RFP 26BCP07C - BC Hazard Mitigation Plan Development Services - BID Document.pdf

Bastrop County - RFP 26BCP07C - Page 1 of 29

Bastrop County

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 26BCP07C

Project Title: Bastrop County Hazard Mitigation Plan Development Services

Proposal Closing Date: 2 :00 P.M. (CST), August 26, 2026

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Table of Contents............................................................................................................................... Page 2

Request for Proposals

(1) Introduction ............................................................................................................................Page 3

(2) Definitions ............................................................................................................................... Page 3

(3) General Information ................................................................................................................ Page 4

(4) RFP Withdrawals and/or Amendments ................................................................................... Page 6

(5) Proposal Submittal Requirements .................................................................................. ….....Page 6

(6) Proposal Evaluation and Contract Award .................................................................... ……………..Page 7

Appendix A – Scope of Services

Project Title .................................................................................................................................. Page 9

(1) Scope of Services Contact ........................................................................................................Page 9

(2) Proposal Evaluation Factors .....................................................................................................Page 9

(3) Key Events Schedule................................................................................................................Page 9

(4) Scope of Services ..................................................................................................................... Page 9

(5) Content of Proposal……………………………………………………………………………………………...……………Page 10

(6) Selection Process …………………………………………………………………………………………………..…………. Page 11

Appendix B – Proposal Proposal Verification………………………………...................................................................................Page 13

I Contract Award Information

(1) Term of Contract……………………………. ………………………………………………………………...................Page 14

(2) Federal, State and/or Local Identification Information .........................................................Page 14

II Contract Terms and Conditions

(1) Standard Terms and Conditions…...........................................................................................Page 14

RFP Acknowledgement Form…………………………………………………………….............................................Page 20

Appendix C – Form CIQ ………................................................................................................................Page 21 Appendix D – Certificate of Interested Parties (Form 1295) ......................................................... Page 22 Appendix E – HB 89 Verification Form…………………………................................................................Page 25 Appendix F – Bastrop County Section 3 Resolution..……………........................................................Page 26

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Bastrop County

Request for Proposals

1. Introduction

A. Project Overview: Bastrop County is requesting Proposals with the intent of awarding a contract for the services contained in Appendix A – Scope of Services.

B. RFP Questions:

i. RFP Clarifications: All questions related to requirements, processes or scope of work for this RFP should be submitted in writing to the Purchasing Agent identified in section 2 below. The County is the final judge of the meaning of any word(s), sentences, paragraphs or other parts of the solicitation documents. Proposers are encouraged to seek clarification, before submitting a Proposal, of any portion of the Proposal documents that appears to be ambiguous, unclear, inconsistent, or otherwise in error.

Clarifications will be in writing.

ii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum and will be uploaded to the Bastrop County website (http://www.co.bastrop.tx.us/page/pur.Proposals). All such addenda issued by County prior to the submittal deadline shall be considered part of the RFP. The County shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum.

iii. Acknowledgement of Addenda: The Proposers must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal.

C. Notification of Errors or Omissions: Proposers shall promptly notify the County of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The County shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code, Chapter 176, to file a conflict-of-interest questionnaire (FORM CIQ) which is found in Appendix C.

E. Certificate of Interested Parties (1295 Form): A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code Chapter 2252, Subtitle F, Title 10, Section 2252.908, to file a disclosure of interested parties with the Texas Ethics Commission (https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm). A sample form and instruction sheet can be found in Appendix D.

F. House Bill 89 Verification Form: A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code Chapter 2270 Section 1, Subtitle F, Title 10, Section 2270.001to submit a verification form to the County. This Chapter reads “Prohibition on Contracts with Companies Boycotting Israel”. This form is found in Appendix E.

2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Proposers: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.

County of Bastrop (“County”): The County of Bastrop, Texas.

http://www.co.bastrop.tx.us/page/pur.bids https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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Bastrop County Purchasing Office: The Bastrop County Purchasing Office is located at 1041 Lovers Lane, Bastrop County 78602. PH: (512) 581-7110; Fax: (512) 581-4228.

Project: The name is identified on the cover sheet and first page of Appendix A – Scope of Services.

Purchasing Agent: Bastrop County Purchasing Agent is Leon Scaife:

Phone: (512) 581-7110 E-Mail: leon.scaife@co.bastrop.tx.us

Request for Proposal (RFP): The entirety of this document, including all Appendices and Addenda.

