Request for Proposal (RFP) for Grant Research, Application, and Administrative Services Master Service Agreement (MSA) Addendum #1

Request for Proposal (RFP)
for Grant Research, Application, and Administrative Services
Master Service Agreement (MSA)
Re: Grant Research, Application and Administrative Services to support Medina County's Identified Projects
and Activities
Dear Service Providers:
Attached is a copy of Medina County's Request for Proposals ("RFP") for Grant Research, Application and
Administrative services. This procurement is being undertaken in accordance with the procurement requirements
of US Code 2 CFR Section 200 and US Code 24 CFR Section 200, although funding for Grant Research and
Application services will come from non-federal funds provided by Medina County. Grant Administrative
Services funding is expected to come from the applicable grants obtained on behalf of Medina County through
this Research and Application RFP contract award.
This RFP also covers the provision of Research, Application and Administrative services for programs that may
be funded by the Federal Government. The selected Service Provider will provide Medina County with the
required administrative responsibilities associated with a grant, which might include project scope/design, as well
as compliance, reporting, and close-out.
Service providers must submit proposals for all activities listed in the attached Scope of Work. Multiple contracts
may be awarded as a result of this solicitation. Medina County will, in its sole discretion, determine the number
of contracts awarded, and may decide not to award any contracts.
The submission requirements for your proposal are included in the attached RFP. Please submit four (4) hard
copies of your proposal for services and statement of qualifications in a sealed envelope with RFP GRANT MSA
clearly seen on the outside of the envelope to:
Medina County Auditor's Office
ATTN: RFP GRANT MSA
1300 Avenue M, Room 139
Hondo, Texas 78861-1218
The deadline for submission of proposals is 11:00 am Monday, September 28th, 2026. 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 provider. Medina County reserves the right to negotiate with any and all service providers submitting
timely proposals.
Medina County is an Affirmative Action/Equal Opportunity Employer. Section 3 Residents, Minority Business
Enterprises, Small Business Enterprises, Women Business Enterprises, Labor Surplus Area firms and any other
applicable disadvantaged businesses including Historically Underutilized Businesses are encouraged to submit
proposals.
Please feel free to contact us at (830) 741-6090 or email Grants@MedinaTx.gov
1

RFP for Grant Research, Application, and Administrative Services
Master Service Agreement - MSA
Medina County (Entity) is seeking a well-qualified grant research, application, and grant administrative service
provider(s) (Provider). Provider shall help Entity create an overall resource development strategy to secure and
administer grants to partially or completely fund projects and activities identified by the Entity.
Grant opportunities may include, but are not limited to: Alamo Area Council of Governments (AACOG);
Bipartisan Infrastructure Law (BIL); Coastal Bend Bays and Estuaries Program (CBBEP); Coastal Erosion
Planning Response Act (CERPA); Gulf of Mexico Energy Security Act (GOMESA); National Marine Fisheries
Service (NMFS); National Ocean Service (NOS); National Oceanic and Atmospheric Administration (NOAA);
North American Development Bank (NADBank); Texas Coastal Management Program (CMP);Texas
Commission on Environmental Quality (TCEQ); Texas County Transportation Infrastructure Fund (CTIF); Texas
Historical Commission (THC); Texas Department of State Health Services (DSHS); Texas Department of Health
and Human Services Commission (HHSC); Texas Indigent Defense Commission (TIDC); Texas Juvenile Justice
Department (TJJD); Texas Department of Public Safety (DPS); Texas Department of Transportation (TxDOT);
Texas General Land Office (GLO) Excluding CDBG Disaster Recovery and Mitigation; Texas Department of
Agriculture (TDA) Excluding TDA TxCDBG; Texas Division of Emergency Management (TDEM); Texas Parks
and Wildlife (TPWD); Texas Railroad Commission (RRC); Texas State Soil and Water Conservation Board
(TSSWCB); Texas Water Development Board (TWD); Texas Comptroller of Public Accounts (TCPA); Texas
Office of the Governor (OOG); Texas Office of the Attorney General (OAG); US Coast Guard (USCG); US
Department of Agriculture (USDA); US Department of Justice (DOJ); US Department of Commerce (DOC);
Economic Development Administration (EDA); National Telecommunications and Information Administration
(NTIA); US Department of Health and Human Services (HHS); US Department of Energy (DOE); US
Environmental Protection Agency (EPA); US Department of Homeland Security (DHS); US Department of
Housing and Urban Development (HUD); US Department of Housing and Urban Development - Community
Development Block Grant Entitlement Programs (HUD-CDBG); US Department of the Interior-Fish and Wildlife
Service (DOI); US Federal Emergency Management Agency (FEMA); US Department of Transportation (US
DOT); US Department of Transportation - Federal Aviation Administration (FAA); US Treasury-Resources &
Ecosystems Sustainability Tourist Opportunities & Revived Economics of the Gulf Coast States Act (RESTORE
Act); Federal Highway Administration (FHWA); US Immigration & Customs Enforcement (ICE); and Other
Funding Programs from the above-named agencies.
1. Project Description
Research, Application, and Administrative Services MSA
A detailed Scope of Work ("SOW") for Grant Research, Application, and Administrative Services is
provided with this packet. The Research, Application and Administrative services provider to be hired, if
awarded, will provide related Research, Application and Management services, including but not limited
to the following areas:
Scope Development
The Provider will help Medina County develop scope(s) for grant research and prioritize applications
based on Medina County's approved list of projects and activities. The Provider will work with Medina
County and engineer(s), if applicable, to assess grant opportunities; identify desired benefits; and project
likelihood of success in securing specific grants based on Provider's research and evaluation of eligibility
criteria stated in the grant Notice of Funding Opportunity.
2

Implementation Services
Provider will undertake Research, Application and Management services of construction and/or non-
construction projects based on scope development. Throughout the assigned work, the selected service
provider must assure that all activities related to its work comply with all applicable provisions of 2 CFR
200 for federal programs
2. Statement of Qualifications
Medina County is seeking qualified professional administrative service providers experienced in grant
research/application/administrative/activity delivery. Please provide the following as it relates to your
qualifications:
A brief history of the service provider, including general background, knowledge of and
experience working with relevant agencies and programs;
Related experience in applying for and managing federally funded local projects, with an emphasis
on recent experience;
A description of work performance and experience with federally funded projects, offering several
examples of different agencies with which respondent has worked;
A description of capacity and capability to undertake grant research;
A description of capacity and capability to prepare grant applications;
Resumes of the key employees who may be assigned to provide services if your firm is selected,
highlighting each one's expertise with the various scope of services; and
References from current/past clients.
3. Proposed Cost of Services
Respondents must provide a cost proposal structured as follows:
1. Grant Research services must be billed on an hourly basis. Include hourly rates for all personnel expected
to work on the research component.
2. Grant Application services must be billed as a flat fee. Include a single fixed price for each application
service proposed.
3. Grant Administrative services must be billed as a percentage of the total grant award. Specify the
percentage rate and any applicable conditions.
The proposal must include all costs necessary to complete these activities successfully. Proposals will be
evaluated based on best value, including cost, experience, and alignment with the Scope of Work. The
County reserves the right to negotiate pricing to ensure compliance with the federal standard of necessary
and reasonable, as outlined in 2 CFR 200.
Task Orders: The County reserves the right to issue task orders under the resulting contract to assign
specific scopes of work, timelines, and deliverables. Each task order will define the applicable pricing
structure and terms consistent with the contract.
3

