JEFFERSON COUNTY DRAINAGE DISTRICT NO. 6

Karen K. Johnson, MBA, CTCD/CTCM Chief Business Officer

6550 Walden Rd., Beaumont, Texas 77707 Phone: 409-842-1818 Fax: 409-842-2729

September 17, 2026

Notice is hereby given that sealed Proposals will be accepted by the Jefferson County Drainage District No. 6 Purchasing Department for RFP 26-029/KKJ, Grant Administration and Management Services for Community Development Block Grant-Mitigation Reallocation Program (CDBG-MRP) for Jefferson County Drainage District No. 6.

Drainage District No. 6 plans to apply for the upcoming Hazard Mitigation Grant Program (HMGP) from the Texas General Land Office (GLO) through the U.S. Department of Housing and Urban Affairs (HUD) and administered by the Southeast Texas Regional Planning Commission (SETRPC) for funding made available on account of HUD’s CDBG-MRP program.

These services are being solicited to assist the District in its application and administration of CDGB-MRP contract(s), if awarded, to support eligible activities. Accordingly, the District is seeking to contract with a qualified Grant Administration Service Provider (individual/firm) to prepare the application and/or administer the awarded contract(s). Specifications for this project may be obtained from the Jefferson County Drainage District No. 6 webpage https://dd6.org/departments/purchasing/notices-for-bid/.

Proposals are to be sealed and addressed to the Purchasing Department with the Proposal number and name marked on the outside of the envelope or box. Proposers shall forward an original and five (5) hard copies of their Proposal to the address shown below. Late Proposals will be rejected as non-responsive. Proposals will be publicly opened and only the firm name will be read aloud in at Jefferson County Drainage District No. 6 main facilities at the time and date below.

Proposals shall be opened in a manner that avoids disclosure of the contents to competing Proposers and maintains the confidentiality of the Proposals during negotiations. Proposers are invited to attend the sealed Proposal opening.

BID NAME: Grant Administration and Management Services for Community Development Block Grant-Mitigation Reallocation Program

(CDBG-MRP)

BID NO: RFP 26-029/KKJ

DUE DATE: 2:00 PM, October 8, 2026 MAIL OR DELIVER TO: Jefferson County Drainage District No. 6 Purchasing Department 6550 Walden Rd.

Beaumont, Texas 77707

Any questions relating to these requirements should be directed to Karen K. Johnson, Chief Business Officer kjohnson@dd6.org Jefferson County Drainage District No. 6 is an Affirmative Action/Equal Opportunity Employer and encourages Section 3 Residents, Minority Business Enterprises, Small Business Enterprises, and Women-owned Business Enterprises to submit Proposals. The District does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provisions of services. The District reserves the right to accept or reject any or all Proposals, to waive technicalities and to take whatever action is in the best interest of the District.

Karen K. Johnson, MBA, CTCD/CTCM Chief Business Officer Jefferson County Drainage District No. 6, Texas

Publish: Examiner September 17th and September 24th, 2026 https://dd6.org/departments/purchasing/notices-for-bid/ mailto:kjohnson@dd6.org

P a g e 2 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT)

RFP 26-029/KKJ

Grant Administration and Management Services for

Community Development Block Grant-Mitigation Reallocation Program (CDBG-

MRP)

Bids Due: 2:00PM CT, October 8, 2026

Table of Contents

Instructions to Proposers RFP for Administration/Professional Services Attachment A: Scope of Grant Application and Administration Services CDBG-MRP Attachment B: Grant Application and Administration Rating Sheet (Sample) Attachment C System for Award Management Registration Attachment D- Anti-Collusion Affidavit Attachment E- Conflict of Interest Questionnaire Attachment F- Certification Regarding Lobbying Attachment G- Disclosure of Lobbying Activities Attachment H- Certificate f Interested Parties Attachment I- House Bill 89 Verification Attachment J- Senate Bill 252 Certification Attachment K- Mandatory Federal and State Contract Clauses Attachment L- Signature Page

Proposal Submissions:

Proposer is responsible for submitting:

■ One (1) original Proposal to include a completed copy of this specifications packet, in its entirety.

■ Five (5) numbered Proposal copies to include, at a minimum, all pages requiring completion and/or marked with instructions to be returned with Proposal submission and any other documentation requested within these specifications.

Additionally, Proposer must monitor the Jefferson County Drainage District No. 6 Website (below) to see if addenda or additional instructions have been posted. Failure to return all required forms could result in a response being rejected as non-responsive.

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1. Introduction to Proposers This Request for Proposal (RFP) is to receive Proposals from qualified firms to provide Grant Administration and Management Services to assist Jefferson County Drainage District No. 6 in its application and administration of a contract, if awarded, from the Texas General Land Office (GLO) through the U.S. Department of Housing and Urban Affairs (HUD) and administered by the Southeast Texas Regional Planning Commission (SETRPC) for funding made available through the Community Development Block Grant- Mitigation (CDBG-MRP) funding program.

