CITY OF MISSION

SOLICITATION, OFFER AND AWARD FORM

SOLICITATION INFORMATION

REQUEST FOR PROPOSALS (RFP)

1. RFP NO.: 27-001-10-26 4. BRIEF DESCRIPTION:

2. ISSUE DATE: October 3, 2026

Grant Administration Services – Texas General Land Office (GLO) Disaster

Recovery Reallocation Program (DRRP)

3. FOR INFORMATION CONTACT: (No collect calls) NAME: Edgar Chapa, Contracts Administrator

TELEPHONE: (956) 580-8667 FAX:

E-MAIL: echapa@missiontexas.us

5. PRE-PROPOSAL CONFERENCE:

(Strongly Recommended)

*** There WILL be a conference. *** LOCATION: City Hall / Community Room

1201 E. 8th Street, Mission, TX 78572 DATE: Monday, October 12, 2026

TIME: 10:00 AM CST

Zoom Pre-Bid Meeting Information

Meeting ID: 220 547 6707 Password: 9iYEY2

6. ADVERTISING DATES:

1st Week of Advertisement Date: __10__/_03___/_2026___

2nd Week of Advertisement Date: __10__/_10___/_2026___

7. SUBMIT OFFER TO: 8. OFFER SUBMISSION DUE DATE AND TIME:

Mailing/Hand/Commercial Courier Delivery

City of Mission Purchasing Department

1201 E. 8th Street, Room R-101 Mission, TX 78572

RFP # 27-001-10-26

DATE:

Monday, October 26, 2026

TIME:

2:00 PM CST

9. No Facsimiles or late arrivals will be accepted. Any proposals received after offer submission due date and time will not be opened and will be returned. City of Mission Purchasing Department time stamp clock will be the governing time for acceptability of bids. Overnight mail must also be properly labeled on the outside of the express envelope or package in reference to RFQ.

10. SUBMIT WITH OFFER: Original offer plus 5 photocopies, and USB Drive including documents and attachments so indicated on Page 2 of this form.

11. Offers submitted in response to an RFB will be opened publicly by The City of Mission Procurement Department, immediately after the submission due date and time. Offers submitted in response to an RFQ and RFP will NOT be publicly opened.

12. FIRM OFFER PERIOD: Offers submitted shall remain firm for a period of 60 calendar days from the final due date for proposals.

13. NOTE: For Invitation for Bids, “offer” and “offeror” mean “bid” and “bidder”.

OFFER

(To be completed by Offeror)

14. In compliance with the above, the undersigned agrees, if this offer is accepted within the period specified in Block 12, above, to furnish any or all items, or provide the service(s), upon which prices are offered in the Schedule at the price set opposite each item or service, and to deliver the item(s) and or perform the service(s) at the designated location(s) within the time specified.

15. PROPOSERS NAME, ADDRESS: (Type or Print) 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN THE OFFER: (Type or Print)

TELEPHONE:

CELL PHONE:

E-MAIL:

FAX:

17. PROPOSERS SIGNATURE & DATE:

AWARD

(To be completed by City of Mission)

18. TOTAL AMOUNT OF AWARD:

19. DIRECTOR OF PROCUREMENT SIGNATURE & DATE OF AWARD:

Name:

Signature: ____________________________________

Date: ____/____/____ mailto:echapa@missiontexas.us

SOLICITATION INDEX

20. CONTENTS: (DOCUMENTS WITH A YES ARE TO BE SUBMITTED WITH OFFER)

NAME FORM DESCRIPTION SUBMIT WITH OFFER?

