Professional Grant Administration and Management Services for Texas General Land...

Agency:	Jefferson County
State:	Texas
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Oct 3, 2023
Due Date:	Nov 1, 2023
Solicitation No:	RFP 23-066/JW
Bid Source:	Please Login to View Page
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JEFFERSON COUNTY PURCHASING DEPARTMENT

Deborah L. Clark, Purchasing Agent

1149 Pearl Street

1st Floor, Beaumont, TX 77701

OFFICE MAIN: (409) 835-8593

FAX: (409) 835-8456

LEGAL NOTICE

Advertisement for Request for Proposal

OCTOBER 3, 2023

Jefferson County is seeking submittals from qualified firms to provide professional grant administration and management services in accordance

with Request for Proposals (RFP 23-066/JW) Professional Grant Administration and Management Services for Texas General Land Office (GLO)

Community Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) Resilient Communities Program, pursuant to Chapter 262,

Texas Local Government Code, the County Purchasing Act and 2 CFR Sections 200.318-326.

All interested firms should obtain a “Request for Proposal” specifications packet from the Jefferson County Purchasing webpage at:

https://www.co.jefferson.tx.us/Purchasing/

All submittals shall be evaluated by a Selection Review Committee. This committee will evaluate proposals submitted received for this request

and select the Consultant/Consulting Firm that is most qualified, responsive, and experienced.

Responses are to be sealed and addressed to the Purchasing Agent with the Request for Proposal number and name marked on the outside of

the envelope or box. All responses shall be submitted with an original and (5) five copies, to the Jefferson County Purchasing Department,

1149 Pearl Street, 1st Floor, Beaumont, Texas 77701, no later than 11:00 am CT, Wednesday, November 1, 2023. Jefferson County does not

accept responses submitted electronically. Responses will be publicly opened and the names of responding firms will be read aloud in the

Jefferson County Engineering Department Conference Room (5th Floor, Historic Courthouse) 1149 Pearl Street, Beaumont, Texas 77701 at the

time and date below. Proposals received after that time will be considered late and will be returned unopened. Inquiries shall be directed to

Jamey West, Contract Specialist at 409-835-8593 or Jamey.West@jeffcotx.us

REQUEST NAME:

Professional Grant Administration and Management Services for Texas General Land Office (GLO) Community

Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) Resilient Communities Program, pursuant

to Chapter 262, Texas Local Government Code, the County Purchasing Act and 2 CFR Sections 200.318-326.

REQUEST NUMBER:

RFP 23-066/JW

DUE DATE/TIME:

11:00 am CT, Wednesday, November 1, 2023

MAIL OR DELIVER TO:

Jefferson County Purchasing Department

1149 Pearl Street, 1st Floor

Beaumont, TX 77701

Jefferson County encourages Disadvantaged Business Enterprises (DBEs), Minority/Women Business Enterprises (M/WBEs), and Historically

Underutilized Businesses (HUBs) to participate in the bidding process. Jefferson County does not discriminate on the basis of race, color, national

origin, sex, religion, age or disability in employment, or the provisions of services. Individuals requiring special accommodations are requested to

contact our office at least seven (7) days prior to the bid due date (at 409-835-8593) to make appropriate arrangements.

All interested firms are invited to submit a response in accordance with the terms and conditions stated in this request. Respondents are strongly

encouraged to carefully read the entire invitation, as failure to return and/or complete all required documentation will result in a response being

declared as non-responsive.

Sincerely,

Deborah L. Clark, Purchasing Agent

Jefferson County, Texas

PUBLISH:

Beaumont Enterprise:

OCTOBER 4, 2023 & OCTOBER 11, 2023

The Port Arthur News:

OCTOBER 5, 2023 & OCTOBER 12, 2023

The Examiner:

OCTOBER 5, 2023

TABLE OF CONTENTS

TABLE OF CONTENTS ........................................................................................................................................................................... 1

SECTION 1: INTRODUCTION................................................................................................................................................................. 2

1.1 INRODUCTION AND SCOPE OF WORK........................................................................................................................................... 2

1.2 PROCEDURE .................................................................................................................................................................................. 2

1.3 SELECTION REVIEW COMMITTEE .................................................................................................................................................. 3

1.4 EVALUATION PROCESS .................................................................................................................................................................. 3

1.5 LAWS AND REGULATIONS ............................................................................................................................................................. 3

1.6 INSURANCE REQUIREMENTS......................................................................................................................................................... 4

1.7 TERMS AND CONDITIONS ............................................................................................................................................................. 4

INSERTION PAGE: CERTIFICATE OF INSURANCE (COI) ........................................................................................................................ 5

SECTION 2: RFP SUBMISSION REQUIREMENTS AND SPECIAL REQUIREMENTS ................................................................................ 6

BYRD ANTI-LOBBYING CERTIFICATION FORM ............................................................................................................................................ 15

DEBARMENT/SUSPENSION CERTIFICATION ............................................................................................................................................... 16

CIVIL RIGHTS COMPLIANCE PROVISIONS ................................................................................................................................................... 17

SECTION 3: RFP SUBMISSION REQUIREMENTS AND SPECIAL REQUIREMENTS .............................................................................. 19

3.1 SUBMISSION OF PROPOSAL ........................................................................................................................................................ 19

3.2 DEADLINE FOR RESPONSE SUBMISSION/DELIVERY & QUESTIONS ............................................................................................. 19

3.3 COURTHOUSE SECURITY ............................................................................................................................................................. 19

3.4 COUNTY HOLIDAYS (2023) .......................................................................................................................................................... 20

3.5 SUBMISSIONS DURING TIME OF INCLEMENT WEATHER, DISASTER, OR EMERGENCY................................................................ 20

3.6 PRE-PROPOSAL CONFERENCE .................................................................................................................................................... 20

3.7 QUESTIONS/DEADLINE FOR QUESTIONS ................................................................................................................................... 20

3.8 VENDOR REGISTRATION: SAM (SYSTEM FOR AWARD MANAGEMENT) ..................................................................................... 20

3.9 FORM 1295 SUBMISSION REQUIREMENT (TEXAS ETHICS COMMISSION) .................................................................................. 21

SAMPLE FORM 1295 .......................................................................................................................................................................... 22

INSERTION PAGE: COMPLETED FORM 1295 ..................................................................................................................................... 23

INSERTION PAGE: COMPLETED SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION PROOF .......................................... 24

INSERTION PAGE: HUB, DBE, MWBE PROOF OF CERTIFICATION/REGISTRATION STATUS ............................................................. 24

3.10 MINIMUM REQUIMENTS: FIRM INFORMATION ...................................................................................................................... 26

3.11 ADDITIONAL INFORMATION FOR RESPONSE INCLUSION ......................................................................................................... 26

3.12 CONFIDENTIAL/PROPRIETARY INFORMATION .......................................................................................................................... 28

3.13 EVALUATION SCORING CRITERIA .............................................................................................................................................. 28

SAMPLE EVALUATION RATING (SCORING) SHEET.............................................................................................................................. 29

RESPONDENT INFORMATION FORM ................................................................................................................................................. 30

COST PROPOSAL FORM ..................................................................................................................................................................... 31

VENDOR REFERENCE FORM ............................................................................................................................................................... 32

SIGNATURE PAGE ............................................................................................................................................................................... 33

CERTIFICATION REGARDING LOBBYING ............................................................................................................................................. 34

DISCLOSURE OF LOBBYING ACTIVITIES .............................................................................................................................................. 36

CONFLICT OF INTEREST QUESTIONNAIRE .......................................................................................................................................... 37

LOCAL GOVERNMENT OFFICER – CONFLICT OF INTEREST DISCLOSURE STATEMENT (OFFICE USE ONLY) ....................................... 39

RESIDENCE CERTIFICATION/TAX FORM ............................................................................................................................................. 40

HOUSE BILL 89 VERIFICATION ............................................................................................................................................................ 41

SENATE BILL 252 CERTIFICATION ....................................................................................................................................................... 42

NON-DISCLOSURE AGREEMENT......................................................................................................................................................... 43

INSERTION PAGE: ADDENDA............................................................................................................................................................. 44

RESPONDENT’S CERTIFICATION ......................................................................................................................................................... 45

RFP 23-066/JW.GRANT ADMINISTRATION & MANAGEMENT (GLO/CDBG-MIT RCP PROGRAM)

PAGE 1 OF 45

SECTION 1: INTRODUCTION: REQUEST FOR PROPOSALS (RFP 23-066/JW)

