RFP NO. 26-17 Disaster Recovery Consulting Services

CITY OF
H untsville
REQUEST FOR PROPOSAL RFP NO. 26-17
"DISASTER RECOVERY CONSULTING SERVICES"
RETURN SEALED:
Sealed solicitations shall be received no later than:
City of Huntsville
City Secretary 2:00P.M., Central Time
June 15, 2026
c/o Purchasing Department
448 State Highway 75 North MARK ENVELOPE: "Solicitation Packet 26-17"
Huntsville, Texas 77320
For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS
POINT OF CONTACT
Email: Purchasing@huntsvilletx.gov
The Vendor's signature is required for acceptance of this solicitation and confirms the Vendor has read and
understands all requirements concerning this solicitation, the undersigned affirms they are duly authorized to
execute the contract. The City of Huntsville is not responsible for solicitations received after the submission
deadline for any reason and will be considered void and unacceptable. Hand delivered or mailed offers must be
SEALED in an envelope, CLEARLY marked with RFP 26-17 Disaster Recovery Consulting Services.
CERTIFICATION OF OFFER
Company Name ___________________________________________________________________ Date: _______________________
Signed By: ______________________________________________________Title: _________________________________________
Typed/Printed Name: ________________________________________________________ Phone#: ___________________________
Mailing Address: ___________________________________________________________ Tax ID Number: _____________________
Street/P. O. Box City State Zip
Email: ________________________________________________________________________ SAM ID: _______________________
INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.
Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________
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TENTATIVE SCHEDULE OF EVENTS
The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.
May 21, 2026 - Release Solicitation
May 23 and May 30, 2026 - Legal Advertisement
June 1, 2026 - Questions Due to the Procurement Manager
June 4, 2026 - Final Addendum Posted
June 15, 2026, at 2:00 P.M. - Public Opening
June 17 - June 18, 2026 - Interviews with Selected Vendors
July 2026 - Award Preparation
GENERAL INSTRUCTIONS
Submissions must be in a sealed envelope clearly marked "RFP 26-17 Disaster Recovery Consulting Services" It is
the sole responsibility of the Vendor to ensure the packet is received at the designated location before the deadline.
A public reading of all timely responses will be held at the submission deadline at the City of Huntsville Service Center, 448
State Highway 75 North, Huntsville, Texas. All interested parties are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via email at purchasing@huntsvilletx.gov.
RESPONSES
Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse
any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when
requested, or participating in any selection interviews.
QUALIFICATIONS OF RESPONDENTS
No prequalification of respondents is required. Before award of any solicitation can be approved, however, the City shall be
satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and
equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the
work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville
has the final and sole decision to determine qualifications.
ADDENDA
No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or
request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at
purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after June 1,
2026 @ 10:00 A.M will be considered void and unacceptable.
A written addendum will be issued as a response and will be posted on or before June 4, 2026 @ 5:00 P.M. on the City of
Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become
part of the solicitation documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the
responsibility of the Vendor to verify all addenda and interpretations.
SOLICITATION TABULATIONS
Solicitation tabulation results are posted on our website at:
http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/
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OBJECTIVE
The objective of this solicitation is to establish a pre-positioned solicitation for technical and professional services to assist
with or implement the City's responsibilities under the FEMA Public Assistance (PA) program, as well as other federal, state,
and non-federal disaster recovery and grant programs that may be available following an emergency or disaster event. These
services will include, but are not limited to, grants management and administration, project management, and disaster recovery
support. This solicitation does not guarantee any minimum quantity of services, and its use will be determined solely by the
City based on its needs at the time of an emergency or disaster. The selected Vendors will deliver timely, cost-effective, and
technically sound consulting, planning, design, analysis, permitting, and construction-phase services to assist the City in
maintaining, improving, and expanding public facilities and infrastructure in accordance with applicable regulations, standards,
and best practices.
TERM OF SOLICITATION
The term of this solicitation shall be from: Award through September 30, 2026. This Solicitation will have four (4)
one (1) year renewal options as follows:
Option Year 1: October 1, 2026 through September 30, 2027
Option Year 2: October 1, 2027 through September 30, 2028
Option Year 3: October 1, 2028 through September 30, 2029
Option Year 4: October 1, 2029 through September 30, 2030
This solicitation may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions
shall be at the same terms and conditions, plus any written approved changes.
SELECTION AND AWARD
The City's selection of any proposal does not constitute an award of a solicitation agreement with the City. Once the City has
selected a proposal, solicitation negotiations will follow between the City and the selected respondent; it is further expressly
understood that no contract exists with the City until a contract has been executed by both the City and the selected
respondent.
Award of a solicitation by the City does not guarantee any work or payment for services. The City shall issue Task Orders
stating the scope, duration, and payment amounts or rates for any work to be performed under the awarded solicitation. Task
Orders will be issued and signed by the awarded respondent prior to any work commencing. Task Orders may be terminated
or amended at any time by the City.
Solicitation terms and conditions for Disaster Recovery and Management Services will be negotiated following the selection
of a successful Vendor. Final solicitation terms, including scope of services, budget, schedule, and FEMA compliance
provisions will be subject to review and approval by the City's Purchasing and Legal Departments. The resulting agreement
must comply with all applicable federal, state, and local procurement regulations, including the requirements of 2 CFR Part
200 for FEMA-funded projects.
The City reserves the right to award the most responsible and responsive Vendor in the best interest of the City based on best
value meeting the requirements for this service. The City may award to multiple providers or to a single provider.
The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may
choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.
SCOPE OF WORK
Develop and implement a recovery plan to restore facilities to their pre-disaster condition. The main objective of this solicitation
and the resulting Disaster Consulting and Grant Administration Services solicitation is to maximize eligibility and
reimbursement for all aspects of the recovery program, providing planning expertise, mitigation planning and implementation,
and other potential federal and state funding opportunities. This may include but is not limited to, the following:
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1. Aid the City with regard to disaster assistance and management of any type needed to include, but not limited to,
response and preliminary damage assessments; coordination with any State of Texas Division of Emergency
Management (TDEM) or Federal Emergency Management (FEMA) recovery and mitigation services, and any other
federal or state agency as needed. The Vendor must be available within 24-48 hours following a declared disaster or
notification of need by the City to begin coordination efforts.
2. Provide broad-based support services for response, recovery, and administration activities, ensuring the City is able
to accomplish and maximize (if available) federal and state grant funding for activities such as debris operations,
emergency protective measures and recovery missions, infrastructure, and other activities that service the public's
health and safety.
3. Provide guidance in receiving reimbursement for the repair and potential replacement of the loss of critical
infrastructure under the FEMA Public Assistance Program (PA).
4. Support the City in conducting and documenting preliminary damage assessments (PDAs) to determine disaster
impact and magnitude. Collaborate with the City on project formulation of FEMA projects and state and Federal
grants, including developing scope of work, cost estimates, detailed damage descriptions (field team assessment of
damages including damaged structures, contents, etc.), and required backup documentation for submittal of project
worksheets and grant applications.
5. Collaborate on project formulation for FEMA, state, and federal grants, including developing scope of work, cost
estimates, damage descriptions, and required documentation for project worksheets and grant applications.
6. Provide support for documenting damages in the FEMA Portal, including uploading and managing required
documents.
7. Coordinate with FEMA, federal and state agencies, and local jurisdictions for status/action plan meetings, priority
setting, scope changes, updates, quarterly reporting, time extensions, and deliverables.
8. Assist City procurement with the development of solicitation packages (to include coordination with City Engineering
or Architect/Engineering Consultant) that align with the project's scope of work, damages, performance measures,
and procurement laws in accordance with federal and state regulations.
