepare materials for council meetings, public hearings, and program updates.

3) Ability to assist in maintaining transparency and public accountability, including preparation of public communications and coordination with municipal record retention standards.

4) Capability to provide on-site or virtual attendance at key coordination meetings and public sessions when requested.

COMPLIANCE WITH APPLICABLE LAWS

1) Comply with all applicable federal, state, and local laws, regulations, and ordinances governing GCC professional services and contracting.

2) Affirm adherence to the following statutes, as applicable:

i. Texas Government Code, Chapter 2254 – Professional Services Procurement Act

ii. Texas Government Code, Chapter 2270 – Prohibition on Boycotting Israel

iii. Texas Government Code, Chapter 2252, Subchapter F – Prohibition on Certain Foreign-Owned Companies

iv. 2 CFR Part 200 – Uniform Administrative Requirements for Federal Awards

3) Certify the absence of conflicts of interest under Texas Local Government Code Chapter 176 and provide Form CIQ and Form 1295 upon award.

4) Maintain all program and financial records in accordance with the Texas Public Information Act, GCC Record Retention Policy, and applicable federal requirements for retention and audit accessibility.

5) Ensure compliance with all federal grant assurances, Civil Rights laws, Section 504, Title VI, and applicable nondiscrimination requirements.

SUBMISSION INSTRUCTIONS

A. SUBMISSION FORMAT (PHYSICAL/DIGITAL)

1) Proposals will be accepted in digital format only. Submissions will be dated and time-stamped upon submission, and respondents will receive an automated message confirming the GCC has received their submission. Respondents are urged to start their submission process early. Proposals are to be submitted via email by Sept 9, 2026, 3:00 pm (CST) to bidsubmission@gulfcoastcenter.org. Attn: Devon Stanley, PMP, PMI-ACP, CSEP

2) WE WILL NOT ACCEPT PHYSICAL SUBMISSIONS

3) WE WILL NOT ACCEPT ANY DOCUMENTATION SUBMITTED VIA MAIL

B. PUBLIC INFORMATION ACT NOTICE

1) If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, please clearly identify those portions as “CONFIDENTIAL”. Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection. Tex. Loc. Govt. Code 252.049(b)

2) GCC will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction.

3) In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

4) Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

C. PROPOSAL CONTENT REQUIREMENTS: Total number of pages from Respondent must not exceed 30 (excluding the required forms), brevity and clarity are encouraged.

1) FIRM PROFILE

i. Provide a concise description of the firm’s history, ownership structure, and areas of professional specialization.

ii. Identify the firm’s main office location and any branch office(s) that will support the GCC, including locations of key personnel assigned to this contract.

iii. Describe the firm’s size, staffing capacity, and organizational structure, including an organizational chart showing reporting relationships for personnel assigned to the GCC.

iv. Summarize the firm’s philosophy toward client service, communication, responsiveness, and collaboration with municipal staff, elected officials, and funding agencies.

2) EXPERIENCE & SAMPLE PROJECTS

i. Summarize relevant grant management engagements completed within the past five (5) years, particularly for Texas municipalities, counties, or special districts.

ii. For each project example, provide:

a. Project/program name and funding agency

b. Client name and location

c. Dollar value of the grant award

d. Scope of services provided (pre-award, post-award, monitoring, reporting, closeout, etc.)

e. Key personnel involved and their roles

f. Whether projects included compliance with 2 CFR Part 200, FEMA, CDBG, or other federal/state programs

iii. Highlight experience with programs such as HHSC, HUD or other federal/state sources relevant to the GCC.

iv. Identify at least two projects performed for organizations comparable in size, population, or regulatory environment to the GCC.

v. Provide a summary of quantifiable outcomes (grant awards secured, reimbursement rates achieved, audits passed, compliance success indicators, etc.).

3) PROJECT TEAM & RESUMES

i. Identify all key personnel who will be assigned to the GCC, including the proposed Project Manager.

ii. Provide a brief description of each team member’s role, responsibilities, and percentage of availability for GCC projects.

iii. Include resumes (may be appended) summarizing qualifications, years of experience, grant-related specialization, and certifications.

iv. Identify any subcontractors or subject-matter specialists who will support the work and describe their roles.

v. Describe the firm's plan for ensuring continuity of service if key staff become unavailable.

