2026 - GA0001 RFP for Administrative Services

Request for Proposals (RFP) for Administrative Services - Cover Letter
October 5, 2026
Re: Proposed Funding for the Disaster Recovery Reallocation Program (DRRP)
Dear Administrative Service Providers:
Attached is a copy of Jim Wells County Request for Proposals for grant writing and administrative services. These services are being
solicited to assist Jim Wells County in its application and administration of a contract, if awarded, from the Disaster Recovery
Reallocation Program of the Texas General Land Office (GLO). Jim Wells County will be applying for such funding to support eligible
activities associated with the program in Jim Wells County.
The submission requirements for this proposal are also included on the attached Request for Proposals (RFP) form. Firms and/or
individuals should have past experience with federally funded programs. Please submit your RFP to the address below on a thumb
drive AND submit 5 copies of the RFP of services to the following address:
Norma C. Salas
200 N. Almond St, Ste. 101
Alice, TX 78332
The deadline for submission of RFPs is October 20, 2026, at 3:00 p.m. Jim Wells County reserves the right to negotiate with any and
all persons or firms submitting RFPs. Section 3 Residents, Minority Business Enterprises, Small Business Enterprises, Women Business
Enterprises, and Labor Surplus Area firms are encouraged to submit RFPs. Jim Wells County reserves the right to negotiate with any
and all persons or firms submitting proposals, per the Texas Professional Services Procurement Act and the Uniform Grant and Contract
Management Standards.
Jim Wells County is an Affirmative Action/Equal Opportunity Employer.
Sincerely,
Norma C. Salas

RFP for Administration/Professional Services
Jim Wells County is seeking to enter into a professional services contract with a competent administration/management
firm/consultant to assist the Entity in preparing an application for and assist in the overall management of its proposed Disaster
Recovery Reallocation Program through the Texas General Land Office (GLO). The following outlines the request for proposals.
1. Scope of Work The professional administration/management firm/consultant to be hired is to provide application and
contract related management services to Jim Wells County, including but not limited to the following areas:
A sample detailed Scope of Work ("SOW") for DRRP administration services provided by the GLO is enclosed in this packet
(see pages 7-9). The administration service provider to be hired will provide application and contract-related management
services, including but not limited to the following areas:
Pre-Funding Services
Provider will assist in developing project scope(s) and complete DRRP application(s). The provider will work with the local
government and Engineer, if applicable, to provide the concise information needed for submission of one or more complete
DRRP funding application(s) 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 activity delivery of infrastructure, utilities, housing and eligible projects approved for
DRRP funding. The selected service provider must follow all requirements of the DRRP program(s) as administered by the
GLO.
General Administration Services:
a. Administrative Duties
b. Construction Management
c. Acquisition Duties (as necessary)
d. Buyout Duties (as necessary)
e. 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.
2. Statement of Qualifications: The Entity is seeking qualified professional administration service providers experienced in grant
application preparation, and administration/activity 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;
c. A description of work performance and experience with CDBG-DR, CDBG-MIT 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: Please provide your cost proposal to accomplish the scope of work by category outlined above
and for any additional activities required. The proposed budget must include all costs that are necessary to successfully
provide your cost proposal to accomplish the scope of work by activity or to complete a specific service outlined above and
any additional services required. The Cost of Services page(s) should be included in your RFP submission. Also, please include
the forms listed below in #5. 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 negotiate 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 $100,000.00.
4. Evaluation Criteria: The proposal received will be evaluated and ranked according to the following criteria:
DRRP Suggested Scoring
Criteria Maximum Points
Experience of the Firm 30
Prior Work Performance 30
Capacity to Perform 20
Proposed Cost 20
Total 100
5. Submission Requirements:
1) A copy of your current certificate of insurance for professional liability.
2) Statement of Conflicts of Interest (if any) the service provider or key employees may have regarding these services, and a
plan for mitigating the conflict(s). Note that Entity 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.
3) System for Award Management. Service Providers must have an active registration in the System for Award Management
(https://www.sam.gov/SAM/). Service provider and its principals may not be debarred or suspended. 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). This clearance information should be included in the service provider's Proposal.
4) The clearance in the Service Provider's proposal must be re-verified prior to award. Enclose a printout of the search results
that includes the record date.
5) 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.
6) Certification Regarding Lobbying (enclosed). Certification for Contracts, Grants, Loans, and Cooperative Agreements is
included in the RFP and must be submitted with the response.
7) Form 1295, (enclosed). 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 the 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.
8) Required Contract Provisions (enclosed). Applicable provisions (enclosed) must be included in all contracts executed as a
result of this RFP.
9) Include Section 3 businesses, as well as minority-owned, women-owned, and veteran-owned businesses individuals/firms in
the listing. TDA recommends sending the direct solicitation to a minimum of two service providers that meet the definition
for SBE, MBE, WBE, VBE or Section 3 business.
6. Contracting with small and minority businesses, women's business enterprises, veteran-owned businesses and labor surplus
area firms. Small and minority businesses, women's business enterprises, and labor surplus area firms must be solicited in
this RFP. If the awarded vendor is a prime contractor and may use 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) To ensure a wide distribution and potential participation to as many administrator firms as possible, refer

to https://lsadata.org/ when you develop your administrator email list.
7. Deadline for Submission - 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.
Please submit your proposal to the address below on a thumb drive AND submit 5 copies of your proposal of services to the
following address: Attn: Norm C. Salas 200 N. Almond St., Ste. 101, Alice, TX 78332. Proposals must be received by Jim Wells
County no later than 3:00pm on October 20, 2026, to be considered.
Failure to comply with these instructions or the submission requirements may result in disqualification of the response.

Disaster Recovery Reallocation Program (DRRP)
Administration Services Program Description
[The Texas General Land Office (GLO)] Disaster Recovery Reallocation Program (DRRP) is designed to utilize de-obligated and unutilized
Community Development Block Grant for Disaster Recovery (CDBG-DR) funds to provide the opportunity for communities with
outstanding unmet need to access remaining. The funds are allocated through the U.S. Department of Housing and Urban
Development (HUD) and therefore must adhere to federally mandated deadlines, policies, [and with the applicable program
requirements, such as proper procurement of all services, including but not limited to grant administration, environmental,
engineering services, and construction].
The Disaster Recovery Reallocation Program (DRRP) will utilize remaining program funds from six action plans:
Disaster Budget Minimum Allocation Maximum Allocation
Hurricanes Ike and Dolly 2008 $20,500,000 $500,000 $20,000,000
2015 Floods and Storms $4,000,000 $500,000 $2,000,000
2016 Floods and Storms $5,500,000 $500,000 $2,000,000
Hurricane Harvey $5.6B 2017 $84,500,000 $500,000 $20,000,000
2018 South Texas Floods $6,000,000 $500,000 $2,000,000
2019 Disasters $14,500,000 $500,000 $2,000,000
Eligible entities are Units of Local Government (Cities and Counties); Indian Tribes; and Public Housing Authorities. Project eligibility
evaluation criteria will include the financial management of the applying entity and the feasibility of completing the proposed project
within the two-year time frame.
Eligible activities will be limited to: Flood and Drainage Improvements; Water and Wastewater Improvements; Street Improvements;
Rehabilitation, Reconstruction, And New Construction of Affordable Multifamily Projects; and Permanently Affixed Emergency
Communication Equipment.
Recipient: Jim Wells County
Anticipated Program Disaster Recovery Reallocation Program (DRRP)

SCOPE OF WORK
Administration Services
The Contractor shall provide the following scope of services:
SCOPE OF SERVICES REQUESTED
Providers will help the GLO fulfill State and Federal Community Development Block Grant Disaster Recovery ("CDBG-DR")
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-DR qualified housing or non-housing projects. Respondents may be qualified
to provide Grant Administration services for housing projects, non-housing projects, or both. Grant administrative services
must be performed 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 pre-funding and post-funding grant
administrative services to complete the disaster recovery projects, including, but not limited to the following:
Pre-Funding Services
Grant Administrator will develop project scope and complete CDBG-DR application. The provider will work with the
subrecipient and Engineering, if applicable, to provide the concise information needed for submission of complete disaster
recovery funding application and related documents. The required information shall be submitted in a format to be described
by the GLO.
Post-Funding Services
Grant Administrator will administer, and complete infrastructure, utilities, housing and eligible projects approved for disaster
recovery funding. The selected administrative firm must follow all requirements of the Texas CDBG Disaster Recovery
program.
Grant Administration Services
1. Grant Administration Services - General (a) Administrative Duties:
a. Coordinate, as necessary, between subrecipient and any other appropriate service providers (i.e. Engineer,
Environmental, etc.), contractor, subcontractor and GLO to effectuate the services requested.
b. May assist in public hearings.
c. Will work with GLO's system of record.
d. Provide monthly project status updates.
e. Funding release will be based on deliverables identified in the contract.
f. Labor and procurement duties: a. Provide all Labor Standards Officer (LSO) Services. b. Ensure compliance with all
relevant labor standards regulations. c. Ensure compliance with procurement regulations and policies. d. Maintain
document files to support compliance.
g. Financial duties: 1. Prepare and submit all required reports (Section 3, Financial Interest, etc.). 2. Assist subrecipient
with the procurement of audit services. 3. Assist subrecipient in establishing and maintaining a bank account for
disaster recovery funds. 4. Implementation and coordination of Affirmatively Furthering Fair Housing ("AFFH")
requirements as directed by HUD and the GLO. 5. Implementation and coordination of Section 504 requirements.
6. Program compliance. Funding release will be based on deliverables identified in the contract.
h. Labor and procurement duties: a. Provide all Labor Standards Officer (LSO) Services. b. Ensure compliance with all
relevant labor standards regulations. c. Ensure compliance with procurement regulations and policies. d. Maintain
document files to support compliance.
i. Financial duties: 1. Prepare and submit all required reports (Section 3, Financial Interest, etc.). 2. Assist subrecipient
with the procurement of audit services. 3. Assist subrecipient in establishing and maintaining a bank account for
program funds. 4. Implementation and coordination of Affirmatively Furthering Fair Housing ("AFFH") requirements
as directed by HUD and the GLO. 5. Implementation and coordination of Section 504 requirements. 6. Program
compliance. 7. Ensure that fraud prevention and abuse practices are in place and being implemented. 8. Prepare
and submit all close-out documents. 9. Submit all invoices no later than 60 days after the expiration of the contract.
All outstanding funds may be swept after 60 days. The provider may request an extension of this requirement in

writing. 10. Assist in preparation of contract revisions and support documents including but not limited
to: Amendments/modifications, and Change orders.
j. Perform any other administrative duty required to deliver the project.
2. Construction Management:
a. The provider will assist the subrecipient in submitting/setting up project applications in the GLO's system of record.
b. The provider may compile and collate complete contract/bid packages that meet GLO program requirements. The
packages will contain supporting documentation that meets or exceeds the requirements of the GLO's program. If
applications do not have the necessary forms, the provider may assist the subrecipient by coordinating to acquire
the necessary documentation.
c. The provider may monitor, report, and evaluate contractor's performance; notify the subrecipient if the
contractor(s) fails to meet established scheduled milestones. Receive, review, recommend, and process any change
orders as appropriate to the individual projects.
d. The provider may assist the subrecipient with project Activity Draws/Close Out.
e. The provider may assist the subrecipient by submitting all the necessary documentation for draws and to close a
project activity in the GLO's system of record. The provider will compile, review for completeness, and collate
complete contract/closeout packages that meet GLO program requirements for draw requests. If applications do
not have the necessary forms, the provider may assist the subrecipient by coordinating to acquire the necessary
documentation.
f. The provider may assist the subrecipient in developing Architectural and Engineering plans with guidance from the
GLO.
g. Reassignment scope alignment (if necessary).
3. Acquisition Duties:
a. Submit acquisition reports and related documents.
b. Establish acquisition files (if necessary).
c. Complete acquisition activities (if necessary).
4. Buyout Duties (as necessary):
a. Project planning, design, and startup: 1. Assist subrecipient with procuring necessary vendors including appraiser,
title vendor, and demolition contractor. 2. Develop subrecepient's Policy and Procedure Manual ("Program
Guidelines") and manage subsequent public comment processes.
b. Property owner notifications: 1. Generate and send required mailings to owners and tenants of each parcel targeted
for buyout/acquisition. 2. Handle subsequent communication with owners and tenants while developing a contact
log for future outreach.
c. Intake meetings: 1. Advertise, schedule, and conduct intake with interested homeowners. During intake meetings
case managers will collect all available documentation necessary to determine eligibility. 2. If there are tenants living
in the property, case manager will send them General Information Notices to inform them of the program and their
rights.
d. Eligibility verification: 1. Management staff will review all intake documentation and verify eligibility. 2. If applicable,
firm will verify duplicative benefits (DOB) and calculate eligible receipts. 3. Maintain applicant data in a secure system
of record and comply with all record-keeping requirements of the General Land Office.
e. Environmental reviews and site-specific clearances: 1. Conduct all required environmental reviews and generate
environmental clearance reports for each applicant file.
f. Offer package generation, approval, and mailing: 1. Notify subrecipient that offer packages are ready, and use
independently procured appraisals to determine the fair market value of buyout properties. 2. Generate and mail
offer packages upon the subrecipient approval.
g. Offer meeting: 1. Schedule and conduct offer meetings with property owners to discuss their options; accept, appeal
or decline. 2. If the owner decides to appeal, the case manager will provide advisory services to guide owner through
appeal process. 3. If the owner accepts, a contract of sale will be signed at the offer meeting.
h. Closing: 1. Coordinate with property owner and subrecipient's procured title company to ensure the clear passage
of title. 2. Assist property owner with relocation arrangements and schedule real estate closing.
i. Draw/funding requests: 1. Assist subrecipient with GLO draw requests, funding requests, wire tracking, and
coordinating program activities to align with funding schedule.
j. File, audit, closeout, and demolition: 1. Complete final audit to ensure all procedures were properly followed. 2.
Transfer physical files to subrecipient and complete remaining data entry. 3. Provide procured demolition contractor
with property access.

5. Environmental Services:
a. Review each project description to ascertain and/or verify the level of environmental review required: Exempt,
Categorical Exclusion not Subject to 58.5, Categorical Exclusion Subject to 58.5, Environmental Assessment;
b. Prepare, complete and submit HUD required forms for environmental review and provide all documentation to
support environmental findings;
c. Consult and coordinate with oversight/regulatory agencies to facilitate environmental clearance;
d. Prepare all responses to comments received during comment phase of the environmental review, including
State/Federal Agency requiring further studies and/or comments from public or private entities during public
comment period;
e. Maintain close coordination with local officials, project engineer and other members of the project team to assure
appropriate level of environmental review is performed and no work is conducted without authorization;
f. Complete and submit the environmental review into GLO's system of record;
g. At least one site visit to project location and completion of a field observation report;
h. Prepare and submit for publication all public notices including, but not limited to the Notice of Finding of No
Significant Impact (FONSI), Request for Release of Funds floodplain/wetland early and final notices in required order
and sequence;
i. Provide documentation of clearance for Parties Known to be Interested as required by 24 CFR 58.43;
j. Process environmental review and clearance in accordance with NEPA;
k. Advise and complete environmental re-evaluations per 24 CFR 58.47 when evidence of further clearance or
assessment is required;
l. Prepare and submit Monthly Status Report; and
m. Participate in regularly scheduled progress meetings.

Administration Professional Services Rating Sheet
Grant Recipient _______ Program(s) DRRP
Name of Respondent __
Evaluator's Name _______ Date of Rating __________
Rate the Respondent of the Request For Proposal (RFP) by awarding points up to the maximum listed for each factor. Information necessary to
assess the Respondent on these criteria may be gathered either from past experience with the Respondent and/or by contacting past/current
clients of the Respondent. Respondents proposing to offer specific services (environmental or buyout only) will be scored only on those services.
Experience
Factors Max. Pts. Score
1. Related Experience / Background with federally funded projects 5
Related Experience / Background with specific project type (infrastructure, acquisition of
2. 5
property, coordination with regulatory agency, etc.)
3. Related experience/background with specific services:
a. Administrative, construction management, and related acquisition 5
b. Environmental review 5
c. Buyout management (if not applicable score '0') 5
4. References from current/past clients 5
Subtotal, Experience 30
Work Performance
Factors Max. Pts. Score
1. Submits requests to client/GLO in a timely manner 5
2. Responds to client/GLO requests in a timely manner 5
3. Past client/GLO projects completed on schedule 5
4. Work product is consistently of high quality with low level of errors 5
5. Past client/GLO projects have low level of monitoring findings/concerns 5
6. Manages projects within budgetary constraints 5
Subtotal, Performance 30
Capacity to Perform
Factors Max. Pts. Score
1. Qualifications / Experience of Staff
a. Administrative, construction management, and related acquisition 4
b. Environmental review 4
c. Buyout management (if not applicable score '0') 4
2. Present and Projected Workloads 4
3. Demonstrated understanding of scope of the DRRP Project(s), as appropriate 4
Subtotal, Capacity to Perform 20
Proposed Cost
Factors Max. Pts. Score
Proposed cost is in line with independent estimate and compared with all cost proposals
20
received
A = Lowest Proposal $__________ A / B X 20 = Respondent's Score
20
B = Respondent's Proposal $__________
TOTAL SCORE
Factors Max. Pts. Score
Experience 30
Work Performance 30
Capacity to Perform 20
Proposed Cost 20
Total Score 100

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