R26-010.All Hazards Preparedness.pdf

Waller County, Texas

Request for Proposals

All Hazards Preparedness, Planning, Consulting, and Recovery Services

RFP 26-010

SUBMIT SEALED PROPOSALS TO:

Waller County

County Judge’s Office

836 Austin Street, Suite 4300

Hempstead, TX 77445

Thursday, August 20, 2026

1:00 PM (CST)

ENVELOPE TO BE LABELED:

RFP 26-010

All Hazards

ALL RFPS MUST BE RECEIVED AND TIME/DATE STAMPED BY THE COUNTY JUDGE’S OFFICE

OF WALLER COUNTY ON OR BEFORE THE SPECIFIED TIME/DATE STATED ABOVE.

RFPS RECEIVED WILL THEN BE OPENED AFTER DUE DATE AND NAMES PUBLICLY READ.

RFPS RECEIVED AFTER THE SPECIFIED TIME WILL BE RETURNED UNOPENED.

Results will not be given by phone. Results will be provided to respondent in writing after Commissioners Court award.

Requests for information must be in writing and directed to Jaime Kovar, Procurement Director, j.kovar@wallercounty.us

Vendor Responsibilities:

➢ Download and complete any addendums. (Addendums will be posted on the Waller County website no

Later than 48 hours prior to RFP opening)

➢ Submit response in accordance with requirements stated on the cover of this document.

➢ DO NOT submit responses via email or fax.

SUBMIT NO LATER THAN:

mailto:j.kovar@wallercounty.us

Waller County RFP 26-010

1.0 PROJECT DESCRIPTION:

Waller County (hereafter referred to as the (“County”) is seeking sealed proposals (“Proposals or

RFP”) from qualified firms (“Respondent”) for professional all hazards preparedness, planning, consulting, and recovery services (“Project”), in accordance with the terms, conditions and requirements as specified herein. The proposed scope of services is intended to encompass professional planning, advising, consulting, and continuity of operation activities which may fit in the broadly defined scope as specified herein. They may include, but not limited to: studying monitoring, reporting, documenting, managing, analyzing, assessing, designing, and other related work. The project(s) may be totally or partially funded utilizing federal funding. Respondent is responsible for complying with any all federal and state rules and regulations.

2.0 GUIDELINES:

By virtue of submitting a proposal, interested parties are acknowledging:

2.1 The County reserves the right to reject any or all proposals if it determines that select proposals are not responsive to the RFP. The County reserves the right to reconsider any proposal submitted at any phase of the procurement. It also reserves the right to meet with select Respondents at any time to gather additional information, subject to applicable laws and regulations and consistent with accepted procurement standards. Furthermore, the County reserves the right to delete or add scope up until the final contract signing.

2.2 All Respondents submitting proposals agree that their pricing is valid for a minimum of ninety (90) days after proposal submission to the County.

Furthermore, the County is by statute exempt from the State Sales Tax and Federal

Excise Tax; therefore, proposal prices shall not include taxes.

2.3 This RFP does not commit the County to award nor does it constitute an offer of employment or a contract for services. Costs incurred in the submission of this proposal, or in making necessary studies or designs for the preparation thereof, are the sole responsibility of the Respondents. Further, no reimbursable cost may be incurred in the anticipation of award. Proposals containing elaborate artwork, expensive paper and binding and expensive visual or other presentations are neither necessary nor desired.

2.4 In an effort to maintain fairness in the process, all inquiries concerning this procurement are to be directed only to the County’s Procurement Director in writing. Attempts to contact any members of the County’s Commissioners Court or any other County employee to influence the procurement decision may lead to immediate elimination from further consideration.

2.5 When responding to this Proposal, follow all instructions carefully. Submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered a non-responsive proposal and may result in immediate elimination from further consideration.

3.0 PROPOSAL CONTACT:

This Proposal is being issued by the Procurement Director on behalf of Waller County, Texas.

Respondents are specifically directed NOT to contact any County personnel for meetings, conferences or technical discussions that are related to this Proposal other than specified herein. Unauthorized contact of any County personnel will be cause for rejection of the

Respondent’s proposal. All communications regarding the Proposal shall be directed to the

County’s Proposal Contact. Communication with the Proposal Contact is permitted via email or written correspondence.

