RFP 2027-04 Professional Planning and Consulting Services to Develop a Multi-Jurisdictional Hazard Mitigation Plan.pdf

RFP No. 2027-04 Professional Planning and Consulting Services to Develop a

Multi-Jurisdictional Hazard Mitigation Plan (GLO Contract # 22-130-109-F749)

Notice is hereby given that the City of Harlingen, TX will receive competitive, sealed proposals (RFPs) from qualified consultant firms to develop a FEMA-compliant Multi-Jurisdictional Hazard Mitigation Plan for the City of Harlingen, Cameron County Drainage District No. 5, and Cameron County Drainage District No. 3. Interested firms must demonstrate experience and qualifications in the successful development or update of FEMA-compliant local or multi-jurisdictional hazard mitigation plans, hazard identification and risk assessment, GIS and technical analysis, mitigation planning, and facilitation of public and stakeholder engagement.

Interested submitters must register to request an RFP packet with the Purchasing Office at Purchasing@harlingentx.gov.

The deadline for submission is 2:00 p.m., Tuesday, October 27, 2026, in the Purchasing Office located at 404 S. 54th Street, Harlingen, TX 78550. Proposals will be publicly opened and read aloud at 2:30 p.m., on Tuesday, October 27, 2026, at Town Hall (2nd Floor) located at 118 E. Tyler Ave., Harlingen TX 78550.

This project is funded in whole or in part with federal Community Development Block Grant Mitigation funds administered by the Texas General Land Office. The City and the successful Respondent shall comply with the applicable procurement requirements of the City’s GLO grant agreement, 2 CFR Part 200, and other applicable federal and state requirements.

Consistent with 2 CFR § 200.321, when possible, small businesses, minority businesses, women’s business enterprises, veteran-owned businesses, and labor-surplus-area firms should be considered for contracting and subcontracting opportunities. The City of Harlingen reserves the right to reject any or all proposals, to waive defects and formalities or technicalities in such proposals, to award the contract to the respondent which it considers has submitted the best and most advantageous proposal, and to hold all proposals for a period of sixty (60) days without taking any action thereon.

City of Harlingen - Purchasing Department 404 S. 54th St., Harlingen TX 78550

(956) 216-5316 Email: purchasing@harlingentx.gov

Bidder Registration Information

IF YOUR COMPANY IS INTERESTED IN PARTICIPATING, PLEASE EMAIL THE REGISTRATION

INFORMATION BELOW TO PURCHASING@HARLINGENTX.GOV TO REQUEST A BID PACKET.

Company Name:

Company Address:

Phone #:

Fax#:

Contact Person Name(s):

Email Address(s):

HUB Certified (Yes/No):

HUB Certification#:

mailto:Purchasing@harlingentx.gov mailto:purchasing@harlingentx.gov mailto:Purchasing@harlingentx.gov

RFP NO. 2027-04: REQUEST FOR

PROFESSIONAL PLANNING AND

CONSULTING SERVICES TO DEVELOP

A MULTI-JURISDICTIONAL HAZARD

MITIGATION PLAN

GLO CONTRACT #22-130109-F749

PLANNING & DEVELOPMENT DEPARTMENT

DEADLINE: OCTOBER 27, 2026, AT 2:00 PM

CST

TABLE OF CONTENTS

INTRODUCTION

SCOPE OF WORK

CLARIFICATION AND/OR REVISIONS OF THIS RFP

GENERAL TERMS AND CONDITIONS

INSURANCE

NON-COLLUSION

LOBBYING RESTRICTIONS

NON-DISCRIMINATION

CIVIL RIGHTS AND EQUAL OPPORTUNITY

SMALL BUSINESS AND SOCIOECONOMIC BUSINESS CONSIDERATIONS

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

GLO GRANT COMPLIANCE

SUBCONTRACTING

PROCESSING TIME FOR PAYMENT

ELECTRONIC TRANSMISSION OF RESPONSES:

PROOF OF FINANCIAL AND BUSINESS CAPABILITY

RESPONDENT DEFAULT

RFP PREPARATION COSTS

RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS

WAIVING OF INFORMALITIES

PARTIAL CONTRACT AWARD

PROOF OF FINANCIAL AND BUSINESS CAPABILITY

CONFLICT OF INTEREST QUESTIONNAIRE

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

SIGNING OF PROPOSALS

SUBMISSION REQUIREMENTS

RFP CONTENT REQUIREMENTS

EVALUATION AND CRITERIA

EVALUATION COMMITTEE

EVALUATION CRITERIA

RESPONSE RANKING

NEGOTIATION PROCESS

SELECTION AND SCHEDULES

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D

EXHIBIT E

EXHIBIT F

EXHIBIT G

INTRODUCTION

The City of Harlingen is soliciting Request for Proposals (RFPs) from qualified planning and consultant firms to develop a new FEMA-compliant Multi-Jurisdictional Hazard Mitigation Plan for the City of Harlingen, Cameron County Drainage District No. 5, and Cameron County Drainage District No. 3.

