Request for Proposal (RFP) for Administration Professional Services

Description: Hardin County is soliciting proposals for professional administration/project delivery services to assist the County in preparing applications for and administering or implementing projects under the Texas General Land Office's (GLO) Mitigation Reallocation Program (MRP). Hardin County is considering applying for such funding to support eligible activities in Hardin County. Multiple contracts may be awarded as a result of this solicitation; the County may determine the number of contracts awarded or decide not to award any contracts. Services sought include assistance with Pre‑Funding Services (developing project scopes and completing MRP application(s), working with local government and engineers to prepare submission materials in the format required by the GLO), Post‑Funding Services (administration and project delivery of infrastructure, utilities, housing and other eligible projects approved for MRP funding, following all GLO requirements), and General Administration Services (administrative duties, construction management, acquisition duties as necessary, environmental services). Respondents should specify actual tasks to be performed under each category. Scope of Work (detailed): The administration service provider will provide contract-related management services including but not limited to: pre‑funding assistance for application preparation; full post‑funding grant administration and project delivery in conformance with HUD and GLO requirements; general administrative duties (program compliance, financial processes, record keeping, monitoring liaison, fraud reporting, draw requests, outreach and eligibility intake, use of GLO system of record, change requests, monthly project status updates, labor and procurement duties including Labor Standards Officer services, procurement compliance, documentation); financial duties (reports, audit procurement assistance, bank account establishment for program funds, implementation of AFFH and Section 504 requirements, fraud prevention, closeout documents, invoice submission deadlines and potential fund sweep after expiration, assistance with contract revisions/amendments); construction management (assist with GLO system setup, compile contract/bid packages to meet GLO requirements, monitor contractor performance, assist with draws/closeout, A/E plan development); acquisition duties (acquisition reports, files, activities as necessary); environmental services (determine level of environmental review, conduct tiered reviews, prepare HUD environmental forms and supporting documentation, coordinate with oversight/regulatory agencies, perform or coordinate special studies such as biological assessments, wetland delineations, asbestos surveys, lead‑based paint assessments, archaeological studies, Phase I/II ESAs, USACE permits, prepare responses to comments, coordinate with project team to prevent unauthorized work, submit reviews into GLO system of record, at least one site visit and field observation report, prepare and publish required public notices including FONSI and Request for Release of Funds, provide documentation of Parties Known to be Interested, process NEPA reviews and re‑evaluations, monthly status reports, and participate in progress meetings). Statement of Qualifications requested: brief history of provider, relevant experience with federally funded local projects (CDBG, CDBG Mitigation, FEMA Hazard Mitigation or similar), at least three local government references describing relevancy, description of which Scope of Work parts the provider will perform, capacity and resumes of staff proposed, and statement of resources to carry out scope within proposed timeline. Proposed Cost of Services: Provide cost proposal by activity or for specific services including all necessary costs. County will consider best value; may divide requirements to encourage small/minority/women business participation. Preference for firm fixed pricing. For contracts in excess of $50,000, profit must be separately identified and negotiated. Award will be made based on evaluation criteria: Experience (30 points), Work Performance (30), Capacity to Perform (20), Proposed Cost (20). Submission Requirements and Required Forms: Include certificate of insurance for professional liability; Conflict of Interest Questionnaire (Form CIQ); verification of current registration in the System for Award Management (SAM) and that provider/principals are not debarred (include printout of search results with record date); Certification Regarding Lobbying (required only if proposal exceeds $100,000); Certification for Contracts, Grants, Loans, and Cooperative Agreements; Form 1295 (Certificate of Interested Parties) to be completed at contract execution; applicable required contract provisions (Exhibit D) must be included in contracts executed as a result of this RFP. The RFP includes rating sheet (Exhibit B), Scope of Work (Exhibit A), required forms (Exhibit C), and required contract provisions (Exhibit D). Deadline and other instructions: Proposals must be received by the County by the stated deadline; late proposals will not be considered. Hardin County reserves the right to negotiate with any and all timely proposers and to award multiple contracts or none. Minority, small, women, veteran‑owned, and labor surplus area firms are encouraged to submit proposals; affirmative contracting steps are required for prime contractors using subcontractors.