The following items are provided as general information and specifications as required by Jefferson County Drainage District No. 6.

1.1 Governing Law

Proposer is advised that these requirements shall be fully governed by the procurement standards of 2 CFR 200.318 through 200.327 and the contract provisions within Appendix II to Part 200, along with the laws of the State of Texas and that the District may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the District’s Attorney concerning any portion of these requirements.

1.2 Ambiguity, Conflict, or other errors in the RFP

If Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, Proposer shall immediately notify the District of such error in writing and request modification or clarification of the document. Modifications will be made by issuing Addenda. Written notice will be given to all parties who have been furnished with the RFP without divulging the source of the request for the same. If the Proposer fails to notify the District prior to the date and time fixed for submission of Proposals of an error or ambiguity in the RFP known to Proposer, or an error or ambiguity that reasonably should have been known to Proposer, then Proposer shall not be entitled to compensation or additional time by reason of the error or ambiguity or its later resolution.

The District may also modify the RFP, no later than 48 hours prior to the date and time fixed for submission of Proposals, by issuance of an Addendum to all parties who have received the RFP.

All addenda will be numbered consecutively, beginning with 1.

1.3 Signature of Proposal

A transmittal letter, which shall be considered an integral part of the Proposal, shall be signed by an individual who is authorized to bind the Proposer contractually. If the Proposer is a corporation, the legal name of the corporation shall be provided together with the signature of the officer or officers authorized to sign on behalf of the corporation.

If the Proposer is a partnership, the true name of the firm shall be provided with the signature of the partner or partners authorized to sign.

If the Proposer is an individual, that individual shall sign. If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney or equivalent document must be submitted to the Jefferson County Drainage District No. 6 Purchasing Department prior to the submission of the Proposal or with the Proposal.

1.4 Economy of Presentation

Proposals shall not contain promotional or display materials, except as they may directly answer in whole or in part questions contained in the RFP. Such exhibits shall be clearly marked with the applicable reference number of the question in the RFP. Proposals must address the https://www.ecfr.gov/cgi-bin/text-idx?SID=f8cba6eabf0c332f380eaf795c2074f5&mc=true&node=sg2.1.200_1309.sg1&rgn=div7 https://www.ecfr.gov/cgi-bin/text-idx?SID=66bbd60731a3be7df758560b03aadc0c&mc=true&node=ap2.1.200_1521.ii&rgn=div9 https://www.ecfr.gov/cgi-bin/text-idx?SID=66bbd60731a3be7df758560b03aadc0c&mc=true&node=ap2.1.200_1521.ii&rgn=div9

P a g e 4 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT) technical requirements as specified in the RFP. All questions posed by the RFP must be answered concisely and clearly. Proposals that do not address each criterion may be rejected and not considered.

1.5 Proposal Obligation

The contents of the Proposal and any clarification thereof submitted by the selected Proposer shall become part of the contractual obligation and incorporated by reference into the ensuing contract.

1.6 Incorporation by Reference and Precedence

This Agreement is derived from (1) the RFP, written clarifications to the RFP and District’s response to questions; (2) the Vendor’s Best and Final Offer (if applicable), and (3) the Vendor’s response to the RFP.

In the event of a dispute under this Agreement, applicable documents will be referred to for the purpose of clarification or for additional detail in the following order of precedence: (1) Amendments to the Agreement in reverse chronological order; (2) the Agreement, including the Scope of Work; (3) the Vendor’s Best and Final Offer (if applicable),; (4) the RFP, including attachments thereto and written responses to questions and written clarifications; and (5) the Vendors response to the RFP.

1.7 Governing Forms

In the event of any conflict of interpretation of any part of this overall document, the District’s interpretation shall govern.

1.8 Implied Requirements

Products and services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Proposer, shall be included in the Proposal.

1.9 Withdrawal of Proposal

The Proposer may withdraw its Proposal by submitting a written request, including the signature of an authorized individual, to the District any time prior to the submission deadline. The Proposer may thereafter submit a new Proposal prior to the deadline. Modification or withdrawal of the Proposal in any manner, oral or written, will not be considered if submitted after the deadline.

1.10 Award- Best Value Determination

The District reserves the right to award this contract on the basis of the best value, as determined by and in accordance with Texas Government Code Section 2254.003, to waive any formality or irregularity, to make award to more than one Proposer, and/or to reject any or all Proposals.

In the event the highest dollar Proposer meeting specifications is not awarded a contract, the Proposer may appear before the Board of Directors and present evidence concerning his responsibility.