9. Develop improved and/or alternate project requests to include Section 428- Sandy Recovery Improvement Act (SRIA)
alternative arrangement projects within the recovery process within established FEMA timelines.
10. Develop and implement Section 406 Hazard Mitigation Proposals (HMPs) and Section 404 Hazard Mitigation Grant
Program (HMGP) applications, including FEMA Benefit Cost Analysis (BCA) methodologies.
11. Prepare applications and BCAs for the Building Resilient Infrastructure and Communities (BRIC) program.
12. Research and identify grant funding opportunities from federal, state, and foundation sources to support the City's
needs in areas such as community and economic development, public works, infrastructure, parks and recreation,
transportation, GIS, and municipal planning.
13. Assist in insurance optimization by working with insurance carriers to maximize disaster-related coverage and
providing recommendations on future policy negotiations.
14. Ensure compliance with applicable regulations, including the Stafford Act, Environmental and Historic Preservation
Management, Davis-Bacon, and Section 3 of the HUD Act.
15. Develop amendments requesting changes to scope of work, costs, insurance, or other discrepancies.
16. Assist in preparing and revising the City's Hazard Mitigation Plan to identify opportunities to reduce risks from future
events.
17. Provide grant administrative support to maximize reimbursements for disaster recovery expenses.
18. Prepare and conduct the final cost reconciliation and close-out packaging to ensure maximum funding recovery, audit
readiness, and resolution of arbitration and appeals.
19. Coordinate with other consultants and vendors for related services such as accounting, legal, architecture,
engineering, environmental, restoration, and construction.
20. Track, monitor, and report time and activities performed by consulting staff per project under federal guidance for
administrative, indirect, and project management costs.
21. Prepare monthly written performance and status reports detailing hours billed, amounts invoiced, project worksheet
and grant application developments, approvals, reimbursements received, and any outstanding issues requiring City
assistance.
22. Prepare and respond to inspections, audits, and formal audit justifications as needed.
23. Attend meetings with City staff, City Council, and federal, state, and county agencies to present and negotiate project
worksheets and grant applications.
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The successful Vendor will work closely with the City to ensure compliance with all applicable federal, state, and local
regulations and to optimize funding opportunities for disaster recovery and infrastructure projects. Services provided will not
be limited to FEMA Public Assistance (PA) applications, but may also include support for other federal, state, or grant programs
as needed to maximize reimbursement and recovery funding.
SOLICITATION FORMAT
Respondents must submit five (4) copies, one (1) unbound original and one (1) searchable PDF copy on a USB drive. The
outside cover or first page of the hard copy should clearly display the respondent's firm name, contact information, business
address, and a designation indicating that it is the "Original."
Solicitations must be submitted on the provided form. All blank spaces for prices must be filled in, in ink or typewritten and
must be fully completed and executed when submitted. If the unit price and the total amount named for an item are not in
agreement, the unit price alone will be considered as representing the Vendors intention and the total will be corrected to
conform. The Vendor must sign their solicitation in the space provided.
EVALUATION CRITERIA
The City's evaluation committee will conduct a comprehensive, fair, and impartial evaluation of all solicitations submitted.
Each Statement will be reviewed to determine overall responsiveness and the Vendors ability to provide the services
described herein. The adequacy, depth, organization, and clarity of each response will be considered as part of the
evaluation process. Vendors shall clearly label and organize their submissions using the designated tab identifiers
associated with each evaluation criterion.
Solicitations will be scored in accordance with the evaluation criteria and corresponding point values identified in this
section. Based on the initial evaluation, the City may select all, some, or none of the respondents to participate in interviews.
If interviews are conducted, respondents may be reevaluated using the same scoring criteria.
Proposals that exceed the stated page limit may be deemed non-responsive and may not be considered for evaluation.
TAB EVALUATION CRITERIA POINTS
A Vendor Qualifications & Understanding of Needs 15
B Capacity, Availability & Personnel 10
C Technical Approach & Methodology 25
D Previous Work Performance 25
E Compliance with Federal, State, and Local Requirements 15
F Cost 10
Tab A. Vendor Qualifications (15pts) (10 page max)
* Cover Letter: A brief introductory letter on company letterhead, signed by an authorized representative. The
cover letter should introduce the firm, express interest in the project, and summarize the firm's understanding of
the project scope and objectives. It should also confirm the firm's eligibility: e.g., state that the firm is licensed to
practice engineering in Texas and has no record of substandard work or unethical practices in the last five years.
* Detail the firm's experience with FEMA Public Assistance (PA) programs, including grant administration, disaster
recovery, and appeals (both first and second level).
* Describe past work with federal and state agencies, including FEMA and the Texas Division of Emergency
Management (TDEM).
Tab B. Capacity, Availability & Personnel (10pts) (10 page max)
The ability of the Vendor to perform the work within considering current commitments; and the qualifications of the proposed
project team. Demonstrate how will the Vendor absorb The on call request of the City. Emphasis is on the experience of key
staff, availability of resources, and project management approach. (Combines an assessment of staff expertise and the
Vendor's resources to deliver the project.)
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* Capacity and Project Team: Identify the key personnel proposed for this project and their roles. Provide
an organizational chart or list that shows the project manager, and any other significant team members. Briefly
describe the Vendor's capacity to perform the work within the desired timeframe.
* Resumes of Key Personnel: Include resumes for key team members. Each resume should highlight the person's
experience in similar projects, educational background, professional registrations, and years of experience.
*
Tab C. Technical Approach and Methodology (25pts) (20 page max)
* Demonstrate understanding of the City's scope of work, objectives, and recovery needs.
* Describe the proposed approach to maximizing reimbursement and ensuring compliance with applicable federal,
state, and local regulations.
* Outline strategies for developing recovery plans, hazard mitigation proposals, insurance coordination, and claims
optimization.
* Explain the firm's project management approach, including coordination with City staff and documentation
practices.
Tab D. Previous Work Performance (25pts) (10 page max)
The Vendor's past performance on comparable projects. This includes quality of work, adherence to schedules and budgets,
and client satisfaction. The City may contact provided references to inquire about the Vendor's performance (e.g., whether
past projects were completed on time, within budget, and to the client's expectations). Any prior work with the City of Huntsville
or within Walker County (if applicable) may be considered here as well. The Vendor's experience and competence in projects
of similar nature and complexity. This includes relevant project history, technical capabilities, and familiarity with applicable
standards or grant programs. (Corresponds to the experience and track record of the Vendor.)
Tab E. Compliance with Federal, State and Local Requirements (15pts) (35 page max)
* The overall professionalism, clarity, and completeness of the submitted qualifications package (not to exceed
35 pages). This category also encompasses compliance with the solicitation instructions, such as page limits
and organization.
* Provide a statement confirming the firm's ability to comply with all applicable federal, state, and local
procurement regulations, including but not limited to 2 CFR Part 200 (Uniform Administrative Requirements).
* The same should be included for any sub Vendors or partner firms proposed in the response.
* Include all completed required forms
Tab F. Cost (10pts) (2 page max)
* Respondents must complete the Price Table provided below to submit their fee schedule. The Price Table must
include all proposed labor categories. Additional job titles not listed may be added. Additional pages may be
added, but do not substitute or alter the provided Price Table format.
* Profit (expressed as a percentage or actual cost) must be clearly identified and will be negotiated as a separate
element of the total solicitation price.
* Describe how the cost proposal is competitive and cost-effective in maximizing available federal and state
recovery funds
PRICE CHART
Provide fully burdened hourly rates for each labor category listed below. These rates should include all wages, overhead,
administrative costs, and other associated costs necessary to perform the services described in the Scope of Work.
* Respondents may add additional job titles if needed to reflect the structure of their proposed team.
* If multiple individuals fall under the same title with different rates (e.g., based on experience), indicate the range
or list each separately.
* Profit must be clearly identified and negotiated as a separate element of the total solicitation price. To comply
with FEMA and federal procurement requirements, respondents must disclose and certify the profit percentage
proposed as part of their submission.
Note: The City reserves the right to negotiate labor categories and rates.
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Job Title Hourly Rate Overtime Rate Comments/Notes
(if applicable)
Project Manager
Grant Administrator $ $
Financial Analyst $ $
Compliance Specialist $ $
Field Inspector / Assessor $ $
Public Assistance
$ $
Specialist
Compliance Specialist $ $
Mitigation Specialist $ $
Administrative Support $ $
Profit Certification:
* Proposed Profit Percentage: ______%
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TERMS & CONDITIONS
DEFINITIONS
City - City of Huntsville. City Council - The elected officials of the City of Huntsville who have been given the authority to
exercise such powers and jurisdiction of all City business as conferred by the City Charter, Ordinance and Laws. Contract- An
agreement between the City and a vendor to furnish commodities or services over a designated period of time. Vendor - Any
individual, business, or entity that provides, or seeks to provide, goods, services, or property through a contract or purchase
order. This includes bidders, contractors, and suppliers involved at any stage of the procurement process, ranging from
solicitation to final contract award. TLGC- Texas Local Government Code. TGC- Texas Government Code
INTRODUCTION
The City of Huntsville, Texas ("City") is soliciting Request of Qualifications from Vendors duly registered to practice in the State
of Texas that demonstrate the resources, experience, and expertise necessary to provide a comprehensive range of civil
engineering services to support current and future City projects, as needed. The City intends to award multiple contracts as a
result of this solicitation to ensure qualified professional services are available to meet project demands.
PUBLIC INFORMATION
This solicitation is subject to TGC Chapter 552, Subchapter J (Sections 552.371-552.376) which mandates that certain
contractors and vendors working with governmental bodies must preserve, maintain, and disclose contracting information
related to public business upon request. It ensures public transparency for, or in connection with, government contracts,
requiring specific contract language for compliance. Failure to comply can result in the termination of business with the City.
ACCEPTANCE
The City reserves the right to accept or reject any or all solicitations, to waive any informalities and technicalities, to accept
the offer considered most advantageous in order to obtain the best value for the City in accordance with TLGC 252. Causes
for rejection of a solicitation may include but shall not be limited to the violation of any City ordinance, the inability to
satisfactorily perform the work or service, or the failure to properly and timely perform its obligation under a contract with the
City.
ADDENDA
Any interpretations, corrections or changes to a solicitation will be made by addenda. Sole issuing authority of addenda shall
be vested by the City of Huntsville's Purchasing Department. Addenda may be posted on the City of Huntsville's web site and
may be distributed to all who are known to have received a copy of the solicitation. The City assumes no responsibility for the
failure to obtain and/or properly submit any addendum. Failure to acknowledge any addendum may cause the rejection of a
solicitation. The City of Huntsville's decision to accept or reject any particular solicitation due to a failure to acknowledge and
submit addenda shall be final.
ADVERTISING
Notice of this solicitation shall be advertised once a week for two consecutive weeks, with the first publication occurring at
least fourteen (14) days prior to the solicitation opening. The notice will be published in the local newspaper and posted on
the City's official website to ensure public accessibility and compliance with statutory requirements.
ASSIGNMENT
The Vendor is prohibited from transferring their rights and duties, selling, assigning, transferring or conveying this contract, in
whole or in part, without the prior written consent of the City of Huntsville. All subVendors must be approved in writing by the
City prior to any work being initiated.
COLLUSION
Advanced disclosures of any information to a Vendor which gives any advantage over any other interested Vendor in advance
of the award whether in response to advertising or a solicitation, made or permitted by a member of the governing body or an
employee or representative thereof, will void that Vendors solicitation. Prior to an award any communication with a member
of the governing body or an employee or representative thereof will void that Vendors solicitation. By submission of this
solicitation the Vendor attests that no improper communication has occurred resulting in an advantage over any other Vendor,
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potential Vendor, or advance disclosure.
Signature of this solicitation certifies that the Vendor is fully informed of the preparation and contents of this solicitation, affirms
that the solicitation is genuine, made in good faith, and is neither collusive nor submitted for any improper purpose.
Furthermore, certifies that neither signatory of this solicitation nor any other representative of the business has engaged in
any collusion, conspiracy, or improper communication with other responders or City officials to influence pricing, gain an unfair
advantage, or affect the outcome of the procurement process.
COMPLIANCE
This solicitation and Vendor and/or contractor must comply with all Federal, state, local laws, City policies, and City Charter
concerning these types of service. The Vendor is prohibited from discriminating due to racial, sexual, religious, disability, or
any other grounds. Any known discrimination is grounds for immediate cancellation of contract at the sole expense of the
Vendor.
CONTRACT
This solicitation, when properly accepted by the City of Huntsville, shall constitute a contract equally binding between the
successful Vendor and the City of Huntsville. No different or additional terms or addendums, supplements, or amendments
will become a part of this contract unless agreed to and signed by both the successful Vendor and the City without the prior
written approval of the City of Huntsville. If during the life of the contract, the successful Vendor net prices to other customers
for items awarded herein are reduced below the contracted price, it is understood and agreed that the benefits of such
reduction shall be extended to the City.
CONTRACT TERMINATION
The City or the Vendor may terminate this Contract, with or without cause, upon thirty (30) calendar days' written notice. Upon
receipt of a notice of termination, the Vendor shall immediately cease all work unless otherwise directed by the City. The
Vendor shall be compensated only for services satisfactorily performed and accepted by the City prior to the effective date of
termination. If the Vendor fails to fulfill its obligations under this Contract or violates any term or condition herein, the City may
terminate the Contract for cause upon five (5) calendar days' written notice. Termination for cause may be deemed sufficient
grounds for removal of the Vendor from the City's Vendor list for future solicitations. Such termination shall not relieve the
Vendor of liability to the City for damages resulting from any breach of Contract. The City reserves the right to withhold payment
until the full extent of damage is determined and resolved. In the event of termination, the Vendor shall not be entitled to lost
or anticipated profits, consequential damage, or other special damages. The City reserves the right, during any notice period,
to solicit and award services to other Vendors as necessary, including in cases of emergency or urgent need. The Contract
may be terminated immediately upon the occurrence or suspected occurrence of illegal or unprofessional activities. Should
any change in terms be requested by the Vendor after the contract has been awarded, the City reserves the right to terminate
the contract and award the solicitation to the next responsible responsive Vendor.
FORCE MAJEURE
Vendor will not be held liable for noncompliance for any reasonable delay caused by acts of God and or labor strikes.
FUNDING
Award and funding of this solicitation is pending the approval by Huntsville City Council. Anticipated orders or other obligations
that may arise past the end of the current City fiscal year shall be subject to budget approval. The City reserves the right to
rescind the contract at the end of each fiscal year if determined that there are insufficient funds to extend the contract and no
cost.
SERVICES
The Vendor shall perform services necessary under these terms in a competent and professional manner with the professional
skill and care ordinarily provided by competent Vendor practicing under the same or similar circumstances and professional
license, as expeditiously as is prudent considering the ordinary professional skill and care.
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INDEMNIFICATION AGREEMENT
THE VENDOR AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY OF HUNTSVILLE, ITS OFFICERS,
AGENTS, AND EMPLOYEES, BOTH PAST AND PRESENT, FROM AND AGAINST ANY AND ALL LIABILITY FOR ANY
AND ALL CLAIMS, LEINS, SUITS, DEMANDS AND ACTIONS FOR DAMAGES, INJURIES TO PERSONS (INCLUDING
DEATH), PROPERT DAMAGE (INCLUDING LOSS OF USE), AND EXPENSES, (INCLUDING COURT COST,
ATTORNEYS' FEES AND OTHER REASONABLE COSTS OF LITIGATION) ARISING OUT OF OR RESULTING FROM
VENDOR'S WORK AND ACTIVITIES CONDUCTED IN CONNECTION WITH OR INCIDENTALS TO THIS CONTRACT
AND FROM ANY LIABLITY ARISING OUT OF OR RESULTING FROM INTENTIONAL ACTS OR NEGLIGENCE OF THE
VENDOR, INCLUDING ALL SUCH CAUSES OF ACTION BASED UPON COMMON, CONSITUTIONAL, OR STATUTORY
LAW, OR BASED IN WHOLE OR IN PART UPON THE NEGLIGENT OR INTENTIONAL ACTS OR OMISSIONS OF
VENDOR, INCLUDING BUT NOT LIMITED TO ITS OFFICER, AGNETS, EMPLOYEES, SUBVENDORS, LICENSES,
INVITEES, AND OTHER PERSONS. IT IS THE EXPRESS INTENTION OF THE PARTIES HERETO, BOTH THE CITY AND
THE VENDOR, THAT THE INDEMNITY PROVIDED FOR IN THE CONTRACT INDEMNIFIES AND PROTECT THE CITY
FROM THE CONSEQUENCES TO THE FULLEST EXTENT OF THE LAW.
INTERLOCAL COOPERATIVE
Other governmental entities within the State of Texas may be extended the opportunity to purchase off of this solicitation, with
the consent and agreement of the successful vendor(s) and the City. Such consent and agreement shall be conclusively
inferred from lack of exception to this clause in the vendor's response. However, all parties indicate their understanding and
all parties hereby expressly agree that the City is not an agent of, partner to or representative of those outside agencies or
entities and the City is not obligated or liable for any action or debts that may arise out of such independently, negotiated
"piggyback" procurements.
LATE SUBMISSIONS
Solicitations received after the submission deadline will be considered void and unacceptable. The City is not responsible for
lateness or non-delivery of mail, carrier, delivery etc., and the date/time stamp. Late solicitations will remain unopened and
returned to the address on the outside of the envelope.
LAWS
This agreement will be governed and construed by Federal, state, local laws, City policies, and City Charter. Information in
the record is deemed public record in accordance with the Texas Public Information Act. This agreement is performable in
the City of Huntsville, Huntsville, Texas. Each party consents to the exclusive jurisdiction of the state courts having jurisdiction
in the City of Walker, Texas. This Contract will be governed by and interpreted in accordance with the laws of the State of
Texas, without regard to conflict of laws principles
NOTIFICATION
The City uses multiple channels for the notification and dissemination of all solicitations. The City accepts no responsibility
for the lack of notification or receipt of a solicitation to any and all potential Vendors.
PAYMENT
An invoice shall be submitted with the following information:
Name and address of vendor
Name and address of receiving Department
City of Huntsville Purchase Order number
Description of services rendered
Payment shall not be processed until service has been rendered and a completed invoice is received by the City's Finance
Department. All payments will be made by check Net 30 days from when the correct invoice(s) are received by the City, in
accordance with the State of Texas Prompt Payment Act, Article 601lf V.T.C.S. Invoices can be submitted by email to:
accountspayable@huntsvilletx.gov, Mailed or hand delivered to: 1212 Ave. M Huntsville, TX 773. Any invoice, which cannot
be verified by the contract price and/or is otherwise incorrect, will be returned to the respondent for correction. Under term
contracts, when multiple deliveries and/or services are required, the vendor may invoice following each delivery, day, or job
and the City will pay on invoice. Prior to any and all payments made for good and/or services provided under this contract,
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