Interested firms must demonstrate experience and qualifications in the successful development or update of FEMA-compliant local or multi-jurisdictional hazard mitigation plans, hazard identification and risk assessment, GIS and technical analysis, mitigation planning, and facilitation of public and stakeholder engagement.

SCOPE OF WORK

The City of Harlingen, as the Responsible Jurisdiction, has received funding through the Texas General Land Office's Local Hazard Mitigation Plans Program (LHMPP) to prepare a FEMA-compliant Multi-Jurisdictional Hazard Mitigation Plan. The participating jurisdictions are the City of Harlingen, Cameron County Drainage District No. 5, and Cameron County Drainage District No. 3.

The Consultant must provide all professional services necessary to develop, coordinate, document, submit, revise, and complete the Multi-Jurisdictional Hazard Mitigation Plan in accordance with the Scope of Work established by the Texas General Land Office, applicable grant requirements, 44 CFR Part 201, applicable FEMA local mitigation planning requirements, and Texas Division of Emergency Management review requirements.

The GLO-funded Scope of Work described below establishes the minimum required project activities. The Consultant shall perform all work reasonably necessary to satisfy these requirements and obtain FEMA Approval Pending Adoption and final FEMA approval for all participating jurisdictions.

The City of Harlingen shall serve as the Responsible Jurisdiction and primary point of contact for the project.

Cameron County Drainage District No. 5 and Cameron County Drainage District No. 3 shall participate as participating jurisdictions in accordance with applicable GLO, TDEM, and FEMA requirements.

This Scope of Work will include the following major tasks:

A) Planning Process

As part of the public involvement process, the City, with assistance from the Consultant, will establish a Planning Team. The Consultant shall assist with identification and coordination of Planning Team members and shall facilitate and document the Planning Team's participation throughout development of the Plan. Members will include a cross-section of the community, such as residents, government officials, community leaders, business owners, representatives of participating jurisdictions, and other applicable stakeholders.

The Consultant shall document how the plan was developed, and this process is described below:

1) The plan will describe the current planning process. Documentation requirements will be met with a narrative description, but it will also include other records such as copies of meeting minutes, sign-in sheets, or newspaper articles.

2) The plan will list the representatives from each of the participants in the current plan that will seek approval, and how they participated in the planning process. The plan will identify who participated, by agency, and title.

3) The plan will provide documentation demonstrating the applicable stakeholders to be involved in the current planning process. Documentation of this opportunity will identify how each of the following types of stakeholders were presented with the opportunity to participate, as applicable.

4) The plan will document how the public had an opportunity to be involved in the current planning process, and what that participation entailed, including how underserved communities and vulnerable populations within the planning area were provided an opportunity to be involved. The opportunity will occur during the plan's development, prior to its submission for formal review. In addition, the plan will document how public feedback was included throughout the planning process.

5) The plan will document what existing plans, studies, reports, and technical information were reviewed and how they were incorporated, if appropriate, into the development of the plan.

6) For structures provided coverage through the NFIP, the consultant will incorporate the required regulatory flood mapping products. The Consultant must also utilize some of the examples described in the Local Mitigation Planning Policy Guide.

Consultant Deliverables shall include, at a minimum:

(a) Planning Team roster identifying name, agency, title, jurisdiction, and participation;

(b) Stakeholder identification and outreach documentation;

(c) Meeting schedules, agendas, presentations, minutes, attendance/sign-in records, and supporting documentation;

(d) Public notices and public-engagement materials;

(e) Documentation of outreach to underserved communities and vulnerable populations;

(f) Public comments and documentation of how comments were considered;

(g) Inventory of existing plans, studies, reports, maps, and technical information reviewed;

(h) Documentation of participation by each jurisdiction; and

(i) Complete the Planning Process section suitable for inclusion in the Preliminary Draft Plan.

B) Hazard Identification and Risk Assessment

The Risk Assessment identifies the hazards that can affect the jurisdictions participating in the mitigation plan.

The plan will analyze each of these hazards with respect to the following:

1) Where each hazard might affect the planning area (location);

2) Its potential magnitude (extent);

3) How often events have happened in the past (previous occurrences);

4) How likely they are to occur in the future (future probability);

5) What parts of the community are most likely to be affected (vulnerability); and

6) The potential consequences (impacts).

Since the plan is a multi-jurisdictional plan, hazard risks may differ across the planning area and between participating jurisdictions. The plan will specify the unique and varied risk information for each applicable jurisdiction and its assets outside the planning area. If applicable, the plan will address repetitively flooded NFIP-insured structures by including the estimated numbers and types (residential, commercial, institutional, etc.) of repetitive/severe repetitive loss properties.

Consultant Deliverables shall include, at a minimum:

(a) hazard identification;

(b) hazard profiles;

(c) historical occurrences;

(d) future probability;

(e) hazard-location and extent analyses;

(f) GIS mapping;

(g) critical facility and asset inventory;

(h) vulnerability assessment;

(i) jurisdiction-specific risk assessment for all three participants;

(j) repetitive-loss/severe-repetitive-loss analysis, as applicable;

(k) assessment of future development and changing conditions;

(l) supporting data, assumptions, methodologies, and sources; and

(m) Complete Risk Assessment section suitable for inclusion in the Preliminary Draft Plan.

