Grant Writing_ Appropriations_ Grant Management_ and Project Management.pdf

Hyde County Sheriff's Office | RFP HCSO-003 | Issued August 12, 2026

HYDE COUNTY

NORTH CAROLINA

REQUEST FOR PROPOSALS

Grant Writing, Appropriations, Grant Management, and Project Management Services Federal, State, foundation, nonprofit, corporate, and other competitive or noncompetitive funding; appropriations; post-award grant administration; project management and implementation support; compliance; and closeout

RFP Number HCSO-003

Issue Date August 12, 2026

Questions Due August 21, 2026, 5:00 PM Eastern Time

Proposals Due August 28, 2026, 5:00 PM Eastern Time

Submit To Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189)

County Contact Joey Williams | jwilliams@hydecountync.gov

Anticipated Award September 3, 2026

ISSUED FOR PUBLIC SOLICITATION - August 12, 2026

1. Notice and Invitation

Hyde County invites qualified firms to provide comprehensive grant strategy, grant writing, appropriations support, application submission, post-award grant management, project management and implementation support, compliance, reimbursement, reporting, and closeout services across federal, State, regional, foundation, nonprofit, corporate, and other lawful funding sources.

The County may issue task orders or notices to proceed. No minimum amount of work is guaranteed. The County may reject any or all proposals, negotiate with one or more proposers, or make an award in the County's best interest, subject to applicable law and procurement policy.

2. Background and Procurement Objectives

Hyde County is a coastal North Carolina county exposed to hurricanes, tropical storms, flooding, storm surge, severe weather, wildfire, infrastructure disruption, public-health emergencies, and other natural or human-caused hazards. The County requires resilient, audit-ready systems and outside professional support that preserves County decision-making authority.

Build and maintain a Countywide funding pipeline aligned with capital, emergency management, infrastructure, public safety, health, housing, transportation, economic development, resiliency, environmental, technology, and community priorities.

Identify both competitive and formula opportunities, direct appropriations, congressionally directed spending or community project funding when available, State legislative appropriations, and other lawful funding mechanisms.

Develop high-quality, timely applications supported by evidence, budgets, benefit/cost or economic analysis, schedules, maps, letters, resolutions, and required registrations.

Provide disciplined post-award grant and project administration that protects eligibility, cash flow, procurement compliance, schedule, budget, performance, reporting, implementation, and closeout.

Coordinate multiple funding sources while preventing duplication of benefits, impermissible supplanting, unsupported match, lobbying violations, and other compliance risks.

Provide project management for County-authorized grant-funded and appropriation-funded initiatives, including implementation planning, schedule and milestone control, budget and risk tracking, stakeholder coordination, issue escalation, documentation, and transition to operational ownership.

3. Contract Structure and Term

Three-year initial term with up to two one-year renewals at the County option, subject to approval and availability of funds.

Task orders will identify scope, staffing, schedule, deliverables, pricing basis, not-to-exceed amount, funding source, and event- or grant-specific requirements. Cost-plus-percentage-of-cost and percentage-of-construction-cost compensation are prohibited. The contractor shall disclose actual or potential conflicts of interest before each task order.

4. Scope of Services

4.1 Funding Strategy and Opportunity Identification

Conduct a Countywide funding needs assessment and maintain a rolling 12- to 36-month grant and appropriations pipeline with program, amount, match, eligibility, deadline, readiness, competitiveness, and next-action fields.

Monitor Grants.gov, SAM.gov, federal agency notices, North Carolina agency programs, legislative budget/appropriation opportunities, foundation and corporate opportunities, regional programs, utility or resilience funding, and other lawful sources relevant to County priorities.

Provide concise go/no-go recommendations that address strategic fit, eligibility, match, project readiness, administrative burden, competitiveness, sustainability, and compliance risk.

Coordinate funding strategies that braid or sequence multiple sources while identifying duplication-of-benefits, cost-allocation, match, and procurement implications.

4.2 Grant and Appropriation Development

Prepare complete applications, narratives, scopes of work, project descriptions, need statements, outcome measures, implementation schedules, budgets, budget narratives, staffing plans, sustainability plans, and required forms.

Develop or coordinate supporting materials such as maps, data analysis, demographic/economic evidence, engineering or planning inputs supplied by the County or third parties, cost estimates, benefit-cost information, environmental information, letters of support, resolutions, memoranda of understanding, and match commitments.