Cover Sheet Solicitation, Offer and Award Form (Complete in its entirety to include Sign and Date)

YES

Instructions to Proposers

General Terms & Conditions

YES

Technical Proposal YES Pricing Proposal YES Insurance Certificate (This form will be requested after Award of Contract) NO

Scope of Service / Scope of Service Description of Grant Administration Services – Texas General Land Office (GLO) Disaster Recovery reallocation Program

(DRRP)

YES

Non-Collusive Bidding Certificate Vendor Acknowledgement Form (Signed and Executed) YES Schedule of

Subcontractor(s)/Subconsultant(s) Attachment #1 (Signed and Executed) YES

S.B. 252 Certification Form S.B. 252 Certification Form (Signed and Executed) YES

Addenda(s) Confirmation Receipt of Addendum(s) Upon Release (Signed and Executed)

YES

Disclosure of Interested Parties Certificate of Interested Parties This form will be requested after Award of Contract

NO

General Business Questionnaire General Questions (Supporting Documentations) (Signed and Executed)

YES

CIQ Questionnaire Conflict of Interest Questionnaire (This form will be requested before Award of Contract Signed and Executed)

NO

****Firm name and authorized signature must appear on each page that calls For this information. Failure to do so may disqualify your Proposal ****

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 1 of 63

City of Mission Instructions to Respondent – General Terms & Conditions

RFP Name/No.: Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) / 27-001-10-26

The City of Mission is soliciting proposals from qualified firms (“Respondents”) for selection of Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) in accordance with the terms, conditions, and requirements set forth in this RFP. This Request for Proposal (“RFP”) provides Respondents with the information necessary to prepare and submit Proposal for consideration by the City.

(1) Introduction and Purpose of Solicitation

The City of Mission, Texas is seeking proposals from qualified and experienced firms to provide Grant Administration Services. Firms shall ensure compliance with all necessary federal grant guidelines and regulations in preparing application(s) for and in the overall administration or implementation of proposed - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP), if funded by the Texas General Land Office (GLO).

(2) One (1) original plus five (5) copies of RFP must be submitted in separate sealed packages with vendor’s name and return address clearly typed/printed on upper left hand corner and proper notation clearly type/printed on the lower left hand corner “Request for Proposals” – “Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP)- Proposal No. 27-001-10-26” and delivered to City of Mission Purchasing Department, 1201 East 8th Street R-101, Mission, Texas 78572 on or before 2:00 p.m., Monday, October 26, 2026.

No Facsimiles or late arrivals will be accepted. Any proposals received after that time will not be opened and will be returned. Overnight mail must also be properly labeled on the outside of express envelope or package in reference to RFP.

(3) Type of Business

The Respondent represents as part of its offer that it operates as (Mark one with an "X"):

□ an individual a sole proprietorship

□ a partnership a corporation

□ another entity .

(4) Interest of Public Officials

The respondent represents and warrants that no employee, official, or member of the Council (Executive Committee) of the City is or will be peculiarly interested in or benefited directly or indirectly as a result of this contract.

(5) Covenant Against Gratuities

The respondent represents as part of its offer that neither it nor any of its employees, representatives or agents have offered or given gratuities (in the form of entertainment, gifts or otherwise) to any director, officer or employee of the City with the view toward securing favorable treatment in the awarding, amending, or the making of any determination with respect to the performing of the contract.

(6) Submission of Proposals

1. Proposals and modifications thereof shall be enclosed in sealed envelopes or sealed cartons and submitted to the Purchasing Contact of the City of Mission at the address specified in the solicitation. The respondent shall show the hour and date specified in the solicitation for receipt of Proposals, the solicitation number, and the respondent's name, address, https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 2 of 63 and telephone number on the face of the envelope or carton.

2. Each copy of the proposal shall include the legal name of the respondent and a statement whether the respondent is a sole proprietorship, a corporation, or any other legal entity. A proposal from a corporation shall further give the state of incorporation and have the corporate seal affixed to it.

(7) Acknowledgement by Signature and Firm Period

Proposals must include the full legal name and address of Respondent and be manually signed. Failure to do so, may result in disqualification of the proposal. The individual signing proposal must indicate their title or AUTHORITY TO BIND THE RESPONDENT IN A CONTRACT. Respondent name and authorized signature must appear on each page where required.

