RFP 2026-P01 Flood Warning System Maintenance & Repair Services

Hays County is seeking proposals for RFP 2026-P01, a comprehensive Flood Warning System Maintenance and Repair Services contract covering the county's early flood warning infrastructure. The procurement aims to secure a qualified, licensed firm capable of providing maintenance, repair, replacement, monitoring, and notification services for the county's flood warning equipment. The contract encompasses maintenance of 52 LWX Flasher Systems, 6 Advance Notice Flasher Poles, 2 Water Level Stations, 10 dam locations, and 3 Remote Automated Weather Stations across multiple geographic sites. Key deliverables include bi-annual preventative maintenance, which involves power system checks, antenna system evaluations, rain gauge calibration, and communication system assessments. Contractors must demonstrate the ability to respond to service calls within specified timeframes, ranging from 30 minutes for emergencies to one business day for routine issues. The initial contract term is one year, beginning in January 2026, with potential for five additional one-year renewals. Proposals are due by 9:00 a.m. on December 4, 2025, and can be submitted electronically through BidNet Direct or as hard copies, with written questions accepted until November 10, 2025.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The RFP requires contractors to provide detailed proposals for repair work, with pricing based on a fixed fee for preventative maintenance and hourly rates for repairs, including a 12-month warranty on parts and labor. Potential contractors must have technical capabilities to manage complex flood warning system infrastructure, including project management, database management, and software licensing for systems like NovaStar, Azure Server, and Blue Iris Camera Server. While specific budget ranges are not directly stated, the detailed fee schedule in Attachment A suggests a comprehensive pricing model that includes hourly charges for different work periods, battery replacement costs, and contractor mark-ups for parts. The contract emphasizes transparency, requiring detailed documentation of all maintenance and repair activities, and Hays County reserves the right to inspect work and terminate the contract for poor performance. The equipment inventory, as of March 31, 2022, indicates a sophisticated early warning system with precise geographical monitoring capabilities across multiple creek, river, and road crossings.