1-2026-RFP-009.pdf

Beaufort-Jasper Water

& Sewer Authority

Request for Proposal

Solicitation:

Date Issued:

Procurement Manager:

Phone:

Email:

Office:

2026-RFP-009

09/29/2025 Tammy Holman, NIGP-CPP, CPPB

(843) 987-8087 Bonfire@bjwsa.org BJWSA Procurement Office 6 Snake Rd.

Okatie, SC 29909

Project Title: GIS - Engineering Record Drawing Conversion

Beaufort Jasper Water and Sewer Authority (BJWSA) is seeking proposals for GIS geodatabase conversion of engineering record drawings for up to 150 projects per fiscal year. Each engineering project will have a PDF/TIFF scan of the record drawing and most have the AutoCAD dwg file.

Project Timeline:

Solicitation Issued: SEPTEMBER 29, 2025, 08:00 (AM) (EST)

Deadline for Questions: OCTOBER 10, 2025, 04:00 (PM) (EST)

Responses to Questions:

OCTOBER 14, 2025, 04:00 (PM) (EST)

Questions must be submitted electronically via: https://bjwsa.bonfirehub.com

Proposals Due by:

OCTOBER 27, 2025, 02:00 (PM) (EST)

Submit Proposals Electronically at: https://bjwsa.bonfirehub.com Responses received after the deadline or at any other location will not be accepted.

For complete details of its solicitation, please visit the BJWSA website, utilizing the following link:

https://bjwsa.bonfirehub.com/portal/?tab=openOpportunities

Bonfire Support can be found at: https://bonfirehub.zendesk.com/hc/en-us mailto:Tammy.Holman@bjwsa.org https://bjwsa.bonfirehub.com/ https://bjwsa.bonfirehub.com/ https://bjwsa.bonfirehub.com/portal/?tab=openOpportunities https://bonfirehub.zendesk.com/hc/en-us

Introduction The Beaufort Jasper Water & Sewer Authority (“BJWSA” or “Owner”) is soliciting sealed proposals from qualified contractors (“Proposals” or “Contractors”) to perform the following scope of work or services in accordance with the terms and conditions as set forth herein. Its Proposal form should be filled out in its entirety to include proposed not-to-exceed fees, assumptions and exceptions, and signed by an officer (or signatory power) of the company.

Invoices shall be submitted and paid monthly. All work must be completed and billed by June 30 each year. All invoices must be emailed to invoices@bjwsa.org.

It shall be understood that its Request for Proposal is a request for information only and is not to be construed as an instruction or agreement to execute the work. BJWSA reserves the right to accept or reject any or all submittals, to award multiple contracts for all or part of the scope of work, or to cancel in part or in whole its solicitation, if in the best interests of BJWSA. BJWSA reserves the right to refuse any and all submittals and to waive any technicalities and formalities. BJWSA reserves the right to waive any requirement in its solicitation including material requirements, if such material requirement is unmet by all Proposers, and a waiver is determined to be in the best interests of BJWSA. Should BJWSA choose to proceed with its scope of work, a contract and/or purchase order will be awarded to the responsive and responsible offeror whose proposal is determined to offer the best overall value to BJWSA, based on the evaluation criteria outlined in its RFP.

BJWSA requests Proposers to provide as much information as possible when responding to its Request for Proposal (RFP). The key dates for the RFP process are as follows:

RFP ISSUE DATE: SEPTEMBER 29, 2025, 08:00 (AM) (EST)

Its Request for Proposals (RFP) is referenced on BJWSA’s website and posted to its Procurement Portal. Proposers must download the RFP and related documents from the Procurement Portal, and copies obtained through any other source should be considered unofficial and not relied upon. SUBMITTALS FOR ITS PROJECT WILL BE ACCEPTED ONLY ON THE BONFIRE PROCUREMENT PLATFORM PRIOR TO THE PROPOSAL DUE DATE/TIME. Please login to the following website to register (Free Registration) to submit a proposal for its project. All required documents will be uploaded to the website. https://bjwsa.bonfirehub.com. Bonfire Support can be found at:

https://bonfirehub.zendesk.com/hc/en-us.

