Project Information

Bid Title

RFP NO. 26-17 Disaster Recovery Consulting Services

Issuing Agency

City of Huntsville

Location

Texas

Published Date

May 22, 2026

Closing Date

Jun 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-17

Original Source

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Bid Documents

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Project Description

Bid Number:	26-17
Bid Title:	RFP NO. 26-17 Disaster Recovery Consulting Services
Category:	City Solicitations
Status:	Open

Publication Date/Time: 5/21/2026 8:00 AM Publication Information: RFP NO. 26-17 Disaster Recovery Consulting Services Closing Date/Time: 6/15/2026 2:00 PM Submittal Information: Paper (Sealed Bids) Bid Opening Information: 448 Hwy 75 N Huntsville, TX Contact Person: Lucy Gonzalez Download Available: Yes Fee: No Business Hours: 8:00 AM - 5:00 PM M-TH Plan Holders List: N/A Related Documents: RFP NO. 26-17 Disaster Recovery Consulting Services

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CITY OF

Huntsville

REQUEST FOR PROPOSAL RFP NO. 26-17

“DISASTER RECOVERY CONSULTING SERVICES”

RETURN SEALED:

City of Huntsville

City Secretary

c/o Purchasing Department

448 State Highway 75 North

Huntsville, Texas 77320

Sealed solicitations shall be received no later than:

2:00P.M., Central Time

June 15, 2026

MARK ENVELOPE: “Solicitation Packet 26-17”

For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS

POINT OF CONTACT

Email: Purchasing@huntsvilletx.gov

The Vendor’s signature is required for acceptance of this solicitation and confirms the Vendor has read and

understands all requirements concerning this solicitation, the undersigned affirms they are duly authorized to

execute the contract. The City of Huntsville is not responsible for solicitations received after the submission

deadline for any reason and will be considered void and unacceptable. Hand delivered or mailed offers must be

SEALED in an envelope, CLEARLY marked with RFP 26-17 Disaster Recovery Consulting Services.

CERTIFICATION OF OFFER

Company Name ___________________________________________________________________ Date: _______________________

Signed By: ______________________________________________________Title: _________________________________________

Typed/Printed Name: ________________________________________________________ Phone#: ___________________________

Mailing Address: ___________________________________________________________ Tax ID Number: _____________________

Street/P. O. Box

City

State

Zip

Email: ________________________________________________________________________ SAM ID: _______________________

INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.

Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________

Page 1 of 27

TENTATIVE SCHEDULE OF EVENTS

The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.

May 21, 2026 – Release Solicitation

May 23 and May 30, 2026 - Legal Advertisement

June 1, 2026 – Questions Due to the Procurement Manager

June 4, 2026 – Final Addendum Posted

June 15, 2026, at 2:00 P.M. – Public Opening

June 17 – June 18, 2026 – Interviews with Selected Vendors

July 2026 – Award Preparation

GENERAL INSTRUCTIONS

Submissions must be in a sealed envelope clearly marked “RFP 26-17 Disaster Recovery Consulting Services” It is

the sole responsibility of the Vendor to ensure the packet is received at the designated location before the deadline.

A public reading of all timely responses will be held at the submission deadline at the City of Huntsville Service Center, 448

State Highway 75 North, Huntsville, Texas. All interested parties are invited to attend.

All questions concerning this solicitation should be directed to the Purchasing Department via email at purchasing@huntsvilletx.gov.

RESPONSES

Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse

any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when

requested, or participating in any selection interviews.

QUALIFICATIONS OF RESPONDENTS

No prequalification of respondents is required. Before award of any solicitation can be approved, however, the City shall be

satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and

equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the

work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville

has the final and sole decision to determine qualifications.

ADDENDA

No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or

request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at

purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after June 1,

2026 @ 10:00 A.M will be considered void and unacceptable.

A written addendum will be issued as a response and will be posted on or before June 4, 2026 @ 5:00 P.M. on the City of

Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become

part of the solicitation documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the

responsibility of the Vendor to verify all addenda and interpretations.

SOLICITATION TABULATIONS

Solicitation tabulation results are posted on our website at:

http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/

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OBJECTIVE

The objective of this solicitation is to establish a pre-positioned solicitation for technical and professional services to assist

with or implement the City’s responsibilities under the FEMA Public Assistance (PA) program, as well as other federal, state,

and non-federal disaster recovery and grant programs that may be available following an emergency or disaster event. These

services will include, but are not limited to, grants management and administration, project management, and disaster recovery

support. This solicitation does not guarantee any minimum quantity of services, and its use will be determined solely by the

City based on its needs at the time of an emergency or disaster. The selected Vendors will deliver timely, cost-effective, and

technically sound consulting, planning, design, analysis, permitting, and construction-phase services to assist the City in

maintaining, improving, and expanding public facilities and infrastructure in accordance with applicable regulations, standards,

and best practices.

