Professional Property Surveying Services for Home Buyout/Acquisition Program (Community Development Block Grant - Disaster Recovery) for Jefferson County

JEFFERSON COUNTY PURCHASING DEPARTMENT Deborah L. Clark, Purchasing Agent 1149 Pearl Street, 1st Floor, Beaumont, TX 77701 409-835-8593 Fax 409-835-8456 September 29, 2020 Request for Statements of Qualification (RFQ 20-039/JW) Professional Property Surveying Services for Home Buyout/Acquisition Program (Community Development Block Grant – Disaster Recovery) for Jefferson County Dear Vendors: You are invited to submit a statement of qualifications in accordance with (RFQ 20-039/JW) Professional Property Surveying Services for Home Buyout/Acquisition Program (Community Development Block Grant – Disaster Recovery) for Jefferson County. Jefferson County is soliciting statements of qualifications from professional qualified firms to provide property surveying services for the implementation of a voluntary Home Buyout/Acquisition Program. Firms should have past experience with federally funded programs. All interested individuals and firms shall obtain a “Request for Qualifications” packet

from the Jefferson County Purchasing web site at http://co.jefferson.tx.us/Purchasing All submittals shall be evaluated by a Selection Committee. The Selection Committee will evaluate submissions to this request and select the firm most qualified, responsive, and experienced. Responses are to be sealed and addressed to the Purchasing Agent with the request for qualifications number and name marked on the outside of the envelope or box. All responses shall be submitted with an original and (5) five copies, to the Jefferson County Purchasing Department, 1149 Pearl Street, 1st Floor, Beaumont, Texas 77701, no later than 11:00 am CT, Wednesday, October 28, 2020. Jefferson County does not accept responses submitted electronically. Responses will be publicly opened and the names of responding firms will be read aloud in the Jefferson County Engineering Department Conference Room (5th Floor, Historic Courthouse) 1149 Pearl Street, Beaumont, Texas 77701 at the time and date below. Statements of Qualifications received after that time will be considered late and will be returned unopened. Inquiries shall be directed to Jamey West, Assistant Purchasing Agent at 409-835-8593 or jwest@co.jefferson.tx.us REQUEST NAME: Professional Property Surveying Services for Home Buyout/Acquisition Program (Community Development Block Grant- Disaster Recovery) for Jefferson County REQUEST NO.: RFQ 20-039/JW DUE DATE/TIME: 11:00 am CT, Wednesday, October 28, 2020 MAIL OR DELIVER TO: Jefferson County Purchasing Department 1149 Pearl Street, 1st Floor Beaumont, TX 77701 Jefferson County encourages Disadvantaged Business Enterprises to participate in the qualifications submission process. Jefferson County does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provisions of services. Individuals requiring special accommodations are requested to contact our office at 409-835-8593 to make arrangements no later than seven (7) calendar days prior to the submittal deadline. Jefferson County reserves the right to accept or reject any or all proposals, to waive technicalities and to take whatever action is in the best interest of Jefferson County. We look forward to your active participation in this solicitation. Sincerely, Deborah L. Clark, Purchasing Agent Jefferson County, Texas Published: Beaumont Enterprise and Port Arthur News: September 30, 2020 & October 7, 2020 http://co.jefferson.tx.us/Purchasing mailto:jwest@co.jefferson.tx.us (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 1 of 132 Table of Contents Table of Contents .............................................................................................................................. 1 Section 1: Introduction and Purpose ................................................................................................ 3 Section 2: Procedure ......................................................................................................................... 3 Section 3: Selection Committee ....................................................................................................... 4 Section 4: Professional Property Surveying Services/Scope of Services ..................................... 4 Section 5: Laws and Regulations ..................................................................................................... 7 Section 6: Insurance .......................................................................................................................... 7 Section 7: Workers’ Compensation Insurance ................................................................................ 7 Section 8: Statement of Qualifications ........................................................................................... 10 Section 9: Additional Information ................................................................................................... 10 Section 10: Confidential/Proprietary Information .......................................................................... 11 Section 11: Terms and Conditions ................................................................................................. 12 Section 12: Respondent Rating Criteria ......................................................................................... 14 Section 13: Submission Requirements .......................................................................................... 14 Evaluation Rating Sheet (SAMPLE) ................................................................................................ 16 Respondent Information Form........................................................................................................ 18 Cost of Services Form ..................................................................................................................... 19 Vendor Reference Form (One) ........................................................................................................ 20 Vendor Reference Form (Two) ........................................................................................................ 21 Vendor Reference Form (Three) ..................................................................................................... 22 (SAMPLE) Contract Document ....................................................................................................... 23 Proof of System for Award Management (SAM) Registration (INSERT HERE PAGE) ................ 34 Certificate of Insurance (INSERT HERE PAGE) ............................................................................. 35 FORM 1295 (Texas Ethics Commission Requirement) (SAMPLE) ............................................... 36 Offer to Contract Form .................................................................................................................... 37 Acceptance of Offer Form ............................................................................................................... 38 Signature Page ................................................................................................................................ 39 House Bill 89 Verification ................................................................................................................ 40 Senate Bill 252 Certification ............................................................................................................ 41 Jefferson County Section 3 Policy ................................................................................................. 42 Equal Opportunity Guidelines for Construction Contractors ....................................................... 43 Section 3 Utilization Plan and Statement of Compliance ............................................................. 44 Section 3 Business Concern Self-Certification Form ................................................................... 50 GLO Compliance Package/GLO Information Security Appendix ................................................. 51 GLO Compliance Package/GLO Contractor Proposal Certification ............................................. 52 GLO Compliance Package/GLO Certification of Offeror – Civil Rights and Regulations ........... 53 (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 2 of 132 Table of Contents (Continued) Conflict of Interest Questionnaire .................................................................................................. 56 Certification Regarding Lobbying .................................................................................................. 58 Disclosure of Lobbying Activities .................................................................................................. 60 Local Government Officer Conflict Disclosure Statement Forms (OFFICE USE ONLY) ............. 61 Federal Labor Standards Provisions.............................................................................................. 62 Title 29: Labor .................................................................................................................................. 67 Contractor Certications ................................................................................................................... 72 Non-Collusion Affidavit ................................................................................................................... 75 Certificate from Subcontractor/Supervision of Payment .............................................................. 76 Section 3 Complaint Register ......................................................................................................... 97 Required Federal Contract Provisions ........................................................................................... 77 Good Faith Effort Determination Checklist .................................................................................... 87 Notice of Intent ................................................................................................................................ 88 HUB Subcontracting Participation Declaration Form ................................................................... 89 Residence Certification/Tax Form .................................................................................................. 