Scope of Services: The entirety of Appendix A – Scope of Services.

3. General Information

A. Tax Exempt Status: County purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. County will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The County strictly adheres to the Texas Public Information Act (Texas

Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposers has notified the County, in writing, that the Proposal contains trade secrets or confidential information, the County will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the County be liable for disclosure of such information by the County in response to a request, regardless of the County’s failure to take any such reasonable steps, even if the County is negligent in failing to do so.

C. Legal Relations and Responsibilities: Proposers shall maintain adequate records to justify all charges, expenses and costs incurred in performing the Services for a period of at least Five (5) years following the termination date of the contract. The County shall have full and complete access to all records, documents and information collected and/or maintained by Proposers in the course of the administration and performance of the Contract. This information shall be made accessible at Proposer’s local place of business in the County’s jurisdiction, for purposes of inspection, reproduction and audit without restriction.

D. Application: These standard terms and conditions shall apply to all County of Bastrop (hereafter “County” or

“Owner”) solicitations and procurements, unless specifically accepted in the solicitation specifications.

E. Requirements: By submitting a Proposal, the Proposers agrees to provide the County of Bastrop with the specified goods or services described in the solicitation in accordance with these standard terms and conditions, at the agreed upon Proposal price and in compliance with the stated specifications and any subsequent addendums issued prior to the date of the Proposal opening.

F. Legal Compliance: Proposers must comply with all Federal, State and Local laws, statutes, ordinances, regulations and standards in effect at the time of delivery of goods and services, and must maintain any and all required licenses and certificates required under the same laws, statutes, ordinances, regulations and standards for services and/or goods provided in response to this solicitation. Proposers certifies that he/she holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein.

G. Right to Refuse Proposal: The County reserves the right to refuse any and/or all parts of any and or/all mailto:leon.scaife@co.bastrop.tx.us

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Proposals and to waive formalities in the best interest of the County. Bastrop County does not discriminate on the basis of race, color, national origin, sex, religion, and age or disability status in employment, procurement or provisions of service.

H. Estimated Quantities: If the solicitation calls for unit pricing on specific items, the quantities described for each item are estimates only and not guaranteed amounts. The actual amount ordered over the contract period may be more or less than the estimate. Quantities represent the County’s best estimate, based on past history and anticipated purchases.

I. Independent Consulting Firm: Proposers agrees that Proposers and Proposer’s employees and agents have no employer-employee relationship with County. Proposers agrees that if Proposers is selected and awarded a contract, County shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will County furnish any medical or retirement benefits or any paid vacation or sick leave.

J. Assignments: The rights and duties awarded the successful Proposers shall not be assigned to another without the written consent of the Bastrop County Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

K. Liens: Proposers shall indemnify and save harmless the County against any and all liens and encumbrances for all labor, goods, and services which may be provided to the County by Proposers or Proposer’s vendor(s), and if the County requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the County.

L. Gratuities/Bribes: Proposers certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposers, or its agent or representative, to any County officer, employee or elected representative, with respect to this RFP or any contract with the County, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract

M. Financial Participation: Proposers certifies that it has not received compensation from the County to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

N. Responsiveness of Proposals: The County desires to receive competitive Proposals, but will declare any

Proposal “non-responsive” if they fail to meet the significant requirements outlined in this solicitation document.

O. Discrepancies and Errors: In the case of a discrepancy between the unit price and invoice price, the Proposal price (Price per cubic yard) will prevail. The unit-based price of a Proposal that has been opened may not be changed for the purpose of correcting an error in the Proposal price.

P. Identical Proposals: In the event two or more identical Proposals are received, and are lowest, responsible and responsive, award will be made as prescribed in the Texas Local Government Code, Chapter 2.62.027(b).

Q. Withdrawal of Proposals: Proposer may withdraw any submitted Proposal prior to the Proposal submission deadline. Proposer may not withdraw once the proposals have been publicly opened, without the approval of the County’s Purchasing Agent. Proposer will be allowed to withdraw proposals that contain substantial mathematical errors in extension. However, once a Proposal has been withdrawn, it can no longer be considered.