C) Mitigation Strategy

The mitigation strategy will serve as our community's long-term blueprint for reducing the potential losses identified in the risk assessment. As a result, the plan will include the following during the development of the update process:

1) The plan will describe how the existing authorities, policies, programs, funding and resources of each participant are available to support the mitigation strategy. This will also include a discussion of the existing building codes and land use and development ordinances or regulations (if available).

2) The plan will describe the ability of each participant to expand on and improve the capabilities described in the plan.

3) The plan will describe participation in the NFIP for each participant, as applicable, in accordance with NFIP regulatory requirements.

4) Adoption of NFIP minimum floodplain management criteria via local regulation, if recommended.

5) Adoption of the latest effective Flood Insurance Rate Map (FIRM), if applicable.

6) Implementation and enforcement of local floodplain management regulations to regulate and permit development in SFHAs.

7) Appoint a designee or agency to implement the addressed commitments and requirements of the NFIP.

8) Describe how participants will implement the substantial improvement/substantial damage provisions of their floodplain management regulations after an event.

9) The plan will include goals to reduce the risk of the identified hazards. The goals will be consistent with the hazards identified in the plan. Goals will be presented as general statements applying to more than one hazard, or they may be itemized to each of the identified hazards. The Planning Committee will make this determination.

10) The mitigation strategy will include an analysis of a comprehensive range of actions or projects that we considered to specifically address vulnerabilities identified in the risk assessment.

11) Each plan participant will identify one or more mitigation actions that the participant(s) intends to implement for each hazard addressed in the risk assessment.

12) The plan will describe the criteria used for prioritizing the implementation of the actions. The criteria will include an emphasis on the extent to which benefits are maximized, in relation to the associated costs of the action.

13) The action plan will identify who is responsible for administering each action, along with the action's potential funding sources and expected time frames for completion.

Consultant Deliverables shall include, at a minimum:

(a) capability assessment for each participating jurisdiction;

(b) assessment of existing authorities, policies, programs, funding, staffing, technical resources, building codes, land-use regulations, and other applicable mitigation capabilities;

(c) identification of opportunities to expand or improve the mitigation capabilities of each participating jurisdiction;

(d) documentation of NFIP participation and applicable floodplain management responsibilities for each participant, as applicable;

(e) mitigation goals consistent with the hazards and vulnerabilities identified in the Risk Assessment;

(f) analysis of a comprehensive range of mitigation actions and projects considered;

(g) jurisdiction-specific mitigation actions for each participating jurisdiction;

(h) identification of joint or regional mitigation actions, as applicable;

(i) mitigation action evaluation and prioritization criteria, including consideration of benefits relative to costs;

(j) prioritized mitigation actions;

(k) identification of the responsible entity, potential funding sources, and anticipated implementation timeframe for each mitigation action;

(l) mitigation action plan for each participating jurisdiction; and

(m) complete Mitigation Strategy section suitable for inclusion in the Draft Plan.

D) Plan Maintenance

The mitigation plan is a living document and will serve as a blueprint for reducing risk and protecting our community. The plan will be revisited at regular intervals to keep it relevant, and the planning team will decide how that will be done. At a minimum, it will be done every five years, but if the situation arises, it may be done after major disaster events or if new conditions significantly change the risks.

(a) The plan will describe how the participant(s) will continue to seek public participation after the plan has been approved and during the plan's implementation, monitoring, and evaluation.

(b) The plan will identify how, when, and by whom the plan will be tracked for implementation over its five-year cycle (monitoring).

(c) The plan will identify how, when, and by whom the plan will be assessed for effectiveness at achieving its stated purpose and goals (evaluating).

(d) The plan will identify how, when, and by whom the plan will be reviewed and revised at least once every five years (updating).

(e) The plan will describe the community's process to integrate the plan's data, information, and hazard mitigation goals and actions into other planning mechanisms.

(f) A multi-jurisdictional plan will describe each participant's individual process for integrating information from the mitigation strategy into their identified planning mechanisms.

The Consultant Deliverables shall include, at a minimum:

(a) process for continued public participation following Plan approval;

(b) procedures for monitoring implementation of the Plan and mitigation actions;

(c) identification of the responsible parties and frequency for monitoring Plan implementation;

(d) procedures for evaluating the effectiveness of the Plan in achieving its stated goals;

(e) identification of the responsible parties and frequency for Plan evaluation;

(f) procedures for reviewing and updating the Plan at least once every five years;

(g) procedures for reviewing the Plan following significant disaster events or material changes in risk, as appropriate;

(h) process for integrating hazard information, mitigation goals, and mitigation actions into other applicable planning mechanisms;

(i) jurisdiction-specific processes for integrating the mitigation strategy into applicable planning mechanisms; and

(j) complete Plan Maintenance section suitable for inclusion in the Draft Plan.

