RFP 2026.08 ? CDBG Grant Professional Administration Services

CALHOUN COUNTY, TEXAS
REQUEST FOR PROPOSAL
CDBG Grant Professional Administration Services
RFP 2026.08
SEALED RFPS ARE DUE BEFORE:
2:00:00 PM
Thursday, April 30, 2026
AT THE OFFICE OF:
Honorable Vern L. Lyssy
Calhoun County Judge
Calhoun County Courthouse
211 South Ann Street
3rd Floor, Suite 301
Port Lavaca, Texas 77979
Public Opening of the RFPs will be conducted immediately after the closing of the 2:00:00 PM deadline, Thursday, April
30,2026 in the County Judge's office, Calhoun County Courthouse, 211 South Ann Street, 3rd Floor, Suite 301, Port Lavaca,
Texas 77979.
RFPs will be considered for award at a future meeting of the Calhoun County Commissioners Court. Award information will
be sent to all vendors that submitted a Bid and, as time permits, will be posted on the County's website
(www.calhouncotx.org) under Public Notices, Bid Notices and Results, Results, 2026.
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CONTENTS
* Request for Proposal
* Specifications / Scope of Work
* Required Forms to be returned with the submitted RFP
o Copy of Current Certificate of Insurance for Professional Liability
o HUB Certificate
o Statement of Conflicts (if any)
o System for Award Management - Service provider must have a current registration in
the System for Award Management (https://www.sam.gov/SAM/l) Service provider and its
Principals, may not be debarred or suspended nor otherwise on the Excluded Parties List
System (EPLS) in the System for Award Management (SAM). Include verification that the
service provider as well as its principals are not listed (are not debarred) through the
System for Award Management (www.SAM.gov). Enclose a printout of the search results
that includes the record date. This clearance information must be included in the service
provider's Proposal.
o Conflict of Interest Questionnaire (Form CIQ)
o Certification Regarding Lobbying
o Disclosure of Lobby Activity
o Required Contract Provisions
o Affidavit
o Certification Regarding Debarment & Suspension and Other Responsibility Matters
o Residence Certification
o House Bill 89
o W9
* General Conditions
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Request for Proposals (RFP) for
CDBG Grant Professional Administration Services
RFP 2026.08
April 1, 2026
Re: Texas General Land Office ("GLO") Community Development Block Grants (CDBG)
Dear Service Providers:
Attached is a copy of the Calhoun County Request for Proposals ("RFP") for professional administration
services. These services are being solicited to assist the County in its application(s) for and
implementation of one or more contracts, if awarded, from the Texas General Land Office's CDBG
programs, of the next two (2) years. The County is considering applying for such funding to support
eligible activities related to disaster relief, long-term recovery, and restoration of infrastructure or
economic revitalization.
The GLO's CDBG programs provide funding for disaster relief, long-term recovery, and infrastructure
restoration or economic revitalization for local communities in all eligible counties. Units of local
government and Indian tribes may submit up to two projects between $500,000 and $5,000,000 each.
Service providers may submit proposals for any or all activities listed in the attached Scope of Work.
Multiple contracts may be awarded as a result of this solicitation. The County will, in its sole discretion,
determine the number of contracts awarded, and may decide not to award any contracts.
The submission requirements for this proposal are included in the attached RFP.
The complete submittal, consisting of 1 original and 4 copies must be delivered in a sealed
package clearly marked on the outside "RFP 2026.08 CDBG GRANT PROFESSIONAL
ADMINISTRATION SERVICES" and addressed to:
Honorable Vern L. Lyssy
Calhoun County Judge
Calhoun County Courthouse
211 South Ann Street
3rd Floor, Suite 301
Port Lavaca, Texas 77979
The deadline for submission of proposals is, Thursday, April 30, 2026 at 2:00:00 PM. It is the
responsibility of the submitting entity to ensure that the proposal is received in a timely manner.
Proposals received after the deadline will not be considered for award, regardless of whether the delay
was outside the submitting provider's control. The County reserves the right to negotiate with any and
all service providers submitting timely proposals.