Upon the award of this contract, profit (either percent/actual cost) must be identified and negotiated as a
separate element of the price for any contract in excess of $250,000 Federal and $100,000 in the State of
Texas per Texas Local Government Code 262.023.
Evaluation Criteria - The Selection Review Committee will perform the evaluation of proposals received
to ensure compliance. The proposal received will be evaluated and ranked according to the following
criteria and using the rating sheet enclosed:
Criteria Maximum Points
Experience 30
Work Performance 30
Capacity to Perform 20
Proposed Cost 20
Total 100
4. Submission Requirements
A copy of your current certificate of insurance for professional liability. [if awarded, to be
provided]
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 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). 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.
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.
Conflict of Interest Questionnaire - 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 Entity governing body in Texas 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 informational purposes. 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.
4

Child Support Statement for Negotiated Contracts and Grants: Under Section 231.006, Texas
Family Code, the vendor or applicant certifies that the individual or business entity named in this
contract, bid, or application is eligible to receive the specified grant, loan, or payment and
acknowledges that this contract may be terminated, and payment may be withheld if this certification
is inaccurate. Child Support Statement for Negotiated Contracts and Grants Form must be completed
by awarded vendor at time of signed contract submission. Child Support Statement for Negotiated
Contracts and Grants Form is included in this RFP for informational purposes.
Required Contract Provisions. Applicable provisions (enclosed) must be included in all contracts
executed as a result of this RFP.
Medina County Contract Addendum MUST be attached to and incorporated within the contract,
if awarded.
5. Contracting with historically underutilized businesses, such as 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, veteran-owned businesses, 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, women's business enterprises, and veteran-owned
businesses on solicitation lists;
2) Assuring that small and minority businesses, women's business enterprises, and veteran-owned
businesses 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, women's business enterprises, and
veteran-owned businesses;
4) Establishing delivery schedules, where the requirement permits, which encourage participation by
small and minority businesses, women's business enterprises, and veteran-owned businesses;
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.
6. 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.
Follow the instructions in the Public Notice - Please submit four (4) hard copies of your proposal of services
and statement of qualifications for the proposed services in a completely sealed envelope with RFP GRANT
MSA clearly marked on the outside of the envelope to the following address:
Medina County Auditor's Office
ATTN: RFP GRANT MSA
1300 Avenue M, Room 139
Hondo, Texas 78861-1218
Proposals must be received by Medina County no later than 11:00 am on Monday, September 28th, 2026,
to be considered.
Failure to comply with these instructions or the submission requirements may result in the
disqualification of the response.
5

SCOPE OF WORK
Grant Research, Application and Administrative Services - MSA
The Contractor shall provide the following scope of services:
SCOPE OF SERVICES REQUESTED
Providers will assist Medina County by identifying grant funding opportunities through comprehensive grant
research that align with Medina County's identified needs and priorities. Upon authorization from Medina
County, Providers will prepare and submit grant applications for selected opportunities. Additionally, Providers
will perform grant administrative services on behalf of the Entity for any awarded grants.
Respondents must be qualified to deliver services across the full grant lifecycle, including Grant Research,
Application Preparation, and Grant Administrative Services. These services may include, but are not limited to,
environmental compliance, property acquisition, general administrative services, and project delivery.
Respondents should be able to provide services for any and all federal, state and private grant programs and/or
loans.
All program administrative support services must be conducted in accordance with the requirements outlined in
2 CFR Part 200, as well as the specific rules and regulations governing each grant received and administered.
DESCRIPTION OF SERVICES AND SPECIAL CONDITIONS
Respondents 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
section below. Respondents should clearly indicate if they intend to provide services in-house with
existing staff or through subcontracting or partnership arrangements. Grant Research, Application, and
Administrative Services shall be provided in conformance with 2 CFR 200.
Grant Research, Application and Administrative Support Services - MSA
Grant Research:
a) Match Medina County identified projects and activities with potentially applicable federal, state and/or
philanthropic grant programs
b) Establish minimum requirements for Medina County needs and activities to be eligible for applicable
potential grant programs
c) Conduct grant research
d) Provide required status reports on frequency set by Medina County on grant research progress
e) For each project and activity, present an outcome report which includes details on requirements of
potential grant(s), when grant application acceptance timeline is set, assessment of likelihood of
receiving a grant (i.e., competitiveness), and timeline needed to complete application
6