4) APPROACH TO DELIVERY

i. Describe the firm’s approach to pre-award services, including grant identification, prioritization, application development, budgeting, and coordination with GCC staff.

ii. Provide a detailed methodology for post-award grant administration, reimbursement management, reporting, documentation control, and compliance monitoring.

iii. Explain the systems, tools, or software the firm uses for grant tracking, reporting, document retention, and audit readiness.

iv. Describe the firm's quality assurance and internal review processes to ensure accuracy, compliance, and timely submissions.

v. Discuss how the firm will assist GCC in maintaining compliance with 2 CFR Part 200, FEMA procurement rules, Davis-Bacon, NEPA, and other applicable state and federal requirements.

vi. Identify communication expectations, meeting frequency, and strategies for coordinating with GCC departments.

vii. If applicable, describe value-added services such as staff training, policy updates, or grant readiness assessments.

REFERENCES

1) Provide a minimum of three (3) references from Texas organizations or public agencies for which similar services were performed within the past five (5) years. Each reference shall include:

a. Client name and contact person

b. Title and phone number/email

c. Project description

d. Funding program(s) involved

e. Dates of service

f. Summary of outcomes or performance results

REQUIRED FORMS (SEE SECTION VIII.)

EVALUATION & SELECTION CRITERIA

A. CRITERIA Proposals will be reviewed and scored based on the following criteria:

Once each proposal has been reviewed and scored, GCC may at its sole discretion: choose to interview one (1) or more Respondent(s); begin contract negotiations without conducting interviews; or reject any and all proposals and re-bid this project. GCC will recommend an award of one (1) or more Respondent(s) whose proposal offers Best Value to GCC.

TERMS & CONDITIONS

A. RIGHT TO ACCEPT/REJECT: GCC reserves the right to accept or reject any or all submittals, to waive any informalities or irregularities in the qualifications received, and to accept the submittal that, in the judgment of GCC, will best serve the public interest and the GCC’s needs. Submission of qualifications does not oblige GCC to award a contract or to pay any costs incurred in the preparation of a response.

B. CANCEL RFQ: The GCC reserves the right to cancel this Request for Qualifications as a whole or in part at any time if it is determined to be in the best interest of the GCC to do so. The GCC shall have no liability to any respondent arising out of such cancellation.

C. NO REIMBURSEMENT OF COSTS: Respondents acknowledge and accept that the GCC will not be liable for, nor reimburse, any costs incurred by firms in the preparation, submittal, or presentation of their qualifications, or for any other costs incurred prior to the execution of a contract with the GCC.

D. LOBBYING PROHIBITION (CONE OF SILENCE): From the date this RFQ is issued until the contract award is made, respondents and their agents are prohibited from contacting or communicating with GCC officials, GCC staff members, or evaluation committee members regarding this solicitation, except through the designated procurement contact identified in this RFQ. Violation of this “Cone of Silence” may result in disqualification from consideration. This restriction is intended to ensure a fair and equitable selection process.

ATTACHMENTS A.

EXHIBIT A – VENDOR STATEMENT OF AGREEMENT,

1) W9 form – attached or can be downloaded from internet

2) CIQ form

3) Addenda Acknowledgement

Statements of Qualifications must be submitted via email by Sept. 9, 2026. 3:00 pm (CST) to bidsubmission@gulfcoastcenter.org. Attn: Devon Stanley, PMP, PMI-ACP, CSEP

The Center appreciates your time and effort in preparing your response. All responses must be received by the specified date and time. The official time shall be determined by the electronic time/date stamp when your email is received. Faxed, US mail or walk-in responses shall not be accepted. Proposals received after the above date and time shall be reviewed.

Attachment B – Current IRS Form W-9 Form W-9 (Rev. March 2024) – Request for Taxpayer Identification Number and Certification. Respondents must complete and submit the current IRS Form W-9 with their response. The official form states that it is to be given to the requester and not sent to the IRS, and directs users to IRS Form W-9 instructions and the latest information.

Attachment C – Texas Ethics Commission Form CIQ Conflict of Interest Questionnaire – Form CIQ. Respondents must complete and submit the current Texas Ethics Commission Form CIQ, if applicable, in accordance with Chapter 176 of the Texas Local Government Code. The uploaded Form CIQ reflects a revision date of August 14, 2024 and states that vendors doing business with a local governmental entity must file the questionnaire with the records administrator not later than the seventh business day after becoming aware of facts requiring the statement to be filed.