Calhoun County is an Affirmative Action/Equal Opportunity Employer. Section 3 Residents, Minority
Business Enterprises, Small Business Enterprises, Women Business Enterprises, and Labor Surplus Area
firms are encouraged to submit proposals.
Sincerely,
Vern Lyssy,
County Judge
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RFP for CDBG Grant Professional Administration Services
Calhoun County is seeking well-qualified administration/project delivery service provider(s) to assist the
County in preparing application(s) for the overall administration or implementation of proposed CDBG-
funded project(s), if funded, by the Texas General Land Office (GLO). The following outlines the RFP:
1. Scope of Work:
Administration Services
A sample detailed Scope of Work ("SOW") for CDBG administration services provided by the GLO
is enclosed in this packet. The administration service provider to be hired will provide contract-
related management services, for the next two (2) years, including but not limited to the following
areas:
Pre-Funding Services*
Provider will assist in developing project scope(s) and complete CDBG application(s). The provider
will work with the local government and the Engineer, if applicable, to provide the concise
information needed for submission of one or more complete CDBG applications and related
documents. The required information shall be submitted in a format to be described by the GLO.
Post-Funding Services
Provider will administer and provide project delivery of infrastructure, utilities, housing, and eligible
projects approved for GLO CDBG funding. The selected service provider must comply with all
requirements established by the GLO.
General Administration Services
* Administrative Duties
* Construction Management
* Acquisition Duties (as necessary)
* Environmental Services
Please specify a complete list of actual tasks to be performed under each of these categories in
your response, including, if necessary, a brief description of each task.
*Pre-funding services may be eligible for CDBG reimbursement.
2. Statement of Qualifications
Calhoun County is seeking qualified professional administration service providers experienced in
grant application preparation and administration/project delivery. Please provide the following as
it relates to your qualifications:
a. A brief history of the service provider, including general background, knowledge of and
experience working with relevant agencies and programs;
b. Related experience in applying for and managing federally-funded local projects, in
particular recent experience;
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c. A description of work performance and experience with CDBG, CDBG Disaster Recovery,
FEMA Hazard Mitigation or similar projects including a list of at least three references from
past local government clients, with information describing the relevancy of the previous
performance;
d. Describe which specific parts of the Scope of Work the service provider proposes to perform;
e. Describe the capacity to perform the chosen Scope of Work activities as well as resumes of
all employees who may be assigned to provide services if your firm is selected, identifying
current employees and proposed hires; and
f. A statement substantiating the resources of the service provider and the ability to carry out
the scope of work requested within the proposed timeline.
3. Proposed Cost of Services
Provide your cost proposal to accomplish the scope of work by activity or to complete a specific
service outlined above and for any additional services required using the Cost Proposal page(s)
included in this packet. The specific projects and grant amounts are yet to be determined;
therefore, vendors should propose pricing based on the potential funding amounts provided.
The local government will consider 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. As such, proposers may specify any maximum limit to the total
dollar value of grant funds they are able and willing to manage. Service providers may submit
proposals for any or all activities. Preference will be given to firm fixed pricing. The proposal must
include all costs that are necessary to successfully complete these activities. Note that the
lowest/best price proposal will not be used as the sole basis for entering into this contract; rather,
award will be made to the service provider(s) providing the best value, cost and other factors
considered. The local government reserves the right to negotiated pricing.
Upon the award of this contract, profit (either %/actual cost) must be identified and
negotiated as a separate element of the price for any contract in excess of $50,000.00.
4. Evaluation Criteria
The proposal received will be evaluated and ranked according to the following criteria and using
the rating sheet enclosed:
Maximum
Criteria Points
Experience 30
Work Performance 30
Capacity to Perform 20
Proposed Cost 20
Total 100
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5. Submission Requirements
a. A copy of your current certificate of insurance for professional liability
b. HUB Certificate
c. Statement of Conflicts (if any) the service provider or key employees may have regarding
these services, and a plan for mitigating the conflict(s). Note that the County may in its sole
discretion determine whether or not a conflict disqualifies a firm, and/or whether or not a
conflict mitigation plan is acceptable.
d. System for Award Management. Service provider must have a current registration in the
System for Award Management (https://www.sam.gov/SAM/l). Service provider and its
Principals, may not be debarred or suspended nor otherwise on the Excluded Parties List
System (EPLS) in the System for Award Management (SAM). Include verification that the
service provider as well as its principals are not listed (are not debarred) through the System
for Award Management (www.SAM.gov). Enclose a printout of the search results that
includes the record date. This clearance information must be included in the service
provider's Proposal.
e. Form CIQ, (enclosed). Texas Local Government Code chapter 176 requires that any vendor
or person who enters or seeks to enter into a contract with a local government entity disclose
in the Questionnaire Form CIQ the vendor or person's employment, affiliation, business
relationship, family relationship or provision of gifts that might cause a conflict of interest
with a local government entity. Questionnaire form CIQ is included in the RFP and must be
submitted with the response.
f. Certification Regarding Lobbying (enclosed). Certification for Contracts, Grants, Loans,
and Cooperative Agreements is included in the RFP and must be submitted with the
response.
g. Disclosure of Lobby Activity (enclosed)
h. Form 1295, (enclosed). (To be completed by awarded vendor) Effective January 1, 2018,
all contracts and contract amendments, extensions, or renewals executed by the
Commissioners Court will require the completion of Form 1295 "Certificate of interested
Parties" pursuant to Government Code 2252.908. Form 1295 must be completed by the
awarded vendor at time of signed contract submission. Form 1295 is included in this RFP
for your information. Form 1295 requires the inclusion of an "unsworn declaration" which
includes, among other things, the date of birth and address of the authorized representative
signing the form.
i. Required Contract Provisions. Applicable provisions (enclosed) must be included in all
contracts executed as a result of this RFP.
j. Affidavit (enclosed)
k. Certification Regarding Debarment & Suspension and Other Responsibility Matters
(enclosed)
l. Residence Certification (enclosed)
m. House Bill 89 (enclosed)
n. W9 (enclosed)
6. Contracting with small and minority businesses, women's business enterprises, and labor surplus
area firms. Small and minority businesses, women's business enterprises, and labor surplus area
firms must participate in this RFP. If the awarded vendor is a prime contractor and may use
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subcontractors, 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) Assuring 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 the requirement permits, which 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.
6) Please choose the MBDA Center that is in closest proximity to your community.
Email your RFP to the appropriate center.
Minority-owned businesses may be eligible for contract procurement assistance with
public and private sector entities from MBDA centers:
Houston MBDA Business Center
Dallas MBDA Business Center
3100 Main Street, Ste. 701
8828 N. Stemmons
Freeway, Ste. 5508 Houston, TX 77002
Dallas, TX 75247 713-718-8974
214-920-2436 Website: https://www.mbda.gov/business-center/houston-
Website: https://www.mbdadfw.com mbda-business-center
Email: adminl.@mbdadallas.com Email: MBDA.@hccs.edu
El Paso MBDA Business Center 2401 San Antonio MBDA Business Center
East Missouri Avenue 501 W. Cesar E. Chavez Blvd., Ste. 3.324B
El Paso, TX 79903 915-351-6232 San Antonio, TX 78207
Website: https://www.mbda.gov/business- 210-458-2480
center/el-paso-mbda-business-center Website: https://www.mbda.gov/business-center/san-
Email: treed@ephcc.org antonio-mbda-business-center
Email: orestes.hubbard.@utsa.edu
Small and woman-owned businesses may be eligible for assistance from SBA Women's Business
Centers:
Dallas Fort Worth WBC WBEA - Women's Business Center 9800 Northwest Freeway,
7800 N. Stemmons Fwy., Ste. 120 Ste. 120
Dallas, TX 75247 Houston, TX 77092
214-572-9452 713-681-9232
Website: https://womensbusinesscenterdfw.com/ Website: https://www.wbea-texas.org/womens-business-center
Email: wbcdfw.@liftfund.com Email: wbc@wbea-texas.org
LiftFund Women's Business Center 600 Soledad St.
San Antonio, TX 78205 888-215-2373 ext. 3000
Website: https://womensbusinesscentersa.com/ Email: wbc.@liftfund.com
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SBA also provides assistance at Small Business Development Centers located across Texas:
https://americassbdc.org/small-business-consulting-and-training/find-your-sbdc/
7. Deadline for Submission - Proposals must be received no later than Thursday, April 30, 2026 at
2:00:00 PM. It is the responsibility of the submitting entity to ensure that the proposal is received
in a timely manner. Proposals received after the deadline will not be considered for award, regardless
of whether or not the delay was outside the control of the submitting firm.
The submission requirements for this proposal are included in the attached RFP. The
complete submittal, consisting of 1 original and 4 copies, must be delivered in a sealed
package clearly marked on the outside "RFP 2026.08 CDBG GRANT PROFESSIONAL
ADMINISTRATION SERVICES" and addressed to:
Honorable Vern L. Lyssy
Calhoun County Judge
Calhoun County Courthouse
211 South Ann Street
3rd Floor, Suite 301
Port Lavaca, Texas 77979
Any questions or requests for clarification must be submitted in writing via EMAIL to LaDonna Thigpen
at ladonna.thigpen@calhouncotx.org and Demi Cabrera at demi.cabrera@calhouncotx.org at least
3 business days prior to the deadline. Calhoun County may, if appropriate, circulate the question and
answer to all service providers who submitted proposals.
Intentionally Left Blank
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SCOPE OF WORK
Administration Services
The Contractor shall provide the following scope of services:
SCOPE OF SERVICES REQUESTED
Providers will help the Texas General Land Office (GLO) fulfill State and Federal statutory responsibilities
related to recovery in connection with any federally declared disaster. Providers will assist the GLO and/or grant
recipients in completion of CDBG projects. Respondents may be qualified to provide Grant Administration
services for one or more programs or services (environmental, acquisition, general administration, etc.). Grant
administrative services must be in compliance with the U.S. Department of Housing and Urban Development
(HUD) and guidelines issued by the GLO.
DESCRIPTION OF SERVICES AND SPECIAL CONDITIONS
Respondent must be able to perform the tasks listed herein to be considered eligible for an award under this
Solicitation. Respondents should provide a detailed narrative of their experience as it relates to each of the
items below. Respondents should clearly indicate if they intend to provide services in-house with existing staff or
through subcontracting or partnership arrangements. Grant Administration Services will be provided in
conformance with the guidance documents and use forms provided by the subrecipient utilizing GLO guidance.
The providers shall furnish post-funding grant administrative services to complete the CDBG projects,
including, but not limited to the following:
Pre-Funding Services
Grant Administrator will develop project scope and complete CDBG application(s). The provider will work
with the subrecipient and engineer, if applicable, to provide the concise information needed for submission
of complete CDBGfunding application(s) and related documents. The required information shall be submitted
in a format to be described by the GLO.
Post-Funding Services
Grant Administrator will provide Grant Administration Services required to complete infrastructure, acquisition,
housing and other eligible projects approved for CDBG funding. The selected service provider must follow all
requirements of the program as established by the GLO.
Grant Administration Services
a) General Administrative Duties:
i. Ensure program compliance including all CDBG requirements and all parts therein, current
Federal Register, etc.
ii. Assist subrecipient in establishing and maintaining financial processes.
iii. Obtain and maintain copies of the subrecipient's most current contract including all related
change requests, revisions and attachments.
iv. Establish and maintain record keeping systems.
v. Assist subrecipient with resolving monitoring and audit findings.
vi. Serve as monitoring liaison.
vii. Assist subrecipient with resolving third party claims.
viii. Report suspected fraud to the GLO.
ix. Submit timely responses to the GLO requests for additional information.
x. Complete draw request forms and supporting documents.
xi. Facilitate outreach efforts, application intake, and eligibility review.
xii. Utilize and assist with the GLO's system of record to complete milestones, submit
documentation, reports, draws, change requests, etc.
6
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