1.11 Ownership of Proposal

All Proposals become the property of the Jefferson County Drainage District No. 6 and will not be returned to Proposers.

1.12 Disqualification of Proposer

Upon signing this Proposal document, a Vendor offering to provide, services to Jefferson County Drainage District No. 6 certifies that the Proposer has not violated the antitrust laws of this state codified in Section 15.01, et seq, Business & Commerce Code, or the Federal Antitrust Laws, and has not communicated directly or indirectly the offer made to any competitor or any other

P a g e 5 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT) person engaged in such line of business. Any or all Proposals may be rejected if the District believes that collusion exists among the Proposers.

1.13 Contractual Development

The contents of the RFP and the selected Proposal will become an integral part of the contract but may be modified by provisions of the contract as negotiated. Therefore, the Proposer must be amenable to inclusion in a contract of any information provided (in writing) either in response to this RFP or subsequently during the selection process.

1.14 Assignment

The selected vendor may not assign, sell, or otherwise transfer this contract without written permission of the Jefferson County Drainage District No. 6 Board of Directors.

1.15 Contract Obligation

The District must award the contract, and the District President or other person authorized by the Board of Directors must execute the contract before it becomes binding on the District or the Proposer. Binding agreements shall remain in effect until all products and/or services covered by this Proposal have been satisfactorily delivered and accepted.

1.16 Termination

Termination for Cause. District may terminate the contract, by providing vendor seven (7) days’ notice if the vendor:

a. Repeatedly fails to supply necessary equipment, material, or properly skilled workers under this agreement;

b. Breaches any obligations under this agreement;

c. Disregards applicable laws, statutes ordinances, codes, rules and regulations;

d. Intentionally damages District’s assets;

e. Repeatedly fails to perform its duties for the District; or

f. Becomes insolvent or files an action for bankruptcy.

Termination for Convenience. District may terminate the contract, by providing Proposer thirty

(30) days’ notice, in whole or, from time to time, in part if the District determines that a termination is in the District’s best interest without cause.

Termination Activities. Upon receipt of written notice from the District of such termination, the Proposer shall:

a. Cease operations as directed by the District in the notice;

b. Take actions necessary, or that the Owner may direct, for the protection and preservation of the Work; and

c. Except for Work directed to be performed prior to the effective date of termination stated in the notice, perform no further Work.

Termination Damages. In the event of a Termination, the District reserves the right to award canceled contracts to the next lowest responsive Proposer.

In the event of a Termination for Cause, the District reserves all its remedies in law or equity.

In the event of a Termination for Convenience, Proposer will be entitled to reimbursement for work and materials actually performed and supplied, as mutually agreed upon by District and Proposer. Proposer shall not be entitled to recover for unearned or anticipated work.

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1.17 Indemnification/Hold Harmless

Contractor agrees to RELEASE, DEFEND, INDEMNIFY, and HOLD HARMLESS District its officers, directors, employees, and agents, from and against any and all claims, losses and expenses, including, without limitation, all costs, demands, damages, suits, judgments, fines, penalties, liabilities, debts, attorneys' fees, and causes of action of whatsoever nature or character, and further including, without limitation, any and all claims, losses and expenses for property damage, pollution, bodily injury, illness, disease, death, or loss of services, wages, consortium or society (the foregoing being herein individually and collectively referred to as “Claims, Losses and Expenses”) directly or indirectly arising out of or related to bodily injury, illness, disease or death of, or damage to property of, Contractor, or its subcontractors, or its or their employees, in any way directly or indirectly, arising out of, or related to, the performance or subject matter of this Agreement or the ingress, egress, loading, or unloading of cargo or personnel, or any presence on any premises (whether land, building, vehicle, platform, aircraft, vessel or otherwise) owned, operated, chartered, leased, used, controlled or hired by District or Contractor or its subcontractors, and expressly including any sole or concurrent negligence, fault or strict liability (of whatever nature or character, preexisting conditions, and/or premises defects) of District or any other person or entity. The indemnity obligations set forth in this Section shall include any medical, compensation or other benefits paid by District in connection with employees of Contractor (or its subcontractors, if any) and shall apply even if the employee is determined to be the statutory or borrowed employee of District.

1.18 Taxes

The Vendor and its subcontractors’ agents and employees, as the case may be, will be responsible for the payment of all federal, state and local taxes, and deposits or contributions imposed or required by law.

1.19 Non-Discrimination

The successful Proposer will be required to comply with the Americans With Disabilities Act and with all provisions of federal, state, county and local (if any) laws and regulations to ensure that no employee or applicant for employment is discriminated against because of race, color, religion or creed, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and gender identity) age, physical or mental disability or national origin, veteran status, genetic information, citizenship.

