Request for Proposals for Planning and Grant Administration Services

Description: November 2, 2026 Re: Texas General Land Office Community Development Block Grant Mitigation Resilient Communities Program GLO Contract Number 23-160-250-F935 Dear Service Providers: The City of Palacios requests proposals from qualified firms for planning and grant administration services under its awarded Resilient Communities Program grant. The selected firm will assist the City with developing and adopting resilient building codes, a flood damage prevention ordinance, and a comprehensive plan with zoning ordinances or equivalent enforcing regulations, and will administer the grant through closeout. Please submit a signed proposal of services, statement of qualifications, cost proposal, and required certifications in PDF format to jmiller@cityofpalacios.org. The deadline for receipt is November 25, 2026, at 1:00 p.m. Central Time. Direct questions to Jackie Miller, Finance Director, at jmiller@cityofpalacios.org by November 18, 2026. The complete RFP and any addenda will be available at the City of Palacios bids page. The respondent is responsible for timely receipt. Late proposals will not be considered, regardless of the cause of delay. The City may reject any or all proposals and negotiate with respondents in accordance with the published selection process. This solicitation does not obligate the City to award a contract or reimburse proposal costs. The City of Palacios is an equal opportunity employer. Small businesses, minority-owned businesses, women-owned businesses, labor surplus area firms, and Section 3 business concerns and residents, where applicable, are encouraged to participate. Sincerely, Jackie Miller Finance Director City of Palacios RFP for Planning and Grant Administration Services The City of Palacios is seeking a qualified firm or consultant team experienced in mitigation planning and grant administration to perform the services described below. The City anticipates one prime contract covering all three funded activities and grant administration. Identified subconsultants are permitted; the prime firm remains responsible for the complete scope. 1. Scope of Work Services include resilient building codes, a flood damage prevention ordinance, a comprehensive plan and associated enforcing regulations, and grant administration. Program requirements and schedule Funding is provided through HUD CDBG-MIT Federal Award B-18-DP-48-0002, Assistance Listing 14.228. Services must comply with the executed grant agreement and attachments, applicable GLO RCP guidance and Implementation Manual, HUD requirements, 2 CFR Part 200, and applicable federal, Texas, and local law. All codes, ordinances, the comprehensive plan and its enforcing regulations must be adopted within 30 months of the grant contract execution date of September 28, 2026, calculated as March 28, 2029. The grant expires December 31, 2029, or earlier upon completion and closeout. Propose adoption by January 31, 2029, to allow time for corrections. A consultant notice to proceed does not restart grant deadlines. Begin work only after contract execution and a written City notice to proceed. Task 1 Initiation and existing conditions Conduct a kickoff meeting with City staff; inventory available plans, adopted codes, maps, ordinances and data; identify missing information; and deliver a detailed work plan, staffing plan, engagement plan, schedule and deliverable matrix. Coordinate with the City's building official, floodplain administrator, public works staff and legal counsel. Assess current codes and regulations against grant requirements and identify recommended revisions and implementation needs. Task 2 Resilient building codes Develop adoption-ready building code documents and local amendments that meet or exceed the 2012 International Residential Code minimum required by the grant. Evaluate the City's existing code editions and recommend an appropriate edition consistent with applicable law and greater resilience. Do not downgrade existing mandatory protections. Document the selected code, edition, adopted appendices, amendments and compliance with the grant baseline. Prepare preliminary code details, draft amendments, explanatory comparisons, public hearing materials, adoption instruments and implementation guidance for permitting and enforcement. Address relevant wind and flood resilience and coordinate overlapping requirements with the flood damage prevention ordinance. Provide required code text and supporting materials in a manner consistent with publisher licensing; identify any licensing costs in the proposal. Support formal adoption and provide signed adoption evidence and the complete adopted package. Task 3 Flood damage prevention ordinance Review applicable FEMA flood maps, flood hazard data and local floodplain regulations. Select and document the appropriate Texas Water Development Board model ordinance consistent with the FEMA data available and the applicable provisions of 44 CFR 60.3. Develop a draft ordinance that satisfies the grant requirement for construction at least