93 Required Federal Contract Provisions ........................................................................................... 94 Respondent’s Affidavit .................................................................................................................. 132 Response Submissions: Respondent is responsible for submitting: One (1) original and five (5) response copies; with all copies to include a completed copy of this specifications packet, in its entirety. Additionally, Bidder must monitor the Jefferson County Purchasing Department Website (below) to see if addenda or additional instructions have been posted. Failure to return all required forms could result in a response being declared as non-responsive. http://www.co.jefferson.tx.us/purchasing/main.htm http://www.co.jefferson.tx.us/purchasing/main.htm (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 3 of 132 Section 1. Introduction and Purpose: Jefferson County is requesting statements of qualifications and experience from Professional Surveyor Firms to provide property survey services as part of a planned Voluntary Home Buyout/Acquisition Program should funds be secured from the Texas General Land Office – Community Development Block Grant for Disaster Recovery Program (CDBG-DR). In response to the needs of homeowners, Jefferson County has applied for the upcoming Community Development Block Grant – Disaster Recovery funding from the General Land Office – Community Development & Revitalization (GLO). One of the programs planned with this potential funding is a voluntary Home Buyout/Acquisition Program (“Buyout/Acquisition Program”). This Buyout/Acquisition Program will remove homes and people from harm's way and move people to more resilient, sanitary, and less flood prone housing. At this time, the County intends to acquire properties damaged during Hurricane Harvey or located within Disaster Risk Reduction Areas (DRRAs) and convert the properties to green space, retention ponds, or to other non-habitable use. The program will relocate homeowners and their families to low risk areas outside of the floodplain/floodway and assist qualified applicants in moving/relocation expenses. Thus, aiding in long-term recovery efforts by encouraging families who face a risk to health and safety due to hazards created by Hurricane Harvey to permanently relocate to areas outside of the floodplain, floodway, or DRRA. This Buyout/Acquisition Program will be administered by the Jefferson County. Per HUD regulatory requirements, 70% of the allocation’s project costs will be spent serving low-to-moderate income households. Property owners must be able to prove direct or indirect impact from Hurricane Harvey to be considered eligible. Jefferson County has established that in order to be eligible for a Buyout/Acquisition, the home or property must be located in a floodplain, floodway, or DRRA. Having a home located in a floodplain, floodway, or DRRA is a predictable environmental threat to the safety and wellbeing of program beneficiaries as evidenced by the best available data and science. At this time, the County intends to acquire a total of (15-20) properties damaged during Hurricane Harvey or located within Disaster Risk Reduction Areas (DRRAs). It is the intent of the County to select a vendor that has the necessary background, qualifications, and experience to provide professional property surveying services as described within these specifications in a timely and professional manner. The Surveyor Firm providing these services must: Be led by a principal or partner of an established professional firm or organization; Have demonstrated ability to work successfully with government entities including: 1. No previous record of default on a government contract; 2. No applicant entity, or principal thereof, may be awarded a Federal contract if subject to a debarment, suspension, or limited denial of participation under 24 CFR Part 24; 3. No formal debarment or suspension from entering into contracts with a governmental agency or other notification of ineligibility or prohibition against bidding or proposing on government contracts; and 4. A clear understanding of, and ability to comply with, state, federal, and grant funding requirements as defined in this invitation for bid. Section 2. Procedure Firms are encouraged to submit statements of qualifications and experience. The Purchasing Agent will appoint a Selection Committee, which will evaluate qualified responses. Responses will be ranked on the basis of demonstrated experience, competence, and qualifications. Fees, price, work hours, or any other cost information will not be considered in the development of the short list. Jefferson County will then enter into negotiations with the highest qualified firm. The negotiations will first establish the scope, terms and conditions, and time limits for the proposed contract. Once agreement is reached between Jefferson County (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 4 of 132 and the selected firm, the County will request a fee proposal from the firm. If agreement is reached, the County will retain the firm and enter into a written contract with it. If an agreement cannot be negotiated with the selected firm, the County will then enter into negotiations with the next most qualified firm. This procedure will continue until agreement is reached and a contract is produced. If the County cannot negotiate an agreement, the procedure will be terminated. Section 3. Selection Committee Because of the diversity of the departments and activities of the County, the Purchasing Agent will appoint the selection committee for this Request for Qualifications. The Purchasing Agent may appoint a chairperson and no less than two (2) other members for the committee. Typically, the committee will consist of at least one professional in the task required, a person knowledgeable about procurement practices, and either a representative of the department requesting the project, or the department executing the project. However, this structure is not binding. Other members may be appointed as necessary and appropriate, but the total number of persons on the selection committee shall not exceed five (5) persons. Committee appointments shall be in writing and shall briefly describe the scope of the project and, if necessary, the primary disciplines required to accomplish the project, in order to assist the committee in developing a list of firms that might best accomplish the work required. Committee membership and project requirements will vary from project to project; therefore, a firm rated number one for one project could very well not even be rated for another. Section 4. Professional Property Surveyor Firm Jefferson County is requesting Qualification Statements from qualified, licensed Surveyor Firms for the purpose of obtaining professional survey services for a federally-funded Home Buyout/Acquisition Program through the Texas General Land Office. Awarded firm(s) shall be responsible for the performance of all property surveying services related to the Home Buyout/Acquisition Program, as well as any and all associated services. SCOPE OF SERVICES Services shall include but not be limited to the following: Land (Boundary) Survey/Platting: Indicate boundary lines, giving length and bearing on each straight line; interior angles; radius, point of tangency, and length of curved lines. Set iron pin (Monument at property corners where none exists; drive pin 18” into ground, mark with wood stake; state on drawing whether corners were found or set and describe each. Provide legal description, including measurements in recorded deeds for comparison with observed. Area in square feet if less than one acre, in acres (to .001 acre), if over one acre. Identify, jurisdiction and width of adjoining street and highways, width and how paved. Identity of landmarks. Plotted location of structures on the property and on adjacent property within 30 feet. Dimension perimeters in feet and inches to nearest 1⁄2. State character and number of stories. Dimension to property lines and other buildings. Vacant parcels shall be noted “Vacant”. Encroachments, including cornices, belt courses, etc., either way across property lines. Fences and walls; describe and identify party walls and locate with respect to property lines. Recorded or otherwise known easements and right-of-way; state owner of right. Possibilities of prescriptive right-of-way and nature of each. Anticipated street widening. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 5 of 132 Individual lot lines and lot and block numbers. Street numbers of buildings. Sidewalks, curbs, gutters & drives on the block and extend to include the same across boundary streets. Building line and setback requirements, if any. Names of owners of adjacent property. Reconciliation or explanation of any discrepancies between survey and recorded legal description. Title searches and title reports Right of way acquisitions Topographical Survey: All lines of levels shall be checked by separate check level lines or on previous turning points or benchmarks. Traffic devices, signs, in connection with boundary streets. Future plans of city, utility districts, and municipal utilities when such information is discovered in routine information gatherings. Minimum of one permanent benchmark on site for each ten or less acres; description and elevation to nearest .01’. Contours at 1-foot intervals; error shall not exceed one-half contour interval. Spot elevations at each intersection of a 20-foot square grid covering the property and if possible 5-foot grid interval (s) beyond. Spot elevations at street intersections and at 5 feet on center on curb, sidewalk, and edge of paving including far side of paving. If elevations vary from established grades, state established grades, state established grades also. Plotted location of structures, man-made and natural features; floor elevations at each entrance of building on property. Location, size, depth and pressure of water and gas mains, and other utilities serving or on the property, valves, meters. Location of fire hydrants available to property and size of main serving each. Location of electric and telephone services and characteristics of service available. Location, size, depth and direction of flow of sanitary sewers, storm drains and culverts serving or on property; location of catch basins and manholes and inverts of pipe at each; same at or in boundary streets. Name of operating authority of each utility. Mean elevation of eater in any excavation, well or nearby body; flood level of streams. Extent of watershed onto property. Probability of freshets overrunning the site. Locations of test borings if ascertainable and elevation of top of holes. Trees of 3” and over (caliper 3’ above ground) locate within 1’ tolerance and give species. Perimeter outline only of thickly wooded areas unless otherwise directed. Location, size, elevation of elevated: piping insulated piping, conduit, pipe racks and supports; except that above building roofs. Show dimensions and bearings of property boundaries, and plot all locatable title exceptions and easements on the survey map. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 6 of 132 Show existence or non-existence of any encroachments and right of way. The written legal description of the property and exhibit(s) for recording purpose. Provide an area measurement within boundary lines. Easements – all utility, city and private easements shall be shown and labeled. Legal description and exhibit(s) for any easements where required. Setbacks – building and parking setbacks shall be shown and noted for each property or zoning areas. All above grade utilities, including but not limited to overhead electrical, telephone, cable, street lighting, and other electrical and communications equipment; location and rim elevations of sanitary and storm sewer structures, water main valves, and hydrants; gas valves and all other above grade utility equipment. All underground utilities, including but not limited to storm, sanitary, water, gas, telephone, electrical, and cable. Rim elevation, bottom of manhole, and all in and out inverts of utilities shall be noted. Note: if any of these utilities do not exist within or directly adjacent to the survey area, surveyor shall locate the nearest available service connection which can be used for future service to site. Provide on the survey a list of names, addresses, and phone numbers of all applicable utility companies. Trees, shrubs, and planting areas: all trees 2” caliper and larger shall be labeled with caliper and species. All tree canopies shall be accurately shown. All trees 6” caliper and larger shall be labeled with caliper and species. All tree canopies shall be accurately shown and areas of woods or shrubs accurately delineated. Zoning of the property and all adjacent properties within 100’ of the surveyed area. Provide planning and zoning overlays. Current flood plain information including FEMA regulatory 100-year and 500-year floodplain boundaries, notation of record flood event elevation (2008 flood), 100- year flood elevation and other DNR protected area boundaries. When a significant discrepancy with the record maps and documents are found, or if monuments are set or if otherwise required by law, surveyor shall provide a “record of survey map” compliant with city and state standards. Elevation certificate for flood insurance purpose (FEMA) coordination & documentation associated with phase I and phase II real estate. All other topographic surveying as assigned. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 7 of 132 Section 5. Laws and Regulations The selected Surveyor Firm(s) must comply with all laws, ordinances, and rules and regulations which govern the work specified in this contract. Section 6. Insurance The contractor (including any and all subcontractors as defined in Section 7.1.3 below) shall, at all times during the term of this contract, maintain insurance coverages with not less than the type and requirements shown below. Such insurance is to be provided at the sole cost of the contractor. These requirements do not establish limits of the contractor’s liability. All policies of insurance shall waive all rights of subrogation against the County, its officers, employees and agents. Contractor shall furnish Jefferson County with Certificate of Insurance naming Jefferson County as additional insured. All insurance must be written by an insurer licensed to conduct business in the State of Texas. Minimum Insurance Requirements: Public Liability, including Products & Completed Operations $1,000,000 Excess Liability $1,000,000 Property Insurance (policy below that is applicable to this project): Improvements & Betterments Policy: Improvements/Remodeling (for Lease Tenants) Builder’s Risk Policy: Structural Coverage for Construction Projects Installation Floater Policy: Improvements/Alterations to Existing Structure Workers’ Compensation Statutory Coverage (See Section 7 Below) Section 7. Workers’ Compensation Insurance 7.1 Definitions: 7.1.1 Certificate of coverage (“Certificate”) – A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement, DWC-81, DWC- 82, DWC-83, or DWC-84 showing statutory workers’ compensation insurance coverage for the person’s or entity’s employees providing services on a project, for the duration of the project. 7.1.2 Duration of the project – Includes the time from the beginning of the work on the project until the contractor’s/person’s work on the project has been completed and accepted by the governmental entity. 7.1.3 Persons providing services on the project (“subcontractor”) in article 406.096 – Includes all persons or entities performing all or part of the services under the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractor, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. “Services” includes, without limitation, providing, hauling or delivering equipment or materials, or providing labor, transportation, or other service related to a project. “Services” does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 8 of 132 7.2 The Contractor shall provide coverage, based on proper reporting of classification code and payroll amounts and filing any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the contractor providing services on the project, for the duration of the project. 7.3 The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract – refer to Section 6 above. 7.4 If the coverage period shown on the Contractor’s current certificate of coverage ends during the duration of the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. 7.5 The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity: 7.5.1 A certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and 7.5.2 No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate ends during the duration of the project. 7.6 The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter. 7.7 The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within ten (10) days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. 7.8 The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Department of Workers’ Compensation, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. 7.9 The Contractor shall contractually require each person with whom it contracts to provide services on a project to: 7.9.1 Provide coverage, based on reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project. 7.9.2 Provide to the Contractor, prior to that person beginning work on the project a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project. 7.9.3 Provide the Contractor, prior to the end of coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. 7.9.4 Obtain from each person with whom it contracts, and provide to the Contractor: 7.9.4.1 A certificate of coverage, prior to the other person beginning work on the project; and 7.9.4.2 the coverage period, if the coverage period shown on the current certificate of a new certificate of coverage showing extension of coverage, prior to the end of coverage ends during the duration of the project. 7.9.5 Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter. 7.9.6 Notify the governmental entity in writing by certified mail or personal delivery, within ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and 7.9.7 Contractually require each person with whom it contracts to perform as required by paragraphs 7.1. – 7.7., with the certificates of coverage to be provided to the person for whom they are providing services. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 9 of 132 7.10 By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to the governmental entity that all employees of the contractor who will provide services of the project will be covered by workers’ compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission’s Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 7.11 The Contractor’s failure to comply with any of these provisions is a breach of contract by the Contractor which entitles the governmental entity to declare the contract void if the Contractor does not remedy the breach within ten (10) days after receipt of notice of breach from the governmental entity. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 10 of 132 Section 8. Statement of Qualifications Jefferson County is soliciting statements of qualifications from qualified, licensed Surveyor Firms, with demonstrated professional competence and experience to provide residential and topographical surveying services to assist in the acquisition of floor prone properties for a Home Buyout/Acquisition Program. Respondents should include the following in their response submission: • Name of the firm wishing to contract with the County. • Firm’s local address. • Firm’s corporate or main office address. • Number of years the firm has been in business. • Firm’s organization chart • Names, titles, address, and telephone numbers of persons who are authorized to negotiate for and contractually bind the firm. One of these persons should sign the response. A contact must be named for addressing questions generated during the evaluation process. • Description of the reasons why the firm would be uniquely qualified to provide Professional Property Surveying Services to Jefferson County. • Brief history your firm, including general background, knowledge of and experience working with relevant agencies, with an emphasis on recent experience; • Brief statement of the respondent’s understanding of the services required and qualifications necessary to provide CDBG-DR Property Surveying Services; • Brief summary of the overall capabilities of staff and any proposed sub-contractors relative to CDBG-DR Property Surveying Services as outlined in the scope of work, as well as staffing plans clearly