1.20 Conflicts of interest.

a. Governing Body. No member of the governing body of the District and no other officer, employee, or agent of the District, who exercises any functions or responsibilities in connection with administration, construction, engineering, or implementation of the CDBG- MRP award shall have any personal financial interest, direct or indirect, in the Vendor or this Agreement; and the Vendor shall take appropriate steps to assure compliance.

b. Other Public Officials. No other public official who exercises any functions or responsibilities in connection with the planning and carrying out of administration, construction, engineering or implementation of the CDBG-MRP award between GLO and the District shall have any personal financial interest, direct or indirect, in the Vendor or this Agreement; and the Vendor shall take appropriate steps to assure compliance.

c. Vendor and Employees. The Vendor warrants and represents that it has no conflict of interest associated with the CDBG-MRP award between GLO and the District or this Agreement. The Vendor further warrants and represents that it shall not acquire an interest, direct or indirect, in any geographic area that may benefit from the CDBG-MRP award

P a g e 7 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT) between the GLO and the District or in any business, entity, organization or person that may benefit from the award. The Vendor further agrees that it will not employ an individual with a conflict of interest as described herein. (See Attachment F- CIQ Form)

1.21 Delivery of Proposals

All Proposals are to be delivered by 2:00 PM CDT, October 8, 2026, Please take District Holidays into account when planning delivery of proposals.

District Holidays 2026:

January 19 Monday Martin Luther King, Jr. Day February 16 Monday Presidents’ Day April 3 Friday Good Friday May 25 Monday Memorial Day June 19 Friday Juneteenth July 3 Friday Independence Day September 7 Monday Labor Day November 11 Wednesday Veteran's Day November 26 & 27 Thursday & Friday Thanksgiving December 24 & 25 Thursday & Friday Christmas January 1, 2027 Friday New Year's

The District will not accept any Proposals received after the stated time and date and shall return such Proposals unopened to the Proposer.

Likewise, the District will not accept any responsibility for Proposals being delivered by third party carriers.

Proposal Submissions shall be tightly sealed in an opaque envelope or box and plainly marked “SEALED PROPOSAL.” The outside of the envelope or box shall also include Proposal Number, Proposal Name, Proposal Due Date, Proposer’s Name and Address.

Proposals will be opened publicly in a manner to avoid public disclosure of contents; however, only names of Proposers will be read aloud.

1.22 Proposal Submissions During Time of Inclement Weather, Disaster, or Emergency In case of inclement weather or any other unforeseen event causing the District to close for business on the date of the Proposal submission deadline, the Proposal due date will automatically be postponed until the next business day that District offices are open to the public.

Should inclement weather conditions or any other unforeseen event cause delays in courier service operations, the District may issue an addendum to all known vendors interested in the project to extend the deadline. It will be the responsibility of the vendor to notify the District of their interest in the project should these conditions impact their ability to submit a bid/Proposal/statement of qualifications submission before the stated deadline. The District reserves the right to make the final judgement call to extend any deadline.

Should an emergency or unanticipated event interrupt normal District processes, and Proposal submissions cannot be received by the District Purchasing Department’s office by the exact time specified in the RFP and urgent District requirements preclude amendment to the RFP, the time specified for receipt of Proposal will be deemed to be extended to the same time of day specified in the solicitation on the first business day on which normal District processes resume.

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1.23 Questions/ Exceptions

a. All inquiries and questions shall be submitted in writing (in Word format) via email to Karen

K. Johnson at kjohnson@dd6.org 12:00 noon Central on October 5, 2026.

b. All inquiries will result in written responses formed as Addendum with copies posted to the

District Purchasing website and the State of Texas Electronic State Business Daily. If a Proposer does not have Internet access, a copy of all written responses may be obtained through the point of contact listed above.

c. Upon issuance of this RFP, other employees and representatives of the District will not answer questions or otherwise discuss the contents of the RFP with any potential Proposer or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

d. If Proposer takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Proposer’s Proposal in response to this RFP and Proposer’s proposed alternative must also be provided in the Proposal. Proposers cannot take a ‘blanket exception’ to this entire RFP. If any Proposer takes a blanket exception to this entire RFP or does not provide proposed alternative language, the Proposer’s Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Proposer.

