1-2026-RFP-020 Audit Services - Final.pdf

2026-RFP-020 Page | 1

Beaufort-Jasper Water

& Sewer Authority

Request for Proposal Professional Audit

Services

Solicitation:

Date Issued:

Procurement Manager:

Phone:

Email:

Office:

2026-RFP-020

01/09/2026 Tammy Holman, NIGP-CPP, CPPB

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

Okatie, SC 29909

Table of Contents

I. PROJECT TITLE & DESCRIPTION

II. SMWBE GOOD FAITH EFFORT REQUIREMENTS

III. PROJECT TIMELINE/KEY DATES

IV. GENERAL INFORMATION AND INSTRUCTIONS

A. BJWSA Rights/Acceptance of Proposals

B. Addenda

C. Submission of Proposals

D. Contractor Communications

E. Opening of Proposals

F. South Carolina Freedom of Information Act

G. Contractor Illegal Immigration Compliance

H. Insurance

V. SCOPE OF WORK/SERVICES

VI. PROPOSAL REQUIREMENTS AND FORMATTING

VII. EVALUATION CRITERIA AND CONTRACT AWARD

VIII. EXHIBITS

mailto:Tammy.Holman@bjwsa.org

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I. PROJECT TITLE & DESCRIPTION

Project Title: Audit Services

Project Description: Beaufort-Jasper Water & Sewer Authority is requesting proposals from water and sewer utility experienced certified public accounting firms to provide external audit services for the three fiscal years ending June 30, 2026, 2027, and 2028, with the option to extend the contract for two fiscal years ending June 30, 2029 & 2030.

II. SMWBE GOOD FAITH EFFORT REQUIREMENTS

Respondents must complete BJWSA’s Good Faith Effort packet for Small, Minority and Women-Owned Business (SMWBE) Participation that is provided as a separate document with this solicitation as Exhibit E. If your firm is intending to self-perform 100% of the work/services, you simply need to return the Self-performance Affidavit with your proposal. If you will be utilizing subcontractors, please take special notice that there is a requirement for respondents to send written notice at least fifteen (15) business days prior to the response due date to the agencies listed in the packet informing them of: (1) your company’s intent to submit a proposal, and (2) request their assistance in the recruitment of small, minority and women-owned businesses as potential subcontractors.

III. PROJECT TIMELINE/KEY DATES

Solicitation Issued: January 9, 2026 at 8:00 AM

Deadline for Good Faith Effort Written Notice Requirement: (see paragraph above)

February 12, 2026

Deadline for Questions: Questions must be submitted electronically at: BJWSA Procurement Portal

January 30, 2026 at 4:00 PM

Proposals Due by: Submit Proposals Electronically at: BJWSA Procurement Portal Responses received after the deadline or at any other location will not be accepted.

February 27, 2026 at 2:00 PM

Evaluation Committee Review

Estimated March 2 – March 27, 2026

Interviews (If required)

Estimated March 30 – April 10, 2026 https://bjwsa.bonfirehub.com/

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Contract Award Recommendation

Estimated April 16, 2026

Notice of Intent to Award (after Board approval, if applicable)

Estimated April 23, 2026

IV. GENERAL INFORMATION AND INSTRUCTIONS

The Beaufort Jasper Water & Sewer Authority (“BJWSA”) is soliciting sealed proposals from qualified contractors (“Offerors” or “Contractors”) to perform the scope of work or services in accordance with the terms and conditions as set forth herein. This RFP is referenced on BJWSA’s website and posted to its Procurement Portal. Offerors must log in to the BJWSA Procurement Portal and register (free registration) in order to download the RFP and related documents. Copies obtained through any other source are considered unofficial and should not be relied upon.

A. BJWSA Rights/Acceptance of Proposals

It shall be understood that this Request for Proposal (RFP) 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 this 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 this solicitation including material requirements, if such material requirement is unmet by all Offerors, and a waiver is determined to be in the best interests of BJWSA. Should BJWSA choose to proceed with this 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 this RFP.

B. Addenda

No oral or written statements made by Authority personnel shall be considered addenda to this RFP unless the statement is confirmed in writing and identified as a written addendum to this RFP. BJWSA requires that all issued addenda be acknowledged by the Contractor by completing and submitting Exhibit C to be considered responsive.

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C. Submission of Proposals

SUBMITTALS FOR THIS PROJECT WILL BE ACCEPTED ONLY ON THE BONFIRE

PROCUREMENT PLATFORM PRIOR TO THE PROPOSAL DUE DATE/TIME. Please log in to the following website to register (free registration) to submit a proposal for this project. Each proposal must be submitted electronically via the BJWSA Procurement Portal and include all required documents and information. In the event you are having technical issues with your submission, Bonfire Support can be found at Technical Support.

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.