E) Plan Update

To continue to effectively represent the jurisdiction's overall strategy for reducing its risks from natural hazards, the mitigation plan will reflect how current conditions have changed since the last plan. This will require an assessment of the current development patterns and development pressures, as well as an evaluation of any new hazard or risk information.

(a) The plan will describe changes in development that have occurred in hazard-prone areas and how they have increased or decreased the vulnerability of each jurisdiction since the previous plan was approved.

If no development changes affected the jurisdiction's overall vulnerability, this will be stated within the plan.

(b) The plan will describe how it was revised due to a change in priorities for each jurisdiction.

(c) The plan will describe the status of all hazard mitigation actions in the previous plan by identifying whether they have been completed or not, for each jurisdiction. For actions that are not complete, the plan will state whether the action is no longer relevant or whether it will be included in the updated action plan.

(d) The updated plan will explain how the jurisdiction integrated information from the mitigation plan into other planning mechanisms, as a demonstration of progress in local hazard mitigation efforts. If information from the previous plan was not integrated into other planning mechanisms, this will be stated.

(a) review of the previous applicable FEMA-approved hazard mitigation plan;

(b) assessment of changes in development occurring since approval of the previous Plan;

(c) assessment of development occurring within hazard-prone areas;

(d) assessment of how changes in development have increased, decreased, or otherwise affected vulnerability for each applicable jurisdiction;

(e) identification and assessment of new or updated hazard and risk information;

(f) assessment of changes in mitigation priorities for each participating jurisdiction;

(g) status review of mitigation actions identified in the previous Plan;

(h) identification of previous mitigation actions as completed, in progress, not completed, no longer relevant, deferred, or carried forward into the updated Plan;

(i) documentation of how information from the previous Plan was integrated into other planning mechanisms, as applicable;

(j) identification of opportunities to improve Plan integration where previous integration did not occur; and

(k) complete Plan Update section suitable for inclusion in the Draft Plan.

F) Plan Adoption

Adoption by the local governing body and participating jurisdictions demonstrating their commitment to the hazard mitigation goals and actions outlined in the plan.

(a) The jurisdictions will provide documentation of plan adoption, and this will be done via a resolution by each respective jurisdiction's governing body or other authority, to receive approval.

(b) To receive official FEMA approval, the participants will adopt the plan and provide documentation that the adoption has occurred.

(a) complete Draft Multi-Jurisdictional Hazard Mitigation Plan suitable for TDEM and FEMA review;

(b) applicable FEMA plan review documentation;

(c) TDEM and FEMA review comment-response documentation;

(d) revisions to the Plan necessary to address applicable TDEM and FEMA review comments;

(e) FEMA Approval Pending Adoption documentation;

(f) model adoption resolution or other required adoption documentation for the City of Harlingen;

(g) model adoption resolution or other required adoption documentation for Cameron County Drainage

District No. 5;

(h) model adoption resolution or other required adoption documentation for Cameron County Drainage

District No. 3;

(i) adoption presentation or supporting materials, as requested by the City;

(j) incorporation of executed adoption documentation into the Final Plan;

(k) Final Adopted Multi-Jurisdictional Hazard Mitigation Plan suitable for submission through TDEM to

FEMA;

(l) final FEMA approval documentation;

(m) final FEMA-approved Multi-Jurisdictional Hazard Mitigation Plan; and

(n) final editable Plan files, unrestricted GIS files developed for the project, supporting data, maps, tables, meeting documentation, and other Consultant-developed project records.

G) Overall Project Deliverables and Approval Requirements

The following constitute the major project-wide deliverables and approval milestones and are in addition the individual deliverables identified under Sections A through F:

(a) Preliminary Draft Plan: planning process, hazard identification and risk assessment;

(b) Complete Draft Plan: all elements, suitable for TDEM and FEMA review and revised through FEMA Approval

Pending Adoption; and

(c) Final Plan: adopted by all three jurisdictions and approved by FEMA.

The selected consultant must ensure the project is fully compliant with all aspects of the GLO grant application, the executed grant agreement between the City and the GLO, and all applicable laws, regulations, and additional terms governing hazard mitigation projects.

The Consultant shall be responsible for addressing and incorporating applicable comments and required revisions identified by the City, GLO, TDEM, or FEMA that relate to the Consultant's work and are necessary to obtain FEMA Approvable Pending Adoption and final FEMA approval.

CLARIFICATION AND/OR REVISIONS OF THIS RFP

The City of Harlingen requests that all requests for clarifications be submitted in writing to the attention of Mari Leal, Procurement Supervisor at purchasing@harlingentx.gov. Written and/or emailed questions will be accepted no later than October, 14, 2026 at 3:00 P.M. Responses will be emailed to all respondents by October 21, 2026.

Telephone inquiries will not be accepted.

GENERAL TERMS AND CONDITIONS

INSURANCE

Respondents are required to comply with the City’s minimum insurance requirements and furnish acceptable proof of payment of insurance premiums. The successful respondent must provide a Certificate of Insurance made to the City of Harlingen, 118 E. Tyler Avenue, Harlingen, TX 78550, and reference the project number and project mailto:purchasing@harlingentx.gov name. All certificates must be received and approved by the City’s Risk Manager prior to the commencement of any work.