1.24 TENTATIVE Schedule of Events- Dates are SUBJECT TO CHANGE September 17, 2026 Issuance of Request for Proposal

October 8, 2026 Deadline Submission (late proposals will not be considered)

October 12, 2026 Proposals distributed to Evaluation Committee

October 15, 2026 Evaluation Committee Convenes to Tabulate Scoring and

Determines Short List

October 20, 2026 Conduct Zoom Interview/Best and Final Offer/Short List If Needed

November 10, 2026 Recommendation for Award mailto:kjohnson@dd6.org

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2. RFP for Administration/Professional Services Jefferson County Drainage District No. 6 is seeking to enter a service contract with well-qualified administration/ management firm/professional service provider(s) to assist the District in preparing an application for and in the overall management of its proposed Infrastructure-related CDBG-Mitigation project(s), if funded by the Texas General Land Office - (“GLO”). The following outlines the RFP:

2.1 Scope of Work

Scope of Work/Nature of Services. A proposed detailed scope of services is attached (See, Attachment A). The non-exclusive grant application and administration services contract will encompass all grant application and administration services to the District under GLO’s CDBG- MRP, including, but not limited to, the following services:

a. Pre-Award Services*. The selected grant administrator(s) will develop project scope and complete the CDBG-MRP application. The selected grant administrator(s) will work with the District and its Engineer(s), if applicable, to provide the concise information needed for submission of complete funding application and related documents. The required information shall be submitted in a format to be determined by HUD/GLO.

*Pre-Award costs to be reimbursed by HUD/GLO must have been incurred after the date of declaration (CDBG- MRP). Pre-Award management costs count towards the limit for subrecipient management costs. Pre-Award

b. Post-Award Services. Grant administrator(s) will provide services necessary to complete infrastructure, utilities, and eligible projects approved for building and implementing structural and non-structural projects, programs, and partnerships throughout the State of Texas that reduce the risks and impacts of future natural disasters. The selected grant administrator(s) must follow all requirements of the CDBG-MRP program along with any, and all, HUD/GLO policies, rules, and regulations. Each Grant Administrator is to specify actual services to be performed under each of these categories.

• Administrative Duties.

• Contract/Program Management.

• Acquisition Duties.

• Environmental Services.

2.2 Intent

The District is seeking to contract with competent professional administration/management grant administrators (“Grant Administrator” or “Grant Administrators”) experienced in grant application and administration. Specifically, the District is seeking services from those Grant Administrators with the qualifications as identified below.

a. Related experience in applying for and managing grants sponsored by state and federal agencies to fund projects to implement structural and non-structural projects, programs, and partnerships throughout the State of Texas that reduce the risks and impacts of future natural disasters. The District will place its emphasis on those Grant Administrators with specific and recent experience applying for, and administering, grants awarded for the same or similar purposes, and

b. Related experience/background with similar projects relating to CDBG Mitigation Action Plan as described in (2.2) (a) above.

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2.3 Proposers Qualifications

Please provide the following information:

a. A brief history of the proposing entity, including general background, knowledge of and experience working with relevant agencies, with an emphasis on recent experience, related experience and background with similar grant programs, with an emphasis on directly related and recent experience.

b. A description of work performance and experience with CDBG including a list of at least three references from past governmental clients, with information describing the recency and relevancy of the previous performance and experience.

c. A description of the Proposer’s capacity to perform as well as resumes of all employees who will or may be assigned to provide technical assistance if your firm is awarded this management services contract, identifying current employees and proposed hires; and

d. A statement substantiating the resources of the proposing entity and the ability to carry out the scope of work requested within the proposed timeline.

2.4 Cost Proposal

Cost for developing Proposals is entirely the responsibility of Proposers and shall not be charged to Jefferson County Drainage District No. 6.

In its Proposal, each Grant Administrator shall provide a cost Proposal to accomplish the scope of work outlined in this solicitation and for any additional services required by the District. The final grant funding amount is yet to be determined and any grant administrator’s contract award is contingent upon funding of the CDBG-MRP grant by and through HUD/GLO. Grant Administrator’s Proposal must include all costs that are necessary to successfully complete these activities. Grant Administrators may submit Proposals for any or all contemplated activities.

Please note that the cost Proposal will not be used as the sole basis for awarding a contract.

Profit (either % / actual cost) must be identified and negotiated as a separate element of the price of the contract. To comply, the Proposer must disclose and certify in its Proposal the percentage of profit being used. “Cost plus percentage of cost” type Proposals are prohibited.

Note: costs must be identified as separate line items in the cost estimate of the application. Costs associated with implementation of the activity but incurred prior to Federal award or final approval are not eligible. If an award is not made, pre-award costs will not be reimbursed by HUD/GLO. Pre-Award costs are reimbursed when the project is approved and funded.

2.5 Evaluation

By submitting a Proposal in response to this solicitation, the Proposer grants the District the right to ask questions, request clarifications and to obtain any information from any lawful source regarding the history, practices, conduct, ability, and eligibility of the Proposer to supply Services and to fulfill requirements under this solicitation, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Proposer. By submitting a Proposal in response to this solicitation, the Proposer generally releases from liability and waives all claims against any party providing information about the Proposer at the request of the District. Such information may be taken into consideration in evaluating the submitted Proposals.

a. Committee. A committee will be established to evaluate the Proposals. The committee will include employees of the District and other persons invited by the District to participate. After written Proposals are received and initially evaluated individually by committee members, then at the discretion and request of any Committee Member, a Committee Meeting may be scheduled for discussion and further evaluation.