D. Contractor Communications

Commencing on the date of this RFP is issued and until BJWSA makes public notice of contract award, Contractor communications with any BJWSA staff or Board member regarding this RFP is expressly prohibited, except communications occurring during a scheduled pre-proposal conference or through the submission of questions via the BJWSA Procurement Portal. Failure to comply with this restriction may result in the disqualification of the offending Contractor from consideration for contract award under this RFP, and exclusion from future BJWSA business opportunities.

E. Opening of Proposals

There will be no onsite meeting for the opening of proposals. Instead the opening of proposals will be held virtually. A public link for live video and audio access to virtual opening is available BJWSA Virtual Openings. Only the names of respondents will be shared during the opening and no other information will be shared that time. This virtual opening will go active for registration and log-in starting at 1:45 PM with the actual reading or respondents to commence at 2:00 PM. The video and communication stream will be one-way.

BJWSA reserves the right to seek clarification from any Offeror to assist in making decisions.

F. 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 https://bjwsa.bonfirehub.com/ https://bjwsa.bonfirehub.com/ https://bjwsa.bonfirehub.com/portal/support https://bjwsa.bonfirehub.com/portal/support https://bjwsa.bonfirehub.com/ https://bjwsa.org/241/Bid-Openings https://www.scstatehouse.gov/code/t30c004.php

2026-RFP-020 Page | 5 incidental to proposed contractual arrangements are exempt from disclosure until such time as a contract has been entered into. Accordingly, once a contract has been executed, all submitted proposals are subject to disclosure by BJWSA upon receipt of a FOIA request. Regardless of materials that may be marked as “Confidential”, “Proprietary” or other similar labeling, only materials that meet the criteria established by SC Code Ann. Section 30-4-40 can be exempted from disclosure in response to a FOIA request.

G. Contractor Illegal Immigration Compliance

Each Contractor shall submit a completed and signed Contractor Illegal Immigration Compliance Affidavit, attached as Exhibit B, and remain in compliance with the requirements of the Affidavit throughout the term of its contract with BJWSA.

H. Insurance

If awarded a contract, the Contractor shall not commence work until it has obtained all insurance required as stated under this paragraph and such insurance has been approved by BJWSA. The Contactor shall not allow any subcontractor it has engaged for services under an awarded contract to commence work until the subcontractor has also obtained the required coverage.

The Contractor shall, at his 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, including 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.

As evidence that the required insurance coverage and limits are in full force and effect, the Contractor shall deliver Certificates of Insurance to BJWSA prior to execution on the contract by BJWSA, and prior to commencing work under an awarded contract.

Certificates shall provide that not less than thirty (30) days advance written notice will be given to BJWSA prior to cancellation, termination or material alteration of said policies of insurance. Certificates shall identify the Project Title.

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Required Coverages

Medium Risk Profile (Authority’s Standard Requirement) Requirement

Commercial General Liability Products/Completed Operation

$1,000,000

Automobile Liability

Workers’ Compensation

$500,000

Employers Liability

500/500/500

Waiver of Subrogation on WC

Required if available

Umbrella /Liability

May be required depending on the size and scope of the project.

Professional Liability

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 BJWSA 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.

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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. This Additional Insured coverage shall be primary and noncontributory over BJWSA’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.

V. SCOPE OF WORK/SERVICES

A detailed Scope of Work/Services is provided in Exhibit G. All invoices must be emailed to invoices@bjwsa.org.

VI. PROPOSAL REQUIREMENTS AND FORMATTING

Offeror proposals shall provide the following and comply with any formatting restrictions stated herein. BJWSA requests Offerors to provide as much relevant information as possible (subject to any stated page limitations) when responding to this RFP to allow BJWSA to effectively evaluate your proposal against the stated Evaluation Criteria and competing proposals.

A. Main Proposal

1. Experience & Qualifications

a. Provide detail on prior experience of the principle(s) involved and qualifications of staff who will be on BJWSA engagement, including experience in auditing public agencies and utilities. Include any information that differentiates your firm from the competition.

b. Provide a list of at least 3 client references for which you have provided similar services which should focus on other public agencies and utilities. Contact information for each reference shall include: Client name, client contact person’s name, email address and phone number, summary of engagement(s), and number of years as a client.

2. Planned Approach to the Audit

Describe your planned approach in provide audit services and proposed schedule.

Provide budgeted hours for each level of staff for the various portions of the audit.

3. Experience – ACFR Provide detail on prior ACFR experience of the audit team, including preparation of report.

B. Fee Proposal mailto:invoices@bjwsa.org

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Proposed fees/fee structure should be based on the information included in this RFP and the Scope of Work/Services.

Pricing shall be submitted as a separate electronic file using the form provided in Exhibit H. No pricing information shall be included within the main proposal document. All Proposal fees and pricing shall be valid and honored for a period of at least sixty (60) days from the Submittal Deadline.

VII. EVALUATION CRITERIA AND CONTRACT AWARD

BJWSA will evaluate all proposals and select the option that is in the best overall interest of the Authority. 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 on the BJWSA Procurement Portal after approval by BJWSA leadership. Offeror proposals will be evaluated upon the weighted criteria listed below.

Experience & Qualifications 35 points Planned Approach to the Audit 30 points Fees/ Fee Structure 20 points Experience – ACFR 15 points Total 100 points

The resulting contract will utilize BJWSA's contract terms and conditions which have been included Exhibit A of this RFP, adjusted by project specifics and contract negotiations.

VIII. EXHIBITS

The following exhibits are included and made part of this RFP:

EXHIBIT A: CONTRACT TERMS AND CONDITIONS

EXHIBIT B: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT C: ACKNOWLEDGEMENT OF ADDENDA

EXHIBIT D: NON-COLLUSION STATEMENT

EXHIBIT E: SMALL & MINORITY BUSINESS GOOD FAITH PACKET

EXHIBIT F: SUBMITTAL CHECKLIST

EXHIBIT G: SCOPE OF WORK/SERVICES

EXHIBIT H: FEES/FEE STRUCTURE

EXHIBIT A: CONTRACT TERMS & CONDITIONS

AGREEMENT FOR

AUDIT SERVICES

BETWEEN

BEAUFORT-JASPER WATER AND SEWER AUTHORITY

AND

This Agreement is made and entered into this day of _____, 2026 (“Effective Date”) provided by and between _________________ (“Auditor”) and Beaufort-Jasper Water and Sewer Authority (“BJWSA”)for the provision of audit services by Auditor to BJWSA pursuant to 2026- RFP-020. 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, BJWSA and Auditor agree as follows:

Article 1 Scope of Services

1.1 Auditor shall provide audit services (“Services”) as set forth in the Scope of

Services detailed in Exhibit ___ which is attached hereto as and made part of this Agreement.

Article 2 Compensation

2.1 Auditor shall be compensated for all services provided to BJWSA in accordance with the terms set forth in the fee schedule which is attached hereto as Exhibit ___ and made part of this Agreement.

2.2 Auditor shall submit invoices monthly for services rendered and payable within thirty days of receipt by BJWSA. All invoices must be emailed to invoices@bjwsa.org.

Article 3 Term

3.1 This Agreement shall remain in effect for an initial term of three (3) years, with the option to renew for up to two (2) additional years upon the mutual written agreement of the parties. Any extension of the term of this Agreement is effective only by written amendment.

3.2 Auditor acknowledges that the services required by BJWSA are frequently time-sensitive and that time is of the essence in the performance of those services.

Article 4 BJWSA Responsibilities

4.1 Upon execution of this Agreement BJWSA shall designate in writing a person who will act as BJWSA’s representative with authority to receive information mailto:invoices@bjwsa.org and requests from Auditor. This designated person shall also have authority to provide instruction and clarification to Auditor as required.

4.2 BJWSA shall make available to Auditor any pre-existing reports, studies or other information regarding the project which are reasonably available to BJWSA and which relate to the services to be provided by the Auditor.

4.3 BJWSA shall provide all project criteria and information regarding BJWSA’s requirements for the project.

4.4. BJWSA shall be responsible for obtaining all approvals and permits from governmental authorities having jurisdiction over the work, with reasonable assistance from Auditor as required to obtain such approvals or permits.

Article 5 Standard of Care

5.1 Auditor warrants that all services provided under this Agreement shall be performed with the standard of care exercised by competent and prudent Auditors ordinarily practicing in the specific field within the state of South Carolina.

Article 6 Auditor Responsibilities

6.1 Auditor shall be responsible for exercising the standard of care set forth above in performing all services under this Agreement.

6.2 Auditor shall complete all services required under this Agreement in a timely manner and in accordance with all specific time requirements set forth by

BJWSA.

6.3 Auditor shall assist BJWSA, at BJWSA’s request, with services necessary to obtain approval and permits from governmental authorities having jurisdiction over the project.

Article 7 Ownership of Plans

7.1 BJWSA acknowledges that any plans or drawings produced by Auditor are instruments of service for use on the specific project for which they were prepared. Auditor retains ownership of all such plans and drawings but does hereby grant to BJWSA an unlimited license to use all such plans and drawings on the project for which they were prepared.

Article 8 Insurance

8.1 Auditor shall procure and maintain during the life of this contract, whether such operation be by itself 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 this contract.

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

Required Coverages

Medium Risk Profile (Authority’s Standard Requirement) Requirement

Commercial General Liability Products/Completed Operation

Automobile Liability

Workers’ Compensation

$500,000

Employers Liability

500/500/500

Waiver of Subrogation on WC

Required if available

Umbrella /Liability

May be required depending on the size and scope of the project.