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R. Disqualification of Proposers: The County may disqualify Proposer, and their proposal not be considered, for any of the following reasons: Collusion among Proposer; Proposer’s default on an existing or previous contract with the County, including failure to deliver goods and/or services of the quality and price Proposal;

Proposer’s lack of financial stability; any factor concerning the Proposer’s inability to provide the quantity, quality, and timeliness of services or goods specified in the solicitation; Proposers involved in a current or pending lawsuit with the County; Proposer’s attempt to influence the outcome of the solicitation through unauthorized contact with County officials outside of those listed in the solicitation documents; and Proposer’s attempt to offer gifts, gratuities, or bribes to any County employee or elected official in connection with a solicitation.

S. Waiver of Formalities: County reserves the right to reschedule, extend, or cancel this RFP at any time. County reserves the right to reject any or all responses, and to waive formalities or irregularities in connection with this RFP and may consider submissions not made in compliance with this request for proposal if it elects to do so, to the extent permitted by law, although the County will have no obligation for such consideration. The County reserves the right to waive any minor irregularities that do not materially affect the scope or pricing of submitted Proposals.

T. Outstanding Liabilities: Proposer shall not have outstanding, unpaid liabilities owed to the County. Liabilities may include, but are not limited to, property taxes, hotel occupancy taxes, and license or permit fees.

Proposal will be considered non-responsive and not given further consideration if submitted by a Proposer with such outstanding liabilities.

U. Offset: The County may, at its option, offset any amounts due and payable under contract award under this solicitation against any debt lawfully due the County from a vendor, whether or not the amount due arises pursuant to the terms of the contract and whether or not the debt has been reduced to judgment by a court.

V. Solicitation Results: The County normally posts solicitation results on-line after proposals are received and approved in Commissioner’s Court. The County’s website is www.co.bastrop.tx.us. Results are on the Purchasing Solicitation page, in the same place as the original solicitation documents. Posted results are for informational purposes only, not a notice of award.

W. Control of The Work: Proposers shall furnish all materials and perform work in reasonably close conformity with the scope of work referenced in this request for Proposal. Proposers must obtain written approval from Bastrop County before deviating from the scope of work provided in this request for Proposals. Failure to promptly notify Bastrop County of any errors or concerns with the scope of work will constitute a waiver of all claims for misunderstandings or ambiguities that result from the errors, omissions, or discrepancies discovered.

X. Cost of Proposal: The cost of submitting a proposal shall be borne by the Proposer, and the County will not be liable for any costs incurred by a Proposers responding to this solicitation.

Y. 2 CFR 200: Bastrop County follows the procurement standards in 2 CFR 200.317 – 2 CFR 200.327 and Appendix II to Part 200 for procurement actions to be funded with Federal funds. All attempts are made to adhere to these policies and procedures and updates are made as needed. The entirety of the language found in 2 CFR 200.317 – 2 CFR 200.327 may not be applicable in all instances, programs, and/or situations.

The entirety of 2 CFR 200 applies to Federally funded programs/projects and are agreed upon by the contract awardee without exception.

4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The County reserves the right to withdraw this RFP for any reason.

http://www.co.bastrop.tx.us/

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B. RFP Amendments: The County reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposer that have registered with the County, but failure to notify shall impose no obligation or liability on the County. All modifications and addendums must be in written form prepared by the County department issuing the solicitation. Proposers is responsible for incorporating any and all modifications and addendums into their Proposals.

5. Proposal Submittal Requirements

A. Submittal Packet – Required Content: Proposers shall submit one (1) original and four (4) copies as well as one (1) electronic copy of materials that demonstrate their experience in performing a project of this scale and complexity. This submittal packet shall be submitted in a sealed envelope with a completed, signed and executed Appendix B – Proposal (Page 13-20).

B. Submittal Deadline: The deadline for submittal of Proposal is 2:00PM (CST) August 26, 2026. It is the

Proposer’s responsibility to have the Proposal correctly marked and hard-copies delivered to the Bastrop County Purchasing Office. No extensions will be granted and no late proposals will be accepted.

C. Proposals Received Late: Proposer are encouraged to submit their Proposal as soon as possible.

The time and date of receipt as recorded in the Bastrop County Purchasing Office shall be the official time of receipt. The County is not responsible for late delivery of mail or other carrier. Late proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal: Any submitted Proposal may be withdrawn or a revised Proposal substituted if a written notice is submitted to the Bastrop County Purchasing Office prior to the submittal deadline. Any interlineations, alteration, erasure or other amendment made before the submittal deadline, must be signed or initialed by the Proposers or the Proposer’s authorized agent, guaranteeing authenticity.

