Requests for Proposal
CITY OF EL LAGO, TEXAS
REQUEST FOR PROPOSALS (RFP)
RFP for Administration Professional Services
The City of El Lago is seeking well-qualified administration/activity delivery service provider(s) to assist the city in preparing application(s) for and in the overall administration or implementation of proposed Community Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) RCP program, if funded by the Texas General Land Office (GLO). The following outlines the RFP:
- Scope of Work
Administration Services
A sample detailed Scope of Services for CDBG administration services provided by the GLO is enclosed in this packet. 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 CDBG-MIT 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 CDBG-MIT funding 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 activity delivery of infrastructure, utilities, planning, housing and eligible projects approved for CDBG-MIT funding. The selected service provider must follow all requirements of the HUD CDBG-MIT program as administered by the GLO.
General Administration Services
- Administrative Duties
- Construction Management
- Acquisition Duties (as necessary)
- Buyout Duties (as necessary)
- Environmental Services
- Plan Development
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 are generally ineligible for CDBG-MIT reimbursement.
- Statement of Qualifications
The city 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 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, in particular recent experience;
- 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;
- Describe which specific parts of the Scope of Work the service provider proposes to perform;
- 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
- A statement substantiating the resources of the service provider and the ability to carry out the scope of work requested within the proposed timeline.
- 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 of Services page(s) included in this packet: Required RFP Forms. 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 bid 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.
Profit (either % / actual cost) must be identified and negotiated as a separate element of the price of the contract. To comply, the respondent must disclose and certify in its proposal the percentage of profit being used. “Cost plus percentage of cost” type proposals are prohibited.
- Evaluation Criteria ‑ The proposal received will be evaluated and ranked according to the following criteria and using the rating sheet enclosed:
|
Criteria |
Maximum Points |
||
| Experience | 40 | ||
| Work Performance | 30 | ||
| Capacity to Perform | 25 | ||
| Proposed Cost | 5 | ||
| Total | 100 |
- 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 the city 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 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.
- 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, 2016, 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 awarded vendor at time of signed contract submission. Form 1295 is included in this RFP for your information.
- Required Contract Provisions. Applicable provisions (enclosed) must be included in all contracts executed as a result of this RFP.
- 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 are encouraged to participate 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:
- Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
- Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;
- 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;
- Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises;
- 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.
Minority-owned businesses may be eligible for contract procurement assistance with public and private sector entities from MBDA centers:
Houston MBDA Business Center 2302 Fannin Street, Suite 165, Houston, TX 77002 713-718-8974 https://www.hccs.edu/hcc-in-the-community/entrepreneurial-initiatives/mbda/ Dallas-Fort Worth MBDA Business Center 8828 N Stemmons Freeway – Ste 550-B, Dallas, TX 75247 214-920-2436 http://www.mbdadfw.com/ San Antonio MBDA Business Center 501 W César E Chávez Blvd, San Antonio, TX 78207 210-458-2480 https://sanantoniombdacenter.com/ MBDA Business Center – El Paso c/o El Paso Hispanic Chamber of Commerce 2401 E.Missouri Ave. El Paso, TX 79903 915-351-6232 ext. 19 https://ephcc.org/blog/growing-my-existing-business/our-mbda-business-center/
Small and woman-owned businesses may be eligible for assistance from SBA Women’s Business Centers:
Houston Women’s Business Council, Inc.
9800 Northwest Freeway, Suite 120, Houston, TX 77018
LiftFund – Dallas Fort Worth Women’s Business Center
8828 N. Stemmons Fwy, Suite 142, Dallas, TX 75247
LiftFund – San Antonio Women’s Business Center
600 Soledad St., San Antonio, TX 78205
SBA also provides assistance at Small Business Development Centers located across Texas:
https://americassbdc.org/small-business-consulting-and-training/find-your-sbdc/
- Deadline for Submission – Proposals must be received no later than Friday, July 17, 2026 at 12:00pm. 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 via email your proposal to:
Jeannie Kubricht
citysec@ellago-tx.gov
Any questions or requests for clarification must be submitted in writing via EMAIL to the address above at least 3 business days prior to the deadline. The city may, if appropriate, circulate the question and answer to all service providers submitted proposals.