Proposals shall remain firm for a period of sixty (60) calendar days from the date of submission. If a Best and Final Offer has been requested of the Respondent/Proposer, the Proposal shall remain valid for a period of up to sixty (60) additional days from the date of submission of the Best and Final Offer.

(8) Pre-Proposal Conference and Questions Concerning the Solicitation

1. A pre-proposal conference is scheduled for all interested parties to discuss the solicitation requirements, if so, indicated on the Solicitation, Offer and Award Form. Details concerning the conference date, time and location are also provided.

2. Questions and requests for clarification relating to this solicitation, shall be submitted in writing, to the contact person identified in the Solicitation, Offer and Award Form by mail, facsimile or commercial courier, at least three (3) working days in advance of the scheduled conference to allow sufficient time for responses to be considered and prepared by the City. Questions concerning the solicitation that are not addressed at the conference, if one is held, shall be submitted in writing no later than five (5) working days in advance of the offer submission due date and time.

(9) Explanation to Proposers

Any explanation desired by a respondent regarding the meaning or interpretation of the solicitation, specifications, etc., must be requested in writing from the City’s authorized representative and with sufficient time allowed for a reply to reach Respondents before the submission of Proposals. Oral explanations or instructions given before the award of any contract, at any pre-proposal conferences or otherwise, will not be binding on the City. Any information given to a respondent concerning an interpretation of the solicitation will be furnished to all Respondents as an amendment to the solicitation, if such information is necessary to Respondents in submitting Proposals on the solicitation or if the lack of such information would be prejudicial to uninformed Respondents.

From the time of issuance of this solicitation until the final award is made and announced, all Respondents, or individuals acting on their behalf are strictly prohibited from communicating with members of the City Council, the City Manager, or any City staff other than the designated Procurement Officer regarding any aspect of this solicitation.

Any attempt to influence the outcome of the procurement process through direct or indirect communication with City officials or employees outside of the approved channels may result in disqualification of the Respondent from consideration.

All questions or clarifications must be directed in writing to the Procurement Officer listed in this solicitation.

(10) Unauthorized Communication

After release of this solicitation, Respondents’ contact regarding this RFP with members of the RFP evaluation, interview or selection panels, employees of the City or officials of the City other than the Purchasing Contact, or as otherwise https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 3 of 63 indicated is prohibited and may result in disqualification from this procurement process. No officer, employee, agent or representative of the Respondent shall have any contact or discussion, verbal or written, with any members of the City Council, members of the RFP evaluation, interview, or selection panels, City staff or City’s Contractors, or directly or indirectly through others, seek to influence any City Council member, City staff, or City’s Contractors regarding any matters pertaining to this solicitation, except as herein provided. If a representative of any Respondent violates the foregoing prohibition by contacting any of the above listed parties with who contact is not authorized, such contact may result in the Respondent being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding with regard to this RFP.

(11) Non-Responsive Proposal

To be considered for award, a proposal must be "responsive"; i.e., comply in all material respects with the Request for Proposals as stipulated in contract provisions. Proposals must be responsive so that all respondents may stand on an equal footing, and the integrity of the competitive procurement system may be maintained. Examples of nonresponsive proposals include:

(a) failure to sign the proposal;

(b) failure to acknowledge receipt of a material amendment to the Request for Proposals;

(c) proposals containing any exception to, or any qualification of, any material requirement of the Request for Proposals;

(d) proposals imposing any condition or altering the rights of the City (e.g., conditioned on the occurrence of any event, the receipt of material or parts, "negotiation" of the warranty, or nondisclosure of information);

(e) failure to furnish items or information required to be submitted with the proposal;

(f) proposals which are indefinite, uncertain, or ambiguous (the consideration of which would give the respondent an unfair competitive advantage); and

(g) proposals containing unsolicited descriptive literature if the proposal creates any uncertainty as to whether the respondent is offering to conform to the specifications.