Proposal cannot be altered, amended or withdrawn by the Proposers after the submittal deadline.

E. Proposal Format: All proposals must be prepared in single-space type, on standard 8-1/2” x 11” vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink. All proposals shall be mailed or hand delivered to Bastrop County. Any other format (via telephone, fax, email, etc.) shall be rejected by the County.

F. Validity Period: Once the submittal deadline has passed, any Proposal shall constitute an irrevocable

Proposal to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal on the terms set forth in the Proposal, such Proposal to be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the County.

6. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed Proposals, in accordance with Chapter 262 of the Texas Local Government Code and with the County’s purchasing policy. Bastrop County will score all eligible respondents based on the proposal evaluation factors listed in Appendix A. A contract will be awarded to the most qualified proposer that meets all evaluation factors of this request for proposal and provides or meets all requirements set forth by Bastrop County in this RFP. The selected Proposers must NOT be debarred from any federal and/or state agency and Bastrop County will conduct a review of the Proposer’s status on SAM.Gov. The Bastrop County Commissioners Court will make the final selection and award. The County has the right to reject any and/or all Responses.

B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, Bastrop County - RFP 26BCP07C - Page 8 of 29

County alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposers or waived by the County, such that the Proposal may be considered for award.

C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposers with specifications, instructions and all conditions shall be construed in the favor of the County. In the event of a conflict between these standard RFP requirements and details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

D. Controlling Document: In the case of a discrepancy between this solicitation and the formal contract, the formal contract will prevail and control.

E. Unit based price Prices and Extensions: If unit based prices and their extensions do not coincide, the County may accept the price most beneficial to the County, and the Proposers will be bound thereby.

F. Firm Prices: Unless otherwise stated in the specifications, Proposer’s prices remain firm for 90 days from date of Proposal opening and, upon award, remain in effect for the contract period specified in the solicitation. If formal award has not occurred within 90 days of Proposal opening, the CONSULTING FIRM and the County may mutually agree to extend the firm price period.

G. Additional Information: County may request any other information necessary to determine Proposer’s ability to meet the minimum standards required by this RFP.

H. Partial Contract Award: County reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposer based on the unit prices proposed in response to this request, or to reject any and all proposals and re-solicit for proposals, as deemed to be in the best interest of County.

I. Debarment: The selected Proposers must NOT be debarred from any federal and/or state agency and Bastrop

County will conduct a review of the Proposer’s status on SAM.Gov. The Bastrop County Commissioners’ Court will make the final selection and award. The County has the right to reject any and/or all Responses.

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Appendix A – Scope of Services

1. Scope of Services Contact:

Questions about the technical nature of the Scope of Services, etc. may be directed to Bastrop County Purchasing Agent, Leon Scaife through e-mail at leon.scaife@co.bastrop.tx.us

2. Proposal Evaluation Factors:

Bastrop County will score and rank all eligible respondents and will determine, in its sole discretion, the Respondent or Respondents that are best qualified to perform the required services. The County will negotiate a contract with the highest scoring respondent. If a contract cannot be reached, then the County will move down the list until a contract can be agreed upon. Scoring for Proposals will be based on the following criteria:

EVALUATION CRITERIA MAXIMUM

POINTS

Experience-technical proposal (Understanding of requested services / past experience with similar scope of work / proposed schedule of work)

Work Performance (Past projects completed in compliance with all federal requirements / 5 references)

Capacity to Perform/Attend Meetings (Qualifications of staff / timeframe to begin)

Proposed Cost (Planning Process / Hazard or Risk Assessment / Strategy Development / Plan

Development / Plan Adoption / Incidentals)

3. Key Events Schedule:

Proposal Release Date August 06, 2026 Deadline for Submittal of Written Questions 5 PM, August 19, 2026 Sealed Proposals Due to and Opened by County 2PM, August 26, 2026

Anticipated Award Date September 2026

4. Scope of Services:

Bastrop County is seeking to enter into a professional services contract with a competent consultant with expertise in Hazard Mitigation Planning to develop and prepare a Multi-Jurisdictional Hazard Mitigation Plan for the County and participating Bastrop County taxing entities. The County seeks to hire a consultant to develop and prepare a Multi-Jurisdictional Hazard Mitigation Plan for the Bastrop County and participating Bastrop County taxing entities, which Plan shall be compliant with the criteria set forth in the Robert T.

Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, 42 U.S.C. §5121, et seq. (the mailto:leon.scaife@co.bastrop.tx.us

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“Stafford Act”), as amended by the Disaster Mitigation Act of 2000, Public Law 106-390 (“DMA 2000”), and the requirements set forth under 44 C.F.R. Part 201, §201.6, and other applicable State and Federal requirements, as determined by the Federal Emergency Management Agency (FEMA).

The purpose of this request is to provide an update to the 2022 Bastrop County Multi-Jurisdictional Hazard Mitigation Plan that meets all of the requirements of and is approved by FEMA, so as to ensure that the following 17 listed partners are eligible for future hazard mitigation grant funding:

• Bastrop County

• City of Bastrop

• City of Elgin

• City of Smithville

• Bastrop Independent School District (ISD)

• Elgin ISD

• McDade ISD

• Smithville ISD

• Bastrop County Municipal Utility District (MUD)

• Bastrop County Water Control Improvement District (WCID #2)

• Bastrop County WCID #3

• Bastrop-Travis Counties Emergency Services District (ESD) #1

• Bastrop County ESD #1

• Bastrop County ESD #2

• Bastrop County ESD #3

• Aqua Water Supply Corporation (WSC)

• Bluebonnet Electric Cooperative

This project SHALL be completed prior to September 2027, and the awarded consultant must have final plan approval from the Federal Emergency Management Agency (FEMA) prior to September 30, 2027. September 30, 2027, is the end date of the current Bastrop County Hazard Mitigation Plan.

5. Content of the Proposal.

Cover letter.

Company Information: Provide a brief company background, including date founded, company size, locations, current client roster, etc.

Project Statement: Describe the applicant's understanding of the goals and objectives, as well as the approach and philosophy regarding the project.

Proposed Project Team Members: Include a description of the organization, an organizational chart, and the primary role and responsibility of each team member. Clearly designate the team leader for this project and the responsibilities of other contributing members.

Individual Experience: Include information on the background (Educational and Work History) of key members and detail their specific contributions to past projects, as it relates to this project.

Specific Project Experience: Provide examples of similar projects which were successfully executed.

Include agency (City/County/State) name and project details.

Quality Assurance: Provide quality assurance procedures and processes applied to ensure desired results.

Provide Five (5) references from current or past clients.

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If requested by the County, the Respondent must promptly provide the County with any additional information reasonably required by County to assist it in making a decision on the qualifications of the Respondent.

Interested and qualified firms or teams are invited to submit one (1) original and four (4) copies as well as one (1) electronic copy (flash drive) of materials that demonstrate their experience in performing a project of this scale and complexity.

6. Selection Process.

Bastrop County will score and rank all eligible respondents based on the selection criteria provided in Appendix A, Section 2 –Proposal Evaluation Factors and in Appendix A, Section 5 – Content of the Proposal. The County will award a contract to the highest scoring respondent. The Bastrop County Commissioner’s Court will make the final selection and award. The County has the right to reject any or all Responses.

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PROFESSIONAL REFERENCES

REFERENCE #1

Entity Name:

Contact Name:

Address:

City: State: Zip code:

Phone Number: Email:

Years doing business with Entity and Capacity:

REFERENCE #2

Entity Name:

Contact Name:

Address:

City: State: Zip code:

Phone Number: Email:

Years doing business with Entity and Capacity:

REFERENCE #3

Entity Name:

Contact Name:

Address:

City: State: Zip code:

Phone Number: Email:

Years doing business with Entity and Capacity:

REFERENCE #4

Entity Name:

Contact Name:

Address:

City: State: Zip code:

Phone Number: Email:

Years doing business with Entity and Capacity:

REFERENCE #5

Entity Name:

Contact Name:

Address:

City: State: Zip code:

Phone Number: Email:

Years doing business with Entity and Capacity:

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Appendix B – Proposal Verification

Submittal Checklist: (To determine validity of Proposal - any proposals received without the following items will be considered non-responsive and will be rejected. Forms from previous solicitations for goods or services will not be used in place of the required forms for this RFP)

Appendix A (Pages 9 through 12) must be included in the Proposal submittal.