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b. Best and Final Offer (BAFO). The District reserves the right to award contract(s), without a BAFO, and/or the District reserves the right to not make an award at all. The Proposer is strongly encouraged to provide its best price in its Proposal because the District makes absolutely no guarantee that there will be any opportunity to negotiate or provide alternative pricing at any point during the RFP process.

c. Best Value Determination. The final selection for award will be based on best value, as determined by this section and in accordance with Texas Government Code Section

2254.003. Proposers are encouraged to thoroughly review the processes outlined in this section, as it documents the best value considerations to be made by the District when selecting a Proposer for negotiation and Contract award.

d. Interviews. After written Proposals are received and initially evaluated, and at the discretion and request of any Evaluation Committee Member, the District may require one or more of the Proposers to provide an oral presentation interview as a supplement to their Proposals. Any Proposer required to interview should be prepared to discuss and substantiate any area of their Proposal. The District is under no obligation to grant interviews to any Proposer receiving a copy of this RFP and/or submitting a written Proposal in response to this RFP.

e. Evaluation Criteria. Each member of the evaluation committee will determine best value by applying the following criteria and assigned weighted values: using the Rating Sheet enclosed as Attachment B.

Criteria Maximum Points Experience 30

Work Performance 40

Capacity to Perform 20

Proposed Cost 10

TOTAL 100

f. Selection The Evaluation Committee will select the best qualified Proposer. Following this selection, negotiations will begin with the selected firm to arrive at a mutual understanding of the detailed scope of services and determine a fair and reasonable fee structure.

Should the selected firm and the District fail to arrive at a mutually acceptable agreement the contract will then be offered to the next highest ranked (qualified) respondent. d) All Responses must be complete and convey all the information requested to be considered responsive.

2.6 Submission Requirements

a. Proposal. Each Grant Administrator shall submit a Proposal demonstrating competence and expertise in the areas outlined in this solicitation. The Proposal shall include a detailed cost of services. Proposals shall be limited to not more than twenty (20) pages, exclusive of required attachments.

b. Insurance. Each Grant Administrator must include a copy of the Grant Administrator’s current certificate of insurance for professional liability as well as evidence that the policy covers any subcontractors employed by the Grant Administrator unless the subcontractor provides evidence of such independent insurance coverage. The District should be named as an additional insured party on the certificate. Proposer and Proposer’s

P a g e 12 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT) insurance carriers waive any and all rights whatsoever with regard to subrogation against the District as an indirect party to any suit arising out of personal or property damages resulting from the Proposer’s performance under this agreement.

c. System for Award Management. Grant Administrator must include a certification that the Grant Administrator is not debarred or suspended from the Excluded Parties List System (“EPLS”) in the System for Award Management (“SAM”) (See, Attachment C). Grant Administrator must include verification that the Grant Administrator, as well as the Grant Administrator’s key employees, are not listed (are not debarred) through the SAM as indicated on the website https://sam.gov/SAM/. Each Grant Administrator must enclose a printed copy of the search results (including the record date).

d. Affidavit of Non-Collusion. Grant Administrator must complete and include the Affidavit of Non-Collusion (See, Attachment D).

e. Form CIQ. Each Grant Administrator (and/or any key employee of Grant Administrator) seeking to contract with a local government entity must disclose the Grant Administrator’s (and/or any key employee of Grant Administrator) employment, affiliation, business relationship, family relationship or provision of gifts that might cause a conflict of interest with a local government entity. See, Chapter 176, TEX. GOV’T CODE. Accordingly, each Grant Administrator (and/or any key employee of Grant Administrator) must complete and attach Form CIQ (See, Attachment E).

f. Certification Regarding Lobbying. A Certification for Contracts, Grants, Loans, and Cooperative Agreements (See, Attachment F) is included in the RFP and must be included in each Grant Administrator’s submittal.

g. Disclosure of Lobbying Activities. Each Grant Administrator must complete a Disclosure of Lobbying Activities (See, Attachment G ) of the Grant Administrator, and its key employees.

h. Certification of Interested Parties- Form 1295. Effective January 1, 2016, all contracts and contract amendments, extensions, or renewals executed by the District’s Board of Directors will require the completion of Form 1295 “Certificate of Interested Parties.” See, TEX. GOV’T CODE §2252.908. Each Grant Administrator that is awarded a contract must complete and submit Form 1295 at the same time as the Grant Administrator submits a signed contract. A copy of Form 1295 is included in this RFP for the convenience of each Grant Administrator (See, Attachment H).

