Request for Proposals - 2026 Colonia Fund: Construction Grant Program of the Texas Department of Agriculture (TDA)
| Location: | Texas |
|---|---|
| Posted: | Nov 20, 2025 |
| Due: | Dec 3, 2025 |
| Agency: | County of Jim Wells |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2025-008 |
| Publication URL: | To access bid details, please log in. |
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2025-008 - Request for Proposals - 2026 Colonia Fund: Construction Grant Program of the Texas Department of Agriculture (TDA)
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Jim Wells County plans to apply for the upcoming 2026 Colonia Fund: Construction Grant Program of the Texas Department of Agriculture (TDA). These services are being solicited to assist Jim Wells County in its application and administration of the TxCDBG CFC contract, if awarded, to support eligible activities associated with the program in Jim Wells County. Accordingly, Jim Wells County is seeking to contract with a qualified Professional Administrator or Service Provider to prepare the application and/or administer the awarded contract.
Please submit your proposal to the address below on a thumb drive and submit 5 copies of your proposal of services and a statement of qualifications for the proposed services to the following address: Attn: Norma C. Salas, 200 N. Almond St. Suite 101, Alice, TX 78332.
Proposals must be received by Jim Wells County no later than 3:00pm on December 3, 2025, to be considered. Jim Wells County reserves the right to negotiate with any and all individuals or firms that submit proposals, as per the Texas Professional Services Procurement Act and the Uniform Grant and Contract Management Standards. Section 3 Residents and Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women Business Enterprises are encouraged to submit proposals. Jim Wells County is an Affirmative Action/Equal Opportunity Employer. Servicios de traducción están disponibles por peticion.
Attachment: 2026 CFC RFP Grant Packet.pdf
Attachment Preview
Date: 11/20/2025
Request for Proposals (RFP) for Administrative Services - Cover Letter
Re: Proposed Funding for the 2026 Colonia Fund: Construction Grant Fund Program (2026 CFC)
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 2026 Colonia Fund:
Construction Grant Fund Program of the Texas Department of Agriculture (TDA). 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 proposal to the address below on a
thumb drive and submit 5 copies of your proposal of services to the following address:
Norma C. Salas
200 N. Almond St. Suite 101
Alice, Texas 78332
The deadline for submission of RFPs is December 3, 2025, no later than 3:00pm. 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
1
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 2026 CFC Grant
Fund Program through the Texas Department of Agriculture (TDA). The following outlines the request for proposals.
I.
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:
•
Application preparation assistance
•
Project Management
•
Financial Management
•
Environmental Review
•
Real Property Acquisition/ URA
•
Construction Management
•
Civil Rights/Fair Housing/Equal Opportunity
•
Housing rehabilitation/affordable housing (if applicable)
•
Audit/Contract Close-out Assistance
Please specify actual tasks to be performed under each of these categories.
II. Statement of Qualifications: The Entity is seeking to contract with a competent professional administration/management
firm/consultant that has had experience in grants/contracts administration. Specifically, it is seeking those consultant(s) or
firm(s) with the following qualifications:
•
Related experience in managing federally funded local public works construction projects
•
Related Experience / Background with specific project type
•
Certified Administrator of TxCDBG Program by TDA
•
Consultant/Firm is not debarred or suspended from the Excluded Parties List System (EPLS) in the System for Award
Management (SAM) www.Sam.gov .
As such, please provide within your proposal a list of referrals from past local government clients, as well as resumes of all
employees who will or may be assigned to provide technical assistance to the Entity on this project if your firm is awarded
this management services contract.
III.
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
complete this project. Please note that Entity will not use lowest/best bid as the sole basis for entering into this contract.
If the cost of proposed professional administration services will exceed $100,000, then profit (either % / actual cost) must be
identified and negotiated as a separate element of the price of the contract. To comply, the bidder must disclose and certify
in its proposal the percentage of profit being used.
2
IV. Evaluation Criteria: The proposal received will be evaluated and ranked according to the following criteria:
TDA TxCDBG Suggested Scoring
Criteria
Maximum Points
Experience of the Firm
40
Prior Work Performance
30
Capacity to Perform
15
Proposed Cost
15
Total
100
V.
Submission Requirements-
● A copy of your current certificate of insurance for professional liability.
● 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.
● 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.
● 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.
● 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.
● Certification Regarding Lobbying (enclosed). Certification for Contracts, Grants, Loans, and Cooperative Agreements
is included in the RFP and must be submitted with the response.
● 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.
● Required Contract Provisions (enclosed). Applicable provisions (enclosed) must be included in all contracts executed
as a result of this RFP.
VI. Contracting with HUB, 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)
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.
VII. 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.
3
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: Norma C. Salas, 200 N. Almond St. Suite 101, Alice, Texas 78332. Proposals must be received by Jim
Wells County no later than 3:00pm on December 3, 2025, to be considered.
Failure to comply with these instructions or the submission requirements may result in disqualification of the response.
4
DISCLAIMER: This sample draft document was developed for TxCDBG grant projects and does not include all
applicable provisions. This document has important legal consequences. Please consult with your legal
counsel with respect to its completion or modification to ensure that it is in compliance with any appropriate
local, state and federal laws applicable.
Sample Contract
ADMINISTRATION/PROFESSIONAL SERVICES
PART I
AGREEMENT
THIS AGREEMENT, entered into this _____ day of __________________, by and between the CITY/COUNTY OF
__________________________, hereinafter called the "City"/”County”, acting herein by _______________________
hereunto duly authorized, and _______________________________ hereinafter called "the Contractor”, acting herein by
______________________________.
WITNESSETH THAT:
WHEREAS, the City/County of _______________________ desires to [implement/construct/etc.] the following:
_________________________________ [describe project] under the general direction of the Texas Community
Development Block Grant (hereinafter called “TxCDBG”) Program administered by the Texas Department of Agriculture;
and Whereas the City/County desires to engage_____________________________ to render certain [professional
/administration] services in connection with this TxCDBG Project, Contract Number ______________.
NOW THEREFORE, the parties do mutually agree as follows:
1.
Scope of Services
The Contractor will perform the services set out in Part II, Scope of Services.
2.
Time of Performance - The services of the Contractor shall commence on __________________________. In any
event, all of the services required and performed hereunder shall be completed no later than
________________________.
3.
Local Program Liaison - For purposes of this Contract, the [e.g., City Manager/County _______] or equivalent
authorized person will serve as the Local Program Liaison and primary point of contact for the Contractor. All
required progress reports and communication regarding the project shall be directed to this liaison and other local
personnel as appropriate.
4.
Access to Records - The U.S. Department of Housing and Urban Development (HUD), Inspectors General, the
Comptroller General of the United States, the Texas Department of Agriculture (TDA), and the City/County, or any
of their authorized representatives, shall have access to any documents, papers, or other records of the Contractor
which are pertinent to the TxCDBG award, in order to make audits, examinations, excerpts, and transcripts, and
to close out the City/County’s TxCDBG contract with TDA.
5.
Retention of Records - The Contractor shall retain all required records for three years after the City/County makes its
final payment and all pending matters are closed.
6.
Compensation and Method of Payment - The maximum amount of compensation and reimbursement to be paid
hereunder shall not exceed $_________________. Payment to the Contractor shall be based on satisfactory
completion of identified milestones in Part III - Payment Schedule of this Agreement.
7.
Indemnification – The Contractor shall comply with the requirements of all applicable laws, rules and regulations,
and shall exonerate, indemnify, and hold harmless the City/County and its agency members from and against any
and all claims, costs, suits, and damages, including attorneys’ fees, arising out of the Contractor’s performance or
nonperformance of the activities, services or subject matter called for in this agreement or in connection with the
management and administration of the TxCDBG contract, and shall assume full responsibility for payments of
Federal, State and local taxes on contributions imposed or required under the Social Security, worker's
compensation and income tax laws.
8.
Miscellaneous Provisions
5
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