(12) Award of Contract

a) It is understood that the City reserves the right to accept or reject any and all Proposals and to re-solicit for Proposals, as it shall deem to be in the best interests of the City of Mission. Receipt and consideration of any Proposals shall under no circumstances obligate the City of Mission to accept any Proposals. If an award of contract is made, it shall be made to the responsible Respondent whose Proposal is determined to be the best value offer taking into consideration the relative importance of the evaluation factors set forth in the RFP.

b) One contract award is anticipated under this solicitation. Multiple contract awards shall not be made.

c) In determining the best value for the municipality, the municipality may consider:

1) the purchase price;

2) the reputation of the respondent and of the respondent's goods or services;

3) the quality of the respondent's goods or services;

4) the extent to which the goods or services meet the municipality's needs;

5) the respondent's past relationship with the municipality;

6) the impact on the ability of the municipality to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

7) the total long-term cost to the municipality to acquire the respondent's goods or services; and

8) any relevant criteria specifically listed in the request for bids or proposals.

d) The City of Mission reserves the right to reject any or all proposals, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Mission.

https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 4 of 63

e) A written award (or acceptance of proposal) which is mailed, emailed, or otherwise furnished to the successful proposer within the time for acceptance specified in the solicitation shall be deemed to result in a binding contract without further action by either party.

f) The City may hold proposals 60 calendar days after proposal opening without taking action. Proposers are required to hold their proposals firm for same period of time.

g) Proposer must comply with all applicable federal, state and local laws, rules, regulations and ordinances and statutes relating to purchasing in the State of Texas in addition to the requirements of this form.

h) Tentative Schedule of Events:

RFP release date: October 03, 2026, 12:00 PM Deadline for Questions: October 16, 2026, 5:00 PM Proposal Due Date: October 26, 2026, 2:00 PM Contractor Evaluations and Selection:(tentative) October 27, 2026 through November 03, 2026 City Council Approval:(tentative) TBD Contract Award and Notice of Award TBD

(13) Contract Term

The contract for Grant Administration Services shall commence upon execution by the City of Mission and shall remain in effect through the completion of all grant administration, project implementation, reporting, and closeout activities associated with Texas General Land Office (GLO) Contract No. 25-144-004-F884, unless earlier terminated in accordance with the terms of the contract.

The City's GLO contract is currently scheduled to expire on September 30, 2028, or upon completion of all required benchmarks and closeout procedures, whichever occurs first.

Any extension or modification of the Grant Administration Services contract shall be subject to the availability of grant funds, applicable federal, state, and local requirements, and any necessary authorization or approval by the City and GLO.

I would use this rather than establishing 1-year, 5-year, or renewal-option terms. It directly connects the administrator's period of performance to the City's actual CDBG-DR award and its required closeout.

Also, because the GLO contract expressly states that no requests to extend the GLO contract term will be granted, I would not write the RFP in a way that implies the City automatically has additional years available after September 30, 2028.

(14) Request for Clarification and/or Modifications

a) The Request for Proposal documents (which will ultimately form the Contract) can only be modified via an addendum. The deadline to submit requests for clarifications and/or questions is by the tenth (10) calendar day before the due date for proposals. Any explanation, clarification, or interpretation desired by a Respondent regarding any part of this RFP must be requested from Edgar Chapa, Contracts Administrator via email echapa@missiontexas.us. Any explanation desired by a respondent regarding the meaning or interpretation of the solicitation, drawings, specifications, etc., must be requested in writing from the City’s authorized representative.

Emails and Faxes must clearly identify the RFP Number and Title. City of Mission assumes no responsibility for delayed or lost responses. Respondents should contact the Purchasing Division if they believe a response is missing or lost.

b) If the City, in its sole discretion, determines that a clarification is required, such clarification shall be issued in writing. Interpretations, corrections or changes to the RFP made in any other manner other than writing are not binding upon the City, and Respondents shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding.

c) Any interpretations, corrections or changes to this RFP will be made by addendum. Sole issuing authority of addenda shall be vested in the City of Mission Purchasing Department. Proposers shall acknowledge receipt of all https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx mailto:echapa@missiontexas.us.