Professional Liability

8.3 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 Additional Insureds on every required policy of insurance (except Workers' Compensation and Professional Liability) and shall provide BJWSA 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.

This Additional Insured coverage shall be primary and noncontributory over BJWSAs own policies of insurance and shall include both ongoing and completed operations coverage for a period of Eight (8) years beyond substantial completion.

No services shall be provided by Auditor and no payment shall be due from BJWSA to Auditor for services rendered pursuant to this Agreement until Auditor has provided BJWSA a Certificate of Insurance indicating that the insurance coverages required in this Agreement are in full force and effect.

Auditor is required to provide a new Certificate of Insurance on at least an annual basis, or more frequently as requested by BJWSA.

Article 9 Indemnity

9.1 Auditor agrees to defend, indemnify and hold harmless BJWSA from any losses, damages, liabilities or expenses, including attorney’s fees resulting from or arising out of the negligence or willful misconduct of the Auditor provided that any such claims, damage, 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 caused in whole or in part by any negligent or willful act of omission of the Auditor and anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

Article 10 Termination

10.1 Auditor may terminate this Agreement for cause in the event of a material breach by BJWSA including the repeated and persistent failure of BJWSA to pay undisputed invoices in a timely manner.

10.2 BJWSA may terminate this Agreement for cause in the event that Auditor fails to properly perform its services, fails to perform its services in a timely manner or in accordance with the schedule agreed to by the parties, or commits significant or repeated errors in its’ work product.

10.3 BJWSA may terminate this Agreement for convenience, without any cause, upon fifteen (15) days written notice to Auditor.

10.4 Upon termination of this Agreement for cause, BJWSA shall have no obligation to pay Auditor any additional compensation until such time as all Auditor services required of Auditor have been properly performed. If those services are provided by a third party, then the cost paid by BJWSA for those services shall be deducted from any remaining balance due to Auditor under a lump sum contract or shall be equitably set off against any balance due under a time and materials agreement and any balance remaining shall then be paid to Auditor.

10.5 In the event of termination by BJWSA for convenience, BJWSA shall make payment to Auditor for all undisputed amounts due within forty-five (45) days of the date of notice of the termination.

Article 11 Dispute Resolution

11.1 The parties shall attempt to resolve any dispute involving this Agreement by first utilizing direct negotiations between senior management from each party.

11.2 In the event that initial efforts at resolving any dispute arising under this Agreement are unsuccessful, then it shall be a condition precedent to initiating litigation that the parties shall engage in mediation with a mediator certified in the State of South Carolina, or any other person mutually agreed to by the parties. In the event that the parties are unable to agree on a mediator, either party may apply to the resident judge of the Court of Common Pleas in Beaufort County, South Carolina for the appointment of a mediator. All mediation costs and expenses shall be born equally between the parties.

11.3 In the event that any disputes remain unresolved after mediation, the parties agree that the venue for litigation shall be the Court of Common Pleas in Beaufort County, South Carolina.

Article 12 General Provisions

12.1 The nature of this Agreement is one that requires the Auditor to provide specialized professional services. There can be no assignment of the rights and obligations under this Agreement by either party without the express written consent of the other party.

12.2 Any notice required to be sent in accordance with this Agreement shall be delivered by United States Postal Service to the address provided below the signatures for each party.

12.3 This Agreement shall be interpreted in accordance with the provisions of South Carolina law.

12.4 This is the entire agreement between the parties and incorporates and supersedes all prior discussions and negotiations.

12.5 Any change to this Agreement must be in writing, signed by both parties, in order to be effective.

12.6 The relationship between BJWSA and Auditor shall be that of an independent contractor as defined under the laws of the State of South Carolina. Nothing in this agreement shall convert the relationship between BJWSA and Auditor into an employer/employee relationship.

12.7 The Auditor and all covered subcontractors shall abide by the requirements of 29 CFR Part 741, 41 CFR § 60-1.4(a), Appendix A to Subpart A, 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered Auditors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability.

12.8 The South Carolina Illegal Immigration Act Contractor Affidavit, Exhibit ___, shall be a requirement of this Agreement.

IN WITNESS WHEREOF, the parties hereto do sign and seal this Agreement effective as of the Effective Date shown above.

(BJWSA)

BEAUFORT-JASPER WATER AND

SEWER AUTHORITY

ATTEST: By:

(Printed Name)

Title:

Address: Beaufort-Jasper Water and Sewer Authority 6 Snake Road Okatie, South Carolina 29909

(AUDITOR)

ATTEST: By:

(Printed Name)

Address:

2026-RFP-020

Exhibit B 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) https://www.e-verify.gov/

EXHIBIT C

ACKNOWLEDGEMENT OF ADDENDA

I (We) hereby acknowledge receipt of the following Addendum/Addenda issued in reference to this solicitation by listing the Addenda by number, date and signing the form:

Addendum Date:

Addendum Date:

Addendum Date:

Addendum Date:

RESPONDENT:

(Company Name)

By:

(Authorized Signature)

(Printed Name of Signer)

(Title of Signer)

(Date Signed)

EXHIBIT D

NON-COLLUSION STATEMENT

This proposal is submitted for use in connection with and in response to this RFP. This is to certify to the best of my knowledge and belief that the cost and pricing data summarized herein are complete, current and accurate as of date of signature below, and that a financial management capability exists to fully and accurately account for the financial transactions under this project. I further certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the Offeror.