i. House Bill 89 Verification Does not boycott Israel currently; and will not boycott Israel during the term of the contract. Pursuant to Section 2270.001, Texas Government Code:(See, Attachment J).

j. Senate Bill 252. SB 252 prohibits governmental entities from contracting with parties on the State Comptroller’s list of companies known to have contracts with, or provide supplies or services to, an organization designated as a Foreign Terrorist Organization by the U.S. Secretary of State. As a result of this law, governmental entities are required to certify that vendors/independent Vendors are not on the listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan, or any Foreign Terrorist Organization. Pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153 (See, Attachment K)

k. Mandated Federal and State Contract Provisions. All contracts between the District and a Grant Administrator must include the mandated federal and state contract clauses (See, Attachment L).

l. Non-Disclosure Agreement Vendor References Signature Page (See, Attachment M)

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2.7 Confidential/Proprietary Information If any material in the Proposal submission is considered by Proposer to be confidential or proprietary information (including manufacturing and/or design processes exclusive to the Proposer), Proposer must clearly mark the applicable pages of Proposer’s Proposal submission to indicate each claim of confidentiality. Additionally, Proposer must include a statement on company letterhead identifying all Proposal section(s) and page(s) that have been marked as confidential. Jefferson County Drainage District No. 6 will protect from public disclosure such portions of a Proposal, unless directed otherwise by legal authority, including existing open records acts. Merely making a blanket claim that the entire Proposal submission is protected from disclosure because it contains some proprietary information is not acceptable and will make the entire Proposal submission subject to release under the Texas Public Information Act.

a. By submitting a Proposal, Proposer agrees to reproduction by Jefferson County

Drainage District No. 6, without cost or liability, of any copyrighted portions of Proposer’s Proposal submission or other information submitted by Proposer.

2.8 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms Small and minority businesses, women's business enterprises, and labor surplus area firms are encouraged to participate in this RFP. If the awarded vendor is a prime Vendor and may use subcontractors, the following affirmative steps are required of the prime Vendor:

a. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

b. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

e. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

2.9 Deadline for Submission

Proposals must be received no later than 2:00PM CDT, October 8, 2026. It is the responsibility of the submitting entity to ensure that the Proposal is received in a timely manner. Proposals received after the deadline will not be considered for award, regardless of the delay being outside of the control of the submitting firm.

P a g e 14 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT)

Attachment A:

Scope Of Grant Application And Administration Services

CDBG-MRP (GLO/HUD)

The Vendor shall provide the following scope of services:

Providers will help the GLO fulfill State and Federal Community Development Block Grant Disaster Recovery (“CDBG-MRP”) statutory responsibilities related to recovery in connection with any federally declared disaster.

Providers will assist the GLO and/or grant recipients in completion of CDBG-MRP qualified mitigation projects.

Proposers may be qualified to provide Grant Administration services for mitigation project (s). Grant administrative services must be performed in compliance with the U.S. Department of Housing and Urban Development (“HUD”) and guidelines issued by the GLO for MRP funds.

A. Description of Services and Special Conditions. Grant Administrator must be able to perform the tasks listed herein to be considered eligible for an award under this solicitation. Grant Administrators should provide a detailed narrative of their experience as it relates to each of the items below. Grant Administrators should clearly indicate if they intend to provide services in-house with existing staff or through subcontracting or partnership arrangements. Grant administration services will be provided in conformance with the guidance documents and use forms provided to the District regarding the CDBG- MRP. Grant Administrators shall furnish pre-funding and post-funding grant application and administration services to complete the disaster recovery projects, including, but not limited to the following:

1. Pre-Award Services. Grant administrators will develop project scope and complete the CDBG- MRP application, if applicable. The provider will work with the District and its Engineer(s), if applicable, to provide the concise information needed for submission of complete application and supporting documents. The required information shall be submitted in a format to be described by HUD/GLO; and,

2. Post-Award Services. Grant administrators will manage, and complete eligible projects approved for funding. The selected administrative firm must follow all requirements of the CDBG-MRP program as specified by GLO and/or HUD.

B. Grant Administration Services – General.

1. Administrative Duties. Coordinate, as necessary, between District and any other appropriate service providers (i.e., Engineer, Environmental, etc.), Vendors, subcontractors and HUD/GLO to effectuate the services requested.

2. Public Hearings. May assist in public hearings.

3. HUD Portal. Will work with HUD/GLO's system of record.

4. Status Reports. Provide monthly project status updates to all entities requiring the same.

5. Compensation Based Upon Receipt of Deliverables. Funding release will be based on deliverables identified in the contract.