QUESTION DEADLINE: OCTOBER 10, 2025, 04:00 (PM) (EST)

All questions must be submitted via BJWSA’s eProcurement website located at https://bjwsa.bonfirehub.com.

RFP DUE DATE/TIME: OCTOBER 27, 2025, 02:00 (PM) (EST)

Electronic proposals must be submitted to BJWSA via the e-Procurement website via https://bjwsa.bonfirehub.com prior to OCTOBER 27, 2025, 02:00 (PM) (EST). A public link for live video and audio access to the reading of respondents is available at: https://bjwsa.org/241/Proposal-Openings. There will be no physical, public bid-opening. Its site will go active for registration and log-in starting at 1:45 PM, OCTOBER 27, 2025. The video and communication stream will be one-way only.

Proposers must download the RFP and related documents from the Procurement Portal, and copies obtained through any other source should be considered unofficial and not relied upon.

Proposals will be reviewed by selected BJWSA staff and a recommendation for contract award will be made to BJWSA leadership. The contract award will be announced and published at https://bjwsa.bonfirehub.com after approval by BJWSA leadership.

Thank you for your interest, https://bjwsa.bonfirehub.com/ https://bonfirehub.zendesk.com/hc/en-us https://bjwsa.bonfirehub.com/ https://bjwsa.bonfirehub.com/ https://bjwsa.org/241/Bid-Openings https://bjwsa.bonfirehub.com/

Tammy Holman, NIGP-CPP, CPPB BJWSA Procurement & Risk Manager 6 Snake Road Okatie, South Carolina 29909-3937 Bonfire@bjwsa.org

Project Title: GIS - Engineering Record Drawing Conversion

Project Description: Beaufort Jasper Water and Sewer Authority (BJWSA) is seeking proposals for GIS geodatabase conversion of engineering record drawings for up to 150 projects per fiscal year. Each engineering project will have a PDF/TIFF scan of the record drawing and most have the AutoCAD dwg file.

Deliverables:

The deliverable will be an individual project geodatabase having all water and sewer components mapped and connected to existing GIS features and attribution completed to the best extent possible as provided by the record drawing. Attribution will be no more than 15 fields per feature. BJWSA will provide the selected proposer a geodatabase which includes all feature classes. A project boundary will also be produced with basic attribution such as project name, number, and hyperlink to record drawing.

Alternatively, for firms with proven cybersecurity protections and quality, direct editing via GIS web services is also an option. Even for direct editing, the project geodatabase should still be provided as a backup.

For projects already existing the GIS system that have poor alignments, a project geodatabase must be produced, but will also require updating the alignment of the BJWSA GIS layers themselves through a checkout version of the database.

In some cases, georeferencing of record drawing TIFs is necessary if the AutoCAD file itself is not available (sometimes the case on older projects). However, care should be taken to use the method of best alignment with parcels and aerial imagery. Once awarded, parcel data, aerials, streets, addresses, etc. will be provided to assist with the conversion process.

Scope of Work:

Proposers should expect about 40 small projects, 40 medium projects 25 large projects, 15 extra-large projects, and 10 XXL. These are estimates only for annual project loads.

The sizes of projects range from small to XXL depending on the expected number of GIS features produced. The project sizes are defined as

• Small projects: single lot development or small subdivision phase with up to 15 lots or a single commercial development.

• Medium projects: subdivision phase with up to 30 lots or a commercial park development. Large projects: subdivision phase with up to 60 lots.

mailto:Bonfire@bjwsa.org

• Extra-large projects: subdivision phase with more than 60 lots or capital improvement projects like galvanized line replacements in an entire subdivision.

• Extra-extra-large: subdivision phase with more than 100 lots or transmission/large force main lines covering large distances.