PROPOSAL CONTACT:

Jaime Kovar

Procurement Director

836 Austin Street

Hempstead, TX 77445 j.kovar@wallercounty.us

4.0 SUBMISSION REQUIREMENTS:

4.1 Submission requirements: one (1) original proposal, four (4) paper copies, and one

(1) electronic response on a labeled flash drive are required by RFP due date/time of 1:00 PM CST on Thursday, August 20, 2026. Flash drive must contain only one (1) file in PDF format and must match the respondent’s written/original/paper response identically. If Excel file(s) are provided with the RFP solicitation, complete the Excel file(s), and save on the flash drive as well. Include a PDF of the completed Excel file(s) within your electronic response and paper copies.

Failure to provide proper original, flash drive or copies is cause for disqualification.

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

Waller County Proposal Number: RFP 26-010

County Judge’s Office Due Date: Thursday, August 20, 2026

836 Austin Street Time: 1:00 PM (CST)

Hempstead, TX 77445 For: All Hazards Preparedness

4.2 Respondents may submit their proposal any time prior to the due date/time after confirmation of addendum status. The Respondent’s name and address as well as a distinct reference to the Proposal number above shall be marked clearly on the submission. All proposals are time-stamped upon receipt and are securely kept, unopened, until the Opening Date. No responsibility will attach to the County, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified. No oral, telegraphic, telephonic, emailed or facsimile proposals will be considered.

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

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

4.5 The Respondent’s name and address shall be clearly marked on all copies of the proposal.

5.0 INCURRED COSTS:

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

6.0 ACCEPTANCE:

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

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

6.3 Although Waller County desires to negotiate toward a contract with a selected

Respondent, the Commissioners Court may award the contract on the basis of the initial proposals received, without discussions. Therefore, each initial proposal should contain the Respondent’s best terms.

7.0 INTERPRETATIONS, DISCREPANCIES, AND OMISSIONS:

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

Proposal Contact, as specified in Section 3.0. Deadline for submission of questions and/or clarification is no later than Wednesday, August 12, 2026 at 9:00AM

(CST). Requests received after the deadline will not be responded to due to the time constraints of this Proposal process.

7.2 The issuance of a written addendum is the only official method by which interpretation, clarification or additional information will be given by the County.

Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarification will be without legal effect. If it becomes necessary to revise or amend any part of this Proposal, notice will be given by the Waller

County Procurement Director to all prospective Respondents who were sent a

Proposal. The Respondent in their proposal shall acknowledge receipts of amendments. Each Respondent shall ensure that they have received all addenda and amendments to this Proposal before submitting their proposals.

8.0 TENTATIVE SCHEDULE:

Release of RFP: July 28, 2026

Deadline for Questions: August 12, 2026, 9:00 AM

Submission Due Date: August 20, 2026, no later than 1:00 PM

Evaluation of Submissions: Week of August 24, 2026

Commissioners Court Permission to Negotiate: September 16, 2026

Final Contract Approval Commissioners Court: October 14, 2026

9.0 CONTRACTUAL OBLIGATIONS:

This Request for Proposal, response and associated documentation, any negotiations and final contract, when properly accepted by Waller County, shall constitute a contract equally binding between the contractor and Waller County.

10.0 RETENTION OF RESPONDENT’S MATERIAL:

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

11.0 ASSIGNMENT:

The Respondent may not sell, assign, transfer or convey the contract resulting from this Proposal, in whole or in part, without the prior written approval from Waller County Commissioners Court.

12.0 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION:

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

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

12.2 Unless otherwise required by law, the prices which have been quoted in a proposal have not been knowingly disclosed by the Respondent and will not knowingly be disclosed by the Respondent prior to award directly or indirectly to any other

Respondent or to any competitor; and;

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

13.0 CONFIDENTIAL MATTERS:

13.1 All data and information gathered by the Respondent and its agents, including this

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

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

Information Act.

14.0 LIMITS OF SUBCONTRACTORS:

14.1 The County has approval rights over the use and/or removal of all subcontractors and/or vendor(s). Subcontractors shall conform to all County policies.

14.2 Any dispute between the Respondent and subcontractors, including any payment dispute, will be promptly remedied by the Respondent. Failure to promptly remedy or to make prompt payment to subcontractor may result in the withholding of funds from the Respondent by the County for any payments owed to the subcontractor.