Support federal discretionary grants, FEMA preparedness/mitigation/recovery grants, Department of Transportation, HUD, USDA, DOJ, DHS, EPA, HHS, EDA, Commerce, Interior, and other federal programs as applicable, together with all relevant North Carolina agency grant programs.

Support congressionally directed spending/community project funding, federal earmark-style processes when authorized, North Carolina legislative appropriations, and other direct appropriation requests. Services must comply with applicable lobbying and ethics restrictions and may not include prohibited contingent compensation.

Prepare foundation, nonprofit, association, corporate, and philanthropic grant requests when aligned with County authority and priorities.

Manage registrations and portal readiness in coordination with County staff, including SAM.gov, Grants.gov, FEMA GO, ND Grants, agency-specific systems, and State portals as applicable. The County will retain account ownership and credentials.

4.3 Submission and Award Negotiation Support

Maintain a submission checklist and deadline calendar; coordinate internal review, authorized signatures, certifications, resolutions, match documentation, and attachments.

Submit applications only when explicitly authorized by the County and where the system permits consultant submission. Preserve proof of submission and final application files.

Respond to clarification requests, revised budgets, pre-award negotiations, environmental or programmatic questions, and award-condition review in coordination with County staff and counsel.

4.4 Post-Award Grant Management

Conduct post-award kickoff, create a grant management file, summarize award conditions, establish reporting and reimbursement calendars, assign responsibilities, and identify procurement, match, environmental, civil-rights, property, equipment, records, and closeout requirements.

Track budgets, obligations, expenditures, reimbursements, match, program income, indirect costs where applicable, subawards, contracts, milestones, deliverables, performance measures, and amendments.

Prepare or support financial and programmatic reports, reimbursement requests, amendments, time extensions, budget revisions, monitoring responses, corrective actions, closeout packages, and post-closeout record retention.

Review procurement files for grant compliance, including competition, methods, responsibility, cost/price analysis, required clauses, exclusions screening, conflicts, domestic preferences or recovered materials when applicable, and documentation. Legal determinations remain with County counsel.

Coordinate audits, monitoring visits, desk reviews, inspector general requests, questioned-cost responses, and corrective-action tracking.

4.5 Grant Program Management and Knowledge Transfer

Provide a monthly executive funding dashboard showing pipeline value, submitted requests, awards, pending decisions, match exposure, reimbursement receivables, reporting deadlines, compliance risks, and decisions needed.

Maintain standardized templates for grant intake, go/no-go review, project readiness, application review, award setup, procurement review, reimbursement, reporting, amendments, closeout, and records retention.

Train County staff on grant lifecycle management, federal grant compliance, records management, portal usage, procurement documentation, reimbursement practices, and audit readiness.

Coordinate with County administration, finance, emergency management, public works, planning, utilities, public safety, social services, and other departments as directed.

4.6 Project Management and Implementation Support

For County-authorized projects, develop and maintain a project management plan identifying scope, objectives, deliverables, work breakdown, milestones, schedule, budget, funding constraints, dependencies, roles, approvals, communications, risks, issues, and change-control procedures.

Coordinate County departments, grantors/pass-through entities, consultants, engineers, contractors, vendors, utilities, nonprofit partners, and other stakeholders as directed by the County while preserving County decision-making and contract-authority controls.

Maintain project schedules, milestone logs, action-item registers, decision logs, risk/issue registers, budget-to-actual tracking, funding-source allocation, deliverable status, and documentation sufficient to support grant compliance and audit review.

Facilitate project kickoff meetings, recurring status meetings, implementation reviews, recovery meetings, and closeout/transition meetings; prepare agendas, minutes, action assignments, and executive status reports.

Identify schedule, scope, cost, procurement, permitting, environmental/historic preservation, match, reimbursement, contracting, or performance risks early and provide written recommendations and escalation to the County.

Support project change control by documenting proposed scope, schedule, budget, and funding impacts. The contractor shall not authorize changes, direct construction means/methods, approve contractor payment, or exercise professional design/construction authority unless separately authorized and legally qualified.

Coordinate project completion, grant deliverables, acceptance documentation, punch-list or corrective-action tracking as applicable, financial reconciliation, asset/property records, lessons learned, and transition to County operations or maintenance.

5. Deliverables and Performance Standards

Deliverable Minimum Standard

Funding pipeline Updated at least monthly; prioritizes opportunities, deadlines, match, readiness, probability, and next actions.