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 5 of 63 addendums within the responses.

d) Oral explanations or instructions given before the award of any contract, at any pre-Proposal conferences or otherwise, will not be binding on the City. Any information given to a Respondent concerning an interpretation of the solicitation will be furnished to all Respondent as an addendum to the solicitation, if such information is necessary to Respondent in submitting Proposals on the solicitation or if the lack of such information would be prejudicial to uninformed Respondent.

(15) Acknowledgment of Addendums to Request for Proposals

1. If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

2. Respondents shall acknowledge receipt of any addendums to this solicitation: by signing and returning the addendums.

The City must receive the acknowledgment by the time and at the place specified for receipt of Proposals.

(16) Preparation of Proposals

1. Respondents are expected to examine the Pricing Schedule, General Terms & Conditions, all drawings, specifications, the statement of work, and all other provisions of, and attachments to, the solicitation, whether incorporated by reference or otherwise, prior to the submission of Proposals. Failure to do so will be at the Respondent's risk.

2. Each Respondent shall furnish the information required by the solicitation. Proposals shall be submitted on the Proposal form contained in the solicitation. Respondent shall sign and print or type their name on the Proposal form and each continuation sheet on which they make an entry. Erasures or other changes must be initialed by the person signing the Proposal. Proposals signed by an agent of the Respondent (other than an officer or a partner of the Respondent) are to be accompanied by evidence of the agent's City (unless such evidence has been previously furnished to the City).

3. All blanks on the Proposal form shall be filled in by typewriter or printed in ink with a firm fixed unit price for items

Proposal.

4. Proposals for property or services other than those specified in the Schedule will not be considered unless specifically authorized in the solicitation. Any condition, qualification, or limitation of the Proposal may be a basis for rejection of the Proposal as non-responsive.

5. The Respondent must state a definite time for delivery of property or for performance of services unless otherwise specified in the solicitation. All measurements shall be in the system of weights and measures in common usage in the United States, and pricing shall be in U.S. dollars.

(17) Completion of Responses

1. Information presented in the Proposals will be used to evaluate the proposals of the Respondent(s) and to determine the Respondent(s) which will be selected to provide grant administration services to the City.

2. Responses shall be completed in accordance with the requirements of this RFP. Statements made by a Respondent shall be without ambiguity, and with adequate elaboration, where necessary, for clear understanding

3. Proposals shall be limited to a maximum of thirty (30) 8-1/2” X 11” pages (one side only and including cover letter) using a font size no smaller than 11 point and one inch margins. Maximum number of pages excludes the required documents, as per solicitation index.

(18) Withdrawal of Proposals

A representative of the company may withdraw a Proposal at any time prior to the RFP submission deadline, upon presentation of acceptable identification as a representative of such company.

https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 6 of 63

(19) Proposal Format

Section 1 – Cover Letter – Proposal overview and introduction of the provider, that will be providing grant administration services, to include background information, management structure, related qualifications to perform the grant administration services, years in business, etc.

Section 2- Names, qualifications, experience with similar projects, and proposal chart with responsibilities of key personnel that will be assigned to the engagement along with descriptions of the responsibilities.

Section 3 – Provide at least three (3) references for similar grant administration service including the company name, address, contact person, phone number, email and length of service.

Section 4 - Technical Proposal – Include sample contract outlining scope of service. Describe in detail the methodology, strategies, and procedures for accomplishing the scope of work specified in this RFP.

Section 5 – Cost Proposal – Services to be offered are to be clearly delineated with summary of each item and whether it is to be included as part of a base cost or an optional service along with the cost for each component.

Section 6 – Include any optional services which may be provided to the City as well as any additional information which would be helpful in evaluating to determine the most advantageous opportunity for the City of Mission.