15.0 JURISDICTION, VENUE, CHOICE OF LAW:

This Proposal and any contract resulting there from shall be governed by and construed according to the laws of the State of Texas. Should any portion of any contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract(s) shall remain in effect. Any lawsuit shall be governed by Texas law and Waller

County, Texas shall be the venue for any action or proceeding that may be brought or arise out of, in connection with, or by reason of this Proposal process and resulting Agreements.

16.0 INDEPENDENT CONTRACTOR:

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

17.0 AMERICANS WITH DISABILITIES ACT (ADA)

Proposals shall comply with all federal, state, county, and local laws concerning this type of products/service/equipment/project and the fulfillment of all ADA requirements.

18.0 DRUG-FREE WORKPLACE:

All Respondents shall provide any and all notices as may be required under the Drug-Free

Workplace Act of 1988, 28 CFR Part 67, Subpart F, to their employees and all sub-contractors to ensure that the County maintains a drug-free workplace.

19.0 PAYMENT AND PERFORMANCE BOND:

No performance nor payment bond is required for this project.

20.0 POWER OF ATTORNEY:

An attorney-in-fact who signs a bid bond, performance bond or payment bond must file with each bond a certified and effectively dated copy of his or her power of attorney.

21.0 TEXAS ETHICS COMMISSION FORM 1295:

21.1 Effective January 1, 2016 all contracts executed by Commissioners Court, regardless of the dollar amount, will require completion of Form 1295 “Certificate of Interested Parties”, per the new Government Code Statute §2252.908. All firms submitting a response to a formal Bid, RFP, SOQ or any contracts, contract amendments, renewals or change orders are required to complete the

Form 1295 online through the State of Texas Ethics Commission website. Please visit:

https://prd.tecprd.ethicsefile.com/File/

21.2 On-line instructions:

21.2.1 Name of governmental entity is to read: Waller County.

21.2.2 Identification number use: RFP 26-010.

21.2.3 Description is: All Hazards Preparedness.

21.3 Highest evaluated respondent(s) will be required to provide the Form 1295 within three (3) calendar days from notification; however, if your company is publicly traded you are not required to complete this form.

22.0 INSURANCE:

22.1 All respondents shall submit, with RFP, a current certificate of insurance indicating coverage in the amounts stated below. In lieu of submitting a certificate of insurance, respondents may submit, with RFP, a notarized statement from an

Insurance company, authorized to conduct business in the State of Texas, and acceptable to Waller County, guaranteeing the issuance of an insurance policy, with the coverage stated below, to the firm named therein, if successful, upon award of a resultant Contract.

22.2 At contract execution, contractor shall furnish County with properly executed certificates of insurance, which shall evidence all insurance required and provide that such insurance shall not be canceled, except on 30 days prior written notice to

County. Contractor shall provide certified copies of insurance endorsements and/or policies if requested by County. Contractor shall maintain such insurance coverage from the time Services commence until Services are completed and provide replacement certificates, policies and/or endorsements for any such insurance expiring prior to completion of Services. Contractor shall obtain such insurance written on an Occurrence form (or a Claims Made form for Professional Liability insurance) from such companies having Best’s rating of A/VII or better, licensed or approved to transact business in the State of Texas, and shall obtain such insurance of the following types and minimum limits:

22.2.1 Workers’ Compensation insurance. Substitutes to genuine Workers’

Compensation Insurance will not be allowed.

22.2.2 Employers’ Liability insurance with limits of not less than $1,000,000 per injury by accident, $1,000,000 per injury by disease, and $1,000,000 per bodily injury by disease.

https://prd.tecprd.ethicsefile.com/File/

22.2.3 Commercial general liability insurance with a limit of not less than

$1,000,000 each occurrence and $2,000,000 in the annual aggregate. Policy shall cover liability for bodily injury, personal injury, and property damage and products/completed operations arising out of the business operations of the policyholder.

22.2.4 Business automotive liability coverage with a combined bodily injury/property damage limit of not less than $1,000,000 each accident.

Policy shall cover liability arising from the operation of licensed vehicles by policyholder.

22.3 County and the members of Commissioners Court shall be named as additional insured on a Primary and Non-Contributory basis to all required coverage except for Workers’ Compensation and Professional Liability (Medical Malpractice)

Insurance. All Liability policies including Workers’ Compensation written on behalf of contractor, shall contain a waiver of subrogation in favor of County and members of Commissioners Court.