Opportunity brief Concise program summary and go/no-go analysis sufficiently before the deadline for County decision-making.

Application work plan Checklist, owners, milestones, source documents, approvals, and internal review schedule for each authorized application.

Final application package Complete, quality-controlled, internally consistent, and delivered to County before submission with editable source files.

Submission record Confirmation number, final submitted package, timestamp, portal evidence, and any post-submission correspondence.

Award setup file

Award summary, conditions, budget, period of performance, reporting calendar, procurement/compliance checklist, and responsibilities.

Monthly grant dashboard Pipeline, awards, receivables, match, reporting, risk, amendments, and closeout status.

Deliverable Minimum Standard

Closeout file Final reports, financial reconciliation, property/equipment records, deliverables, approvals, and retention schedule.

Project management plan For each authorized project: scope, roles, milestones, baseline schedule, budget/funding controls, communications, risks/issues, approvals, change control, and reporting cadence.

Project status report At County-defined cadence; summarizes schedule, budget, milestones, deliverables, risks/issues, decisions required, change requests, funding/reimbursement status, and next actions.

6. Proposer Qualifications

Demonstrated experience performing comparable work for local governments, preferably in coastal or disaster-prone jurisdictions.

Demonstrated experience managing implementation of grant-funded, capital, infrastructure, emergency management, public safety, community development, or other public-sector projects, including schedule, budget, risk, stakeholder, documentation, and closeout controls. PMP or comparable credentials are preferred for designated project managers when relevant, but are not mandatory unless required by a specific task order.

Key personnel with relevant FEMA, emergency management, planning, grant, finance, procurement, GIS, data, or continuity credentials appropriate to the scope.

Sufficient staffing and surge capacity to meet the response standards in this RFP.

Documented quality assurance, records management, cybersecurity, confidentiality, and business continuity practices.

No suspension or debarment from federal contracting or financial assistance programs;

proposer must disclose material litigation, claims, investigations, and organizational conflicts.

Ability to comply with County, State, and federal contracting requirements applicable to each task order and funding source.

7. Proposal Instructions and Required Content

Section Required Content

A. Cover Letter Legal name, authorized representative, address, contact information, proposal validity, and acceptance of RFP requirements.

Section Required Content

B. Funding Strategy

Approach to opportunity identification, pipeline management, go/no-go decisions, project readiness, match strategy, appropriations, and multi-source funding.

C. Grant Development

Research, narrative development, budgets, data, benefit/cost support, maps, letters, internal review, submission controls, and quality assurance.

D. Post-Award Grant & Project Management

Award setup; project-management approach;

schedules, budgets, milestones, risks/issues, stakeholder coordination, implementation controls, reimbursement, reporting, procurement compliance, amendments, monitoring/audit response, and closeout.

E. Staffing and Capacity

Named grant strategists/writers/managers and project managers; subject-matter specialties;

project-management methodology; surge capacity; workload controls; and subcontractors.

F. Relevant Results

At least five comparable public-sector clients and examples across federal, State, appropriations, and other funding, including managed implementation projects where available. Report applications, awards, project outcomes, and management scope without overstating causation.

G. Ethics and Compliance

Approach to lobbying restrictions, conflicts, contingent-fee prohibition, data security, records, grantor terms, and independent quality review.

H. Price Proposal

Hourly/fixed-fee model, retainers if proposed, per-application assumptions, post-award grant-management rates, project-management rates, travel, and subcontractor markups.

8. Evaluation and Selection

The County intends to use a best-value selection process. The County may conduct interviews, request clarifications, verify references, negotiate scope and price, and consider proposer responsibility. Final weights may be adjusted before issuance.

Evaluation Factor Points

Grant strategy and opportunity identification 20

Application development quality and relevant results 20

Post-award grant/project management and compliance capability 20

Key personnel, subject-matter depth, and capacity 15

Appropriations and nontraditional funding experience 10

Quality controls, ethics, and audit readiness 5

Price and overall value 10

Total 100

9. Pricing Proposal

Pricing must be complete and transparent. Identify all hourly rates, fixed fees, unit rates, travel assumptions, technology charges, subcontractor markups, and reimbursable expenses. Rates shall remain firm for the initial term except for any adjustment expressly allowed in the final contract.