TERM OF SOLICITATION

The term of this solicitation shall be from: Award through September 30, 2026. This Solicitation will have four (4)

one (1) year renewal options as follows:

Option Year 1: October 1, 2026 through September 30, 2027

Option Year 2: October 1, 2027 through September 30, 2028

Option Year 3: October 1, 2028 through September 30, 2029

Option Year 4: October 1, 2029 through September 30, 2030

This solicitation may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions

shall be at the same terms and conditions, plus any written approved changes.

SELECTION AND AWARD

The City’s selection of any proposal does not constitute an award of a solicitation agreement with the City. Once the City has

selected a proposal, solicitation negotiations will follow between the City and the selected respondent; it is further expressly

understood that no contract exists with the City until a contract has been executed by both the City and the selected

respondent.

Award of a solicitation by the City does not guarantee any work or payment for services. The City shall issue Task Orders

stating the scope, duration, and payment amounts or rates for any work to be performed under the awarded solicitation. Task

Orders will be issued and signed by the awarded respondent prior to any work commencing. Task Orders may be terminated

or amended at any time by the City.

Solicitation terms and conditions for Disaster Recovery and Management Services will be negotiated following the selection

of a successful Vendor. Final solicitation terms, including scope of services, budget, schedule, and FEMA compliance

provisions will be subject to review and approval by the City’s Purchasing and Legal Departments. The resulting agreement

must comply with all applicable federal, state, and local procurement regulations, including the requirements of 2 CFR Part

200 for FEMA-funded projects.

The City reserves the right to award the most responsible and responsive Vendor in the best interest of the City based on best

value meeting the requirements for this service. The City may award to multiple providers or to a single provider.

The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may

choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.

SCOPE OF WORK

Develop and implement a recovery plan to restore facilities to their pre-disaster condition. The main objective of this solicitation

and the resulting Disaster Consulting and Grant Administration Services solicitation is to maximize eligibility and

reimbursement for all aspects of the recovery program, providing planning expertise, mitigation planning and implementation,

and other potential federal and state funding opportunities. This may include but is not limited to, the following:

Page 3 of 27

1. Aid the City with regard to disaster assistance and management of any type needed to include, but not limited to,

response and preliminary damage assessments; coordination with any State of Texas Division of Emergency

Management (TDEM) or Federal Emergency Management (FEMA) recovery and mitigation services, and any other

federal or state agency as needed. The Vendor must be available within 24-48 hours following a declared disaster or

notification of need by the City to begin coordination efforts.

2. Provide broad-based support services for response, recovery, and administration activities, ensuring the City is able

to accomplish and maximize (if available) federal and state grant funding for activities such as debris operations,

emergency protective measures and recovery missions, infrastructure, and other activities that service the public’s

health and safety.

3. Provide guidance in receiving reimbursement for the repair and potential replacement of the loss of critical

infrastructure under the FEMA Public Assistance Program (PA).

4. Support the City in conducting and documenting preliminary damage assessments (PDAs) to determine disaster

impact and magnitude. Collaborate with the City on project formulation of FEMA projects and state and Federal

grants, including developing scope of work, cost estimates, detailed damage descriptions (field team assessment of

damages including damaged structures, contents, etc.), and required backup documentation for submittal of project

worksheets and grant applications.

5. Collaborate on project formulation for FEMA, state, and federal grants, including developing scope of work, cost

estimates, damage descriptions, and required documentation for project worksheets and grant applications.

6. Provide support for documenting damages in the FEMA Portal, including uploading and managing required

documents.

7. Coordinate with FEMA, federal and state agencies, and local jurisdictions for status/action plan meetings, priority

setting, scope changes, updates, quarterly reporting, time extensions, and deliverables.

8. Assist City procurement with the development of solicitation packages (to include coordination with City Engineering

or Architect/Engineering Consultant) that align with the project's scope of work, damages, performance measures,

and procurement laws in accordance with federal and state regulations.

9. Develop improved and/or alternate project requests to include Section 428- Sandy Recovery Improvement Act (SRIA)

alternative arrangement projects within the recovery process within established FEMA timelines.

10. Develop and implement Section 406 Hazard Mitigation Proposals (HMPs) and Section 404 Hazard Mitigation Grant

Program (HMGP) applications, including FEMA Benefit Cost Analysis (BCA) methodologies.