PROFESSIONAL GRANT ADMINISTRATION AND MANAGEMENT SERVICES

FOR TEXAS GENERAL LAND OFFICE (GLO) COMMUNITY DEVELOPMENT BLOCK GRANT DISASTER RECOVERY-

MITIGATION (CDBG-MIT) RESILIENT COMMUNITIES PROGRAM

1.1 INTRODUCTION AND SCOPE OF WORK

INTRODUCTION: Texas General Land Office (GLO) Community Development Block Grant Disaster-Recovery Mitigation

(CDBG-MIT) Resilient Communities Program

The Texas General Land Office (GLO) allocated up to $100 million in Community Development Block Grant Mitigation (CDBG-

MIT) funds for the Resilient Communities Program (RCP). The RCP will fund the development, adoption, and implementation

of modern and resilient building codes and flood damage prevention ordinances to ensure that structures built within the

community can withstand future hazards.

Applications will have a maximum of $300,000 per applicant, first-come first-served. At least 50% must address mitigation

needs in the CDBG-MIT most impacted and distressed (MID) areas identified by the United States Department of Housing

and Urban Development (HUD). Units of local government (e.g., cities, counties, federally recognized tribes, and councils of

governments) located in a CDBG-MIT eligible area. Entity must have legal authority to adopt and enforce the building code,

zoning ordinance, land use plan, and/or comprehensive plan proposed in the RCP application. RCP staff is available to assist

potential applicants with understanding how the program can best assist in meeting the needs of the community with regard

to mitigation activities, such as modern building code adoption, that increase the resilience and reduce the likelihood of

losses of life and property from future disasters. Develop, update, adopt, and implement:

PLANNING ACTIVITIES

- BUILDING CODES that meet or exceed International Residential Code (IRC) edition 2012;

- FLOOD DAMAGE PREVENTION ORDINANCES must require new structures to be at least 2-feet above base flood

elevation;

- ZONING ORDINANCES based upon a land use plan or comprehensive plan; and

- Forward-looking LAND USE PLANS and/or COMPREHENSIVE PLANS that integrate hazard mitigation planning.

PUBLIC SERVICE ACTIVITIES

- Activities leading to an increase in community knowledge and/or the National Flood Insurance Program’s voluntary

Community Rating System’s (CRS) incentive program.

- Examples include education and outreach campaigns that alert communities and beneficiaries to mitigation

opportunities and best practices. Public Service activities must meet a HUD national objective.

Application intake will begin on June 1, 2022 and will be processed for eligibility on a first come, first served basis until

June 1, 2028 or until funding is exhausted, whichever is first.

SCOPE OF WORK: Jefferson County is requesting proposals from all interested consulting firms/consultants desiring to

provide PROFESSIONAL GRANT ADMINISTRATION SERVICES for Texas General Land Office Community Development Block

Grant Disaster Recovery-Mitigation, Resilient Communities Program (RCP) contracts, if awarded.

If awarded, the contracted Grant Administrator will assist Jefferson County in its application(s) for the implementation of

one or more contracts, from the GLO’s CDBG-MIT RCP Program. The County is considering applying for such funding for

planning activities.

RFP 23-066/JW.GRANT ADMINISTRATION & MANAGEMENT (GLO/CDBG-MIT RCP PROGRAM)

PAGE 2 OF 45

1.2 PROCEDURE.

Qualified Consultants/Consulting Firms are encouraged to submit a proposal in response to this Request for Proposals (RFP).

The Jefferson County Commissioners’ Court will appoint a Selection Review Committee to evaluate qualified Responses.

Responses will be ranked on the basis of demonstrated experience, competence, qualifications, and cost of services.

Jefferson County will then enter into negotiations with the highest qualified firm. The negotiations will first establish the

scope, terms and conditions, and time limits for the proposed contract. Once agreement is reached between Jefferson

County and the selected firm, the County will request a fee proposal from the firm. If agreement is reached, the County will

retain the firm and enter into a written contract with it. If an agreement cannot be negotiated with the selected firm, the

County will then enter into negotiations with the next most qualified firm. This procedure will continue until agreement is

reached and a contract is produced. If the County cannot negotiate an agreement, the procedure will be terminated.

1.3 SELECTION REVIEW COMMITTEE.

Because of the diversity of the departments and activities of the County, the Jefferson County Commissioners’ Court will

select individuals that are necessary and appropriate to serve on the Selection Review Committee. The Selection Review

Committee is to include (1) elected official; with the total number of committee appointments not exceed five (5) persons.