Section 7 – Completed Forms:

• Non-Collusive Proposal Certification

• Addenda(s), Upon Release

• Ethics Commission Form 1295 (This form will be requested after Award of Contract)

• Conflict of Interest Questionnaire Form CIQ (This form will be requested after Award of Contract)

• Certificate of Insurance (This form will be requested after Award of Contract)

(20) Alter or Amend

Proposals cannot be altered or amended after opening time. Alterations made before opening time must be initialed by respondents guaranteeing authenticity. No proposal may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Mission.

(21) Proprietary Information

a) If a respondent does not desire proprietary information in the Statement of Proposal (SOP) to be disclosed, it is required to identify all proprietary information in the Submission. This identification will be done by individually marking each page with the words "Proprietary Information" on which such proprietary information is found. If the respondent fails to identify proprietary information, it agrees that by submission of its SOP, those sections shall be deemed non-proprietary and made available upon public request.

b) Respondents are advised that the City, to the extent permitted by law, will protect the confidentiality of their

Submissions. Respondent shall consider the implications of the Texas Public Information Act, particularly after the RFP process has ceased and the Contract has been awarded. While there are provisions in the Texas Public Information Act to protect proprietary information, where the Respondent can meet certain evidentiary standards, please be advised that a determination on whether those standards have been met will not be decided by the City of Mission, but by the Office of the Attorney General of the State of Texas. In the event a request for public information is made, the City will notify the Respondent, who may then request an opinion from the Attorney General pursuant to 552.305, Texas Government Code.

(22) Non-collusion

Respondents, by submitting a signed qualifications statement, 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 States law.

https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

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(23) Non-discrimination

Respondents, during the performance of this contract, will not discriminate against any employee or applicant for employment because of race, religion, sex, national origin or disability except where religion, sex, national origin or disability is a bona fide occupational qualification reasonably necessary to the normal operation of the firm.

(24) Respondent Default

City reserves the right, in case of submitter defaults, to procure the articles or services from other sources and hold the defaulting respondent responsible for any excess costs occasioned thereby.

(25) Subcontracting

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

(26) Communication with Evaluation Team Members

Respondents submitting qualifications shall not discuss this solicitation with employees of City of Mission or City Council Members. The only discussions allowed will be at the scheduled interview, if held, if your firm is selected for an interview.

Failure to abide by this requirement may result in disqualification.

(27) Responsibilities of Respondent

Respondent agrees to and shall perform and complete the grant administration services and specific tasks required by City in connection with the grant administration services in strict accordance with the Scope of Service.

Respondents shall perform its services consistent with the professional skill and care ordinarily provided by entities practicing in the same or similar locality under the same or similar circumstances. The Respondent shall perform its services as expeditiously as is consistent with such professional skill and care and to ensure the orderly progress of the project.

Respondent shall identify a representative authorized to act on behalf of and bind the Respondent with respect to the service.

Except with City’s knowledge and consent, Respondent shall not engage in any activity, or accept any employment, interest or contribution that would reasonably appear to compromise Respondent’s professional judgment with respect to the City Project/Service.

The Respondent shall obtain, maintain, and pay for all licenses, permits, and certificates including all professional licenses required by any statute, ordinance, rule, or regulation. The Respondent shall immediately notify the City of Mission of any suspension, revocation, or other detrimental action against any such license.

The Respondent shall maintain the insurance and endorsements required in this Section in full force and effect at all times during the term of this Agreement and any extensions thereto.

(28) Contents of Proposal

The following will be required for the evaluation process. The City will require five (5) copies of the proposals from all interested respondents. Each proposal must address, but may not be limited to, the following elements:

1. Respondent name, including the addresses of all respondent’s offices in which the work will be performed.

2. Name, position, phone (including cell phones), fax numbers, e-mail contact, web presence, qualifications of team projected to be involved with the project development, and years respondent has been in business.

3. Names of principals in the respondent’s organization; years respondent has been in business https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

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4. Names and disciplines of sub consultants (if any) proposed for the project.

5. Each RFP must indicate a contact person for purposes of discussion related to this RFP process. Additionally, this person must be authorized to make commitments on behalf of the Respondent and should indicate the Respondent’s overall intentions regarding this contract in a signed cover letter accompanying the Respondent’s RFP.