22.4 If required coverage is written on a claims-made basis, contractor warrants that any retroactive date applicable to coverage under the policy precedes the effective date of the contract; and that continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning from the time that work under the agreement is completed.

23.0 INDEMNIFICATION:

Respondent shall save harmless County from and against all claims, liability, and expenses, including reasonable attorney’s fees, arising from activities of Respondent, its agents, servants or employees, performed under this agreement that result from the negligent act, error, or omission of Respondent or any of Respondent’s agents, servants or employees.

23.1 Respondent shall timely report all such matters to Waller County and shall, upon the receipt of any such claim, demand, suit, action, proceeding, lien or judgment, not later than the fifteenth day of each month; provide Waller County with a written report on each such matter, setting forth the status of each matter, the schedule or planned proceedings with respect to each matter and the cooperation or assistance, if any, of Waller County required by Respondent in the defense of each matter.

23.2 Respondent's duty to defend, indemnify and hold Waller County harmless shall be absolute. It shall not abate or end by reason of the expiration or termination of any contract unless otherwise agreed by Waller County in writing. The provisions of this section shall survive the termination of the contract and shall remain in full force and effect with respect to all such matters no matter when they arise.

23.3 In the event of any dispute between the parties as to whether a claim, demand, suit, action, proceeding, lien or judgment appears to have been caused by or appears to have arisen out of or in connection with acts or omissions of Respondent, Respondent shall never-the-less fully defend such claim, demand, suit, action, proceeding, lien or judgment until and unless there is a determination by a court of competent jurisdiction that the acts and omissions of Respondent are not at issue in the matter.

23.4 Respondent's indemnification shall cover, and Respondent agrees to indemnify

Waller County, in the event Waller County is found to have been negligent for having selected Respondent to perform the work described in this request.

23.5 The provision by Respondent of insurance shall not limit the liability of Respondent under an agreement.

23.6 Respondent shall cause all trade contractors and any other contractor who may have a contract to perform construction or installation work in the area where work will be performed under this request, to agree to indemnify Waller County and to hold it harmless from all claims for bodily injury and property damage that may arise from said Respondent's operations. Such provisions shall be in a form satisfactory to Waller County.

23.7 Loss Deduction Clause - Waller County shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy.

The payment of deductibles shall be the sole responsibility of Respondent and/or trade contractor providing such insurance.

24.0 STATE LAW REQUIREMENTS FOR CONTRACTS:

The contents of this section are required by Texas Law and are included by County regardless of content.

24.1 Agreement to Not Boycott Israel Chapter 2270 Texas Government Code:

Respondent hereby verifies that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott

Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

24.2 Foreign Terrorist Organizations. Pursuant to Chapter 2252, Texas Government

Code, the Contractor represents and certifies that, at the time of execution of this

Agreement neither the Contractor, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the

Texas Government Code, or (ii) is a company listed by the Texas Comptroller of

Public Accounts under Section 806.051, 807.051, or 2252.153 of the Texas

Government Code. The term “foreign terrorist organization” in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government

Code.

24.3 Texas Government Code Section 2252.152 Acknowledgment: By signature on vendor form, Respondent represents pursuant to Section 2252.152 of the Texas

Government Code, that Respondent is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under

Section 806.051, Section 807.051 or Section 2252.153.

24.4 Texas Government Code Chapter 2276 Certification: By signature on vendor form, Respondent certifies and verifies that Respondent does not boycott energy companies and will not boycott energy companies during the term of any contract awarded under this RFP, that this certification is true, complete, and accurate; and that signatory is authorized to make this certification.

24.5 Texas Government Code Chapter 2274 Certification: By signature on vendor form, Respondent certifies that it does not currently discriminate against firearm and ammunition industries, and that it will not do so during the term of any contract awarded under this RFP, that this certification is true, complete, and accurate; and that signatory is authorized to make this certification.

25.0 PRE-RFP CONFERENCE:

There is no PRE-RFP conference scheduled for this project.

26.0 SCOPE OF SERVICES:

The proposed Scope of Services (Scope) is intended to encompass professional planning, advising, consulting, and continuity of operation activities which may fit in the broadly defined scope as described below. These may include, but not be limited to, such functions as: studying, monitoring, reporting, documenting, managing, analyzing, assessing, designing, and other related work.