Signature of Offeror Date

Printed Name and Title of Offeror

Company Name

Email Address

Telephone Number

EXHIBIT E

Contractor Good Faith Effort Package for Small and Minority Business Participation

PLEASE REVIEW

THIS SECTION CAREFULLY &

PAY PARTICULAR ATTENTION TO

“PRE-AWARD DOCUMENTS”

DUE WITH YOUR BID/PROPOSAL

Failure to meet the requirements and/or furnish the requested documents is grounds for rejection of your bid/proposal.

Small and Minority Business Participation Program Documents Overview*

PRE-AWARD DOCUMENTS

Item/Form Submission Requirements

1 Program Overview n/a

2 Self-Performance Affidavit Indicates intention to perform all work and/or services with own current workforce with no subcontractors.

Due with bid/proposal only if self-performing 100%.

If Not 100% Self-Performing, Items 3-8 Below Must Be Completed and Submitted With Your Bid or Proposal n/a

3 Good Faith Efforts Checklist Indicates the actions undertook to recruit and solicit small and minority businesses for this project.

Due with bid/proposal.

4 Good Faith Agencies Distribution List Indicates agencies that should receive notice of solicitation to small and minority businesses for this project.

Copy of notice sent to good faith agencies due with bid/proposal.

5 Outreach Written Notice Example Sample of notice to be sent to small and minority businesses soliciting their participation for this project.

Copy of notice sent to small and minority businesses due with bid/proposal.

6 Non-Discrimination Statement – Exhibit 1 Certification that this project is open to all businesses and persons and that no business or person shall be excluded from participating in the Beaufort-Jasper Water & Sewer Authority procurement process.

Due with bid/proposal.

7 Outreach Documentation Log – Exhibit 2 Documents solicitation efforts to obtain small and minority business participation for this project.

Due with bid/proposal.

8 Proposed Utilization Plan – Exhibit 3 Listing of the small and minority businesses that will participate on this project and their proposed contract dollar amounts.

Due with bid/proposal.

POST-AWARD DOCUMENTS

Item/Form Submission Requirements

9 Compliance Efforts This document indicates the actions required of the offeror to earnestly carry out the small and minority business utilization plan and document payments thereof.

n/a

10 Quarterly Compliance Status Report – Exhibit 4 Certifies quarterly usage and payments to small and minority businesses.

Due quarterly after work commences throughout the life of the contract.

* NOTE: Projects involving Federal funds may have specific participation goals and requirements which must be met in addition to Beaufort-Jasper Water & Sewer Authority’s requirements.

Introduction Beaufort-Jasper Water & Sewer Authority (BJWSA) recognizes that businesses owned and operated by minority persons have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses; and that it is in BJWSA’s best interest to assist minority-owned businesses to develop fully as a part of BJWSA’s policies and programs which are designed to promote balanced economic and community growth throughout the state.

Therefore, BJWSA wishes to ensure that those businesses owned and operated by minorities are afforded the opportunity to fully participate in its overall procurement process for goods and services. Further, BJWSA seeks to ensure that small businesses are likewise afforded the same participation opportunity as minority businesses. Consequently, attention of all bidders and proposers is called to contract conditions contained herein pertaining to BJWSA’s Small and Minority Business Participation Program.

Definitions Small Business means a for-profit concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on government contracts, and certified as a small business by any governmental entity or other public procurement unit having a certification program. BJWSA refers to these businesses as Small Business Enterprises or “SBEs”.

Minority Business means a concern at least fifty-one percent (51%) owned by a person determined to be socially and economically disadvantaged as certified by any governmental entity or other public procurement unit having a certification program. Socially disadvantaged means those persons who have been subject to racial or ethnic prejudice or cultural bias because of their identification as members of a certain group without regard to their individual qualities. Such groups include, but are not limited to, Black Americans, Hispanic Americans, Native Americans (including American Indians, Eskimos, Aleuts and Native Hawaiians), Asian Pacific Americans, women and other minorities to be designated by BJWSA. Economically disadvantaged means those socially disadvantaged persons whose ability to compete in the free enterprise system has been impaired due to diminished capital and credit opportunities as compared to others in the same business area that are not socially disadvantaged. BJWSA refers to minority businesses as Minority Business Enterprises or “MBEs”.

Small and Minority Business Enterprises may be abbreviated collectively as “SMBEs”.

Provisions The successful bidder or proposer, hereafter referred to as “Contractor”, is required to (1) make specific Pre-Award “Good Faith Efforts” to recruit SMBEs and (2) Post-Award “Compliance Efforts” of its labors to utilize SMBEs, unless self- performing one hundred percent (100%) of the contract work. Falsification of any pre-award or post-award documents will be considered a serious breach of public trust and funds.

PROGRAM OVERVIEW

If self-performing 100% sign below and return this page with your bid/proposal.

I hereby certify my company’s intent to perform one hundred percent (100%) of the work required as provided in this RFP.

By signing this affidavit, I further certify that my company has the capability to perform and will perform all elements of the work on the project referenced above with my company’s employees.

I further agree to provide additional information or documentation requested by the Beaufort-Jasper Water & Sewer Authority in support of the above statement.

If a need to subcontract all and/or some of my company’s work on this project arises, I will notify Beaufort-Jasper Water & Sewer Authority’s Procurement Office in writing within three (3) business days.

Name of Company

Authorized Representative Name

Signature

Title

Date

State of County of

Subscribed and sworn to before me this day of 20

Notary Public My Commission Expires:

SELF-PERFORMANCE AFFIDAVIT

Pre-award efforts include the following “good faith efforts” for Contractors intending to use subcontractors, or the bid/proposal may be rejected.

If using subcontractors, return this page (and required supporting documents) with your bid/proposal.

Divide and/or combine scope of work packages into economically feasible units, if possible. You can find directories of SMBEs by going to the following websites:

www.scdot.org | https://smbcc.sc.gov/directory.html | https://www.dot.ga.gov/ | http://www.gmsdc.org https://www.gwbc.org |

Send a written notice at least fifteen (15) business days prior to the bid/response due date of your intent to submit a bid/response, and express interest in receiving quotes thereof to (1) potential SMBEs and (2) “good faith agencies”:

The written notice should contain the Contractor’s name and contact information; project name; project number; scope of work/bid packages available for subcontracting; information on availability of plans and specifications; and the Contractor’s company policy regarding insurance, bonding, and financial requirements, if any.

Submit with the bid/proposal, copies of the written notice sent specifically to SMBEs, along with the fax transmittal confirmation slips (if sent by fax), copies of the e-mails (if e-mailed), and/or copies of metered or stamped envelopes (if sent by mail).

Submit with the bid/proposal, copies of the written notice sent specifically to the “good faith agencies”, along with the fax transmittal confirmation slips (if sent by fax), copies of the e-mails (if e-mailed), and/or copies of metered or stamped envelopes (if sent by mail).

Complete and submit Exhibits 1-3 with all requested supporting documentation (where applicable):

Exhibit 1: Non-Discrimination Statement Exhibit 2: Outreach Documentation Log Exhibit 3: Proposed Utilization Plan

The undersigned acknowledges making a good faith effort to comply with the above areas checked:

Authorized Representative Name

Signature Date

GOOD FAITH EFFORTS CHECKLIST(PRE-AWARD)

http://www.scdot.org/ https://smbcc.sc.gov/directory.html https://www.dot.ga.gov/ http://www.gmsdc.org/ https://www.gwbc.org/

Send written notice at least fifteen (15) business days prior to the bid/response due date to all the agencies listed below and do the following: (1) indicate your company’s intent to submit a bid/response and (2) request their assistance in the recruitment of small and minority businesses. You may mail OR e-mail the notice.

Submit with your bid/proposal copies of the written notices sent to these agencies.

Beaufort County Black Chamber of Commerce Attention: President 711 Bladen Street Beaufort, SC 29902 EMAIL: jfleming@bcbcc.org https://www.bcbcc.org

Beaufort Regional Chamber of Commerce Attention: Director of Membership Post Office Box 910 Beaufort, SC 29901 EMAIL: hello@beaufortchamber.org https://beaufortchamber.org

Hilton Head Island-Bluffton Chamber of Commerce Attention: Membership Administrator Post Office Box 5647 Hilton Head Island, SC 29938 EMAIL: knelson@hiltonheadisland.org https://www.hiltonheadchamber.org

SCDOT Disadvantaged Business Enterprise Program Attention: Director Minority & Small Business Affairs 955 Park Street P.O. Box 191 Columbia, SC 29201-3959 EMAIL: davisg@scdot.org https://www.scdot.org

Small Business Administration Attention: Business Opportunity Specialist 1835 Assembly Street, Suite 1425 Columbia, SC 29201 EMAIL: angela.brewer@sba.gov https://www.sba.gov/district/south-carolina

Jasper County Chamber of Commerce Attention: President 403 Russell Street PO Box 1267 Ridgeland, SC 29936 EMAIL: jasperchamber@jaspersc.org https://jaspersc.org