6. Include a portfolio of past work such as a list of relevant projects/assessments, and clients (include contact person and phone numbers) that may be contacted for references and verification of background. A listing of at least three related projects to contain dates, facility size, construction cost, engineering fee, and the names, addresses, and phone numbers of representatives of the Owners of these projects/assessments who can be contacted as references.

7. List any related municipal projects with dates. Including names, addresses and phone numbers of representatives of these municipal projects who can be contacted as references.

8. Current workload of the staff that would be responsible for the grant administration services required. Current status of office services workload.

9. With respect to any services performed: listings of all litigation pending, settled or adjudicated with the past five (5) years against or involving the respondent, agents or employees.

10. Name and phone number of people to contact at the bank where the respondent does business.

11. Amount of Professional Liability Insurance coverage carried by your firm.

12. Any other item, which the respondent deems necessary.

13. Timeline and overall approach to providing services for Grant Administrative Services provided.

14. Capacity to provide the service required in a timely consistent manner.

15. Proposed fee structure, to include a “draft” contract terms and conditions.

16. Data processing procedures and resources including the respondent’s methods of data handling and if any costs will fall to the responsibility of the City.

17. Responsiveness of Submissions: The City wants to receive competitive submissions, but will declare “non-responsive” submissions that fail to meet significant requirements outlined in the proposal requirements.

(29) Evaluation and Selection of Proposals:

a) Evaluation. The Evaluation Committee will evaluate proposals found to be responsive and responsible.

b) Single/Separate Packages. Respondents are required to respond to this RFP with two proposals: a technical proposal and a price proposal. City of Mission’s Evaluation Committee will evaluate the technical proposals and determine which are technically acceptable. These will be ranked within a technical competitive range.

c) Responsiveness. In order for a Respondent to be eligible to be awarded the Contract, the Proposal must be responsive to the Request for Proposal, and City of Mission must be able to determine that the respondent is responsible to perform the Contract satisfactorily. Responsive Proposals are those complying in all material aspects of the solicitation.

Proposals which do not comply with all the terms and conditions of this solicitation may be rejected as nonresponsive.

A Respondent may, at any time after the submission of the Proposal, be requested to submit further written evidence verifying that the respondent(s) meets the criteria necessary to be determined a responsible Respondent. Refusal to provide requested information may result in the Respondent being declared nonresponsive, and the Proposal may be rejected.

d) Organization of Proposal Materials. To enhance the comparability and facilitate evaluation, all proposals must be organized addressing each of the evaluation criteria as set forth in the section entitled "Evaluation Criteria." The Evaluation Committee may reject proposals if found to be in an unorganized manner. An Evaluation Committee will evaluate all proposals submitted for this project.

(30) Evaluation of Proposals

The City of Mission representatives will review and evaluate Proposals using the Point Scoring System. The evaluation of Proposals shall be based on criteria described below. All Proposals will be evaluated as a whole, and the City of Mission https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx https://missiontexas.sharepoint.com/sites/Purchasing/Shared%20Documents/Solicitation%20Fldr/RFP's/26-411%20Mncpl%20Aggregated%20Electric%20Sply%20and%20Electric%20Rltd%20Srvcs/11%20Solicitation%20and%20Addendums/General%20Terms%20Condns%20Munic%20Aggregated%20Electrical%20Supply%20Services.docx

City of Mission Solicitation: RFP: 27-001-10-26 Grant Administration Services - Texas General Land Office (GLO) Disaster Recovery Reallocation Program (DRRP) Page 9 of 63 may invite one or more of the Respondents to attend a formal interview, if necessary. The interview will allow the invited Respondent(s) to further discuss their qualifications with the City to respond to questions. It is the intent of the City of Mission via this Request for Proposals (RFP) to identify the proposal that offers the best value and engage the respondent(s) in open and honest dialogue to allow respondent(s) the opportunity to adapt their initial offering and/or giving the City the opportunity to modify its initial requirements in order to reach a mutually beneficial partnership.