26.1 Homeland Security, Disaster, Preparedness, and Emergency Response and Recovery:

to include areas such as emergency operations, planning and response, contingency, risk assessment, vulnerability, hazards and operability, hazard mitigation, incident response, testing, training and exercise programs, asset management, logistics and support, regional response, decontamination, continuity of operations planning, data management, documentation, debris clean-up, and removal monitoring. Also included would be services related to federal and state programs and policies, especially recovery activities in the areas of Public Assistance (PA), &

Hazard Mitigation Program (HMGP). Respondent should also be able to provide services related to CDBG, CDBG-DR and state programs seen as grant opportunities from TDEM, GLO, and

TWDB. This description is not meant to be limiting; rather, the County is interested in securing firm(s) that can provide a broad range of services related to this general scope.

26.2 Grant Opportunities: Assist in identifying, developing, and evaluating opportunities for Federal and state grant applications. Develop a process/system to submit applications, identify eligible projects, capture costs, prepare cost reports, reconcile invoices, and close-out projects.

26.3 Staffing: Staff augmentation to County departments.

26.4 Grant Administration: Provide post-award grant administration services and program management services for projects funded by HMGP, FMA, or PDM. This may include outreach, intake, documentation processing, construction inspection, and closeout.

26.5 Assistance with FEMA: Attend meetings with State and FEMA to address eligibility and process issues, at the request of Waller County.

26.6 Assistance with Federal Rules and Regulations: Provide extensive knowledge, experience, and technical competence in dealing with Federal regulations, specifically including the Stafford Act, 2 CFR 200, and the Sandy Recovery

Improvement Act. Provide knowledge, experience, and technical competence in the planning, administration, and implementation of eligible CDBG activities as identified at 24 CFR 570 and modified or waived under the Federal Register allocation of the CDBG-DR funds. Provide technical assistance as requested including HUD level environmental reviews and clearance and other cross-cutting federal requirements such as procurement, federal labor standards, fair housing, accessibility, uniform administrative requirements, and monitoring and compliance.

26.7 Hazard Mitigation Proposals: Assist in the development of hazard mitigation proposals under Section 406 of the Stafford Act.

26.8 Work funding Issues: Proactively identify and resolve issues that may arise related to the funding of work completed or to be completed by the jurisdiction.

26.9 Technical Assistance: Provide technical assistance, as requested. Technical assistance may involve engineering and architectural support, among other types of assistance.

26.9.1 Design services may include the following activities:

* Planning, procuring (2 CRF 200 compliant), and/or preparing necessary topographic surveys, environmental studies, and geotechnical investigations required for preliminary design considerations

* Prepare preliminary horizontal/vertical alignments based on aerial photography with LIDAR contour information

* Prepare proposed typical section

* Prepare site evaluation. (Watershed data including drainage area, design flow, and hydraulic profiles will be provided by Waller

County)

* Prepare preliminary project construction cost estimate

* At the County’s request, prepare conceptual repair estimates that may assist with FEMA funding obligation. Such estimates may include the cost to implement an exact replacement, repair v. replace comparison, etc.

26.9.2 Topographic survey to include the associated activities: Provide necessary field investigations and surveys to produce engineering construction plans. For bridge projects, topographic surveys shall extend approximately 500 ft each side of bridge.

26.9.3 ROW Mapping to include the associated activities:

* Field boundary survey of existing property lines within the corridor of the project

* Prepare ROW Maps (Abstracts to be provided by Owner)

26.9.4 Engineering Design to include the associated activities:

* Prepare preliminary and final construction plans, hold a plan-in-hand with utility owners affected, and provide final cost estimates

26.10 Damage Assessments: Provide damage assessments as requested, including: Conducting substantial damage estimations for homes within the special flood hazard area (SFHA) impacted by a disaster. Support in completing assessments of damage to public infrastructure components, transportation systems, and facilities.

26.11 Field Documentation: Obtain, analyze, and gather field documentation, including gathering relevant records in order to extract pertinent information necessary for submittal, including timekeeping and staff assignment records.

26.12 Reimbursement Claims: Review for clarity and completeness, as well as consistency and accuracy, data and supporting documentation related to reimbursement claims

26.13 FEMA PA Emergency and Permanent Work Project Worksheets:

Evaluate and assist in the formulation of FEMA PA Emergency and

Permanent Work Project Worksheets. This will involve expertise in cost estimating, developing detailed damage descriptions and dimensions

(DDDs) and determining a projects scope of work (SOW).