stating how they intend to integrate staff and maintain presence with the County throughout the duration of the contract; and capability of meeting deadlines. • Proof of proper and valid licensing to conduct business in Jefferson County and the State of Texas • Proof of Current Applicable Department of Professional Regulation License(s) • Proof of Other Current Applicable Certification(s) • Description of work performance and experience with Property Surveying Services for Home Buyout and/or Acquisition Programs (within the past five years) including a list of at least three references from past local government clients or other applicable clients, with information describing the recency and relevancy of the previous performance and experience; • Description of your firm’s capacity to perform as well as resumes of all employees who will or may be assigned to provide technical assistance if your firm is awarded this Property Surveying Services contract, identifying current employees and proposed hires; and • Statement substantiating the resources of the proposing entity and the ability to carry out the scope of work requested within the proposed timeline. • Three (3) COMPLETED & SIGNED Vendor Reference Statements. These statements must be completed and signed by the Reference. • Proposed Cost of Services: Please provide your cost proposal to accomplish the scope of work by activity (Property Survey Services) outlined above and for any additional services required using the Cost of Services Form, Page 19. Section 9. Additional Information A. Provide a listing of all current litigation(s), outstanding judgements and liens affecting the firm. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 11 of 132 Section 10. Confidential/Proprietary Information If any material in the Statement of Qualifications is considered by Respondent to be confidential or proprietary information (including manufacturing and/or design processes exclusive to the Respondent), Respondent must clearly mark the applicable pages of Respondent’s Statement of Qualifications to indicate each claim of confidentiality. Additionally, Respondent must include a statement on company letterhead identifying all Statement of Qualifications section(s) and page(s) that have been marked as confidential. Jefferson County will protect from public disclosure such portions of a Statement of Qualifications, unless directed otherwise by legal authority, including existing open records acts. Merely making a blanket claim that the entire Statement of Qualifications submission is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire Statement of Qualifications subject to release under the Texas Public Information Act. By submitting a Statement of Qualifications, Respondent agrees to reproduction by Jefferson County, without cost or liability, of any copyrighted portions of Respondent’s Statement of Qualifications submission or other information submitted by Respondent. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 12 of 132 Section 11. Terms and Conditions 1. Jefferson County reserves the right to request clarification of information submitted and to request additional information of one or more respondents. 2. Any agreement or contract resulting from this RFQ shall be on forms approved by Jefferson County and shall contain, at minimum, applicable provisions of this document. Jefferson County reserves the right to reject any agreement that does not conform to this document and any County requirements and contracts. 3. The Surveyor Firm shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the County. 4. No reports, information, or data given to or prepared by the Surveyor Firm under contract shall be made available to any individual or organization by the Surveyor Firm without the prior written approval of the County. 5. Vendor Registration: SAM (System for Award Management). Vendors doing business with Jefferson County are required to be registered with The System for Award Management (SAM), with an “active” status. The System for Award Management (SAM) is the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly from the SAM website at: https://www.sam.gov 6. Awarded Vendor(s): Submission of FORM 1295 (Texas Ethics Commission) In accordance with House Bill 1295 (passed January 1, 2016), Vendors entering into contracts and professional agreements with Jefferson County will be required to complete a Certificate of Interested Parties (FORM 1295), unless contract is considered exempt as described below. In 2017, the Texas legislature amended the law to require Form 1295 to include an “unsworn declaration” which includes, among other things, the date of birth and address of the authorized representative signing the form. The unsworn declaration, including the date of birth and address of the signatory, replaces the notary requirement that applied to contracts entered into before January 1, 2018. The TEC filing application does not capture the date of birth or street address of the signatory and it will not appear on forms that are filed using the TEC filing application. Changes to the law requiring certain businesses to file a Form 1295 are in effect for contracts entered into or amended on or after January 1, 2018. The changes exempt businesses from filing a Form 1295 for certain types of contracts and replace the need for a completed Form 1295 to be notarized. Instead, the person filing a 1295 needs to complete an “unsworn declaration.” FORM 1295 Exemptions: What type of contracts are exempt from the Form 1295 filing requirement under the amended law? The amended law adds to the list of types of contract exempt from the Form 1295 filing requirement. A completed Form 1295 is not required for: • a sponsored research contract of an institution of higher education • an interagency contract of a state agency or an institution of higher education • a contract related to health and human services if: the value of the contract cannot be determined at the time the contract is executed; and o any qualified vendor is eligible for the contract • a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity • a contract with an electric utility, as that term is defined by Section 31.002, Utilities Code • a contract with a gas utility, as that term is defined by Section 121.001, Utilities Code Upon entering into a contract or professional agreement, the Jefferson County Purchasing Department will submit a request to the Vendor to both: 1. Submit a FORM 1295 online via the Texas Ethics Commission website link below. Vendors must enter the required information on Form 1295, and print a copy of the completed form. The form will include a certification of filing that will contain a unique certification number. 2. Submit a FORM 1295 hard copy (completed & signed by an Authorized Agent of the Awarded Vendor), to the Jefferson County Purchasing Department. FORM 1295, Completion Instructions, and Login Instructions are available via the Texas Ethics Commission Website at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.sam.gov/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 13 of 132 7. Minority-Women Business Enterprise Participation It is the desire of Jefferson County to increase the participation of Minority (MBE) and women-owned (WBE) businesses in its contracting and procurement programs. While the County does not have any preference or set aside programs in place, it is committed to a policy of equitable participation for these firms. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 14 of 132 Section 12. Rating Criteria The appointed Selection Committee will consider the following criteria in evaluating responses: a. Experience Maximum Points = 30 b. Work Performance/References Maximum Points = 30 c. Capacity to Perform Maximum Points = 20 d. Proposed Cost Maximum Points = 20 Section 13. Submission Requirements Respondents are responsible for submitting: One (1) original and (5) five response copies; with all copies to include a completed copy of this specifications packet, in its entirety. Additionally, Respondent must monitor the Jefferson County Purchasing Department Website (below) to see if addenda or additional instructions have been posted. Failure to return all required forms could result in a response being declared as non-responsive. https://www.co.jefferson.tx.us/Purchasing/ Responses shall be mailed or delivered to: Jefferson County Purchasing Department 1149 Pearl Street, 1st Floor Beaumont, TX 77701 All submissions must be received by 11:00 am CT, Wednesday, October 28, 2020. Jefferson County will not accept any submissions received after the stated time and date, and shall return such submissions unopened to the Respondent. Jefferson County will not accept any responsibility for submissions being delivered by third party carriers. Submissions shall be tightly sealed in an opaque envelope or box and plainly marked with the RFQ Number, RFQ Name, RFQ Due Date, and the Respondent’s Name and Address; and shall be addressed to the Purchasing Agent. The County requests that response submissions NOT be bound by staples or glued spines. Submissions will be opened publicly in a manner to avoid public disclosure of contents/however only the names of Respondents will be read aloud. There will NOT be a Pre-Submittal Conference for this RFQ. Deadline for Questions: In the event your firm desires additional information, Jefferson County will endeavor to provide such information; however, Jefferson County will not be responsible for any delay resulting in the respondent’s inability to meet the deadline for submission of the Statement of Qualifications. Interested parties may provide written questions to Jamey West, Assistant Purchasing Agent at: jwest@co.jefferson.tx.us. Question responses will be made available as soon as possible and posted as addendum(s) to the on the Jefferson County Purchasing Department’s website. The deadline for asking questions in writing or requesting additional information (in writing or in person) is 5:00 pm, Friday, October, 16, 2020. https://www.co.jefferson.tx.us/Purchasing/ mailto:jwest@co.jefferson.tx.us (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 15 of 132 Courthouse Security: Respondents are advised that all visitors to the Courthouse must pass through Security. Respondents planning to hand deliver bids must allow time to get through Security, as a delay in entering the Courthouse will not be accepted as an excuse for late submittal. In response to the Covid-19 pandemic, Jefferson County has implemented precautionary measures recommended by the CDC within its facilities. Visitors to the courthouse will be required to have their temperature taken (and pass), apply hand sanitizer (provided), and wear a mask within the courthouse. If a visitor does not have a mask on-hand, one will be provided. At times, these precautions may slow entry into the courthouse. Bidders are strongly urged to plan accordingly. County Holidays – 2020: January 1 Wednesday New Year’s January 20 Monday Martin Luther King, Jr. Day February 17 Monday President’s Day April 10 Friday Good Friday May 25 Monday Memorial Day July 3 Friday Independence Day September 7 Monday Labor Day November 11 Wednesday Veteran’s Day November 26 & 27 Thursday & Friday Thanksgiving December 24 & 25 Thursday & Friday Christmas Submissions During Time of Inclement Weather, Disaster, or Emergency: In case of inclement weather or any other unforeseen event causing the County to close for business on the date of a bid/proposal/statement of qualifications submission deadline, the bid closing will automatically be postponed until the next business day that County offices are open to the public. Should inclement weather conditions or any other unforeseen event cause delays in courier service operations, the County may issue an addendum to all known vendors interested in the project to extend the deadline. It will be the responsibility of the vendor to notify the county of their interest in the project should these conditions impact their ability to submit a bid/proposal/statement of qualifications submission before the stated deadline. The County reserves the right to make the final judgement call to extend any deadline. Should an emergency or unanticipated event interrupt normal County processes, and bid/proposal/statement of qualifications submissions cannot be received by the Jefferson County Purchasing Department’s office by the exact time specified in the RFQ and urgent County requirements preclude amendment to the RFQ, the time specified for receipt of Statements of Qualifications will be deemed to be extended to the same time of day specified in the solicitation on the first business day on which normal County processes resume. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 16 of 132 Professional Property Surveying Services Rating Sheet Grant Recipient Jefferson County, Texas CDBG Contract No. Name of Respondent Date of Rating Evaluator's Name Evaluator’s Signature: _________________________ Experience -- Rate the Respondent of the Request for Qualifications (RFQ) by awarding points up to the maximum listed for each factor. Information necessary to assess the Respondent on these criteria may be gathered either from past experience with the Respondent and/or by contacting past/current clients of the Respondent. Experience Factors Maximum Points SCORE 1. Related Experience / Background with federally funded projects 5 ________ 2. Related Experience / Background with specific project type (Federally-Funded Home Buyouts/Home Acquisitions) 5 ________ 3. Related experience/background with specific services (Professional Property Surveying Services) 15 ________ 4. References from current/past clients 5 ________ Subtotal, Experience 30 possible points ________ TOTAL Work Performance Factors Maximum Points SCORE 1. Past client projects completed on schedule 15 _______ 2. Work product is consistently of high quality with low level of errors 15 _______ Subtotal, Performance 30 possible points ________ TOTAL Capacity to Perform Factors Maximum Points SCORE 1. Qualifications/Experience of Staff 5 ________ 2. Present and Projected Workloads 5 ________ 3. Quality of Response 5 ________ 4. Demonstrated understanding of scope of the project 5 ________ Subtotal, Capacity to Perform 20 possible points _________ TOTAL (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 17 of 132 Professional Property Surveying Services Rating Sheet (CONTINUED) EVALUATOR: __________________________________ Proposed Cost Factors Maximum Points SCORE A = Lowest Proposal $ B = Bidder's Proposal $ 20 ____________ A ÷ B X 20 equals Respondent's Score TOTAL SCORE Factors Maximum Points SCORE  Experience 30 ____________  Work Performance 30 ____________  Capacity to Perform 20 ____________  Proposed Cost 20 ____________ Total Score __________ 100 MAXIMUM POINTS ____________ (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 18 of 132 Respondent Information Form Instructions: Complete the form below. Please provide legible, accurate, and complete contact information. PLEASE PRINT. RFQ Number & Name: (RFQ 20-039/JW) Professional Property Surveying Services for Home Buyout/Acquisition Program (Community Development Block Grant- Disaster Recovery) for Jefferson County Respondent’s Company/Business Name: _____________________________________________ Respondent’s TAX ID Number: ______________________________________________________ Contact Person: ________________________________ Title: _________________________ Phone Number (with area code): _________________________________________________ Alternate Phone Number if available (with area code):_______________________________ Fax Number (with area code):____________________________________________________ Email Address: ________________________________________________________________ Mailing Address (Please provide a physical address for bid bond return, if applicable): __________________________________________________ Address __________________________________________________ City, State, Zip Code Respondent Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 19 of 132 Cost of Services Form Instructions: Cost of services must be submitted on this form. Please print clearly. Each Respondent shall submit a proposed unit rate per home for property surveying services as required for all projects under the scope of this RFQ. This unit rate shall be inclusive of all fringe, overhead, profit, insurance, bond, travel, incidental expenses, or any other costs associated with providing the respective scope of work. Each awarded Firm shall be required to submit pricing proposals as described in the scope of work as described herein. Cost Per Each Residence Property Survey $___________.____ (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 20 of 132 Vendor Reference Number One: Questionnaire Form Respondent: Please have reference complete & sign this questionnaire form. A total of (3) completed forms are to be submitted with your response to this RFQ. Reference Information: Government Entity/Company Name: ___________________________________________ Address:__________________________________________________________________ Street/PO City State Zip Reference Contact Person & Title:_____________________________________________ Phone: (_______)________ Alt. Phone: (_______)_________ Fax: (_______)___________ Email Address:___________________________________________ Reference Contact Person’s Signature:________________________ Date:___________ 1. Briefly Describe the work the contractor performed for your office/company/firm: ___________________________________________________________________________ ___________________________________________________________________________ 2. How well did the contractor adhere to the agreed upon schedule? ___________________________________________________________________________ ___________________________________________________________________________ 3. How would you rate the contractor’s quality of work? ___________________________________________________________________________ ___________________________________________________________________________ 4. How would you rate the contractor’s use of adequate personnel in quantity, experience, and profession? ___________________________________________________________________________ ___________________________________________________________________________ 5. How would you rate the contactor’s use of appropriate property surveying methods? ___________________________________________________________________________ Respondent Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 21 of 132 Vendor Reference Number Two: Questionnaire Form Respondent: Please have reference complete & sign this questionnaire form. A total of (3) completed forms are to be submitted with your response to this RFQ. Reference Information: Government Entity/Company Name: ___________________________________________ Address:__________________________________________________________________ Street/PO City State Zip Reference Contact Person & Title:_____________________________________________ Phone: (_______)________ Alt. Phone: (_______)_________ Fax: (_______)___________ Email Address:___________________________________________ Reference Contact Person’s Signature:________________________ Date:___________ 1. Briefly Describe the work the contractor performed for your office/company/firm: ___________________________________________________________________________ ___________________________________________________________________________ 2. How well did the contractor adhere to the agreed upon schedule? ___________________________________________________________________________ ___________________________________________________________________________ 3. How would you rate the contractor’s quality of work? ___________________________________________________________________________ ___________________________________________________________________________ 4. How would you rate the contractor’s use of adequate personnel in quantity, experience, and profession? ___________________________________________________________________________ ___________________________________________________________________________ 5. How would you rate the contactor’s use of appropriate property surveying methods? ___________________________________________________________________________ Respondent Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 22 of 132 Vendor Reference Number Three: Questionnaire Form Respondent: Please have reference complete & sign this questionnaire form. A total of (3) completed forms are to be submitted with your response to this RFQ. Reference Information: Government Entity/Company Name: ___________________________________________ Address:__________________________________________________________________ Street/PO City State Zip Reference Contact Person & Title:_____________________________________________ Phone: (_______)________ Alt. Phone: (_______)_________ Fax: (_______)___________ Email Address:___________________________________________ Reference Contact Person’s Signature:________________________ Date:___________ 1. Briefly Describe the work the contractor performed for your office/company/firm: ___________________________________________________________________________ ___________________________________________________________________________ 2. How well did the contractor adhere to the agreed upon schedule? ___________________________________________________________________________ ___________________________________________________________________________ 3. How would you rate the contractor’s quality of work? ___________________________________________________________________________ ___________________________________________________________________________ 4. How would you rate the contractor’s use of adequate personnel in quantity, experience, and profession? ___________________________________________________________________________ ___________________________________________________________________________ 5. How would you rate the contactor’s use of appropriate property surveying methods? ___________________________________________________________________________ Respondent Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 23 of 132 CONTRACT PROFESSIONAL PROPERTY SURVEYING SERVICES PART I AGREEMENT THIS AGREEMENT, entered into this _____ day of __________________, by and between the COUNTY OF Jefferson, Texas hereinafter called the ”County”, acting herein by _______________________ here unto duly authorized, and _______________________________ hereinafter called "the Contractor”, acting herein by ______________________________. WITNESSETH THAT: WHEREAS, the County of Jefferson, Texas desires to implement/complete the following: Community Development Block Grant – Disaster Recovery Home Buyout/Acquisition Program under the general direction of the Texas General Land Office. Whereas the County desires to engage_____________________________ to render certain Property Surveying Services in connection with this Home Buyout/Acquisition 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 Jefferson County Judge 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 Texas General Land Office, 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 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 Property Surveying Services award, in order to make audits, examinations, excerpts, and transcripts, and to closeout the County’s Property Surveying Services contract with _______________. 5. Retention of Records - The Contractor shall retain all required records for three years after the 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 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 a. This Agreement shall be construed under and in accord with the laws of the State of Texas, and all obligations of the parties created hereunder are performable in Jefferson County, Texas. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 24 of 132 b. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, legal representatives, successors and assigns where permitted by this Agreement. c. In any case one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. d. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs, and necessary disbursements in addition to any other relief to which such party may be entitled. e. This Agreement may be amended by mutual agreement of the parties hereto and a writing to be attached to and incorporated into this Agreement. 9. Extent of Agreement This Agreement, which includes Parts I-IV, [and if applicable, including the following exhibits/attachments: represents the entire and integrated agreement between the County and the Contractor and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by authorized representatives of both County and Contractor. The executed agreement documents shall consist of the following components: a. This Agreement (pgs. 1-3) f. General Conditions, Part I b. Addenda g. Special Conditions c. Invitation for Bids h. Technical Specifications d. Instructions to Bidders i. Drawings (as listed in the Schedule of Drawings) e. Signed Copy of Bid j. [Add any applicable documents] IN WITNESSETH WHEREOF, the parties have executed this Agreement by causing the same to be signed on the day and year first above written. BY: ______________________________ (Local County Official) ______________________________ (Printed Name) ______________________________ (Title) BY: ______________________________ (Contractor’s Authorized Representative) ______________________________ (Printed Name) ______________________________ (Title) (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 25 of 132 PART II SCOPE OF SERVICES The Contractor shall provide the following scope of services: Land (Boundary) Survey/Platting: Indicate boundary lines, giving length and bearing on each straight line; interior angles; radius, point of tangency, and length of curved lines. Set iron pin (Monument at property corners where none exists; drive pin 18” into ground, mark with wood stake; state on drawing whether corners were found or set and describe each. Provide legal description, including measurements in recorded deeds for comparison with observed. Area in square feet if less than one acre, in acres (to .001 acre), if over one acre. Identify, jurisdiction and width of adjoining street and highways, width and how paved. Identity of landmarks. Plotted location of structures on the property and on adjacent property within 30 feet. Dimension perimeters in feet and inches to nearest 1⁄2. State character and number of stories. Dimension to property lines and other buildings. Vacant parcels shall be noted “Vacant”. Encroachments, including cornices, belt courses, etc., either way across property lines. Fences and walls; describe and identify party walls and locate with respect to property lines. Recorded or otherwise known easements and right-of-way; state owner of right. Possibilities of prescriptive right-of-way and nature of each. Anticipated street widening. Individual lot lines and lot and block numbers. Street numbers of buildings. Sidewalks, curbs, gutters & drives on the block and extend to include the same across boundary streets. Building line and setback requirements, if any. Names of owners of adjacent property. Reconciliation or explanation of any discrepancies between survey and recorded legal description. Title searches and title reports Right of way acquisitions Topographical Survey: All lines of levels shall be checked by separate check level lines or on previous turning points or benchmarks. Traffic devices, signs, in connection with boundary streets. Future plans of city, utility districts, and municipal utilities when such information is discovered in routine information gatherings. Minimum of one permanent benchmark on site for each ten or less acres; description and elevation to nearest .01’. Contours at 1-foot intervals; error shall not exceed one-half contour interval. Spot elevations at each intersection of a 20-foot square grid covering the property and if possible 5-foot grid interval (s) beyond. Spot elevations at street intersections and at 5 feet on center on curb, sidewalk, and edge of paving including far side of paving. If elevations vary from established grades, state established grades, state established grades also. Plotted location of structures, man-made and natural features; floor elevations at each entrance of building on property. Location, size, depth and pressure of water and gas mains, and other utilities serving or on the property, valves, meters. Location of fire hydrants available to property and size of main serving each. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 26 of 132 Location of electric and telephone services and characteristics of service available. Location, size, depth and direction of flow of sanitary sewers, storm drains and culverts serving or on property; location of catch basins and manholes and inverts of pipe at each; same at or in boundary streets. Name of operating authority of each utility. Mean elevation of eater in any excavation, well or nearby body; flood level of streams. Extent of watershed onto property. Probability of freshets overrunning the site. Locations of test borings if ascertainable and elevation of top of holes. Trees of 3” and over (caliper 3’ above ground) locate within 1’ tolerance and give species. Perimeter outline only of thickly wooded areas unless otherwise directed. Location, size, elevation of elevated: piping insulated piping, conduit, pipe racks and supports; except that above building roofs. Show dimensions and bearings of property boundaries, and plot all locatable title exceptions and easements on the survey map. Show existence or non-existence of any encroachments and right of way. The written legal description of the property and exhibit(s) for recording purpose. Provide an area measurement within boundary lines. Easements – all utility, city and private easements shall be shown and labeled. Legal description and exhibit(s) for any easements where required. Setbacks – building and parking setbacks shall be shown and noted for each property or zoning areas. All above grade utilities, including but not limited to overhead electrical, telephone, cable, street lighting, and other electrical and communications equipment; location and rim elevations of sanitary and storm sewer structures, water main valves, and hydrants; gas valves and all other above grade utility equipment. All underground utilities, including but not limited to storm, sanitary, water, gas, telephone, electrical, and cable. Rim elevation, bottom of manhole, and all in and out inverts of utilities shall be noted. Note: if any of these utilities do not exist within or directly adjacent to the survey area, surveyor shall locate the nearest available service connection which can be used for future service to site. Provide on the survey a list of names, addresses, and phone numbers of all applicable utility companies. Trees, shrubs, and planting areas: all trees 2” caliper and larger shall be labeled with caliper and species. All tree canopies shall be accurately shown. All trees 6” caliper and larger shall be labeled with caliper and species. All tree canopies shall be accurately shown and areas of woods or shrubs accurately delineated. Zoning of the property and all adjacent properties within 100’ of the surveyed area. Provide planning and zoning overlays. Current flood plain information including FEMA regulatory 100-year and 500-year floodplain boundaries, notation of record flood event elevation (2008 flood), 100- year flood elevation and other DNR protected area boundaries. When a significant discrepancy with the record maps and documents are found, or if monuments are set or if otherwise required by law, surveyor shall provide a “record of survey map” compliant with city and state standards. Elevation certificate for flood insurance purpose (FEMA) coordination & documentation associated with phase I and phase II real estate. All other topographic surveying as assigned. Timely completion of the property surveys is critical. Although the County has not finalized the overall acquisition schedule, Vendors should expect that property surveys must be completed within thirty (30) calendar days of the initial notice to survey a given property. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 27 of 132 PART III PAYMENT SCHEDULE County shall reimburse (Contractor) for Survey Services provided and as described within this contract document and bid specifications, as follows: $_____________. _________ per reach residence surveyed (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 28 of 132 PART IV TERMS AND CONDITIONS 1. Termination for Cause. If the Contractor fails to fulfill in a timely and proper manner its obligations under this Agreement, or if the Contractor violates any of the covenants, conditions, agreements, or stipulations of this Agreement, the County shall have the right to terminate this Agreement by giving written notice to the Contractor of such termination and specifying the effective date thereof, which shall be at least five days before the effective date of such termination. In the event of termination for cause, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Contractor pursuant to this Agreement shall, at the option of the County, be turned over to the County and become the property of the County. In the event of termination for cause, the Contractor shall be entitled to receive reasonable compensation for any necessary services actually and satisfactorily performed prior to the date of termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of contract by the Contractor, and the County may set-off the damages it incurred as a result of the Contractor’s breach of contract from any amounts it might otherwise owe the Contractor. 2. Termination for Convenience of the County. County may at any time and for any reason terminate Contractor’s services and work at County's convenience upon providing written notice to the Contractor specifying the extent of termination and the effective date. Upon receipt of such notice, Contractor shall, unless the notice directs otherwise, immediately discontinue the work and placing of orders for materials, facilities and supplies in connection with the performance of this Agreement. [Parties should include the manner by which such termination will be affected and the basis for settlement or any other terms and conditions concerning payment upon such termination.] 3. Changes. The County may, from time to time, request changes in the services the Contractor will perform under this Agreement. Such changes, including any increase or decrease in the amount of the Contractor's compensation, must be agreed to by all parties and finalized through a signed, written amendment to this Agreement. 4. Resolution of Program Non-Compliance and Disallowed Costs. In the event of any dispute, claim, question, or disagreement arising from or relating to this Agreement, or the breach thereof including determination of responsibility for any costs disallowed as a result of non-compliance with federal, state or Texas General Land Office Community Development Block Grant-Disaster Relief program requirements, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement. To this effect, the parties shall consult and negotiate with each other in good faith within 30 days of receipt of a written notice of the dispute or invitation to negotiate, and attempt to reach a just and equitable solution satisfactory to both parties. If the matter is not resolved by negotiation within 30 days of receipt of written notice or invitation to negotiate, the parties agree first to try in good faith to settle the matter by mediation administered by the American Arbitration Association under its Commercial Mediation Procedures before resorting to arbitration, litigation, or some other dispute resolution procedure. The parties may enter into a written amendment to this Agreement and choose a mediator that is not affiliated with the American Arbitration Association. The parties shall bear the costs of such mediation equally. If the matter is not resolved through such mediation within 60 days of the initiation of that procedure, either party may proceed to file suit. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 29 of 132 5. Personnel. a. The Contractor represents that he/she/it has, or will secure at its own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees of or have any contractual relationship with the County. b. All of the services required hereunder will be performed by the Contractor or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under State and Local law to perform such services. c. None of the work or services covered by this Agreement shall be subcontracted without the prior written approval of the County. Any work or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Agreement. 6. Assignability. The Contractor shall not assign any interest on this Agreement, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of the County thereto; Provided, however, that claims for money by the Contractor from the County under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Written notice of any such assignment or transfer shall be furnished promptly to the County. 7. Reports and Information. The Contractor, at such times and in such forms as the County may require, shall furnish the County such periodic reports as it may request pertaining to the work or services undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Agreement. 8. Records and Audits. The Contractor shall insure that the County maintains fiscal records and supporting documentation for all expenditures of funds made under this contract in a manner that conforms to 2 CFR 200.300-.309, 24 CFR 570.490, and this Agreement. Such records must include data on the racial, ethnic, and gender characteristics of persons who are applicants for, participants in, or beneficiaries of the funds provided under this Agreement. County shall retain such records, and any supporting documentation, for the greater of three years from closeout of the Agreement or the period required by other applicable laws and regulations. a. Findings Confidential. All of the reports, information, data, etc., prepared or assembled by the Contractor under this contract are confidential and the Contractor agrees that they shall not be made available to any individual or organization without the prior written approval of the County. b. Copyright. No report, maps, or other documents produced in whole or in part under this Agreement shall be the subject of an application for copyright by or on behalf of the Contractor. c. Compliance with Local Laws. The Contractor shall comply with all applicable laws, ordinances and codes of the State and local governments, and the Contractor shall save the County harmless with respect to any damages arising from any tort done in performing any of the work embraced by this Agreement. 9. Conflicts of Interest. a. Governing Body. No member of the governing body of the County and no other officer, employee, or agent of the County, who exercises any functions or responsibilities in connection with administration, construction, engineering, or implementation of the TxCDBG award between TDA and the County shall have any personal financial interest, (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 30 of 132 direct or indirect, in the Contractor or this Agreement; and the Contractor shall take appropriate steps to assure compliance. b. Other Local Public Officials. No other public official who exercises any functions or responsibilities in connection with the planning and carrying out of administration, construction, engineering or implementation of the Surveying Services award between ________ and the County shall have any personal financial interest, direct or indirect, in the Contractor or this Agreement; and the Contractor shall take appropriate steps to assure compliance. c. Contractor and Employees. The Contractor warrants and represents that it has no conflict of interest associated with the Property Surveying Services award between ________ and the County or this Agreement. The Contractor further warrants and represents that it shall not acquire an interest, direct or indirect, in any geographic area that may benefit from the TxCDBG award between TDA and the County or in any business, entity, organization or person that may benefit from the award. The Contractor further agrees that it will not employ an individual with a conflict of interest as described herein. 10. Debarment and Suspension (Executive Orders 12549 and 12689). The Contractor certifies, by entering into this Agreement, that neither it nor its principals are presently debarred, suspended, or otherwise excluded from or ineligible for participation in federally-assisted programs under Executive Orders 12549 (1986) and 12689 (1989). The term “principal” for purposes of this Agreement is defined as an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has a critical influence on or substantive control over the operations of the Contractor. The Contractor understands that it must not make any award or permit any award (or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension.” Federal Civil Rights Compliance. 11. Equal Opportunity Clause (applicable to federally assisted construction contracts and subcontracts over $10,000). During the performance of this contract, the Contractor agrees as follows: a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. b. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. c. The Contractor will not discourage or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 31 of 132 employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor’s legal duty to furnish information. d. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. e. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, “Equal Employment Opportunity,” and of the rules, regulations, and relevant orders of the Secretary of Labor. f. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. g. In the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. h. The Contractor will include the portion of the sentence immediately preceding paragraph (a) and the provisions of paragraphs (a) through (h) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, That in the event a Contractor becomes involved in, or is threatened with litigation with a subcontractor or vendor as a result of such direction by the administering agency the Contractor may request the United States to enter into such litigation to protect the interests of the United States. 12. Civil Rights Act of 1964. Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, religion, sex, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. 13. Section 109 of the Housing and Community Development Act of 1974. The Contractor shall comply with the provisions of Section 109 of the Housing and Community Development Act of 1974. No person in the United States shall on the ground of race, color, national origin, religion, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this title. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 32 of 132 14. Section 504 Rehabilitation Act of 1973, as amended. The Contractor agrees that no otherwise qualified individual with disabilities shall, solely by reason of his/her disability, be denied the benefits of, or be subjected to discrimination, including discrimination in employment, under any program or activity receiving federal financial assistance. 15. Age Discrimination Act of 1975. The Contractor shall comply with the Age Discrimination Act of 1975 which provides that no person in the United States shall on the basis of age be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. [If this Contract is greater than $100,000, include the following Section 3 language:] 16. Economic Opportunities for Section 3 Residents and Section 3 Business Concerns. a. The work to be performed under this contract is subject to the requirements of section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The purpose of section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD-assisted projects covered by section 3, shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly persons who are recipients of HUD assistance for housing. b. The parties to this contract agree to comply with HUD's regulations in 24 CFR part 135, which implement section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the part 135 regulations. c. The Contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the contractor's commitments under this section 3 clause, and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. d. The Contractor agrees to include this section 3 clause in every subcontract subject to compliance with regulations in 24 CFR part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this section 3 clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 135. The Contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 135. e. The Contractor will certify that any vacant employment positions, including training positions, that are filled (1) after the Contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 135 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR part 135. f. Noncompliance with HUD's regulations in 24 CFR part 135 may result in sanctions, termination of this Agreement for default, and debarment or suspension from future HUD assisted contracts. g. With respect to work performed in connection with section 3 covered Indian housing assistance, section 7(b) of the Indian Self-Determination and Education Assistance Act (25 (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 33 of 132 U.S.C. 450e) also applies to the work to be performed under this Agreement. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this Agreement that are subject to the provisions of section 3 and section 7(b) agree to comply with section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b). (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 34 of 132 SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION RESPONDENT INSTRUCTIONS: INSERT PROOF OF SYSTEM FOR AWARD MANAGEMENT REGISTRATION BEHIND THIS PAGE. (For additional information regarding the System for Award Management, please see Section 11: Terms and Conditions, Item 5, Page 12.) (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 35 of 132 CERTIFICATE OF INSURANCE RESPONDENT INSTRUCTIONS: INSERT COPY OF CERTIFICATE OF INSURANCE HERE. UPON AWARD, THE AWARDED RESPONDENT WILL BE REQUIRED TO SUBMIT A CERTIFICATE OF INSURANCE THAT NAMES JEFFERSON COUNTY AS AN “ADDITIONAL INSURED.” (For additional information regarding Certificate of Insurance Requirements, please see Section 6: Insurance and Section 7: Workers’ Compensation Insurance, Page 7.) (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 36 of 132 (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 37 of 132 OFFER AND ACCEPTANCE FORM OFFER TO CONTRACT To Jefferson County: We hereby offer and agree to furnish the materials or service in compliance with all terms, conditions, specifications, and amendments in the Invitation for Bid and any written exceptions in the offer. We understand that the items in this Invitation for Bid, including, but not limited to, all required certificates are fully incorporated herein as a material and necessary part of the contract. The undersigned hereby states, under penalty of perjury, that all information provided is true, accurate, and complete, and states that he/she has the authority to submit this bid, which will result in a binding contract if accepted by Jefferson County. We acknowledge receipt of the following amendment(s): ______, ______, ______, ______. I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder: For clarification of this offer, contact: Company Name Address Name City State Zip Phone Fax Signature of Person Authorized to Sign E-mail Printed Name Title Bidder Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 38 of 132 Acceptance of Offer The Offer is hereby accepted for the following items: Professional Property Surveying Services for Home Buyout/Acquisition for Jefferson County funded by Community Development Block Grant-Disaster Recovery Program of the Texas General Land Office. The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the Invitation for Bid, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by Jefferson County. This contract shall henceforth be referred to as Contract No. 20-039, Professional Property Surveying Services for CDBG-DR Home Buyout/Acquisition Program for Jefferson County. The Contractor has not been authorized to commence any billable work or to provide any material or service under this contract until Contractor receives a purchase order and/or a notice to proceed from the Jefferson County Purchasing Agent. Countersigned: Jeff R. Branick County Judge Date Attest: Carolyn L. Guidry County Clerk Bidder Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 39 of 132 Signature Page By submitting a response to this solicitation, the undersigned certifies that at the time of submission, he/she is not on the Federal Government’s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal/qualifications submission and time of award, the undersigned will notify the Jefferson County Purchasing Agent. Failure to do so may result in terminating a contract for default. The undersigned affirms that they are duly authorized to execute the contract, that this company, corporation, firm, partnership or individual has not prepared this Statement of Qualifications in collusion with any other Respondent, and that the contents of this Statement of Qualifications as to prices, terms or conditions of said Statement of Qualifications have not been communicated by the undersigned nor by any employee or agent to any other Respondent or to any other person(s) engaged in this type of business prior to the official opening of this Statement of Qualifications. And further, that neither the Respondent nor their employees nor agents have been for the past six (6) months directly nor indirectly concerned in any pool or agreement or combination to control the price of goods or services on, nor to influence any person to submit a Statement of Qualifications or not submit a Statement of Qualifications thereon. Firm (Entity Name) Signature Street & Mailing Address Print Name City, State & Zip Date Signed Telephone Number Fax Number E-mail Address Respondent Shall Return Completed Form with Offer. (RFQ 20-039/JW) Professional Property Surveying Services for Home/Buyout Acquisition Program (CDBG-DR) Page 40 of 132 House Bill 89 Verification I, ____________________________, the undersigned representative of (company or business name)______________________________________________________________________ (heretofore referred to as company) being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and verify under oath that the company named above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270: 1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract. Pursuant to Section 2270.001, Texas Government Code: 1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made ordinary business purposes; and 2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or an limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business association that exist to make a profit. ____________________________________________________________ Signature of Company Representative _________________________________ Date On this ______ day of _____________, 20____, personally appeared __________________________________________, the above named person, who after by me being duly sworn, did swear and confirm that the above is true and correct. Notary Seal ______________________________________________ Notary Signature ________