(31) Technical Evaluation of Responses

Selection Committee Procedure:

(1) A selection committee will be appointed to evaluate proposals submitted in response to this solicitation.

(2) The proposals will be evaluated and ranked in accordance with the evaluation criteria outlined in “Technical

Evaluation Criteria” provision. Based upon this evaluation alone, the selection committee may recommend to the Purchasing Manager the highest technically ranked proposal for award. Therefore, the respondent's initial Technical Proposal submission document should contain the respondent's best terms from a technical standpoint.

(3) Respondents may be requested to appear before the committee to make an oral presentation of their proposal and/or to respond to specific questions the committee may have about their proposal. The respondents may also be requested to respond to specific questions in writing to the Purchasing Manager. At such time as these discussions have been completed, the evaluation committee will again evaluate the proposals in accordance with the evaluation criteria, taking into consideration the respondent's original proposal, any clarifications made to their proposals and any revised proposal and rank them accordingly. The committee will then recommend to the Purchasing Manager the highest technically ranked proposal for award.

(4) The City reserves the right to investigate the qualifications of all respondents under consideration and to confirm any part of the information furnished by an Respondent, and/or to require other evidence of managerial, financial or technical capabilities which are considered necessary for the successful performance of the work.

(32) Method of Selection

Proposals will be reviewed and evaluated by an evaluation team for the purpose of selecting, requesting the submission of supplemental information, or require firms to make formal presentations before the selection committee for possible interviews. The purpose of the interviews will be to identify and recommend an individual or firm offering, in total, the highest qualifications and experience with this type of service. The evaluation team will forward evaluation results to City Council for consideration and approval. The proposals will be evaluated on various criteria including but not limited to the following:

(33) Evaluation Criteria

Evaluation of consultants will be completed by a selection committee on the basis of the submitted RFP. The selection committee shall evaluate and numerically score each RFP in accordance with the criteria and point value listed below.

Points for each criterion may be awarded from lowest point value to the highest point value indicated. Failure to provide any item will result in lowest points being awarded for stated criterion.

The following criteria will be used to evaluate the RFP and should be submitted in a tabbed format:

1. Statement of Organization (Maximum 10 Points) – Respondents are permitted to supply additional information that will assist the City in understanding the respondent’s organization.

2. Experience and Work Performance (Maximum 50 Points)– Respondent shall demonstrate experience providing grant administration services for federally funded projects, with particular consideration given to experience administering HUD Community Development Block Grant Disaster Recovery (CDBG-DR), Texas General Land Office (GLO), and other comparable federally funded programs and infrastructure projects.

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This section will evaluate the work performance of the Respondent. This section shall include the timeliness for the Respondent to submit requests and to reply to requests, the history of the proposer to complete projects on schedule, and that the Respondent’s work is done at a high quality level and within budget constraints.

Include a minimum of three (3) references from public agencies (cities or towns) for which substantially similar services have been performed. Letters of reference are acceptable.

3. Capacity to Perform (Maximum 20 Points)– Respondent shall present an overview of the Respondent’s organization and will include the company name, address, phone and fax number, firm history, appropriate company’s state and federal registration number, name, title, address, and phone number of the respondent’s representative for the proposal.

4. Pricing and Fees (Maximum 20 Points) – Respondent must submit, clearly, their price proposal, in their own format.

Price Proposal should include the percentage of the awarded grant amount to deliver a turnkey service throughout the duration of the project.

Cost proposal should be well documented and explained for evaluating the rationale and reasonableness of proposed costs. The City reserves the right to reject poorly documented cost proposals and/or follow-up with respondents to obtain required documentation.

5. Oral presentation/interview (At the option of the City) Oral interviews may be conducted relative to the selection.

Staff anticipates recommending a firm to serve as Grant Administrator at a meeting of the City Council.

(34) Definitions for…