______Appendix B (Pages 13 through 20) must be completed, signed and included in the Proposal submittal.

Appendix C - Conflict of Interest Form (CIQ Form) (Page 21) must be completed, signed and included in the Proposal submittal.

Appendix E - HB 89 Verification Form (Page 25) must be completed, signed and included in the Proposal submittal.

Proof of Consulting Firm’s Ability to Meet the Insurance Requirements (Page 19).

______Signed Addendum(s) (If any are issued by Owner).

All Proposals submitted to Bastrop County shall include this page with the submitted Proposal.

RFP Number: RFP 26BCP07C

Submittal Deadline: 2:00 P.M. (CST), August 26, 2026

Submit hard-copies to:

MAIL:

Bastrop County Purchasing Department:

Attn: Leon Scaife 1041 Lovers Lane Bastrop Texas, 78602

HAND DELIVER:

Bastrop County Purchasing Department:

Attn: Leon Scaife 1041 Lovers Lane Bastrop Texas, 78602

Proposers Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers Identification Number #

Proposer’s Point of Contact:

Phone Number:

Fax Number:

E-Mail Address:

Proposers Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposers.

Printed Name and Position of Authorized Representative:____________________________________________________

Signature of Authorized Representative:__________________________________________________________________

Signed this _________ _(day) of _________________________ (month), ________(year)

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Appendix B – Proposal (continued)

I. CONTRACT AWARD INFORMATION:

A. Term of Contract

Any contract resulting from this RFP shall be effective from the date that a Notice to Proceed is received by the CONSULTING FIRM and shall remain in effect until September 30, 2027.

B. Federal, State and/or Local Identification Information

1) Centralized Master Proposer List registration number: _

2) Prime CONSULTING FIRM HUB / MWBE registration number: ___________

3) Employer Identification Number (EIN)/Federal Tax Identification Number:___________________________

4) An individual Proposers acting as a sole proprietor must also enter the Proposer’s Social Security

Number:

II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSERS MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSERS HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSERS

AGREES BY SUBMITTING A PROPOSAL:

1. Standard Terms and Conditions A. Taxpayer Identification: Proposer must provide the County with a current W-9 before any goods or services can be procured from the Proposers.

B. Governing Law and Venue: All Proposal submitted in response to this solicitation and any resulting contract shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. Any legal or equitable actions arising from this request for proposal, or any resulting contract shall be brought before an appropriate court located in the Bastrop County.

C. Resolution of Program Non-compliance and Disallowed Costs: In the event of any dispute, claim, question, or disagreement arising from or relating to this agreement, or the breach thereof, including determination of responsibility for any costs disallowed as a result of non-compliance with federal, state or TxCDBG program requirements, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement. To this effect, the parties shall consult and negotiate with each other in good faith within 30 days of receipt of a written notice of the dispute or invitation to negotiate and attempt to reach a just and equitable solution satisfactory to both parties. If the matter is not resolved by negotiation within 30 days of receipt of written notice or invitation to negotiate, the parties agree first to try in good faith to settle the matter by mediation administered by the American Arbitration Association under its Commercial Mediation Procedures before resorting to arbitration, litigation, or some other dispute resolution procedure. The parties may enter into a written amendment to this Agreement and choose a mediator that is not affiliated with the American Arbitration Association. The parties shall bear the costs of such mediation equally. [This section may also provide for the qualifications of the mediator(s), the locale of meetings, time limits or any other item of concern to the parties. If the matter is not resolved through such mediation within 60 days of the initiation of that procedure, either party may proceed to file suit.

D. Termination for Cause: The occurrence of any one or more of the following events will justify termination

Bastrop County - RFP 26BCP07C - Page 15 of 29 of the contract by the County for cause:

i. The successful Proposers fails to perform in accordance with the provisions of these specifications; or

ii. The successful Proposers violates any of the provisions of these specifications; or

iii. The successful Proposers disregards laws or regulations of any public body having jurisdiction; or

iv. The successful Proposers transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the County.

v. If one or more of the events identified in Subparagraphs I (i) through (iv) occurs, the County may, terminate the contract by giving the successful Proposers seven (7) Calendar days written notice. In such case, the successful Proposers shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful Proposers shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

vi. When the contract has been so terminated by the County, such termination shall not affect any rights or remedies of the County then existing, or which may thereafter accrue.