Policies must name the City as an “additional insured” and the cancellation provisions extended to thirty (30) days in writing. In the event the insurance coverage expires prior to the completion of the executed contract, a renewal certificate must be issued thirty (30) days prior to said expiration date. Coverage shall be acquired and maintained for the duration of the contract period. The City requires the following:

Type of Coverage Limits

Professional Services (Errors and Omissions/Professional Liability)

$1,000,000 Each claim limit

$2,000,000 Aggregate limit

Worker’s Compensation $500,000 Each Accident

Employer’s Liability $500,000 Disease, Policy Limit

$500,000 Disease, Each Employee

Commercial General Liability $1,000,000 Each Occurrence

$2,000,000 General Aggregate

$2,000,000 Products-Completed Operations

$1,000,000 Personal & Advertising Injury

$50,000 Fire Damage

$5,000 Medical Expense

Commercial Automobile Liability $500,000 Each Accident Limit

NON-COLLUSION

Firms, by submitting a signed submission, certify that the accompanying submission is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Texas or United State Law.

LOBBYING RESTRICTIONS

Respondent agrees to comply with the lobbying requirements applicable to federally assisted contracts and subcontracts as required by 31 US.C. Section 1352 and applicable U.S. Department of Housing and Urban Development requirements. A Federal Lobbying Certification will be required prior to the execution of a contract between the City and the Respondent.

NON-DISCRIMINATION

The Respondent and any resulting contractor shall comply with all applicable federal and state nondiscrimination laws and requirements associated with the City's GLO-funded CDBG-MIT award.

Applicable requirements include, to the extent applicable, Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964; Title VIII of the Civil Rights Act of 1968, as amended; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; and applicable HUD nondiscrimination regulations.

The Respondent shall not discriminate in the performance of the resulting contract on any basis prohibited by applicable federal or state law.

CIVIL RIGHTS AND EQUAL OPPORTUNITY

The successful Respondent shall comply with all applicable civil rights and equal opportunity requirements of the City's GLO grant agreement, HUD Community Development Block Grant requirements, and applicable federal and state law. Applicable requirements shall be applied to the resulting contract and subcontracts to the extent required by the City's grant agreement and governing federal regulations.

SMALL BUSINESS AND SOCIOECONOMIC BUSINESS CONSIDERATIONS

This project is funded in whole or in part with federal Community Development Block Grant Mitigation funds administered by the Texas General Land Office. The City and the successful Respondent shall comply with the applicable procurement requirements of the City’s GLO grant agreement, 2 CFR Part 200, and other applicable federal and state requirements.

Consistent with 2 CFR § 200.321, when possible, small businesses, minority businesses, women’s business enterprises, veteran-owned businesses, and labor-surplus-area firms should be considered for contracting and subcontracting opportunities.

No DBE goal or requirement applies to this solicitation.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

Firms that are debarred, suspended or otherwise excluded from or ineligible for participation in federal assistance programs may not undertake any activity in part or in full under this project.

GLO GRANT COMPLIANCE

This project is funded through the Texas General Land Office's Local Hazard Mitigation Plans Program using Community Development Block Grant Mitigation funds. The successful Respondent shall comply with all applicable requirements of the City's executed grant agreement with the Texas General Land Office, including applicable federal assurances, general affirmations, and other grant terms and conditions.

Applicable requirements include, without limitation and to the extent applicable to the services performed under this contract:

1. the Housing and Community Development Act of 1974;

2. 24 CFR Part 570;

3. 2 CFR Part 200;

4. applicable HUD requirements;

5. the GLO Implementation Manual;

6. applicable State Action Plan requirements;

7. applicable civil rights and nondiscrimination requirements;

8. federal suspension and debarment requirements;

9. federal lobbying restrictions; and

10. all other applicable federal, state, and local laws, rules, regulations, and grant requirements.

The successful Respondent shall ensure that applicable federal and grant requirements are incorporated into its subcontracts and lower-tier agreements as required.

SUBCONTRACTING

The successful firm may not subcontract the award without the written consent of City.

PROCESSING TIME FOR PAYMENT

Firms are advised that a minimum of thirty (30) days is required to process invoices for payment.

ELECTRONIC TRANSMISSION OF RESPONSES:

City of Harlingen’s Purchasing Department will not accept telegraphic or electronically transmitted submissions.

PROOF OF FINANCIAL AND BUSINESS CAPABILITY

Respondents must, upon request, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The City of Harlingen will make final determination as to the vendor’s ability.

RESPONDENT DEFAULT

The City of Harlingen reserves the right, in case of firm default, to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby.

RFP PREPARATION COSTS

City of Harlingen will not be held liable for any costs incurred by a Respondent for work performed in the preparation of and production of a RFP or for any work performed prior to execution of contract. The City will not reimburse any expenses related to respondent’s travel in connection with this RFP.

RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS

It is the responsibility of the respondent to review the request for proposals (RFP) packet and to notify the Purchasing Department if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications must be received in the Purchasing Department not less than seventy-two hours (72) prior to the time set for the submittal deadline. These requirements also apply to specifications that are ambiguous.

WAIVING OF INFORMALITIES

City of Harlingen reserves the right to waive minor informalities or technicalities when it is in the best interest of the City of Harlingen.

PARTIAL CONTRACT AWARD

The City reserves the right to award one contract for some or all of the requirements proposed or award multiple contracts for various portions of the requirements to different respondents, or to reject any and/or all RFPs and re-solicit for RFPs, as deemed to be in the best interest of the City.

PROOF OF FINANCIAL AND BUSINESS CAPABILITY

Firms must, upon request, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The City of Harlingen will make final determination as to the vendor’s ability.

CONFLICT OF INTEREST QUESTIONNAIRE

Chapter 176 of the Texas Local Government Code requires entities seeking to contract and/or contracting with local government entities, such as cities, for the sale of goods or services, and their agents, to complete, sign and file a Conflict of Interest Questionnaire (Form CIQ) with the City of Harlingen. If the Submitter has a business relationship with the City or with a City Official, the name of the City contact or City Official must be disclosed on the enclosed CIQ Form. If the Submitter of a principal of the Submitter has no business relationship with the City or a City Official, write/type in “none in the form and write/type in the name of the Submitter and person acting for the Submitter and sign the CIQ Form. A blank CIQ Form is enclosed and should be completed, signed and submitted with your RFP. If you are not sure how to fill in the CIQ Form, contact your attorney for advice.

*A sample CIQ Form, to be used ONLY if there is NO business relationship with the City or with a City Official, is included in this packet.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

A sample disclosure of interested parties form is included in this packet.

Filing Process:

Staring on January 1, 2016, the commission will make available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

The governmental entity or state agency must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the governmental entity or state agency.

Information regarding how to use the filing application will be available on this site starting on January 1, 2016.

Additional Information can be found at: http://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm

SIGNING OF PROPOSALS

To be considered all submittals must be signed. Please sign the original in blue ink.

SUBMISSION REQUIREMENTS

Respondents must submit, in a sealed package, one (1) original (identify) and four (4) copies plus one (1) electronic PDF copy on an electronic device of all materials required for acceptance of their proposal on or before 2:00 pm (CT), October 27, 2026, to the following address:

Mail to/Deliver to:

City of Harlingen, Purchasing Department 404 South 54th Street, Harlingen, Texas 78550 Identify Sealed Package as:

RFP No. 2027-04 http://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm

RFP CONTENT REQUIREMENTS

The following items should be addressed in the firm’s response:

I. PROJECT APPROACH (25 POINTS MAX.):

This section should demonstrate the Respondent's understanding of the City's objectives, the Scope of Work, and the requirements associated with development of a FEMA-compliant Multi-Jurisdictional Hazard Mitigation Plan for the City of Harlingen, Cameron County Drainage District No. 5, and Cameron County Drainage District No. 3.

The Respondent should describe its proposed approach to completing the planning process, hazard identification and risk assessment, mitigation strategy, plan maintenance, plan update, plan adoption, public and stakeholder engagement, multi-jurisdictional coordination, GIS and technical analysis, and TDEM/FEMA review process.

The response should demonstrate how the Respondent will manage the project efficiently, maintain meaningful participation by all three jurisdictions, incorporate available local, state, and federal hazard information, and produce a Plan approved by FEMA.

This section must include:

1. Statement summarizing project approach limited to four (4) pages in length.

2. Proposed project schedule limited to one (1) page in length identifying major activities, deliverables, review periods, and anticipated completion date for all project activities within a 12-month period.

II. PROFESSIONAL QUALIFICATIONS OF FIRM AND TEAM (35 POINTS MAX.):

This section should demonstrate that the Respondent has assembled a qualified team with the experience, technical expertise, and organizational structure necessary to successfully complete the Multi-Jurisdictional Hazard Mitigation Plan.

The proposed team should demonstrate experience and expertise relevant to FEMA hazard mitigation planning, multi-jurisdictional coordination, hazard identification and risk assessment, GIS and spatial analysis, flood and drainage risk, mitigation strategy development, public and stakeholder engagement, and state and FEMA plan review.

Particular consideration will be given to the qualifications and relevant experience of the proposed Project Manager and key personnel who will be directly responsible for completing the work.

This section must include:

1. Professional qualifications narrative of firm and team members limited to four (4) page in length.

2. Provide the resumes of all key individuals with the firm that will be working on the project. Resumes for the additional team members, such as subconsultants, should also be included, if applicable.

3. Project team organizational chart limited to one page.

III. FIRM CAPABILITY AND PAST EXPERIENCE (20 POINTS MAX.)

This section should demonstrate the Respondent’s organizational capability and successful experience completing projects of similar scope, complexity, and regulatory requirements.

Preference will be given to firms that demonstrate experience preparing FEMA-approved Local or Multi- Jurisdictional Hazard Mitigation Plans, particularly projects involving multiple participating jurisdictions, comprehensive hazard and vulnerability assessments, GIS analysis, public and stakeholder engagement, and successful state and FEMA review.