Qualifications:

Proposers must have experience in the specific task of engineering record drawing conversion to GIS features. All Proposers must be licensed and qualified and include a description of location(s), number of years in business, and description of services provided. Proposals should include the same information for any sub-contractors. Proposers must be based in the U.S.

Evaluation Criteria:

RFP Evaluation Criteria Maximum rating Points Possible

Experience and Personnel Qualifications: Expertise as demonstrated by past contract successes, successful completion of projects/services for engineering record drawing conversion to GIS features as described in its RFP.

Firm’s Capability to Accomplish the Work: Project plan and timeline for completing requested work, including the estimated duration of tasks and the respondent’s ability to accomplish these tasks as stated.

Cost: Overall cost proposal, Exhibit A 30

Term:

The term of this Agreement shall be for a period of three (3) years commencing on the Effective Date, with option to renew for up to two (2) additional years upon written agreement.

Proposals:

Proposals must include:

• statement of qualifications,

• listing of personnel, including any subcontractors,

• relevant project history from the last 5 years, and

• references, including company names with contact person, their email and telephone number.

• Project plan and timeline for completing requested work, including the estimated duration of tasks

Proposals must be no more than twenty-five (25) pages in total to include all informative pages. Pages must be single‐sided page format, minimum of 12-point font size, single-spaced.

Exhibit A:

Line Item Project Size Unit Price

FY26 Estimated number of projects Total

1 Small projects 30

2 Medium projects 30

3 Large projects 25

4 Extra-large projects 10

5 XXL projects 5

Total

Instructions BJWSA will not be liable for any expenses incurred by respondents in the preparation of proposals. All proposals become the property of BJWSA once submitted.

Commencing on the date of its Request for Proposals is issued and until BJWSA makes public notice of contract award, Contractor contact, other than as provided in the general information section, with any BJWSA staff or Board member is expressly prohibited. Failure to comply with its restriction may result in the disqualification of the offending Contractor from consideration for future BJWSA business opportunities.

No oral or written statements made by Authority personnel shall be considered addenda to its RFP unless the statement is confirmed in writing and identified as a written addendum to its RFP. BJWSA requires that all issued addenda be acknowledged in the Contractor’s proposal submission to be considered responsive.

BJWSA reserves the right to seek clarification from any bidder to assist in making decisions. BJWSA reserves the right to reject any and all proposals. BJWSA will evaluate all proposals and select the option that is in the best overall interest of the Authority.

Each proposal must be submitted electronically on BJWSA’s Bonfire Procurement platform. Pricing shall be submitted as a separate electronic file. No pricing information shall be included within the main proposal document.

South Carolina Freedom of Information Act

BJWSA is a political subdivision of the State of South Carolina. As such, BJWSA is subject to the South Carolina Freedom of Information Act (“FOIA, SC Code Ann. Section 30-4-10, et seq). Under SC Code Ann.

Section 30-4-40(5), documents incidental to proposed contractual arrangements are exempt from disclosure UNTIL such time as a contract has been entered into. Accordingly, once the proposal has been awarded, all submitted proposal proposals are subject to disclosure by BJWSA upon receipt of a FOIA requesting that information.

Contractor Illegal Immigration Compliance

While engaged under contract with BJWSA, Contractor shall submit and maintain a current Compliance Affidavit, herein referred to as Exhibit B - Required Information – Contractor Illegal Immigration Compliance Affidavit, as part of documents required for the contract file.

Insurance

The Contractor shall not commence work under its contract until he/she has obtained all insurance required as stated under its paragraph and such insurance has been approved by BJWSA, nor shall the Contactor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained and approved.

The Contractor shall, at its sole expense, maintain in effect at all times, during the performance of work, insurance coverage with limits not less than those set forth below. However, the required Insurance limits may be increased depending on the scope and size of the project. All insurance procured must include both ongoing operations and completed operations coverage. Additionally, all insurance coverage, included the Additional Insured coverage required below, must be maintained for a period of eight (8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated later.