A “Termination for Cause” clause will be added to selected Proposer’s contract with Bastrop County.

E. Termination for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty

(30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

A “Termination for Convenience” clause will be added to selected Proposer’s contract with Bastrop County.

F. Force Majeure: To the extent that either party to this Contract shall be wholly or partially prevented from the performance within the term specified of any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, accident, order of any court, act of God, or specific cause reasonably beyond the party's control and not attributable to its neglect or nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is removed. Determination of force majeure shall rest solely with Bastrop County.

G. Prohibition on certain telecommunications and video surveillance services or equipment:

a. Recipients and sub recipients are prohibited from obligating or expending loan or grant funds to:

1. Procure or obtain;

2. Extend or renew a contract to procure or obtain; or

3. Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).

1. For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).

2. Telecommunications or video surveillance services provided by such entities or using such equipment.

3. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=43f1e6e5f743631c4c46a5423693f35c&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=43f1e6e5f743631c4c46a5423693f35c&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=278b8bc35d5ec1b2249d034652236033&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=646059bc8aa88050a7cb06464725dfbb&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=646059bc8aa88050a7cb06464725dfbb&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/rio/citation/Pub._L._115-232 https://www.law.cornell.edu/rio/citation/Pub._L._115-232 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=42db8aa7497eb8b687aaf373293fcf8a&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=42db8aa7497eb8b687aaf373293fcf8a&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216

Bastrop County - RFP 26BCP07C - Page 16 of 29

Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

b. In implementing the prohibition under Public Law 115-232, section 889, subsection (f), paragraph (1), heads of executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected entities to transition from covered communications equipment and services, to procure replacement equipment and services, and to ensure that communications service to users and customers is sustained.

c. See Public Law 115-232, section 889 for additional information.

d. See also § 200.471.

H. Domestic preferences for procurements:

a. As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award.

b. For purposes of this section:

1. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

2. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

c. Federal agencies providing Federal financial assistance for infrastructure projects must implement the Buy America preferences set forth in 2 CFR part 184. [85 FR 49543, Aug. 13, 2020, as amended at 88 FR 57790, Aug. 23, 2023]

I. Procurement of recovered materials:

A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

J. Debarment and Suspension (Executive Orders 12549 and 12689):Aap A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p.

235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

K. Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387):

As amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

https://www.law.cornell.edu/rio/citation/Pub._L._115-232 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=278b8bc35d5ec1b2249d034652236033&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:C:200.216 https://www.law.cornell.edu/rio/citation/Pub._L._115-232 https://www.law.cornell.edu/cfr/text/2/200.471 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=de00dfd10f09071c905d0928428a197d&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=081a194046528468942c369470c2966a&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3d66cac5fd675bfc76ede4888b240176&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=cd3b6bbdd85489e2f50207d7536faf9a&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=646059bc8aa88050a7cb06464725dfbb&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=32ad9bbe5aeb366fd37b0e2045021102&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.322 https://www.law.cornell.edu/cfr/text/2/part-184 https://www.law.cornell.edu/rio/citation/85_FR_49543 https://www.law.cornell.edu/rio/citation/88_FR_57790 https://www.law.cornell.edu/rio/citation/88_FR_57790 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=de00dfd10f09071c905d0928428a197d&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.323 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3d66cac5fd675bfc76ede4888b240176&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.323 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=3d66cac5fd675bfc76ede4888b240176&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.323 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=8cb0d5b7b8f071bdd6dd7b70c5f08e91&term_occur=999&term_src=Title:2:Subtitle:A:Chapter:II:Part:200:Subpart:D:Subjgrp:29:200.323 https://www.law.cornell.edu/topn/solid_waste_disposal_act https://www.law.cornell.edu/cfr/text/40/part-247 https://www.ecfr.gov/current/title-2/section-180.220 https://www.ecfr.gov/current/title-2/part-180 https://www.federalregister.gov/executive-order/12549 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251

Bastrop County - RFP 26BCP07C - Page 17 of 29

L. Rights to Inventions Made Under a Contract or Agreement: If the 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 organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

M. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.