RFP 2026-P09 Public Engagement Facilitation Services Pool

Hays County Purchasing Office in San Marcos, Texas is requesting proposals for a Public Engagement Facilitation Services Pool on an as-needed basis, with electronic proposals due February 26, 2026 at 10:00 a.m. Central Time and hard copies accepted until 10:00 a.m. on February 27, 2026. This is a pre-qualification pool mechanism, not a project-specific procurement; selected firms will negotiate individual professional services agreements for actual county projects as they arise, subject to Commissioners Court approval. Questions are due February 17, 2026 at 5:00 p.m. Central Time.

Respondents must demonstrate at least five years of experience in public engagement facilitation services and capability to facilitate stakeholder and community engagement processes, design and conduct collaborative decision-making workshops, manage engagement with underrepresented communities, provide translation and interpretation services, synthesize engagement data, and evaluate engagement effectiveness. The hypothetical pricing scenario covers facilitation of a maximum of ten stakeholder meetings and ten public hearings, delivery of a public engagement plan in digital searchable format with ten printed copies, maintenance of a shared project portal, and pre-release review coordination. Reimbursable expenses including travel, printing, and facility rental must be incorporated into total cost unless the county specifies otherwise during negotiation. If the firm uses a digital engagement platform, licensing or subscription costs must be included.

Proposals are evaluated on capacity and methodology (35 points), company experience (30 points), quality control and assurance (20 points), and proposed cost (15 points). The initial pool term is one year from award, with annual opening and review processes allowing addition and removal of firms. Funding is approved through fiscal year 2026 only; the specific budgeted amount is not disclosed. Pricing remains valid for one year from the award date. Respondents must use the county-provided fee schedule without modification; reworked versions may be deemed non-responsive. The anticipated award date is April 2026. Pool creation does not guarantee contract awards or contractual expectancy.