The Contractor shall deliver Certificates of Insurance to the BJWSA Procurement & Risk Manager no later than ten (10) days after its award of its contract, but in any event, prior to execution on the contract by BJWSA and prior to commencing work under its contract as evidence that policies such coverage and limits of insurance are in full force and effect.

Certificates shall provide that not less than thirty (30) days advance notice will be given in writing to BJWSA prior to cancellation, termination or material alteration of said policies of insurance. Certificates shall identify “Project Title: GIS - Engineering Record Drawing Conversion”.

Additional Insured: The Commercial General Liability and Excess Liability (Umbrella) insurance policies shall be endorsed to include BJWSA as an additional insured. Such insurance shall be primary and not be contributory with any other insurance maintained by BJWSA. Additional Insured Coverage must be purchased for ongoing and completed operations for a period of eight (8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated later. The Contractor or any approved subcontractor or sub-subcontractor shall name BJWSA, its officers, officials, agents and employees as an Additional Insureds on every required policy of insurance and shall provide the Owner with a copy of the necessary Certificate of Insurance which reflects the designation of BJWSA, its officers, officials, agents and employees as an Additional Insured under the policy. Contractor shall also provide, upon request, a copy of the Declarations Page of the applicable policy also noting BJWSA, its officers, officials, agents and employees as Additional Insureds under the policy. Its Additional Insured coverage shall be primary and noncontributory over Owner’s own policies of insurance and shall include both ongoing operations and completed operations coverage for a period of eight (8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated last.

Insurance Requirements

Coverage

Authority’s Minimum Requirements

Commercial General Liability Products/Completed Operation

$1,000,000*

Workers’ Compensation

$500,000

Employers Liability

500/500/500*

Waiver of Subrogation on WC

Required if available

*Insurance limits may be increased depending on the size and scope of the project.

Certificates of Insurance: The Contractor shall furnish to BJWSA, certificates showing the type, amount, class of operations covered, effective dates and expiration dates of all policies. BJWSA, its officers, officials, agents and employees shall be named as an Additional Insured on every required policy of insurance with the exception of the Workers Compensation policies and shall provide the Owner with a copy of the necessary Certificate of Insurance which reflects the designation of BJWSA, its officers, officials, agents and employees as an Additional Insured under the policy. Contractor shall also provide, upon request, a copy of the Declarations Page of the applicable policy also noting BJWSA, its officers, officials, agents and employees as Additional Insureds under the policy. Its Additional Insured coverage shall be primary and noncontributory over Owner’s own policies of insurance and shall include both ongoing operations and completed operations coverage for a period of eight (8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated last.

Exhibit B:

Required Information – Contractor Illegal Immigration Compliance Affidavit

SOUTH CAROLINA ILLEGAL IMMIGRATION REFORM ACT

In accordance with the requirements of the South Carolina Illegal Immigration Reform Act, ____________________________________________ (“Contractor”) hereby certifies that it is currently in compliance with the requirements of Title 8, Chapter 14 of the S. C. Code Annotated and will remain in compliance with such requirements throughout the term of its contract with Beaufort Jasper Water and Sewer Authority.

The Contractor hereby acknowledges that in order to comply with requirements of S. C. Code Annotated Section 8-14-20 (B), it will register and participate in the federal work authorization program (E-verify) to verify the employment authorization of all new employees; and require agreement from its subcontractors, and through the subcontractors, the sub-subcontractors, to register and participate in the federal verification employment authorization of all new employees.

The Contractor agrees to provide to Beaufort Jasper Water and Sewer Authority upon request any documentation required to establish the applicability of the South Carolina Illegal Immigration Reform Act to the Contractor, subcontractor or sub-subcontractor. The Contractor further agrees that it will upon request provide Beaufort Jasper Water and Sewer Authority any documentation required to establish that the Contractor and any subcontractors or sub-subcontractors are in compliance with the requirements of Title 8, Chapter 14 of the S. C. Code Annotated.