two feet above FEMA base flood elevation. The ordinance must address new construction, substantial improvements and repairs to substantially damaged structures consistent with the supplied RCP guide and applicable floodplain standards. Coordinate any coastal high hazard area and floodway provisions with the City's floodplain administrator. Prepare a regulatory comparison, adoption-ready ordinance, hearing materials and practical permitting and enforcement guidance. Support adoption and deliver the final ordinance, selected model and signed evidence of adoption. Planning limits These services are planning, policy and regulatory development. Construction, engineering design, surveying, geotechnical investigation and capital improvements are excluded. Identify any need for separately procured licensed professional services. Do not add such services without written City authorization and a lawful procurement process. Task 4 Required base studies Prepare a comprehensive plan with the following minimum elements, using documented sources, methods, assumptions and limitations: - Local hazards: Identify disaster risks and integrate relevant provisions of the applicable local hazard mitigation plan, if one exists. Evaluate locally relevant flooding, coastal storms, wind and other hazards supported by available data. Explain how the plan reduces each identified risk. - Population: Estimate current population and project population change over 20 years. Explain the basis for projections and implications for land use, housing and public services. - Housing: Inventory housing units, single-family and multifamily composition, and vacancy rates; estimate housing needs and unit composition ten years from the plan date. Address affordability and access using available data. - Land use: Describe existing land use for every parcel within the City's jurisdiction and prepare a future land use map accounting for projected population changes. Explain permitted or recommended locations and types of development, hazard constraints and the relationship to enforceable regulations. - Infrastructure: Describe water, wastewater, drainage and street systems, including length, width, materials and condition or age where available and relevant. Develop a capital improvement plan with prioritized projects, planning-level costs, timing, responsible parties and potential funding sources. Develop goals, objectives and policies tied to the studies and public input. Include an implementation program identifying actions, responsibility, time frames and measures of progress. Additional economic or environmental studies may be proposed within the available budget; clearly identify them. Task 5 Enforcing regulations and adoption Draft zoning ordinances or equivalent enforcing regulations or code provisions that codify the comprehensive plan and land use policies. Review existing regulations, map any proposed districts as appropriate, explain changes and coordinate legal review. The scope includes adoption support for both the plan and its enforcing regulations; delivery of an advisory plan alone is insufficient. Task 6 Three rounds of public meetings Provide at least three documented rounds of public meetings: initial issues and goals; review of alternatives and the preliminary plan; and final review and adoption. Coordinate City Council and other legally required hearings. Include accessible venues and materials, reasonable accommodations, and language access based on community needs. Propose the number of meetings and identify the consultant attendance included in the proposal. Maintain notices, agendas, presentations, attendance records, comments, responses and minutes or summaries for each round. Track how public input affects final recommendations. Task 7 Grant management and compliance Maintain a grant requirements calendar and organized electronic grant files. Assess existing startup submissions immediately upon notice to proceed; identify missing or overdue items and help the City cure deficiencies. Prepare authorized signatory documents, signatory resolutions, direct deposit forms, financial interest reports and civil rights documentation for City review and signature. Startup documents are due within 60 calendar days of the grant effective date; consultant selection does not extend that deadline. Assist with citizen participation, complaint procedures, fair housing, nondiscrimination, Section 504 and language access requirements as applicable. Identify and document applicability of Section 3, environmental review and other cross-cutting requirements; obtain written GLO direction where needed. Do not assume construction labor requirements apply to this planning-only procurement. Maintain the approved budget by activity and by planning versus administration. Prepare complete reimbursement packets with required cover sheets, itemized invoices, accepted deliverables and proof of payment. Reconcile requests to the City's general ledger and milestone ceilings. Maintain documentation preventing duplicate reimbursement and unsupported costs. City officials retain payment approval, bank