GOOD FAITH AGENCIES DISTRIBUTION LIST

mailto:jfleming@bcbcc.org https://www.bcbcc.org/ mailto:hello@beaufortchamber.org https://beaufortchamber.org/about-us/contact-us/ mailto:knelson@hiltonheadisland.org https://www.hiltonheadchamber.org/ mailto:davisg@scdot.org https://www.scdot.org/business/bus-development-dbe-certification.html mailto:angela.brewer@sba.gov https://www.sba.gov/district/south-carolina mailto:jasperchamber@jaspersc.org https://jaspersc.org/

Send written notice at least fifteen (15) business days prior to the bid/response due date to potential small and minority businesses and provide notice of the following: (1) intent to submit a bid/response and (2) interest in receiving quotes from small and minority businesses.

Notices Should be Emailed Rather Then Sent U.S. Mail

EXAMPLE

Company Address Company Phone # Company Email

Subcontractor Company Name Subcontractor Mailing Address Subcontractor City, State, Zip Subcontractor Email

Dear Subcontractor Company Name:

Company Name is pursuing work with the Beaufort-Jasper Water & Sewer Authority and intends to submit a bid/proposal for

IFB/RFP # ___________.

We have the following opportunities for subcontracting on this project:

• Describe Bid Package 1

• Describe Bid Package 2

• Describe Bid Package 3

• Etc…

Plans and specifications are available at our office and at and .

It is the policy of Company Name that interested subcontractors provide _________________________. (state what is required of subcontractors in terms of information and documentation)

The IFB/RFP closing date is _ at insert time and therefore, we must receive your quote/proposal into our office no later than insert time.

If you have any questions, please contact Mr. /Ms. at our company.

We look forward to hearing from you. Sincerely, OUTREACH WRITTEN NOTICE EXAMPLE

EXHIBIT 1

Non-Discrimination Statement

The Bidder/Proposer certifies that:

1) No person shall be excluded from participation in, denied the benefit of, or otherwise discriminated against on the basis of race, color, national origin, or gender in connection with any IFB/RFP submitted to the Beaufort-Jasper Water & Sewer Authority or the performance of any contract resulting thereof;

2) That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract or otherwise interested in contracting with this Company for Beaufort-Jasper Water & Sewer Authority contracts, including those companies owned and controlled by socio-economic and racial minorities;

3) In connection herewith, we acknowledge and warrant that this Company has been made aware of, understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company;

4) That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption throughout the life of the referenced contract with the Beaufort-Jasper Water & Sewer Authority;

5) That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made a part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

6) That the failure of this Company to satisfactorily discharge any off the promises of non-discrimination as made and set forth herein shall constitute a material breach of contract entitling the Beaufort-Jasper Water & Sewer Authority to declare the contract in default and to exercise any and all applicable rights and remedies including, but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and/or forfeiture of compensation due and owning on a contract.

Authorized Representative Name Signature email address

Return this page with your bid/proposal

EXHIBIT 2

Outreach Documentation Log

Bidder/Offeror Name:

IFB/RFP No.:

IFB/RFP Date:

Project Name:

LIST INFORMATION FOR THE S/MBEs YOU CONTACTED FOR INTEREST AND POTENTIAL PARTICIPATION

(Use additional sheets if necessary and mark “Exhibit 2 Attachment”)

Name of SMBE Firm Type Address

Telephone Number Trade/Commodity

Letter Sent (Y/N)

Response (No Response / Will Quote / Will Not Quote)

Result (If Submitting Quote)

The undersigned proposes to enter into a formal agreement with the SMBEs identified herein for work, schedule and value listed in this schedule conditioned upon execution of a contract with the Beaufort-Jasper Water & Sewer Authority.

Name: _ Signature: _ Title: _

EXHIBIT 3

Proposed Utilization Plan

Bidder/Offeror Name:

IFB/RFP No.:

IFB/RFP Date:

LIST INFORMATION FOR THE SMBEs YOU INTEND TO UTILIZE

(Use additional sheets if necessary and mark “Exhibit 3 Attachment”)

Name of SMBE Firm Type Address

Telephone Number Point of Contact Trade/Commodity Contract / PO Amount

Total Anticipated Small Business Enterprise Participation Dollar Value: $

Total Anticipated Minority Business Enterprise Participation Dollar Value: $

The undersigned proposes to enter into a formal agreement with the SMBEs identified herein for work, schedule and value listed in this schedule conditioned upon execution of a contract with the Beaufort-Jasper Water & Sewer Authority.

Name: _ Signature: _ Title: _

The successful Contractor is required to fulfill any Small and Minority Business Enterprise (SMBE) commitments made in conjunction with the “Pre-Award Good Faith Efforts”, unless good cause is demonstrated for any failure to fulfill such commitment.