Committee appointments shall be in writing and shall briefly describe the scope of the project and, if necessary, the primary

disciplines required to accomplish the project in order to assist the committee in developing a list of firms that might best

accomplish the work required. Committee membership and project requirements will vary from project to project.

Therefore, a firm rated number one for one project could be considered not qualified or ranked lower on another project.

1.4 EVALUATION PROCESS.

While Jefferson County appreciates a brief, straight-forward, and concise reply; Respondent must fully understand that the

evaluation is based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous, and

equivocal statements may be construed against the respondent. The RFP response may be incorporated into any contract

which results from this RFP, and vendor(s) are cautioned not to make claims or statements it is not prepared to commit to

contractually. Failure of the vendor to meet such claims will result in a requirement that the vendor provide resources

necessary to meet submitted claims.

The Jefferson County Purchasing Department may initiate discussions with selected vendors; however, discussions

may not be initiated by vendors.

The Jefferson County Purchasing Department expects to conduct discussions with vendor’s representatives authorized to

contractually obligate the vendor with an offer. Vendors shall not contact any Jefferson County personnel during the RFP

process without the express permission from the Jefferson County Purchasing Agent. The Purchasing Agent will disqualify

any vendor who has made site visits, contacted Jefferson County personnel, or distributed any literature without

authorization from the Jefferson County Purchasing Department.

All correspondence relating to this RFP, from advertisement to award shall be sent to the Jefferson County Purchasing

Department. All presentations and/or meetings between Jefferson County and the vendor relating to this RFP shall be

coordinated by the Jefferson County Purchasing Department.

Selected vendors may be expected to make a presentation/product demonstration to an Evaluation Committee. Responses,

vendor presentations, and product/service evaluations may develop into negotiating sessions with the vendor(s) as selected

by the Evaluation Committee. Jefferson County expects to conduct negotiations with vendor representatives authorized to

contractually obligate the vendor with an offer. If vendor is unable to agree to contract terms and conditions, Jefferson

County reserves the right to terminate contract negotiations with that vendor and initiate negotiations with another vendor.

In addition to a presentation, visits by the Evaluation Committee to representative vendor client sites may be conducted

where the proposed solution can be demonstrated in a production environment.

1.5 LAWS AND REGULATIONS.

The Contractor (Consultant/Consulting Firm(s)) must comply with all laws, ordinances, and rules and regulations which

govern the work specified in this contract.

RFP 23-066/JW.GRANT ADMINISTRATION & MANAGEMENT (GLO/CDBG-MIT RCP PROGRAM)

PAGE 3 OF 45

1.6 MINIMUM INSURANCE REQUIREMENTS.

The CONTRACTOR shall, at all times during the term of this contract, maintain professional liability insurance coverage.

Such insurance is to be provided at the sole cost of the contractor. This requirement does not establish limits of the contractor’s

liability.

Contractor shall furnish Jefferson County with Certificate of Insurance with a Written Notation that Jefferson County is

an additional insured on the policy, and will provide the actual policy wording or endorsement showing as such.

1.7 TERMS AND CONDITIONS.

1. Jefferson County reserves the right to request clarification of information submitted and to request additional information

of one or more respondents.

2. Any agreement or contract resulting from this RFP shall be on forms approved by Jefferson County and shall contain, at

minimum, applicable provisions of this document. Jefferson County reserves the right to reject any agreement that does not

conform to this document and any County requirements and contracts.

3. The Grant Administrator (Consultant/Consulting Firm) shall not assign any interest in the contract and shall not transfer

any interest in the same without prior written consent of the County.

4. No reports, information, or data given to or prepared by the Grant Administrator (Consultant/Consulting Firm) under

contract shall be made available to any individual or organization by the Grant Administrator (Consultant/Consulting Firm)

without the prior written approval of the County.

RFP 23-066/JW.GRANT ADMINISTRATION & MANAGEMENT (GLO/CDBG-MIT RCP PROGRAM)

PAGE 4 OF 45

Number	desc	tabulation	Addendum or Notes	Fiscal Year	Buyer	Status
RFP 23-066/JW Specifications (RFP 23-066/JW) Last Updated: 10/03/2023 02:10 PM	Professional Grant Administration and Management Services for Texas General Land Office (GLO) Community Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) Resilient Communities Program			2023	Jamey West	Proposals due by 11:00 am CT, Wednesday, November 1, 2023.

Professional Grant Administration and Management Services for Texas General Land Office (GLO) Community Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) Resilient Communities Program

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