Grant Application:
a) For each grant application authorized by Medina County, identify primary requirements including
whether technical professional support, such as engineering or architectural services, is needed.
1. If additional technical professional support is needed, then work with Medina County to procure
such support
b) Coordinate the gathering of all information needed for each application including overseeing work, if
required, of technical professional support
c) Work with Medina County to undertake any outreach related activities which may be required for an
application
d) Ensure timely application completion for submission
e) With approval of Medina County, submit application and manage any follow-through if required
General Grant Administrative Duties:
a) Assist Grantee to monitor program compliance including 2 CFR 200, Texas Grant Management Standards,
and specific individual grant agency requirements
b) Facilitate and initiate environmental reviews as necessary
c) Set up, facilitate and commence procurement activities as needed
d) Facilitate and undertake any necessary labor standard compliance measures and activities including Davis-
Bacon
e) Facilitate and develop as needed acquisition programs consistent with applicable federal grant agency
requirements including Uniform Relocation Act
f) Assist in establishing and maintaining financial processes and reporting
g) Obtain and maintain copies of the most current program agreement, if such exists, including all related
change requests, revisions, and attachments
h) Assist Grantee with establishing and maintaining record keeping systems, including, but not limited to,
grant research, application development, submissions, and compliance documentation; correspondence;
reports; change requests; project progress reports; etc.
i) Implement and coordinate Affirmatively Furthering Fair Housing ("AFFH") requirements (if required)
j) Implement and coordinate Section 504 requirements (if required)
k) Help resolve monitoring and audit findings
l) Serve as monitoring liaison
m) Help resolve third party claims
n) Report suspected fraud
o) Timely respond to requests for additional information
p) Coordinate, as necessary, between recipient and any other appropriate service providers (i.e., Engineer,
Environmental, etc.), contractor, subcontractor, and other state/federal agencies to effectuate the services
requested
q) Assist in public hearings, if required
r) Provide project status updates
7

Professional Services Rating Sheet
Grant Research, Application, and Administration
Master Service Agreement - MSA
Name of Respondent _______________________________ Program_______________________
Evaluator's Name __________________________________ Date of Rating________ _________
Experience
Factors Max.Pts. Score
1. Related Experience/Background with federally funded 10
projects
2. Related Experience/Background with specific project type 5
(administrative, construction/non-construction, coordination
with regulatory agency, etc.)
3. Administrator of federal and state funded programs 10
4. References from current/past clients 5
Subtotal, Experience 30
Work Performance
Factors Max.Pts. Score
1. Submits requests to client in a timely manner 5
2. Responds to client requests in a timely manner 5
3. Past client projects completed on schedule 5
4. Work product is consistently of high quality with low level 5
of errors
5. Past client projects have low level of monitoring 5
findings/concerns
6. Manages projects within budgetary constraints 5
Subtotal, Performance 30
Capacity to Perform
Factors Max.Pts. Score
1. Qualifications of Professional Administrators/Experience of 5
Staff
2. Present and Projected Workloads 5
3. Quality of Proposal/Work Plan 5
4. Demonstrated understanding of scope of the Project 5
Subtotal, Capacity to Perform 20
Proposed Cost
Factors Max.Pts. Score
A = Lowest Proposal $
B = Bidder's Proposal $
A B X 20 equals Respondent's Score 20
TOTAL SCORE
Factors Max.Pts. Score
Experience 30
Work Performance 30
Capacity to Perform 20
Proposed Cost 20
Total Score 100
8

Insert Certificate of Insurance
9

Insert System for Award Management (SAM) record search
for company name and company principal
10