If the Contractor intends to make any substitutions for any reasons, the Beaufort-Jasper Water & Sewer Authority Procurement Office must be notified in writing within ten (10) business days for discussion and approval. No Contractor shall enter into an agreement with any SMBE that would in any manner limit the SMBE from selling or acting as a subcontractor to any other party.

The Beaufort-Jasper Water & Sewer Authority shall have the right to inspect the Contractor’s records related to activity and expenditures to SMBE utilized on its projects, to include related contracts/purchase orders and payment records, such as cancelled check copies. Further, designated Beaufort-Jasper Water & Sewer Authority personnel are permitted access to all work sites. Contractors and their staff should take measures to cooperate fully with all Beaufort-Jasper Water & Sewer Authority staff, including but not limited to the procurement staff.

“Post-Award Compliance Efforts” require the Contractor to not only provide quarterly reports regarding activity and expenditures to SMBE, but also to maintain related records throughout the life of the project regarding its efforts to comply with the Small and Minority Business Participation Program. The “Quarterly Compliance Status Report” must be submitted to the Procurement Office until the project ends, by the fifteenth (15th) day following the end of the quarter, reflecting the activity of the previous month. Quarter end dates shall be March 31st, June 30th, September 30th and December 31st.

All questions regarding “Post-Award Compliance Efforts” should be directed to the Director of Procurement and Risk Management vie e-mail at procurement@bjwsa.org or (843) 987-8054.

Small and Minority Business Participation Program Documents – Beaufort-Jasper Water & Sewer Authority

COMPLIANCE EFFORTS (POST-AWARD)

mailto:procurement@bjwsa.org

Until the project ends, the Prime Contractor shall submit quarterly reports to Director of Procurement and Risk Management within fifteen (15) calendar days following the end of the quarter, reflecting the activity for that quarter.

Quarter end dates shall be March 31st, June 30th, September 30th and December 31st.

Original Prime Contract Amount:

Change Orders to Date:

Current Prime Contract Amount:

Name of S/MBE

Firm Type

Dollar Amount of

Contract/PO

Dollar Amount Paid This Quarter

Dollar Amount

Paid to Date

SBE Expenditure to Date:

MBE Expenditure to Date:

SMBE Total Expenditure to Date:

I certify that contracts/purchase orders have been executed with the above firms, amounts listed are accurate, and payments were made in accordance with contractual obligations. Cancelled checks to S/MBEs working on this project and/or supporting documentation for the information presented in this report will be made available to Beaufort-Jasper Water & Sewer Authority officials upon written request.

Name: Title:

Signature: Date:

Small and Minority Business Participation Program Documents – Beaufort-Jasper Water & Sewer Authority

EXHIBIT 4

QUARTERLY

COMPLIANCE STATUS

REPORT

Small and Minority Business

Participation

Completed reports must be submitted by mail or email as follows:

Beaufort-Jasper Water & Sewer Authority Procurement Office

6 Snake Road Okatie, SC 29909

E-Mail: procurement@bjwsa.org

Prime Contractor Name:

Type of Report: Quarterly Final

For the Qtr. Ending:

mailto:procurement@bjwsa.org

EXHIBIT F

Checklist of Submittal Requirements

The following checklist is intended to advise the Offeror of all items or information that must be included with their submittal. Offerors shall provide:

Exhibit / RFP Section

Description

Submitted?

Yes/No

Section VI Main Proposal meeting required elements and formatting Exhibit H Fee Proposal (submitted separately from Main Proposal) Exhibit B Completed South Carolina Illegal Immigration Affidavit Exhibit C Completed Acknowledgement of Addenda Exhibit D Completed Non-Collusion Statement Exhibit E Required Good Faith Effort Documentation Exhibit F Signed Submittal Checklist

I (We) have read the above checklist of submittal requirements as well as this solicitation in its entirety, and understand that failure to submit any item, document, form or information identified as being required, may result in the rejection of our submittal and eliminate our company from consideration for contract award.

Offeror/Company:

Signature:

Name:

EXHIBIT G

SCOPE OF WORK/SERVICES

Fiscal Year: The Authority’s fiscal year is the twelve-month period ending June 30, with year-end closing completed by late July to mid-August of the following fiscal year.

Audit Schedule: The goal is for the audit field work to be performed and completed in September. The auditor will present the audit results to the Finance/Audit Committee of the Board and then to the full Board of Directors in October/November.

Audit Product: Traditionally, the Authority’s annual audit consists of the following work products:

a. Financial and compliance audit.

b. If applicable, preparation and issuance of the Single Audit Report.

c. Presentation of the audit results to the Finance/Audit Committee of the Board in October and full Board of Directors in October or November.

EXHIBIT H

FEES/FEE STRUCTURE

Summary of audit fees including single audit fees, and incremental expenses to be billed under the terms of the engagement.