Labor Category / Cost Item Proposed Rate or Method

Grant Strategy / Program Director $_____ / hour

Senior Grant Writer $_____ / hour

Grant Writer / Researcher $_____ / hour

Grant Manager / Compliance Specialist $_____ / hour

Labor Category / Cost Item Proposed Rate or Method

Financial / Reimbursement Specialist $_____ / hour

Data / Benefit-Cost / Economic Analyst $_____ / hour

GIS / Mapping Specialist $_____ / hour

Appropriations / Funding Strategy Specialist $_____ / hour

Administrative / Portal Support $_____ / hour

Optional Monthly Retainer Describe scope and $_____ / month

Fixed Fee by Application Provide methodology / range

Post-Award Grant Management Hourly or fixed-fee methodology

Travel / Other Expenses Describe; subject to prior approval and funding rules

Project Manager / Implementation Manager $_____ / hour

Project Management Hourly or fixed-fee methodology; identify assumptions and deliverables

10. Contract Terms and Compliance Requirements

The contractor shall comply with all applicable federal, State, and local laws, regulations, executive orders, grant terms, County policies, and professional standards.

All work product, data, records, templates, databases, GIS layers, reports, source files, and deliverables prepared specifically for the County shall be County property upon payment, subject to lawful pre-existing proprietary rights identified in the proposal.

The contractor shall maintain complete records sufficient for County, State, FEMA, pass-through entity, inspector general, and audit review, and shall retain records for the period required by the applicable award and 2 C.F.R. Part 200.

The contractor shall protect confidential, security-sensitive, personally identifiable, and otherwise protected information and shall comply with North Carolina public-records law. Final disclosure determinations remain with the County.

The contractor shall maintain insurance in limits established in the final contract and shall promptly report cyber incidents, data loss, suspected fraud, conflicts, safety events, and compliance concerns.

The contractor shall not make eligibility determinations on behalf of FEMA or another grantor.

Advice must distinguish between consultant recommendations and final grantor or County decisions.

11. Federal Funding Requirements

When a task order is paid in whole or in part with federal financial assistance, the contractor shall comply with the Uniform Guidance in 2 C.F.R. Part 200, including procurement-related contract provisions applicable to the County and the award.

The final contract and task orders shall include applicable provisions from Appendix II to 2 C.F.R.

Part 200 and any additional clauses required by the awarding agency, pass-through entity, or funding notice.

The County will not reimburse costs that are unallowable, inadequately documented, outside the authorized scope, or otherwise ineligible under the applicable award.

The contractor shall support documented cost or price analysis, responsibility determinations, conflict controls, and socioeconomic contracting steps when applicable. The contractor shall not steer procurements toward affiliated firms or vendors.

The contractor shall comply with suspension and debarment requirements, anti-lobbying restrictions, domestic-preference or recovered-material requirements when applicable, and all award-specific civil rights and nondiscrimination requirements.

12. Questions, Addenda, and Submission

Questions concerning this RFP must be submitted in writing to Joey Williams at jwilliams@hydecountync.gov no later than August 21, 2026, 5:00 PM Eastern Time. Responses that materially affect the solicitation will be issued by written addendum. Oral interpretations are not binding. Proposals must be received no later than August 28, 2026, 5:00 PM Eastern Time. The preferred submission method is one signed physical original with a complete digital copy on a USB/thumb drive, delivered or mailed to: Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189). Receipt by the deadline, not postmark, controls.

The outer package must identify HCSO-003.

13. Reservations and Protest

The County reserves all rights available under law and County policy, including the right to waive minor informalities, request additional information, reject nonresponsive or nonresponsible proposals, negotiate, cancel the solicitation, or make no award. Protest procedures and deadlines, if any, will be stated in the final issued RFP or County policy.

Appendix A - Compliance Cross-Reference Matrix

Subject Primary Authority / Guidance RFP Implementation

Federal financial assistance administration

2 C.F.R. Part 200 (Uniform Guidance), including cost principles, procurement, subawards, property, records, audit, and closeout

Award setup, allowable costs, procurement review, reporting, records, audits, and closeout.

Subject Primary Authority / Guidance RFP Implementation

Federal grant opportunity / award terms

Applicable Notice of Funding Opportunity, agency regulations, terms and conditions, and program guidance

Application eligibility, scoring, match, performance, reporting, and award-specific compliance.

FEMA grants and disaster programs

Stafford Act, 44 C.F.R., FEMA program guidance and award terms as applicable

FEMA preparedness, mitigation, recovery, and other emergency management funding.

Federal appropriations / lobbying

31 U.S.C. 1352 and implementing regulations;

applicable congressional and agency ethics/lobbying restrictions

No prohibited use of federal funds for lobbying; required certifications/disclosures;

appropriations support limited to lawful activities.

Suspension and debarment 2 C.F.R. Part 180 and agency adoption; SAM.gov exclusions requirements as applicable

Vendor/subrecipient screening and award compliance.

Civil rights / nondiscrimination

Applicable federal civil-rights statutes, executive orders, and award conditions

Application assurances, program delivery, reporting, and compliance.

North Carolina grants / appropriations

Applicable North Carolina General Statutes, session laws, agency grant rules, State Budget Act requirements, and specific award terms

State applications, appropriations, match, contracts, reporting, audit, and closeout.

North Carolina public records N.C. Gen. Stat. Chapter 132

Grant records, applications, correspondence, and protection of lawful exemptions.

County contracting and E- Verify

Applicable County purchasing policy and N.C. Gen. Stat.

requirements, including E- Verify provisions where applicable

Consultant contract, procurement documentation, and certifications.

Subject Primary Authority / Guidance RFP Implementation

Other grants and philanthropy

Foundation, nonprofit, corporate, regional, and program-specific terms and restrictions

Eligibility, charitable-use restrictions, reporting, branding/acknowledgment, and closeout.

Grant management best practice

GAO internal-control principles, COSO-style control concepts, federal grantor guidance, and audit-ready records management

Segregation of duties, documented approvals, reconciliations, deadline controls, risk tracking, and complete files.

Appendix B - Required Certifications and Proposal Acknowledgments

Authorized signature and certification that the proposal is valid for at least 120 days.

Acknowledgment of all addenda.

Disclosure of subcontractors, affiliates, organizational conflicts of interest, and work for potentially adverse parties.

Certification regarding suspension/debarment and disclosure of exclusions.

E-Verify compliance certification as applicable under North Carolina law.

Non-collusion and independent-price certification.

Lobbying certification and disclosure when required by federal law or award terms.

Certification that pricing does not use a prohibited cost-plus-percentage-of-cost method.

Exceptions to the RFP or proposed contract, clearly identified by section.

Proposer Certification Form

Certification Field Proposer Response

Legal Firm Name ____________________________________________

Authorized Representative ____________________________________________

Title ____________________________________________

Email / Phone ____________________________________________

Addenda Acknowledged Nos. _________________________________

Exceptions to RFP None / Attached (circle one)

Authorized Signature ____________________________________________

Date ____________________________________________

Compliance Update and Order-of-Precedence Notice

This RFP was issued August 12, 2026. Hyde County intends the solicitation and resulting contract to remain compliant if governing requirements change before award or during performance. Before each federally or State-funded task order, the Contractor shall verify the then-current FEMA policy, eCFR text for 2 C.F.R. Part 200, applicable North Carolina statutes and grant conditions, and DOJ Title II accessibility requirements. A later controlling statute, regulation, award condition, or binding agency requirement supersedes an inconsistent citation in this RFP without changing the basic scope of the procurement. Material procurement changes will be handled by addendum or written contract amendment as required by law.

Compliance Area Reference RFP Control

FEMA Public Assistance FEMA PAPPG Version 5.0, as amended;

applicable incident-specific policy and FEMA procurement guidance

PAPPG v5 applies to incidents declared on/after Jan. 6, 2025; FEMA subsequently amended v5. Contractor must use the edition/amendment applicable to the incident and task order.

Uniform Guidance 2 C.F.R. Part 200 and Appendix II Use current eCFR and award-specific effective date. Contract clauses and thresholds apply as legally required.

North Carolina law G.S. Chapters 14, 143, 153A, 159, 166A and other applicable statutes

Apply current statutes, local purchasing policy, public records, conflicts, E-Verify, finance/preaudit, and any grant-specific State requirements.

Accessibility 28 C.F.R. Part 35; DOJ Title II web/mobile rule; WCAG 2.1 Level AA

DOJ 2026 interim final rule extended the general compliance date for public entities under 50,000 population to Apr. 26, 2028. County requires public-facing deliverables under this RFP to meet WCAG 2.1 AA upon acceptance unless a stricter rule applies.

Socioeconomic outreach 2 C.F.R. 200.321; N.C. HUB / applicable State law

Document required affirmative steps and good-faith outreach. Apply any program-specific participation or reporting requirements.