Date: _____________________ By: _____________________________________ (Contractor Authorized Signature)

(Contractor Print Name/Title)

(Name of Company)

Beaufort-Jasper Water & Sewer Authority Project Title: GIS - Engineering Record Drawing Conversion Contract Agreement

This Agreement is entered into this ____ day of ____________________, 2025 (Effective Date) by and between _____________________ (“Contractor”) and Beaufort-Jasper Water and Sewer Authority (“BJWSA”). The parties intend for this Agreement to govern the relationship between the parties as set forth herein. In consideration of the mutual promises contained herein, Contractor and BJWSA agree as follows:

1. DESCRIPTION AND LIMITATIONS OF SERVICE AGREEMENT

A. The Contractor shall furnish the services described in its proposal, which is incorporated herein by reference, at the time and place specified therein and as agreed upon by BJWSA.

Except as listed in its agreement, the Contractor will not subcontract or otherwise engage subcontractors to perform the work herein without prior written approval of BJWSA.

B. BJWSA shall provide such working space, equipment, utilities and material as may be required for performance of said services by the Contractor while on BJWSA premises. Unusual equipment shall be the responsibility of the Contractor unless specified in its agreement as BJWSA furnished equipment.

C. Scope of Work is as follows: Below is a summary of the Scope of Work for Project Title: GIS -

Engineering Record Drawing Conversion.

Outline of Scope:

Proposers should expect about 40 small projects, 40 medium projects 25 large projects, 15 extra-large projects, and 10 XXL. These are estimates only for annual project loads.

The sizes of projects range from small to XXL depending on the expected number of GIS features produced. The project sizes are defined as

• Small projects: single lot development or small subdivision phase with up to 15 lots or a single commercial development.

• Medium projects: subdivision phase with up to 30 lots or a commercial park development.

Large projects: subdivision phase with up to 60 lots.

• Extra-large projects: subdivision phase with more than 60 lots or capital improvement projects like galvanized line replacements in an entire subdivision.

• Extra-extra-large: subdivision phase with more than 100 lots or transmission/large force main lines covering large distances.

2. PERIOD OF SERVICE AND TERMINATION

A. The period of service hereunder shall be from the date of its agreement until MMMM DD, 20YY.

B. BJWSA may terminate this Agreement at any time by giving Contractor at least thirty (30) days prior written notice.

3. COMPENSATION

A. BJWSA will pay to The Contractor during the contract term monthly for services performed as reflected in its proposal.

B. Payment will be made upon submission of invoices by The Contractor showing the contract agreement number and itemizing the appropriate charges.

C. Monthly invoices shall be EMAILED to BJWSA Attn: Accounts Payable to invoices@BJWSA.org.

All work must be completed and all invoices must be submitted no later than MMMM DD, 20YY.

4. INSURANCE

A. The Contractor shall procure and maintain during the life of its contract, whether such operation be by himself or by a subcontractor or anyone directly or indirectly employed by either of them, such insurance as required by statute and/or ordinance to adequately protect BJWSA from any claims or damages, including bodily injury or death, which may arise from them during operations of its contract.

B. Limits of Liability: Insurance shall be maintained for not less than:

Insurance Requirements

Coverage

Authority’s Minimum Requirements

Commercial General Liability Products/Completed Operation

$1,000,000*

Workers’ Compensation

$500,000

Employers Liability

500/500/500*

Waiver of Subrogation on WC

Required if available

However, the required Insurance limits may be increased depending on the scope and size of the project. All insurance procured must include both ongoing operations and completed operations coverage. Additionally, all insurance coverage, included the Additional Insured coverage required below, must be maintained for a period of eight (8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated later.