11. Prepare applications and BCAs for the Building Resilient Infrastructure and Communities (BRIC) program.

12. Research and identify grant funding opportunities from federal, state, and foundation sources to support the City’s

needs in areas such as community and economic development, public works, infrastructure, parks and recreation,

transportation, GIS, and municipal planning.

13. Assist in insurance optimization by working with insurance carriers to maximize disaster-related coverage and

providing recommendations on future policy negotiations.

14. Ensure compliance with applicable regulations, including the Stafford Act, Environmental and Historic Preservation

Management, Davis-Bacon, and Section 3 of the HUD Act.

15. Develop amendments requesting changes to scope of work, costs, insurance, or other discrepancies.

16. Assist in preparing and revising the City’s Hazard Mitigation Plan to identify opportunities to reduce risks from future

events.

17. Provide grant administrative support to maximize reimbursements for disaster recovery expenses.

18. Prepare and conduct the final cost reconciliation and close-out packaging to ensure maximum funding recovery, audit

readiness, and resolution of arbitration and appeals.

19. Coordinate with other consultants and vendors for related services such as accounting, legal, architecture,

engineering, environmental, restoration, and construction.

20. Track, monitor, and report time and activities performed by consulting staff per project under federal guidance for

administrative, indirect, and project management costs.

21. Prepare monthly written performance and status reports detailing hours billed, amounts invoiced, project worksheet

and grant application developments, approvals, reimbursements received, and any outstanding issues requiring City

assistance.

22. Prepare and respond to inspections, audits, and formal audit justifications as needed.

23. Attend meetings with City staff, City Council, and federal, state, and county agencies to present and negotiate project

worksheets and grant applications.

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The successful Vendor will work closely with the City to ensure compliance with all applicable federal, state, and local

regulations and to optimize funding opportunities for disaster recovery and infrastructure projects. Services provided will not

be limited to FEMA Public Assistance (PA) applications, but may also include support for other federal, state, or grant programs

as needed to maximize reimbursement and recovery funding.

SOLICITATION FORMAT

Respondents must submit five (4) copies, one (1) unbound original and one (1) searchable PDF copy on a USB drive. The

outside cover or first page of the hard copy should clearly display the respondent’s firm name, contact information, business

address, and a designation indicating that it is the “Original.”

Solicitations must be submitted on the provided form. All blank spaces for prices must be filled in, in ink or typewritten and

must be fully completed and executed when submitted. If the unit price and the total amount named for an item are not in

agreement, the unit price alone will be considered as representing the Vendors intention and the total will be corrected to

conform. The Vendor must sign their solicitation in the space provided.

EVALUATION CRITERIA

The City’s evaluation committee will conduct a comprehensive, fair, and impartial evaluation of all solicitations submitted.

Each Statement will be reviewed to determine overall responsiveness and the Vendors ability to provide the services

described herein. The adequacy, depth, organization, and clarity of each response will be considered as part of the

evaluation process. Vendors shall clearly label and organize their submissions using the designated tab identifiers

associated with each evaluation criterion.

Solicitations will be scored in accordance with the evaluation criteria and corresponding point values identified in this

section. Based on the initial evaluation, the City may select all, some, or none of the respondents to participate in interviews.

If interviews are conducted, respondents may be reevaluated using the same scoring criteria.

Proposals that exceed the stated page limit may be deemed non-responsive and may not be considered for evaluation.

TAB

EVALUATION CRITERIA

POINTS

A

Vendor Qualifications & Understanding of Needs

15

B

Capacity, Availability & Personnel

10

C

Technical Approach & Methodology

25

D

Previous Work Performance

25

E

Compliance with Federal, State, and Local Requirements

15

F

Cost

10

Tab A. Vendor Qualifications (15pts) (10 page max)

• Cover Letter: A brief introductory letter on company letterhead, signed by an authorized representative. The

cover letter should introduce the firm, express interest in the project, and summarize the firm’s understanding of

the project scope and objectives. It should also confirm the firm’s eligibility: e.g., state that the firm is licensed to

practice engineering in Texas and has no record of substandard work or unethical practices in the last five years.

• Detail the firm’s experience with FEMA Public Assistance (PA) programs, including grant administration, disaster

recovery, and appeals (both first and second level).

• Describe past work with federal and state agencies, including FEMA and the Texas Division of Emergency

Management (TDEM).

Tab B. Capacity, Availability & Personnel (10pts) (10 page max)

The ability of the Vendor to perform the work within considering current commitments; and the qualifications of the proposed

project team. Demonstrate how will the Vendor absorb The on call request of the City. Emphasis is on the experience of key

staff, availability of resources, and project management approach. (Combines an assessment of staff expertise and the

Vendor’s resources to deliver the project.)

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Commodity Codes

• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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