Appendix C - Standard Hyde County Professional Services Agreement

Contract No. HCSO-003

This Professional Services Agreement (Agreement) is entered into by Hyde County, North Carolina (County), acting through the Hyde County Sheriff's Office, and the successful proposer (Contractor).

The RFP, all addenda, the accepted proposal, negotiated scope, pricing, task orders, and applicable grant requirements are incorporated by reference. In the event of conflict, the order of precedence is: executed amendments/task orders; this Agreement; federal or State award conditions; RFP and addenda; accepted proposal.

1. Term and Authorization

The initial term is three (3) years from the effective date, with up to two (2) one-year renewals at the County's sole option, subject to appropriations and satisfactory performance. No work is authorized without a written notice to proceed or task order signed by an authorized County representative.

2. Scope and Standard of Care

Contractor shall perform the services described in the RFP and task orders using personnel qualified for the assigned work and the professional care ordinarily exercised by firms performing comparable services. Contractor is an independent contractor and has no authority to bind the County.

3. Compensation and Invoicing

Compensation shall not exceed the rates or amounts approved in the accepted price proposal and task order. Invoices must identify personnel, labor category, hours, dates, task, deliverable, expenses, and funding/project code. Unsupported, unallowable, or unauthorized charges may be rejected. Cost-plus-percentage-of-cost and percentage-of-construction-cost methods are prohibited where federal funds apply.

4. Records; Audit; Retention

Contractor shall maintain complete, accurate, auditable records and provide access to the County, State agencies, federal awarding agencies, pass-through entities, inspectors general, and auditors as legally required. Records shall be retained for the longest applicable period under 2 C.F.R. Part 200, award terms, FEMA policy, North Carolina law, litigation holds, and County policy.

5. Ownership and Data

Upon payment, County owns County-specific work product and deliverables, including editable source files, databases, GIS layers, checklists, reports, and public-facing content, subject to Contractor pre-existing intellectual property identified in writing. Contractor grants County a perpetual, royalty-free license to any embedded pre-existing material necessary to use the deliverables.

6. Confidentiality; Public Records; Security

Contractor shall protect confidential, security-sensitive, personally identifiable, law-enforcement-sensitive, and other protected information. Contractor acknowledges North Carolina public-records law applies to County records; County will determine disclosure. Security incidents or suspected loss of County data must be reported promptly.

7. Compliance with Law and Funding Conditions

Contractor shall comply with all applicable federal, State, and local laws, regulations, executive orders, award conditions, FEMA policies, civil-rights requirements, accessibility requirements, procurement rules, and County policies in effect for the applicable task order or funding source.

8. Conflicts; Ethics; Non-Collusion

Contractor shall disclose actual or potential organizational or personal conflicts, contingent-fee arrangements, gifts, lobbying relationships, and adverse-party work that may affect performance.

Contractor shall comply with applicable North Carolina conflict-of-interest and ethics laws, including G.S. 14-234 et seq.

9. Subcontractors and Socioeconomic Outreach

Subcontractors require County approval. Contractor remains fully responsible for subcontractor performance and flow-down clauses. When applicable, Contractor shall document affirmative steps and outreach to small businesses, minority-owned businesses, women's business enterprises, veteran-owned businesses, labor-surplus-area firms, and North Carolina HUB firms consistent with 2 C.F.R. Part 200 and State requirements.

10. Insurance and Indemnification

Before work begins, Contractor shall provide certificates of insurance reasonably required by the County for the services, which may include commercial general liability, automobile, workers' compensation, professional liability/errors and omissions, and cyber/privacy coverage. To the extent permitted by North Carolina law, Contractor shall indemnify and hold harmless the County from third-party claims caused by Contractor's negligent or wrongful acts or omissions. Nothing waives governmental immunity.

11. Termination

County may terminate for cause after written notice and reasonable opportunity to cure, when appropriate, or for convenience upon written notice. Contractor shall be paid only for accepted work properly performed through the effective termination date plus allowable closeout costs, subject to funding restrictions.

12. Remedies and Disputes

County retains all contractual, administrative, and legal remedies. Contractor shall continue undisputed work during a dispute unless directed otherwise. North Carolina law governs; venue lies in the appropriate court having jurisdiction over Hyde County, North Carolina.

13. E-Verify; Debarment; Lobbying

Contractor shall comply with applicable North Carolina E-Verify requirements, federal suspension/debarment restrictions, and lobbying restrictions. Contractor shall maintain active registrations or identifiers required by the applicable federal program.

14. Accessibility

Digital deliverables intended for public use must conform to WCAG 2.1 Level AA unless a stricter applicable standard is required. Contractor shall remediate identified accessibility defects at no additional cost when attributable to its work.

15. Changes in Law or Policy

The parties acknowledge that FEMA policy, 2 C.F.R. Part 200, federal award terms, North Carolina law, and accessibility rules may change during the contract. Contractor shall identify material changes promptly and perform each task order under the requirements applicable to that task.

County may revise task orders or issue written directives to maintain compliance without changing the basic procurement purpose.

16. Entire Agreement; Amendments

This Agreement and incorporated documents constitute the entire agreement. Amendments must be in writing and signed by authorized representatives. Electronic signatures may be used if accepted by the County.

Signature Page

Hyde County, North Carolina Contractor

By: ______________________________ By: ______________________________

Name/Title: _______________________ Name/Title: _______________________

Date: _____________________________ Date: _____________________________

Attest/Clerk: ______________________ Legal Name: _______________________

Appendix D - Federal Contract Provisions and Flow-Down Requirements

These provisions apply to the extent a contract or task order is funded in whole or in part by a federal award. The Contractor shall comply with the version of the cited authority and award-specific requirements in effect and applicable to the funding action. If a cited threshold or requirement changes, the current legally applicable requirement controls.

Provision Authority Contract Requirement

Remedies for breach Appendix II(A), 2 C.F.R. Part 200

Contracts above the then-current simplified acquisition threshold must provide appropriate administrative, contractual, or legal remedies and sanctions.

Termination Appendix II(B), 2 C.F.R. Part 200

Contracts above $10,000 must address termination for cause and convenience, method, and settlement basis.

Equal Employment Opportunity Appendix II(C); 41 C.F.R. Part 60 Apply when the task is a federally assisted construction contract and the clause is legally required.

Davis-Bacon/Copeland Appendix II(D); 40 U.S.C. 3141-3148; 29 C.F.R. Parts 3 and 5

Apply only when required by the governing federal program legislation or award.

Contract Work Hours and Safety Standards Appendix II(E); 40 U.S.C. 3701-3708 Apply where the statutory conditions and thresholds are met.

Rights to inventions Appendix II(F); 37 C.F.R. Part 401

Apply when the federal award is a funding agreement and covered research/development work is contracted.

Clean Air / Federal Water Pollution Control Appendix II(G) Apply to contracts/subgrants above

$150,000 as required.

Debarment and suspension Appendix II(H); 2 C.F.R. Part 180

No covered transaction may be awarded to an excluded party.

Contractor shall verify and flow down as required.

Byrd Anti-Lobbying Appendix II(I); 31 U.S.C. 1352 Required certification/disclosure for covered awards exceeding $100,000.

Recovered materials Appendix II(J); 2 C.F.R. 200.323 Comply when the purchase is covered by the solid-waste/recovered-material requirements.

Prohibited telecommunications/video surveillance Appendix II(K); 2 C.F.R. 200.216

Contractor shall not provide or use covered telecommunications equipment/services as a substantial or essential component when prohibited.

Domestic preferences Appendix II(L); 2 C.F.R. 200.322

Apply domestic preference requirements to covered procurements to the extent required by law and award terms.

Socioeconomic contracting 2 C.F.R. 200.321 Take and document required affirmative steps for qualified small, minority, women-owned, veteran-owned, and labor-surplus-area businesses as applicable under the current rule.

Procurement standards 2 C.F.R. 200.317-200.327

Support competition, conflicts controls, procurement methods, responsibility, cost/price analysis, records, and required contract provisions.

Access to records 2 C.F.R. 200.337 and award terms

Provide access to records as required by the County, pass-through entity, federal agency, auditors, and inspectors general.

FEMA-specific clauses FEMA procurement guidance and applicable award terms

For FEMA-funded work, all mandatory FEMA clauses and current policy applicable to the declared incident or grant must be incorporated and flowed down.

Appendix E - Small/Minority/Women/HUB Outreach Documentation

Complete this form with the proposal and update it when subcontracting plans change. The form documents good-faith outreach and does not establish an unlawful quota or preference. Award remains subject to applicable law and funding requirements.