6. Labor and Procurement Duties. Perform the following labor and procurement duties, as necessary.

a. Provide all labor standards officer (LSO) services,

b. Ensure compliance with all relevant labor standards regulations,

c. Ensure compliance with procurement regulations and policies, and

d. Maintain document files to support compliance.

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7. Financial Duties. Perform the following financial duties.

a. Prepare and submit all required reports (section 3, financial interest, etc.).

b. Assist District with the procurement of audit services.

c. Assist District in establishing and maintaining a bank account for disaster recovery funds.

d. Implementation and coordination of Section 504 requirements.

e. Program compliance.

f. Ensure that fraud prevention and abuse practices are in place and being implemented.

g. Prepare and submit all closeout documents.

h. Submit all invoices no later than sixty (60) days after the expiration of the contract. All outstanding funds may be swept after sixty (60) days. The provider may request an extension of this requirement in writing.

i. Assist in preparation of contract revisions and supporting documents including but not limited to amendments/modifications and change orders.

8. Construction Management. Assist in construction management as identified below.

a. The provider will assist the District in submitting/setting up project applications in

HUD/GLO’s system of record.

b. The provider may compile and collate complete contract/procurement packages that meet HUD/GLO program requirements. The packages will contain supporting documentation that meets or exceeds the CDBG-MRP requirements. If applications do not have the necessary forms, the provider may assist the District by acquiring the necessary documentation.

c. The provider may monitor, report, and evaluate Vendor's performance; notify the District if the Vendor(s) fails to meet established scheduled milestones. Receive, review, recommend, and process any change orders as appropriate to the individual projects.

d. The provider will assist the District with project activity draws/close out.

e. The provider may assist the District by submitting all the necessary documentation for draws and to close a project activity in HUD/GLO’s system of record. The provider will compile, review for completeness, and collate complete contract/closeout packages that meet CDBG-MRP requirements for draw requests. If applications do not have the necessary forms, the provider may assist the District by acquiring any necessary documentation.

f. The provider may assist the District in developing architectural and engineering plans with guidance from HUD/GLO.

g. The provider shall be prepared to assist in any realignment of scope throughout the project, as necessary.

C. Grant Administration Services – Project Administration and Management.

1. Administrative Duties. The provider’s grant administration duties are identified below.

a. Ensure program compliance including all CDBG-MRP requirements and all parts therein, current Federal Register, etc.,

b. Assist District in establishing and maintaining financial processes, P a g e 16 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT)

c. Obtain and maintain copies of the District's most current contract including all related change orders, revisions, and attachments,

d. Establish and maintain record keeping systems,

e. Assist District with resolving monitoring and audit findings,

f. Serve as monitoring liaison,

g. Assist District with resolving third party claims,

h. Report suspected fraud to HUD/GLO,

i. Submit timely responses to HUD/GLO requests for additional information,

j. Complete draw request forms and supporting documents,

k. Facilitate outreach efforts, application intake, and eligibility review,

l. Perform any other administrative duty required to complete the underlying project,

m. Utilize and assist with HUD/GLO's system of record to complete milestones, submit documentation, reports, draws, change requests, etc., and

n. Submit change orders and all required documentation related to any change orders.

2. Acquisition Duties. The provider’s acquisition duties are identified below.

a. Submit acquisition reports and related documents,

b. Establish acquisition files (if necessary), and

c. Complete acquisition activities (if necessary).

3. Environmental Services (if applicable). Provider will be responsible for providing or sub-contracting, as a part of this agreement, for environmental duties as identified below.

a. Development of a detailed scope of services,

b. Review each project description to ascertain and/or verify the level of environmental review required (i.e., Exempt, Categorical Exclusion not Subject to 58.5, Categorical Exclusion Subject to 58.5, Environmental Assessment, and Environmental Impact Statements),

c. Prepare, complete, and submit CDBG-MRP required forms, if any, for environmental review and provide all documentation to support environmental findings,

d. Consult and coordinate with oversight/regulatory agencies to facilitate environmental clearance,

e. Be able to perform or obtain special studies, additional assessments, or permitting necessary to secure environmental clearance. These may include, but are not limited to biological assessments, wetland delineations, asbestos surveys, lead based paint assessments, archeology studies, architectural reviews, Phase I & II ESAs, USACE permits, etc.,

f. Prepare all responses to comments received during comment phase of the environmental review, including State/Federal Agency mandating or ordering further studies and/or comments from public or private entities during public comment period,

g. Maintain close coordination with local officials, project engineer and other members of the project team to assure appropriate level of environmental review is performed and no work is conducted without authorization, P a g e 17 | 37 RFP 26-029/KKJ Grant Administration and Management Services for Community Development Block Grant-Mitigation (CDBG-MIT)

h. Complete and submit the environmental review into HUD/GLO’s system of record,

i. Make one, or more, site visits to project locations and complete field observation…