C. Certificates of Insurance: Certificates of Insurance: The Contractor shall furnish to BJWSA, certificates showing the type, amount, class of operations covered, effective dates and expiration dates of all policies. BJWSA, its officers, officials, agents and employees shall be named as an Additional Insured on every required policy of insurance with the exception of the Workers Compensation policies and shall provide the Owner with a copy of the necessary Certificate of Insurance which reflects the designation of BJWSA, its officers, officials, agents and employees as an Additional Insured under the policy. Contractor shall also provide, upon request, a copy of the Declarations Page of the applicable policy also noting BJWSA, its officers, officials, agents and employees as Additional Insureds under the policy. Its Additional Insured coverage shall be primary and noncontributory over Owner’s own policies of insurance and shall include both ongoing operations and completed operations coverage for a period of eight

(8) years from the date of the Certificate of Substantial Completion or the Certificate of Occupancy, whichever is dated last.

5. SOUTH CAROLINA ILLEGAL IMMIGRATION ACT CONTRACTOR AFFIDAVIT

A. The South Carolina Illegal Immigration Act Contractor Affidavit shall be a requirement of its awarded Contract. Herein referred to as Exhibit B: Required Information – Contractor Illegal Immigration Compliance Affidavit.

6. WAGES AND OVERTIME COMPENSATION

A. The Contractor and each of its subcontractors shall comply with all applicable State and Local

Laws or ordinances with respect to the hours worked on its contract and with respect to compensation and overtime.

7. INDEMNIFICATION

A. The Contractor will indemnify and hold harmless BJWSA, its agents and employees from and against all claims, damages, losses and expenses including attorney’s fees arising out of or resulting from the performance of work, provided that any such claims, damages, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting there from; and is cause in whole or in part by any negligent or willful act of omission of the Contractor/subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them be liable.

In any and all claims against BJWSA, or any of its agents or employees, by an employee of the Contractor/subcontractor, anyone directly employed by any of them for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by limitation non the amount or type of damages, insurance coverage available, compensation or benefits payable by or for the Contractor/subcontractor under workmen’s compensation acts, disability acts or other employee benefits acts.

8. TAXES

A. The compensation stated herein includes all applicable taxes and will not be changed hereafter as the result of The Contractor’s failure to include any applicable tax, or as the result of any change in The Contractor’s tax liabilities.

9. POINT OF CONTACT

A. The BJWSA point of contact for The Contractor in performing services defined in the RFP is

Patrice Moore at (843) 540-1617.

B. The Contractor’s point of contact for correspondences from BJWSA is:

Name: ____________________________________________ Address: __________________________________________ City: ______________________ State: ______ Zip: ________

10. EXAMINATION OF RECORDS

A. BJWSA shall have access to and the right to examine any directly pertinent books, documents, papers and records of the Contractor involving transactions related to its agreement until the expiration of three (3) years after final payment has been made hereunder.

11. CONFLICT OF INTEREST

A. The Contractor will not hire any employee of BJWSA to perform any service covered by this

Agreement.

B. The Contractor affirms that to the best of its knowledge there exists no actual or potential conflict between The Contractor’s family, business or financial interest and its services under its agreement, and in the event of change in either its private interest or service under its agreement, he will raise with BJWSA any question regarding possible conflict of interest which may arise as a result of such change.

12. INSPECTION

A. The services furnished to accomplish the “Scope of Work” as defined in the RFP, shall be in accordance with applicable industry standards.

13. ENTIRE CONTRACT

A. Its contract (including any schedules or exhibits referenced herein and attached hereto) constitutes the entire contract and understanding between parties with respect to the matters contained herein. The contract supersedes any prior contracts and/or understandings. Its contract may only be modified, amended or extended by a written instrument executed by both parties. The laws of the State of South Carolina shall govern the contract.

In witness whereof, The Contractor has caused its contract to be signed in its corporate name by its authorized representative and BJWSA has caused its contract to be signed in its legal corporate name by persons authorized to execute said contract as of its date _____ of

__________, 20YY.

Signature of Contractor’s Representative Name: (Please Print) ___________________________________________

Signature: _____________________________________________________

Date: _________________________________________________________

BEAUFORT-JASPER WATER & SEWER AUTHORITY

BY: Richard Groth

Director of Procurement & Risk Management

Date: ________________________________________________________