Outreach/Good-Faith Step Proposer Documentation

Identified qualified small and disadvantaged firms Sources searched, lists used, and date(s):

NC HUB and other directories reviewed Directory/source and results:

Direct solicitation/outreach Firms contacted, date, method, scope offered:

Adequate response time Describe timing provided:

Work divided into feasible subcontracting packages Describe packages or explain why not practicable:

Assistance with bonding/insurance/technical requirements where feasible

Describe:

Subcontractor selections Firm / ownership or certification status / scope / dollar value or percentage: __________________

No subcontracting planned If applicable, explain why performance will be entirely self-performed: _________________________

Proposer Outreach Certification

I certify that the information above is true and complete to the best of my knowledge and that the proposer will comply with applicable federal and North Carolina socioeconomic contracting and reporting requirements.

Authorized Representative: __________________________ Title: __________________________

Signature: _________________________________________ Date: ___________________________

Appendix F - Required Certifications and Disclosures

Proposal remains valid for at least 120 days after the proposal due date.☐

All issued addenda have been acknowledged.☐

Proposal was independently prepared without collusion or unlawful restraint of competition.☐

Proposer and principals are not suspended, debarred, or otherwise excluded from covered ☐ federal transactions, except as expressly disclosed.

Proposer will comply with applicable E-Verify requirements under North Carolina law.☐

No prohibited contingent fee, kickback, gratuity, or conflict of interest has been offered or ☐ accepted; all actual or potential conflicts are disclosed.

No federal appropriated funds have been used for prohibited lobbying; required SF-LLL or other ☐ disclosures will be filed when applicable.

Pricing does not use a prohibited cost-plus-percentage-of-cost or percentage-of-construction-cost ☐ method for federally funded work.

Proposer will comply with applicable civil-rights, nondiscrimination, accessibility, record-☐ retention, and audit-access requirements.

Proposer will promptly disclose credible evidence of fraud, bribery, gratuity violations, false ☐ claims, or other matters when disclosure is required by law or award terms.

Proposer accepts the County standard contract except for deviations specifically listed in the ☐ Exceptions Schedule.

Exceptions / Disclosures Schedule

RFP/Contract Section Exception or Disclosure Proposed Alternative / Explanation

Certification Signature

Field Response

Legal Firm Name ______________________________________________

UEI (if applicable) ______________________________________________

Authorized Representative ______________________________________________

Title ______________________________________________

Email / Phone ______________________________________________

Signature ______________________________________________

Date ______________________________________________

Appendix G - Price Proposal Form

Prices must include all ordinary overhead and profit unless a reimbursable item is expressly identified. Attach supplemental rate sheets only where necessary. The County may negotiate final rates and task-order budgets.

Labor Category / Cost Item Proposed Rate / Fee

Grant Program Director $____ / hour

Senior Grant Writer $____ / hour

Grant Writer / Researcher $____ / hour

Grant Manager / Compliance Specialist $____ / hour

Financial / Reimbursement Specialist $____ / hour

Project / Data Analyst $____ / hour

Benefit-Cost / Technical Specialist $____ / hour

GIS / Mapping Specialist $____ / hour

Fixed fee - grant application By complexity: ____________________

Post-award grant management fee Hourly or fixed, not percentage of award: __________

Appropriation / legislative request development Fixed or hourly: __________________

Other proposed fee Describe: _________________________

Project Manager / Implementation Manager $____ / hour

Project management fee Hourly or fixed, by authorized task order:

Annual escalation after the initial term (if proposed): _______% or describe:

Proposer certifies that no fee is contingent upon the amount of a federal award or calculated as a prohibited percentage of cost.

Appendix H - Proposal Submission Checklist

RFP number HCSO-003 clearly marked on outer package.☐

One signed paper original of the complete proposal.☐

One USB/thumb drive containing a searchable PDF of the complete proposal and editable price ☐ forms.

Cover letter and authorized signature.☐

Technical approach and staffing information required by Section 7.☐

References and required experience documentation.☐

Completed Price Proposal Form.☐

Completed Small/Minority/Women/HUB Outreach Documentation.☐

Completed Certifications and Disclosures, including exceptions schedule.☐

Acknowledgment of every addendum issued by Hyde County.☐

Delivery address: Hyde County Sheriff's Office, Attention: Joey Williams, 1223 Main Street, Swan Quarter, NC 27885 (P.O. Box 189). Proposals must be received by August 28, 2026, 5:00 PM Eastern Time. Receipt, not postmark, controls. Email-only proposals are not the preferred submission method and will not substitute for the required physical package unless Hyde County issues a written addendum stating otherwise.