26.14 Project Evaluation: Evaluate alternate and/or improved projects.

26.15 Project Worksheets: Respondent shall be responsible, as requested, to review project worksheets to determine final eligible costs and third-party refunds and reimbursements and reconcile eligible costs and prepare project worksheet versions, as necessary.

26.16 Appeals: Prepare first and second appeals, as requested.

26.17 Unmet Needs Assessments: Assist with developing unmet needs assessments that identify type and location of the community’s disaster recovery needs, especially in the three core aspects of recovery – housing, infrastructure, and the economy.

26.18 CDBG Technical Assistance: Provide technical assistance related to the determination of CDBG eligible activities and national objectives, particularly as they apply to disaster recovery.

26.19 HUD Assistance: Provide HUD related services, as requested, including the following:

* Assist with the development and submission of HUD required

Action Plan for Disaster Recovery, Action Plan amendments, performance reporting, and grant closeout

* Provide assistance to the client on HUD’s Disaster Recovery Grant

Reporting (DRGR) data management system including action plan set-up and quarterly reporting

* Provide technical assistance related to HUD’s requirements for housing programs including rehabilitation, reconstruction, acquisition, buyout, relocation, and rental assistance

* Provide technical assistance or cost reconciliation services related to HUD’s requirements for infrastructure and public facilities including FEMA PA match programs

* Provide technical assistance on HUD’s requirements for economic development activities and for calculating duplication of benefits in compliance with the Stafford Act

26.20 Project Management and Operations: Assist with project management and operations, including ability to develop policies and procedures for implementing all CDBG-DR funded programs and activities, including vendor, sub-vendor, and sub-recipient oversight and monitoring.

26.21 Meeting Assistance: Meet as necessary with city/county/state/federal representatives in connection with the programmatic, financial, contracting, and accounting services necessary to meet federal and state regulations.

26.22 Disaster Debris Monitoring: Assist, as requested, with disaster debris monitoring, which may include but not limited to the following:

* Coordinating daily briefings, work progress, staffing, and other key items

* Hiring, training, scheduling, and managing field monitoring staff

* Monitoring and documenting debris removal operations ADMS technology

* Assisting the County with responding to public concerns and comments

* Certifying vendor equipment for debris removal using methodology and documentation practices appropriate for contract monitoring

* Digitization of source documentation (such as monitor logs, scale tickets, etc.)

* Furnishing and operating an automated/electronic (paperless) debris tracking system

* Comprehensive review of project documentation and e-data for quality control

* Developing daily operational reports to keep the County informed of work progress

* Development of maps, GIS applications, etc., as necessary

* Comprehensive review, reconciliation, and validation of debris removal vendor(s) invoices prior to submission to the County for processing

* Provide documentation for project worksheets and other pertinent report preparation required for reimbursement by FEMA, FHWA, and any other applicable agency for disaster recovery efforts by

County staff and designated debris removal vendor(s)

* Maintain a safe working environment including developing and implementing a health and safety plan for debris monitoring operations

* Providing staff and equipment to support the County in various functional areas, as required following an emergency event

* Debris management planning services including the development of a debris management plan, debris management site identification and review, and/or staff training

* Awarded firms will be expected to provide disaster debris monitoring services utilizing automated debris management system

(ADMS) technology. Debris monitoring may include but not limited to debris generated from the public rights-of-way, private property, drainage areas, waterways, and other public, eligible, or designated areas

26.23 Emergency Management Plans and Documents: Assist with emergency management plans and documents to include COOP/COG, Debris

Management Plans, EOPs, evacuation and sheltering plans, mass care, or other related plans.

26.24 Testing, Training, Drills and Exercises Support: Testing, training, drills, and exercises (tabletop, functional or full-scale) support including exercise development (HSEEP compliance), after action reporting, and facilitation.

26.25 Hazard Mitigation Planning Activities: Assistance including hazard mitigation plan updates and community rating system (CRS) technical assistance.

27.0 EVALUATION CRITERIA:

In order to facilitate the analysis of responses to this proposal, Respondents are required to prepare their proposals in accordance with the instructions outlined herein. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Respondent’s capabilities to satisfy the requirements of the proposal. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables are required to be numbered, clearly labeled and tabbed with binder tabs/dividers for locating information quickly and easily. Font size below 12 point is prohibited.

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

Tab Title

Title Page

Table of Contents

Executive Summary

1 Firm experience

2 Firm management plan

3 Price

4 Required forms and overall completeness of submission

27.2 Any exceptions to the Proposal requirements shall be identified in the applicable section in red type and referenced as numbered herein.

27.3 Executive Summary - This section should be limited to a brief narrative highlighting the company’s background and experience. Narrative should clearly demonstrate compliance with Respondent qualifications listed in the RFP specifications. Include length of time the company has been in business and provide examples of similar past projects.

27.4 Respondents will be evaluated utilizing the factors, as weighted below:

Tab 1 Firm Experience (weight factor = 45%)

➢ Provide experience of performing work for a governmental entity similar in size to Waller County. List the previous five (5) activated contracts, to include entity name and address, contact person, phone number and email address, service(s) provided and overall contract dollar amount.

➢ Provide respondent’s organizational chart.

➢ Provide office location(s) with total current number of employees.

➢ Provide listing of clients in the Gulf Coast area that you are currently under contract with.

Tab 2 Firm Management Plan (weight factor = 25%)

➢ Provide a detailed submission of your ability to manage all hazards events.

List to include the services offered with a summary detailing each service.

➢ Provide information regarding compliance with federal rules and regulations. Provide detailed experience with federal funds on previously activated contracts.

Tab 3 Price (weight factor = 25%)

➢ Provide completed Exhibit A. Pricing Form.

Tab 4 Required forms and overall completeness of submission (weight factor =

5%)

➢ Completed forms

➢ Proof of insurance

28.0 EVALUATION PROCESS:

28.1 After proposal(s) are received, the evaluation committee will evaluate each proposal that was submitted by the deadline. The evaluation shall be based on the criteria listed in the proposal. Evaluation committee members will conduct a quantitative evaluation according to a numerical ranking system and a qualitative evaluation of overall proposal content and its conformance to the requirements.

The entire evaluation committee will then meet to discuss the strong and weak points of each proposal to assure that it has been evaluated fairly, impartially and comprehensively. Following this initial evaluation, the committee may recommend contract award without further discussion with respondents. However, if needed, the firms submitting the top-ranked proposal may be asked to provide an oral presentation to the committee for the purpose of further clarification and evaluation.

28.2 If oral presentation is needed, the representatives of the firm who will be directly assigned to the account must be present during the presentation. During the interview portion of the meeting, the committee shall advise the respondent of any deficiencies in the proposal and shall allow the proposer to satisfy the requirements, questions, or concerns by submitting a final offer. The respondent may decide not to modify their proposal and may inform Waller County that the offer is firm and final.

28.3 The evaluation committee shall not disclose any information included in a firm’s proposal to a third party.

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

29.0 AWARD:

The County will evaluate and select the respondent(s) whose proposal is the highest ranked on the basis of demonstrated competence and qualifications to perform the services, and for a fair and reasonable price. The County may elect to award to one firm or a primary, secondary and tertiary vendor. Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order. All contracts are subject to the approval of the County’s legal counsel and Commissioners Court, prior to execution. Once awarded, the contract(s) will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing.

30.0 TERM OF CONTRACT:

The term of this contract is for a period of thirty-six (36) months with two (2) additional one (1) year renewal options under the same terms and conditions, if mutually agreed upon by both parties. Either party for any reason may terminate this contract by giving thirty (30) days written notice of the intent to terminate.

31.0 VENDOR STATUS:

The awarded vendor is required to hold an active status on the SAM.gov website, if applicable, https://sam.gov, and with the Texas Comptroller Taxable Entity website https://mycpa.cpa.state.tx.us/coa/ .

32.0 EXHIBITS:

32.1 Exhibit A: Pricing

32.2 Exhibit B: Federal Clauses

32.3 Exhibit C: Forms

https://sam.gov/ https://mycpa.cpa.state.tx.us/coa/

1. Consulting/Planning

Position Hourly Rate

Administrative Specialist II

Administrative Specialist II

Research Assistant

Research Assistant II

Proposal Coordinator

Communication Technician

Help Desk Operator

Service Center/Logistics Specialist

Analytical Aide

Planning Aide

Project Control Specialist

Database Administrator

Consulting Aide

Consultant/Planner/Scientist/Assessor/Analyst/Environmental Specialist I

Assistant Planner/Scientist/Assessor/Analyst/Environmental Specialist

Program Planner/Scientist/Assessor/Analyst/Environmental Specialist

System Administrator

Law Enforcement Subject Matter Expert/Trainer

Public Assistance/Grant Management Consultant

Fire/HAZMAT/Subject Matter Expert Trainer

Project Manager/Consultant Planner/Scientist/Assessor/Analyst/Environmental Specialist II

