Hays County is seeking proposals for indigent cremation and burial services. Proposals must be submitted by 10:00 AM CT on April 20, 2026, either electronically through BidNet Direct with a hard copy within 24 hours, or as one original and one digital copy on a thumb drive, along with one hard copy, to the Hays County Purchasing Office. Questions must be submitted in writing by April 8, 2026, 5:00 PM CT. The contract term is one year with four one-year renewal options. Vendors must demonstrate at least five years of experience, possess necessary licenses, and comply with all applicable laws and regulations. Evaluation criteria include capacity to perform, methodology/approach, proposed cost, and company experience. Award will be based on best value.
The deadline for submission of proposals is April 20, 2026, at 10:00 a. m. local time. Proposals received after this time will be returned unopened.
Payment shall be made by check or warrant by County upon satisfactory delivery and acceptance of products and services and submission of an invoice. Payment shall be deemed to have been made on the date of mailing of the check or warrant. For purposes of payment discounts, time will begin upon satisfactory delivery of products and services and/or submission of acceptable invoice, whichever is last. Accrual and payment of interest on overdue payments shall be governed by Tex. Govt Code Ann. , Ch ****.
The successful respondent expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. The successful bidder agrees to correct any deficiencies in performance of services upon notification by the County and without additional expense to the County.
The county reserves the right to award a contract for the named project to an organization on the basis of best value. Best value will be determined based on cost, experience, qualifications, references, proposed methodology/technical proposal, and overall responsiveness, clarity, and organization of the solicitation response.
To be considered responsive, a vendor must be a duly qualified, capable, and otherwise bondable business entity, have a minimum of five years of experience in the provision of indigent cremation and burial services, not be in receivership, not owe any back taxes within Hays County, be normally engaged in this type of business, and be familiar with and abide by all applicable laws, regulations, and customs.
Continuing nonperformance of the bidder, in terms of specifications, shall be basis for the termination of the contract by the County. Failure to perform any provision will constitute a default of contract, in which case, corrective action shall take place within ten 10 days from the date of written notice citing the nature of breach. Failure to take corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten 10 days will authorize the County to terminate this agreement by written notice.
If the contractor does not agree with any document, notice, or correspondence issued by the purchasing agent, or other authorized county person, the contractor must submit a written notice to the purchasing agent within ten 10 calendar days after receipt of the document, notice, or correspondence, outlining the exact point of disagreement in detail. If the matter is not resolved to the contractor's satisfaction, contractor may submit a written notice of appeal to the Commissioners Court, through the purchasing agent, if the notice is submitted within ten 10 calendar days after receipt of the unsatisfactory reply.