This section must include:

1. A description of at least three (3) relevant hazard mitigation planning projects completed or substantially completed within the past ten (10) years. For each project, provide the FEMA approval status for planning project.

2. A description of the firm’s experience successfully coordinating hazard mitigation plans through state and FEMA review, including responding to review comments and obtaining FEMA Approval Pending Adoption and final FEMA approval.

3. A statement describing the firm’s organizational capacity, current workload, available resources, and ability to complete the project within 12 months.

4. Provide at least three (3) references (names, current phone numbers, and email) specific to similar projects, outlining scope of services, project description, and cost. These organizations may be contacted by the City for verification purposes.

5. Reference Sheet Form (Exhibit B).

IV. FAMILIARITY WITH APPLICABLE RULES AND REGULATIONS (10 POINTS MAX.)

The response should indicate, through past experience of the Respondent, that they possess sufficient knowledge and experience working with the federal and state requirements applicable to the preparation, review, adoption, and approval of a FEMA-compliant Multi-Jurisdictional Hazard Mitigation Plan. The Respondent should demonstrate familiarity with 44 CFR Part 201 and applicable GLO, TDEM, FEMA, and NFIP requirements and explain how those requirements will be incorporated into the planning process, technical analysis, documentation, and review of the Plan.

This section must include:

1. Statement summarizing response limited to one (1) page in length.

2. Certification Regarding Debarment and Suspension Form (Exhibit C).

3. Conflict of Interest Questionnaire Form (Exhibit D).

4. Federal and GLO Contract Requirements (Exhibit F).

5. Certification Regarding Lobbying Form (Exhibit G).

V. COST PROPOSAL (10 POINTS MAX.)

The Respondent shall provide a complete cost proposal for all professional services necessary to perform the Scope of Work and obtain final FEMA approval of the Multi-Jurisdictional Hazard Mitigation Plan.

The proposed fee shall include all labor, project management, meetings, public and stakeholder engagement, technical analysis, GIS and mapping, travel, administrative expenses, plan preparation, revisions, and other costs necessary to complete the Scope of Work.

This section must include:

1. A total not-to-exceed project fee for completion of the entire Scope of Work.

2. A breakdown of the proposed fee by the following major work elements: Planning Process; Hazard

Identification and Risk Assessment; Mitigation Strategy; Plan Maintenance; Plan Update; and Plan Adoption, including TDEM/FEMA review, revisions, and final approval.

3. Identification of any reimbursable expenses included in the total proposed fee.

4. A schedule of hourly billing rates for key personnel and subconsultants, if applicable, for purposes of evaluating the proposed fee and any services subsequently authorized by the City.

5. Cost Proposal Form (Exhibit E)

The proposed cost shall be evaluated for reasonableness, completeness, and consistency with the proposed approach and Scope of Work.

The City reserves the right to determine whether proposed costs are reasonable and necessary for successful completion of the project.

The Respondent with the lowest responsive and responsible total cost proposal will receive the maximum ten

(10) points. Other responsive cost proposals will be scored proportionately using the following formula:

Cost Score = (Lowest Responsive Cost Proposal ÷ Respondent’s Cost Proposal) × 10

EVALUATION AND CRITERIA

The City intends to retain the services of the firm evaluated to be best qualified to perform the work for the City within the required time frame, experience with similar contracts and clients, extent to which previous clients have found the firm’s services acceptable, cost of services, proven ability to deliver work within budget, and other factors considered. The firm will be selected upon the basis of the information provided as requested in this RFP.

EVALUATION COMMITTEE

An Evaluation Committee that comprises the Planning and Development Director, City Engineer, Cameron County Drainage District No. 5 representative, and Cameron County Drainage District No. 3 representative will evaluate and score each of the RFPs using the evaluation criteria outlined in this section. Firms responding to this RFP may not contact members of the evaluation committee.

EVALUATION CRITERIA

Proposals will be scored by the Evaluation Committee using the following criteria (total of 100 points):

1. Project Understanding and Approach: The extent to which the Respondent demonstrates a clear understanding of the project, Scope of Work, participating jurisdictions, and applicable grant and regulatory requirements. Consideration will be given to the completeness, feasibility, and effectiveness of the proposed approach; coordination of the multi-jurisdictional planning process; public and stakeholder engagement; hazard and risk assessment methodology; project schedule; and ability to successfully deliver the Plan through TDEM and FEMA review and approval. (25 points).

2. Professional Qualifications of Firm and Team: The extent to which the Respondent demonstrates that the proposed firm and project team possess the qualifications, multidisciplinary expertise, technical knowledge, and relevant experience necessary to complete the project. Particular consideration will be given to the qualifications and experience of the proposed Project Manager and key personnel in FEMA hazard mitigation planning, risk assessment, GIS, flood and drainage risk, public engagement, multi-jurisdictional coordination, and TDEM/FEMA plan review. (35 points).

3. Firm Capability and Past Experience: The extent to which the Respondent demonstrates successful experience completing projects of similar scope and complexity, including FEMA-approved Local or Multi-Jurisdictional Hazard Mitigation Plans. Consideration will be given to demonstrated project performance, ability to meet schedules and deadlines, organizational capacity, current workload, quality control procedures, client references, and successful completion of comparable state- or federally funded projects. (20 points).

4. Familiarity With Applicable Rules and Regulations: The extent to which the Respondent demonstrates knowledge and experience applying the laws, regulations, policies, guidance, and grant requirements applicable to the project, including GLO, TDEM, FEMA, NFIP, and 44 CFR Part 201 requirements. Consideration will also be given to the Respondent’s demonstrated experience addressing state and FEMA review comments and obtaining FEMA Approval Pending Adoption and final FEMA approval. (10 points).

5. Cost: The extent to which the proposed cost is reasonable, complete, and consistent with the proposed approach and Scope of Work. The lowest responsive and responsible total cost proposal will receive ten

(10) points. Other responsive proposals will be scored proportionately using the following formula:

a. Cost Score = (Lowest Responsive Cost Proposal ÷ Respondent’s Cost Proposal) × 10

RESPONSE RANKING

The Evaluation Committee will evaluate and rank responsive proposals in accordance with the evaluation criteria and point values established in this RFP. The Evaluation Committee will present its recommended ranking to the City Commission for consideration and award.

The City Commission retains final authority to award the contract. If the City Commission selects a Respondent other than the highest-ranked Respondent recommended by the Evaluation Committee, the basis for the selection shall be documented in the official record as required by applicable procurement requirements.

The City may request clarification or supplemental information from Respondents when necessary. Any such request shall not be used to materially alter the published evaluation criteria or provide a Respondent an unfair competitive advantage.

NEGOTIATION PROCESS

Following authorization by the City Commission, the City may negotiate final contract terms with the highest-ranked Respondent. Negotiations may address scope clarifications, project schedule, deliverables, contractual terms, and the proposed cost, provided that negotiations do not materially alter the Scope of Work or the basis upon which proposals were evaluated.

If a mutually satisfactory agreement cannot be reached, the City may terminate negotiations and proceed with the next highest-ranked Respondent. The City reserves the right to reject any and all proposals when determined to be in the City's best interest and consistent with applicable procurement requirements.

SELECTION AND SCHEDULES

The City currently anticipates conducting the selection process proceeding in accordance with the following list of milestones. This schedule is subject to revision and the City reserves the right to modify the schedule as needed at its sole discretion.

Event: Date:

RFP Issuance date September 28, 2026 Last day for submitting written questions October 14, 2026 Post amendments to RFP, including answers to questions, October 21, 2026 supplements and/or revisions to the RFP Proposals due on or before 2:00 pm (CST) October 27, 2026 City Commission Selects Firm(s) November 4, 2026

EXHIBIT A

BUSINESS DATA CERTIFICATION

Name of Firm:

Address:

Number of Years in contracting business under present name:

Type of work performed by your firm:

Have you ever failed to complete any work awarded to you? (Y/N)

Have you ever defaulted on a contract? (Y/N)

He/She certifies that:

(a) The legal name and the business address of the undersigned are:

(b) The undersigned is : (Circle One)

A Single Proprietorship A Corporation organized in the State of

A Partnership Other Organization

(c) The name, title and address of the owner, partners or officers of the undersigned are:

NAME TITLE ADDRESS

(d) The name and addresses of all other persons having a substantial interest in the undersigned, and the nature of the interest are:

NAME ADDRESS NATURE OF INTEREST

(e) The names, addresses and trade classifications of all other building construction contractors in which the undersigned has a substantial interest are:

NAME ADDRESS TRADE CLASSIFICATION

NAME OF AUTHORIZED REPRESENTATIVE (printed)

SIGNATURE OF AUTHORIZED REPRESENTATIVE DATE

EXHIBIT B

RFP REFERENCE FORM

The following information shall be required to accompany all RFP submittals.

1. Your company’s complete business address and phone number.

Company name: _______________________________________________

Address: _______________________________________________

Phone: _______________________________________________

Fax: _______________________________________________

2. A minimum of 3 references.

1. ___________________________________________________________

2. ___________________________________________________________

3. ___________________________________________________________

3. List of local municipalities that you have worked for and contact information.

1. City of ____________ Contact: ________________ Phone#: __________

Type of Project(s): ____________________________________________

2. City of ____________ Contact: ________________ Phone#: __________

3. City of ____________ Contact: ________________ Phone#: __________

4. City of ____________ Contact: ________________ Phone#: __________

5. City of ____________ Contact: ________________ Phone#: __________

EXHIBIT C

s a m p le m

EXHIBIT D

EXHIBIT E

COST PROPOSAL FORM

RFP No. 2027-04: Planning and Consulting Services to Develop a Multi-Jurisdictional Hazard Mitigation Plan

Respondent/Firm Name: _______________________________________________

The Respondent shall provide a total not-to-exceed fee for all professional services necessary to complete the Scope of Work and obtain final FEMA…