access and certification authority. Prepare monthly status updates and the Attachment F HUD contract report for submission by the fifth day of each month for the preceding month. Prepare quarterly reimbursement submissions consistent with GLO instructions and assist with annual audit certification due within 60 days of the City's fiscal year end. Upload approved materials to TIGR using authorized access and the City's file-naming conventions. Respond to GLO inquiries and maintain a submission and approval log. Support eligible contract changes and extension requests, monitoring visits, audit inquiries and corrective actions. Report suspected fraud through applicable procedures. Prepare closeout reports, completion transmittal, final ledger reconciliation, deliverable index and supporting records within the applicable GLO deadlines. Deliver a complete archive accessible to the City and assist with resolving deficiencies attributable to the consultant's work without additional charge. Required final formats Provide adoption-ready Word documents; searchable and accessible PDFs; spreadsheets with formulas and source data; editable GIS data with metadata and map PDFs; and final adopted instruments and signed adoption evidence. Deliver three bound copies of the comprehensive plan and an organized electronic archive. The City must receive rights sufficient to use, reproduce and revise project work products, subject to disclosed third-party licenses and applicable federal rights. Notify the City promptly in writing of risks to budget, adoption, reimbursement or schedule, with a proposed corrective action and decision date. Consultants may support hearings and recommendations but cannot guarantee or substitute for Council adoption. Milestones and reimbursement The following percentages are cumulative GLO reimbursement ceilings for each activity, not separate installments or automatic payments. Each request requires eligible incurred costs and approved milestone evidence. Align the work plan, invoices and supporting documents with the grant guide and TIGR requirements. Activity Milestone evidence Cumulative ceiling All activities Startup and procurement 5% documentation Building codes Preliminary details, amendments and hearings if amending 35% Building codes Adopted code and adoption evidence 95% Building codes Closeout documents 100% Flood ordinance Draft ordinance meeting applicable 44 CFR 60.3 criteria 35% Flood ordinance Adopted ordinance and adoption evidence 95% Flood ordinance Closeout documents 100% Comprehensive plan Plan assessment, base studies, first meeting round, goals and policies 35% Comprehensive plan Second meeting round and preliminary plan 65% Comprehensive plan Third meeting round, adopted plan and enforcing regulations, adoption evidence 95% Comprehensive plan Closeout documents 100% The City retains approval of procurement, payments, certifications, policy decisions and adoption votes. The consultant shall identify inconsistent instructions and obtain written City direction. Notify the City promptly of any risk to funding, adoption or completion, with corrective actions and decision dates. 2. Statement of Qualifications Provide the following information in the order listed. The narrative may not exceed 25 pages, excluding resumes, price schedules, required forms and addenda acknowledgments. Use readable type of at least 11 points. - A brief history of the firm, general background and experience working with HUD, GLO and other relevant agencies. - Relevant experience with federally funded planning and grant administration, including comprehensive plans, zoning, building codes and floodplain regulations. Provide at least three comparable projects with scope, dates, budget, adoption and grant outcomes, and client contact information. - Resumes and roles of all key personnel and subconsultants, including planning, GIS, code and floodplain expertise; applicable licenses or credentials; and the proposed project manager. Identify who will perform each task. - A statement of staffing, resources, current workload and ability to complete the work on time. Identify personnel availability and the process for approving substitutions. - A methodology and work plan addressing required studies, data sources, maps, public engagement, regulatory drafting, grant compliance, quality control, deliverables, City responsibilities and the schedule through adoption and closeout. - Disclosure of relevant terminations, material monitoring findings, litigation and unresolved grant disallowances during the past five years, and any exceptions or assumptions. 3. Proposed Cost of Services Submit an all-inclusive firm fixed-price proposal using Attachment B. Itemize each activity by planning and grant administration, task and milestone. Include staff hours and rates as price support and all subconsultants, travel, meetings, materials, code licensing and other expenses. Identify any optional services separately from the evaluated base price. Identify the dollar amount of profit included in the proposed price and provide supporting cost detail needed for City price or cost analysis. Profit, when required by applicable rules, will be negotiated as a separate element. No cost-plus-percentage-of-cost or percentage-of-construction-cost fee is permitted. The milestone percentages are reimbursement ceilings, not a percentage-fee pricing method. The contract will establish deliverable acceptance, itemized invoicing, lawful payment timing and final settlement. Additional services or price increases require a written amendment and any required grant authorization. Lowest price alone will not determine award. Proposals must remain valid for 120 days after the submission deadline. 4. Evaluation Criteria The City will evaluate responsive proposals using the following criteria and the rating sheet in Attachment A. This is a competitive proposal procurement in which both qualifications and price are considered. Criteria Maximum points Methodology and approach 45 Team experience 30 Capacity to perform 15 Cost 10 Total 100 An evaluation committee will screen proposals for responsiveness and responsibility, independently score them and document a consensus ranking. Each non-price subfactor receives a rating from 0 to 5, multiplied by its maximum points divided by 5: 0 = missing; 1 = poor; 2 = limited; 3 = adequate; 4 = strong; 5 = exceptional. Cost receives 10 × lowest responsive total base price ÷ respondent's total base price. No geographic preference applies. The City may verify references, request clarifications or conduct interviews on equal terms and document revised scores under the published factors. The City will negotiate a fair and reasonable scope and price with the highest-ranked responsible firm. If agreement cannot be reached, the City may end negotiations and proceed to the next-ranked firm. Award is subject to City Council approval and execution of an acceptable agreement. 5. Submission Requirements - Signed cover letter identifying legal firm name, address, authorized signer, contact information, prime consultant and commitment to the full scope. - Statement of qualifications, technical approach, staffing and schedule as described in Section 2. - Completed cost proposal and respondent certification in Attachment B, with task and milestone detail. - Conflict of interest disclosure for the firm and key personnel, identifying any involvement in drafting this solicitation and any proposed mitigation. Firms excluded under federal competition rules may not compete. - SAM.gov exclusion verification for the firm and principals, with dated search results. Disclose exclusions affecting proposed subconsultants. The City will recheck eligibility before award; provide registration information when required by GLO. - Form CIQ when required by Texas Local Government Code Chapter 176; the lobbying certification in Attachment C; and SF-LLL if disclosure is required. Provide Form 1295 through the Texas Ethics Commission process when applicable at contract execution. - Acknowledgment of every addendum and a clearly identified list of exceptions, or a statement that there are none. 6. Contracting with Historically Underutilized Businesses (HUBs), Small and Minority Businesses, Women's Business Enterprises, Veteran-Owned Businesses, and Labor Surplus Area Firms If the awarded vendor (prime) uses subcontractors, small and minority businesses, women's business enterprises, and labor surplus area firms must be included in the solicitation. The following affirmative steps are required of the prime contractor: 1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists; 2. Ensuring that small and minority businesses and women's business enterprises are solicited whenever they are potential sources; 3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women's business enterprises; 4. Establishing delivery schedules, where requirements permit, that encourage participation by small and minority businesses and women's business enterprises; 5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration (SBA) and the Minority Business Development Agency (MBDA) of the Department of Commerce. [Note: The original RFP includes guidance and contact suggestions for MBDA and other local business assistance resources.] 7. Deadline for Submission Submit one signed, searchable PDF proposal to jmiller@cityofpalacios.org no later than November 25, 2026, at 1:00 p.m. Central Time. Mark the email subject "Palacios RCP Planning and Grant Administration Proposal - [FIRM NAME]." The respondent must verify successful delivery; sending an email does not establish receipt. The City's receipt record controls. Late proposals will not be considered. A signed withdrawal or replacement may be submitted before the deadline. Questions are due in writing to Jackie Miller, Finance Director, at jmiller@cityofpalacios.org by November 18, 2026. Only written City addenda may change the RFP. Monitor the City of Palacios bids page for addenda and acknowledge each one. Material changes will be accompanied by adequate additional response time. Do not contact evaluators or elected officials to influence selection. The City may reject all proposals, cancel or resolicit, and waive minor irregularities that do not affect competition. Material changes to scope may require a new procurement. Proposal preparation costs are the respondent's responsibility; no agreement exists until a written contract is fully executed. Proposals are subject to the Texas Public Information Act. Identify any claimed confidential material and its legal basis; the City cannot guarantee confidentiality contrary to law. Submit procurement protests to the City Manager at 311 Henderson Ave., Palacios, TX 77465, identifying the action, grounds and requested relief. Solicitation protests are due before the proposal submission deadline; award protests are due within five business days after written notice of intended award. The City Manager will issue a written determination under applicable City procedures, without limiting rights under controlling law. Attachments Attachment A - Planning and Grant Administration Rating Sheet Attachment B - Cost of Services and Respondent Certification Attachment C - Certification Regarding Lobbying Attachment D - Required Contract Provisions Attachment A Rating Sheet Grant recipient: City of Palacios Program: CDBG-MIT Resilient Communities Program GLO contract: 23-160-250-F935 Respondent: _______________________________________________________ Evaluator: ______________________________ Date: _____________________ Score each non-price factor using the rating method in Section 4. Record the basis for each score and any reference verification. Apply the published price formula to the total base price. [Detailed rating factors and forms follow in Attachment A.] Attachment B Cost of Services [Firm legal name, contact, UEI and fixed-dollar activity tables and certification form] Attachment C Certification Regarding Lobbying [Standard certification regarding the use of federal funds for lobbying activities; SF-LLL if applicable.] Attachment D Required Contract Provisions The final agreement will incorporate the approved scope, price, schedule, deliverables, applicable GLO agreement duties and required federal and state clauses. It will address termination for cause and convenience with written notice and settlement for accepted work; breach remedies; audit and inspection access; record ownership; conflicts; nondiscrimination; and applicable Appendix II to 2 CFR Part 200 provisions, including suspension and debarment, lobbying, and Clean Air Act and Federal Water Pollution Control Act requirements when applicable. The provider shall incorporate applicable obligations into subconsultant agreements. Records must remain available to the City, GLO, HUD, the Comptroller General and other authorized reviewers. Retain grant records for three years after final closeout of the overall State of Texas CDBG-MIT grant and longer for unresolved audits, claims or other applicable requirements. Do not destroy records until the City authorizes destruction following GLO notice. Before execution, provide insurance appropriate to these services, including professional liability as applicable, and required policy declaration pages. Maintain coverage throughout performance and furnish renewal declaration pages before acceptance of monthly invoices when previous policies expire. Acceptance does not reduce liability. Provide applicable Texas conflict disclosure and interested-party filings and legally required certifications before award or execution. The final agreement shall prohibit use of grant funds for lobbying; require applicable certifications under 31 U.S.C. 1352; prohibit covered awards to excluded parties under applicable suspension and debarment rules; and require reporting of applicable environmental law violations to the appropriate agency. The agreement shall include the applicable federal and state requirements in full where prescribed language is required. For this planning-only scope, construction wage determinations, construction bonding and construction retainage are not automatically applicable. Any future construction or licensed engineering procurement requires separate consideration of the governing requirements. The provider shall comply with applicable restrictions on prohibited telecommunications or surveillance equipment and services and other relevant award conditions. City approval is required for key personnel changes, assignments and subconsultants. The consultant remains responsible for all subcontracted work. The agreement shall define the process for written amendments, dispute resolution, protection of confidential information, required security safeguards and delivery of City records upon termination. Nothing in the agreement authorizes the consultant to approve its own invoices or make certifications on behalf of the City. The contract shall specify notice and an opportunity to cure for remediable defaults, lawful remedies for breach, and termination for convenience with payment for properly performed and accepted services and allowable settlement costs. No payment is due for unperformed work or unearned profit on terminated services. All terms remain subject to applicable law and final City approval.