Project Manager/Consultant Planner/Scientist/Assessor/Analyst/Environmental Specialist II

Senior Public Assistance/Grant Management Consultant

Senior Planner/Assessor/Scientist/Analyst

Supervising Public Assistance Consultant

Senior Consultant/Planner/Scientist/Assessor/Analyst/Environmental Specialist

Supervising Consultant/Planner/Scientist/Assessor/Analyst/Environmental

Program Manager

Senior Program Manager

Principal consultant/Planner/Scientist/Assessor/Analyst

Principal in Charge/Executive Consultant/Planner/Scientist/Assessor

Subject Matter Expert

FEMA Appeals Legal Specialist

Principal FEMA Appeals Legal Specialist

Grant Manager

Senior Grant Writer

Senior Grant Manager

Respondent may submit additional positions with corresponding hourly rates on the form below. Respondent must attached a job descripton for each additional position submitted.

Exhibit A. Pricing Form

RFP 26-010

Vendor: ____________________________________

Provide an hourly rate for each position listed. Hourly rates to include all costs, including but not limited to, insurance, overhead and profit. Non-labor costs, including but not limited to, travel, fuel, lodging, tolls, transportation and out-of-pocket expenses must be billed at cost without mark-up. Each transaction receipt must be provided to Waller County.

2. Debris Management

Position Hourly Rate

Field Project Manager

Operations Manager

Health and Safety Officer

Data Manager

GIS Analyst

Field Supervisor

Billing/Invoice Analyst

Disposal Site Manager

Collection Monitor

Project Coordinator

Load Tucket Entry Clerk

Call Center Staff

CONTRACT CLAUSES APPLICABLE TO CONTRACTS FUNDED BY

FEDERAL GRANT MONEY

Waller County expects to fund a contract resulting from this RFP partially or wholly with federal grant money. These terms and conditions are additional to any contained in the RFP, and will be incorporated into a resultant contract. If there is a conflict between the Term and Conditions in the RFP and any of the conditions/requirements applicable to the expenditure of Federal funds, the below conditions/requirements shall control.

1. Remedies for Contractor Breach/Contract Violations: Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

The remedies available to Waller County for a Contractor’s breach will be addressed in a resultant contract. The remedies included therein are in addition to any remedies that may be available either in law or equity.

2. Termination for Cause/Convenience: Contracts in excess of $10,000 that are paid with Federal grant money, whether in whole or in part, may be terminated for cause and/or convenience by Waller County on ten (10) days’ notice to the Contractor. If the Contract is terminated in accordance with this section, the County shall only be required to pay Contractor for goods and/or services rendered to the County prior to termination. If the Contract is terminated under this section, the County shall be allowed to return to Contractor any goods in accordance with Contractor’s return policy. If the County has paid Contractor for goods and/or services that have not been delivered prior to termination under this section, Contractor shall immediately refund such payment(s).

3. Equal Employment Opportunity: Except as otherwise provided under 41 CFR Part 60, all Waller County contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 are deemed to include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause provided under 41 CFR 60-1.4(b) is hereby incorporated by reference. Contractor agrees that such provision applies to any County purchase or contract that meets the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 and Contractor agrees that it shall comply with such provision.

4. Davis-Bacon Act: Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, Contractor agrees that for all Waller County prime construction contracts in excess of $2,000 Contractor shall comply with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, Contractor is required to pay wages to laborers and mechanics at a rate not less than the

Exhibit B. Federal Clauses prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, Contractors shall pay wages not less than once a week. Contractor agrees that for any purchase or Contract to which this provision applies, the award of the purchase or contract is conditioned on Contractor’s acceptance of the wage determination applicable at the time of Contract execution. Waller County shall report all suspected or reported violations to the Federal awarding agency. Contractor also agrees to comply with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. Waller County shall report all suspected or reported violations to the Federal awarding agency.

5. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708): Where applicable, all Waller County contracts in excess of $100,000 that involve the employment of mechanics or laborers, the Contractor agrees to comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, the Contractor shall compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

6. Rights to Inventions Made Under a Contract or Agreement: If Waller County’s Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit…