RFP # 2025-004 TRANSPORT AND MORTUARY SERVICES FOR HUMAN REMAINS

FANNIN COUNTY

REQUEST FOR PROPOSALS

RFP # 2025-004

TRANSPORT AND MORTUARY SERVICES FOR

HUMAN REMAINS

SUBMITTAL DEADLINE: TUESDAY, JULY 29, 2025

Before 3:00 PM

FANNIN COUNTY

PURCHASING AGENT’SOFFICE

101 E. SAM RAYBURN DR.

SUITE 313

BONHAM, TX 75418

(903) 583-0054

Theenclosed REQUEST FOR PROPOSAL and accompanying SPECIFICATIONS are for yourconvenience in submitting an offer for the enclosed referenced TRANSPORT andMORTUARY SERVICES FOR HUMAN REMAINS.

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TheCommissioners Court of Fannin County, TX reserves the right to accept or rejectany/or all proposals as it shall deem to be in the best interest of FanninCounty. Receipt of any proposal shall under no circumstances obligate FanninCounty to accept the lowest proposal . The award ofthe contract or contracts shall be made to one or more responsible contractoror contractors whose proposal is determined to be the most attractive to FanninCounty, resulting from negotiation, taking into consideration the relativeimportance of price and other evaluation factors set forth in the request forproposal.

Proposals shall include this RFP andall additional documents submitted. Each proposal shall be placed in a separatesealed envelope, manually signed in ink by a person having the authority tobind the firm in a contract and marked clearly on the outside as outlinedbelow.

SUBMISSION OF PROPOSALS

One(1) original and three (3) copies of all proposal documents shall be sealed andsubmitted as contractor's response to:

FANNIN COUNTY

PURCHASING AGENT

JULIE CRISWELL

101 E. SAM RAYBURN DR.

SUITE 313

BONHAM, TX 75418

(903) 583-0054

SUBMITTALS MUST BEFILED IN THE COUNTY PURCHASING AGENT OFFICE BEFORE 3:00 PM TUESDAY, JULY 29,2025

Label envelope: RFP # 2025-00 4 TRANSPORT and MORTUARY SERVICES

SUBMITTALS SHALL BEOPENED AT 3:15 PM TUESDAY, JULY 29, 2025 IN THE FANNIN COUNTY PURCHASINGAGENT’S OFFICE, 101 E. SAM RAYBURN DR. SUITE 313, BONHAM, TX 75418

SELECTION AND AWARDPROCESS

Fannin County uses atwo-step process for the final selection or selections for awarding the Transport and Mortuary Service proposal.

Step 1 consists of a Qualifications package to be submitted by Transport and Mortuary Service companies interestedin being considered. The County mayselect up to three (3) short-listed companies based on evaluation of thewritten materials submitted. Short-listed companies may be asked to submit additional information.

Step 2 consists of the election of one or more finalist following interviewswith the short-listed companies. TheCounty initiates negotiations with the selected company or companies. If negotiations are unsuccessful, the Countyenters in to the process with the next highest ranked short-listedcompany. Any contract is subject to theapproval of the Commissioners Court.

NO INDIVIDUAL OF ANYCOUNTY DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THECOUNTY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES,UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THE REQUEST FOR PROPOSAL .

ADDENDA TO THE REQUEST FOR PROPOSAL

Requests forinterpretations and clarifications of the RFP may only be made in writing. Allrequests must be submitted in writing to Julie Criswell, Purchasing Agent, atjcriswell@fanninco.net.

Itshall be the responsibility of each vendor, prior to submitting the competitiveproposal, to check the website to confirm if addenda were issued and to makesuch addenda a part of the competitive proposal.

LATE PROPOSALS

Proposalsreceived in the Purchasing Office after submission deadline shall be returnedunopened and will be considered void and unacceptable. Fannin County is not responsible for latenessof mail, carrier, etc., and time/date stamp in the Purchasing Office shall bethe official time of receipt.

ALTERING PROPOSALS

Anyinterlineation, alteration, or erasure made before receiving time must beinitialed by the signer of the proposal, guaranteeing authenticity.

WITHDRAWAL OF PROPOSAL

Aproposal may not be withdrawn or cancelled by the contractor for a period ofninety (90) days following the date designated for the receipt of proposal, andcontractors so agree upon submittal of their proposal.

PROPOSAL OPENING

Proposalswill be received and publicly acknowledged at the location, date, and timestated above. Contractors, theirrepresentatives, and interested persons may be present. The proposals shall be received andacknowledged so as to avoid disclosure of the contents to competing contractorsand kept secret during negotiations. Allproposals shall be open for public inspection after the contract is awarded,except for trade secrets and confidential information contained in the proposaland identified by contractor as such.

SALES TAX

FanninCounty, Texas is by statute exempt from the state sales tax and federal excisetax; therefore, the proposal price shall not include taxes.

CONFLICT OF INTEREST

Nopublic official or Fannin County employee shall have interest in this contract,in accordance with Vernon, Texas Codes Annotated, Local Government Codes Title5, Submitted C, Chapter 171.

INTRODUCTION

Fannin County is soliciting sealed proposalsfrom qualified vendors for Transport and Mortuary services for human remains.

Services will include, but are not limited to, removal,transportation, storage, and other related tasks as specified in this Requestfor Proposals (RFP). This RFP is part of a competitive procurementprocess designed to ensure all qualified Vendors have a fair and equalopportunity to participate. While pricing will be considered, it will not bethe sole determining factor; the County reserves the right to negotiateterms that provide the best overall value. The County may awardcontracts to one or more Vendors, and if multiple contracts are awarded,a rotation schedule will be implemented to ensure equitable distributionof services. All services must be performed exclusively by employees of theawarded Vendor(s); subcontracting is strictly prohibited.

SCHEDULE FOR SELECTION PROCESS

The following projecteddates are set forth for your knowledge and understanding: