1 RFP.pdf

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REQUEST FOR PROPOSAL (RFP)

FOR

CONSULTING ENGINEERING SERVICES

REQUESTOR: City of Georgetown 1134 North Fraser Street Georgetown, SC 29440 Contact: Nereo Parreno, Purchasing Agent Email: nparreno@georgetownsc.gov Phone: 843.545.4046

PROJECT : Sanitary Sewer and Manhole Surveys Front Street between S. Fraser and Dozier Streets Prince Street between Wood and King Streets Huger Dr (near Willowbank PS #7)

Church Street between Wood and St. James

GL No.: 0032.18.00.9000.37000

PROJECT NO.: 1826

RELEASE DATE: Wednesday, October 15, 2025

DUE DATE: Wednesday , November 5, 2025 on or before 3:00 PM EST (local time)

Proposals must be submitted electronically through the City’s website, www.georgetownsc.gov.

The City will not accept proposals by hard copy, fax, or email.

For instructions on how to submit your Proposal electronically, please refer to the City’s website, click here for a direct link.

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TABLE OF CONTENTS

Topic Page

Important hyperlinks and email address 3

Communication 3

Background 3

Purpose 3

Project Description 4

Site Visit 4

Scope of Services 4

Process 5

Award and Evaluation Criteria 7

Protest Procedure 8

Questions 8

Schedule of Events 9

Submittal Instructions 10

General Contractual Requirements 13

Exhibits 16

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Important hyperlinks and email addresses:

1. City of Georgetown website

2. City of Georgetown Public Facebook

3. City of Georgetown Purchasing Ordinance in its entirety.

4. All available project documents

5. All questions must be submitted directly through Bidnet:

https://www.bidnetdirect.com/south-carolina/cityofgeorgetown

Communication

It is the policy of the City of Georgetown to commit to transparency, ensure impartiality, and complete procurement processes free of internal and external influences. To accomplish this policy, ex parte communication about the bid, between the time of commencement of preparation of the solicitation document and the bid award (written or oral), is prohibited. Therefore, potential respondents and/or respondents submitting proposals, bids, qualifications, Proposals, etc. shall not engage in communication with any City employee, including elected officials, except the City official(s) designated as the contact in the Solicitation Document.

Any communication outside the one between the designated City contact in the Solicitation Document and respondents shall be considered ex parte communication and shall not be relied upon. The City shall disqualify any potential respondent and/or respondent’s proposal if the City discovers that potential respondent and/or respondent engaged in ex-parte communication.

City employees and/or elected officials shall neither initiate nor engage in ex-parte communication with potential respondent and/or respondents.

Background The City of Georgetown (City) is an incorporated municipality with a population of nearly 9,000 residents. The City is located 60 miles north of Charleston and 36 miles south of Myrtle Beach.

It is the endpoint of the area commonly known as “The Grand Strand.”

The sanitary sewer evaluations will be performed in the Historic District. Due to the high volume of traffic on the following primary roads: Church Street and S. Fraser Streets, the work will need to be performed at nighttime.

Purpose

The City of Georgetown is soliciting proposals from consulting firms experienced in infrastructure assessment of sewer pipelines and sanitary manholes. Pipelines can include pipes from 8-inch diameter to 12-inch diameter.

The words engineer, consultant, or consulting firm are meant to be synonymous with this RFP.

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Project Description

The Sanitary Sewer and Manhole Survey, Lining, and Repairs on the following streets:

Street From To Length (ft.)

Church Wood Street Saint James Street 2810

Front S. Fraser Street Dozier Street 340

Prince Wood Street King Street 465

Huger Drive Dead End PS #7 790

Total 4405

PHASE I -Sewer System Evaluation Survey (SSES) Perform a sanitary manhole and sewer pipe condition assessment of approximately 4,405 LF of sewer mains to identify system deficiencies such as structural, operations and maintenance, infiltration and inflow (I/I) related problems, and prepare recommendations for the sewer system rehabilitation. This work is scheduled for the second half of fiscal year FY 26.

PHASE II-Bidding, Construction Observations and Closeout Engineering Services during pipe and manhole rehabilitation to be performed in the first half of fiscal year 27 based on the recommendations from Phase I.

Site Visit

A site visit is mandatory.

Scope of Services

Phase I-SSES -FY 26

Obtain SCDOT encroachment permit for SSES work.

Clean and televise sewer lines 8-in. to 12-in. in diameter per NASSCO standards Bypass Pumping Traffic Control Sanitary Manhole Inspection CCTV & Manhole Inspection Review and Rehabilitation Report Smoke Testing Prepare bid documents Prepare construction cost estimate

Phase II-Construction -FY 27

Assist in project bidding and award Conduct pre-construction meeting Provide two printed sets of contract plans and specifications for the Owner and

Contractor use Provide a complete set of contract documents in PDF format.

Conduct site observations for quality control-Limited (NTE 60 workhours)

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Review post-video inspections and reports from the Contractor Provide letter of substantial completion Perform final inspections and closeout

The City will:

1. Provide the information requested by the selected consultant.

2. Pay for all permit fees.

3. Provide all front-end construction documents

4. Post any necessary Addenda.

5. Issue Notices of Intent to Award, Notice of Award, and Notice to Proceed.

6. Approve payment for all engineering and contracting services rendered based on percentage of work completed.

Process

The City reserves the right to request additional information from any, and all prospective bidders or individuals deemed necessary by the City to evaluate the Proposals. However, this process may not be used as an opportunity to submit missing documentation or information or make substantive revisions to the original proposal.

The City reserves the right to cancel or reissue the RFP and/or revise the schedule at any time.

The City also reserves the right to accept or reject any proposals deemed in its best interest and to accept all or part of the scope of work herein as its project timeline and/or budget allows.

By initialing the bottom of each page of this RFP document, firms represent that (1) their representatives have read and understood the solicitation and (2) their proposal is made in compliance with this solicitation. The firm's representatives are expected to examine this RFP thoroughly and should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements. Failure to do so will be at their risk.

All ambiguities, discrepancies, errors, omissions, or conflicting statements in this RFP shall be interpreted to require the better quality or greater quantity of work unless otherwise directed by addendum. Firms assume responsibility for any ambiguity in the solicitation that their representatives do not bring to the City's attention.

The City shall have the absolute sole discretion in evaluating both the proposal and qualifications of the firms. Contracts must be awarded to the responsible firm whose proposal is most advantageous to the project, considering the fee and qualifications.

This solicitation will be conducted in accordance with the City’s Purchasing Ordinance which can be found in its entirety on the City’s website, www.georgetownsc.gov.

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It is the responsibility of the submitting consultants to familiarize themselves with the City’s procurement process.

The City will conduct the selection of the best qualified, responsive, and responsible consultant in the following manner:

1. This solicitation document will be made available on the City's website, www.georgetownsc.gov,

2. Proposals will be received electronically through the City’s website, www.georgetownsc.gov, no later than the aforementioned deadline. The submittal listing of proposals received will be posted on the City's website at https://georgetownsc.gov/under "Bids" not earlier than 48 hours after opening Due to the possibility of negotiation with any firm submitting a reasonable and responsible proposal which appears to be eligible for contract award pursuant to the selection criteria set forth in this RFP, prices will not be divulged at the time of opening.

3. At the conclusion of the RFP process, qualified submittals may be presented to the Georgetown City Council for review and approval, as required.

4. A firm will be selected for contract negotiations as required.

5. The City of Georgetown will notify the selected firm of intent to offer a contract award.

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Award and Evaluation Criteria

Submission of a proposal indicates acceptance by the Consultant of the conditions contained in this RFP. Contracts shall be awarded to the lowest responsive and responsible bidder. In determining lowest responsive and responsible bidder, in addition to price, the Purchasing Agent and/or Department Director shall consider:

a. The ability, capacity, and skill of the bidder to perform the contract or provide the service required;

b. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

c. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

d. The quality of performance of previous contracts or services;

e. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services;

f. The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;

g. The quality, availability, and adaptability of the supplies or contractual services to the particular use required;

h. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract; and

i. Whether the bidder has met the criteria of the bid specifications, terms, and conditions.

The determination is not limited to circumstances existing at the time of opening. If a bidder or offeror who otherwise would have been awarded a contract is found non responsible, a written determination of non-responsibility setting forth the basis of the finding shall be prepared by the Purchasing Agent. A copy of the determination shall be sent promptly to the non-responsible bidder or offeror. The final determination shall be made part of the procurement file.

The City of Georgetown reserves the right to use value engineering, negotiate with vendors, reject any or all bids, or waive any informality in the bidding. Bids could be held for a maximum of 60 (sixty) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the qualifications of bidders, prior to making a final decision.

The Local Vendor Preference Option will be applicable to this award.

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Protest Procedure

In accordance with the City’s Procurement Ordinance, any protest or objection to this RFP award process must be submitted in writing to the City of Georgetown, Attn: Nereo Parreno, Purchasing Agent, PO Drawer 939, Georgetown, SC 29440, within ten (10) calendar days of the notification of award posted to the City’s website.

Questions

No answers will be given over the phone.

All questions regarding this Request for Proposal must be submitted directly through our procurement platform, Bidnet, no later than 3:00 PM EST (local time) on Wednesday, October 29, 2025.

Answers to questions or Addenda will be posted on the City’s website no later than 3:00 PM EST (local time), Friday, October 31, 2025

Please note - if you do not receive online confirmation from Bidnet that your questions submission was successful, it is the bidder's sole responsibility to contact the Purchasing Agent at 843.545.4046.

No questions will be accepted after the deadline mentioned above. All submittals shall include the following in the subject line: Historic District Sanitary Sewer and Manhole Surveys

Project 1826.

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Schedule of Events

SANITARY SEWER LINE AND MANHOLE SURVEYS

No. MILESTONE EVENT DATE

TIME EST

(LOCAL

TIME)

1 Request for Proposals (RFP): Engineering Wednesday, October 15, 2025

Deadline for written questions - emailed to:

purchasing@georgetownsc.gov

Wednesday, October 29, 2025

2:00 PM

Deadline for addenda to be posted to the City's website, www.georgetownsc.gov

Friday, October 31, 2025 2:00 PM

4 Proposals due date Wednesday, November 5, 3:00 PM

5 Award Engineering Contract -Tentative November 2025

6 Start SESS January 2026

7 Finish SESS (120 days after NTP) April 2026

8 Permitting May 2026

9 Bidding and Award July 2026

10 Phase II Start-Tentative August 2026

Phase II Finish (150 days after NTP)- Tentative

December 2026

When the Procurement Division is closed due to force majeure, Proposal openings will be postponed to the same time on the next official business day. The vendor is responsible for obtaining information regarding Proposal submittals directly from the City’s website.

Procurement procedures are subject to the City’s procurement policies as outlined in Section 2- 185 of the City’s Municipal Code (Chapter (Administration), Article IV (Procurement). The City’s Procurement Ordinance can be found in its entirety on the City’s website.

The City reserves the right to change the project schedule as it deems necessary. In the event of a major date change, the City will post notice of such on the City’s website and notify known participants. The City reserves the right to issue addenda to this RFP up to two (2) days before the RFP due date as needed to clarify the City’s desires or to make corrections or changes to the RFP document or submittal process.

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Once a final determination is made, the City is not required to furnish a statement of the reason(s) a proposal was not selected.

All information will be updated and posted on the City’s website.

It is the consultant’s sole responsibility to obtain the information directly from the City’s website regarding this project.

The consultant will acknowledge receipt of all issued addenda in their submittals, if applicable.

No: __________________Dated:______________

Submittal Instructions

The proposal price shall be valid for a period of 60 calendar days from the date of proposal opening.

By initialing the bottom of each page of this RFP document, the proposer represents that (1) their representatives have read and understood the solicitation and (2) their proposal is made in compliance with this solicitation. Proposer’s representatives are expected to examine this RFP thoroughly and request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements. Failure to do so will be at their risk.

All procurement procedures are subject to the City’s procurement policies as outlined in Section

2-185 of the City’s municipal code.

The City’s Purchasing Ordinance can be found in its entirety on the City’s website.

Your proposal must be submitted electronically to ensure it remains sealed until the scheduled bid opening date and time.

It is the sole responsibility of the bidder to have their Proposals delivered to the City before the closing hour and date. The City assumes no responsibility for technological failure in submitting Proposals electronically. It is the sole responsibility of the bidder to confirm that their Proposal was submitted on time, and that their PDF file/files are not corrupt.

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Submittals may be rejected if deemed non-responsive.

The City WILL NOT accept proposals by:

Hard copy

Fax

Email

To be considered responsive, interested parties must comply with the following:

1. Submit Proposal electronically through the City’s website, www.georgetownsc.gov.

Click here to submit electronically.

Submittal package must include all of following items:

a. Engineer Proposal Form. (Exhibit A) .

b. Complete Initialed copy of this RFP document - (Place responsible person’s initials on each page)

c. Complete executed Mandatory Vendor Submittal Form (Exhibit B).

d. Consultant’s Qualifications Statement- Must be no more than five (5) pages. It should summarize qualifications, relevant experience, and availability to participate in the RFP process to provide requested services to the City. Key staff members participating should be identified. Provide three professional references.

2. The City reserves the right to waive any minor informalities and irregularities of submittals that do not affect price, quantity, quality, or delivery. Minor informalities to include: failing to initial the Proposal, failing to acknowledge addenda, will not, by themselves result in a submittal being deemed non-responsive. The City will request that any and all bidders correct the minor informality or irregularity within the same specified time.

3. Proposal must be received electronically through the City’s website, www.georgetownsc.gov, no later than the aforementioned deadline. Proposals will be publicly opened and read aloud via the City’s public Facebook page, https://www.facebook.com/Cityofgtown/. It is the sole responsibility of the bidder to have their Proposals delivered to the City before the closing hour and date. The City assumes no responsibility for technological failure in submitting Proposals electronically. It is the sole responsibility of the bidder to confirm that their Proposal was submitted on time, and that their PDF file/files are not corrupt. Late Proposals will not be accepted nor considered. The official clock shall be that of the City’s Purchasing Agent, or designee. The City reserves the right to accept or reject any or all Proposals and to waive any informalities and technicalities in the Proposal process. No additional fees, costs, or any other reimbursable expenses will be allowed.

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4. This solicitation does not commit the City to award a contract. The City reserves the right to waive any technicalities or informalities and to accept or reject any and/or all submissions as deemed by its sole judgment to be in its best interest. The City also reserves the right to terminate the selection process without notice, to waive any irregularities in any submittal, and to request additional information from any of the bidders submitting a Proposal.

5. Any bidder may withdraw their Proposal only by written request, at any time prior to the scheduled opening of responses. Partial or incomplete Proposals may be rejected.

6. All costs incurred in preparing the Proposal, or costs incurred in any other manner by the bidder in responding to this RFP, will be wholly the responsibility of the bidder. All materials and documents submitted by the bidder in response to this RFP become the property of the City and will not be returned.

7. Any proprietary information contained in the Proposal should be so indicated as follows:

Vendor Disclosure

Notice of SC Freedom of Information Act

“The parties acknowledge that all material submitted may be subject to release under the South Carolina Freedom of Information Act (FOIA) and will be released to the public unless exempt from disclosure under the FOIA.”

We discourage you from including any information you consider propriety or trade secret, as this material is subject to the FOIA once it’s in the City’s possession. If you must include any such information in your submission, please identify it by color, labeling, and/or bold font as “PROPRIETARY INFORMATION” so that it can be readily recognized. In the event the City receives a request for this material, the City will notify those parties who have identified information they believe is proprietary or trade secret of the request. The City has a ten (10) day deadline to respond to the request. This is your window to file an action challenging the release. Please be on notice that if the City is not served with such an action, the information will be released.

8. Proposals must be made in the official name of the company or individual under which business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company or corporation submitting the proposal. Proposals having any erasures or corrections must be initialed in ink by the vendor.

9. Disqualification and Rejection of Proposal – The City reserves the right to reject any proposal from a consultant who has failed to perform satisfactorily, or complete on time, or in a manner consistent with the RFP documents, contract of similar nature, or to reject the proposal from a consultant who is not in a position to perform such a contract satisfactorily. The City expressly reserves the right to award the contract to the consultant that best meets the requirements as set forth herein.

10. Assignment of Contract – Assignment to the selected consultant of any contract to be entered into in accordance with this RFP will not be recognized by the City unless such assignment has prior written approval of the City.

11. Insurance Provisions - The selected consultant will be required to provide and maintain proof of insurance throughout the contract term in the amount of $1,000,000.00 and as required at the point of contract negotiation by the City’s Risk Manager as follows:

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• Comprehensive General Liability (per occurrence);

• Comprehensive Auto Liability (per occurrence); and

• Workers’ Compensation Liability

• Automobile Liability

• Professional Liability Insurance The City of Georgetown is to be named as “Additional Insured” on the above insurance coverage as respect to the City’s interest under the contract. Certificates showing proof of insurance shall be submitted to the City prior to commencement of services under the agreement. Further, it shall be an affirmative obligation upon the consultant to advise the City’s Risk Management Department within two (2) days of the cancellation herein at one of the following options below:

• Email – ccribb@georgetownsc.gov

• Fax - 843.545.4201

• Mailing address - PO Box 939, Georgetown, SC 29442 Failure to do so shall be construed to be a breach of the agreement:

12. Indemnification - The selected consultant agrees to indemnify, defend and hold harmless the City and their authorized officers, employees, agents, and volunteers from any and all claims, actions, losses, damages, and/or liabilities arising from their acts, errors, or omissions and for any costs or expenses incurred by the City therefore under an agreement.

13. Compliance With Law – The selected consultant and its agents and employees shall be bound and comply with all federal, state and local laws, ordinance rules and regulations, as well as all other governing bodies having legal jurisdiction with respect to the area where such work is performed.

14. City Business License - The selected consultant shall be required to have a yearly business license or obtain a “per-job” business license prior to work commencing.

Contact the Finance Department at 843.545.4041 for business license information These expenses shall be included in the total proposal cost.

15. Payment terms – An itemized billing statement must be submitted in a form specified by the City for services performed. The City will remit full payment on all undisputed invoices within thirty (30) days from receipt of the invoice by the appropriate person(s) (to be designated at the time of contract).

General Contractual Requirements-

1. Force Majeure - The consultant shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the consultant. Such causes may include, but are not limited to acts of God or of the public enemy, acts of Governments in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restriction, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the consultant.

2. Governing Law - Except to the extent that this agreement may be governed by any federal law, including federal bankruptcy law, this agreement shall be governed by, constructed and interpreted under, and enforced exclusively in accordance with the laws of the State

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3. Consultant Qualifications - Consultant must, upon request of the City, furnish satisfactory evidence of its ability to furnish products and/or services in accordance with the terms and conditions of this RFP. The City reserves the right to make the final determination as to the consultant’s ability to provide the services herein.

4. Consultant Responsibility – Each consultant shall fully acquaint him/herself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this RFP. It is expected that this will sometimes require on-site observation. The failure or omission of the consultant to acquaint him/herself with existing conditions shall in no way relieve him/her of any obligation with respect to this RFP or to a contract.

5. Affirmative Action - The consultant will take affirmative action in complying with all federal and state requirements concerning fair employment and employment of the handicapped and concerning the treatment of all employees without regard or discrimination by reason of race, color, religion, sex, national origin or physical handicap.

6. Women and Minority Business Enterprise (WMBE) Statement - It is the policy of the City to provide minorities and women equal opportunity for participating in all aspects of the City’s contracting and procurement programs, including but not limited to employment, construction projects, and lease agreements consistent with the laws of the State of South Carolina. It is the policy of the City to prohibit discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, handicap, or veteran status. It is further the policy of the City to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination.

7. Termination - Subject to the following provisions, any contract resulting from this Request for Proposals may be terminated by the City provided a thirty (30) day advance notice in writing by the City Administrator, or his designee, is given to the consultant:

7.1 Non-Appropriations - Funds for this contract are payable from local appropriations.

If sufficient appropriations are not made to pay the charges under the contract it shall terminate without any obligation to the City.

7.2. Convenience - In the event that a contract is terminated or canceled upon request and for the convenience of the City without the required thirty (30) day advance written notice, then the City shall negotiate reasonable termination costs, if applicable.

7.3 Cause - Termination by the City for the cause, default or negligence on part of the consultant, shall be excluded from the foregoing provisions; termination costs, if any shall not apply. The thirty (30) day advance notice requirement is waived, and the default provision herein shall apply.

7.4 Default – In case of default by the consultant, the City reserves the right to purchase any and all items/services in default in open market, charging consultant with any excessive costs. SHOULD SUCH CHARGE BE ASSESSED, NO SUBSEQUENT

PROPOSALS OF THE DEFAULTING CONSULTANT WILL BE CONSIDERED

UNTIL THE ASSESSED CHARGE HAS BEEN SATISFIED.

8. Prime Consultant Responsibilities - The consultant will be required to assume sole responsibility for the complete effort as required by this RFP. The City will consider the consultant to be the sole point of contact with regard to all contractual matters.

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9. Subcontracting - If any part of the work covered by this RFP is to be subcontracted, the consultant shall identify the subcontracting organization and the contractual arrangements made therewith at the time of the offer. All subcontractors must be approved by the City.

The successful consultant will also furnish the corporate or company name and the names of the officers of any subcontractors engaged by the consultant.

10. Ownership of Material – All materials and documents submitted by the consultant in response to this RFP become the property of the City and will not be returned to the consultant.

11. Compliance with State and Federal Requirements – State and Federal requirements that are more restrictive than these set forth herein shall be followed by the consultant.

12. Contract Amendments - Amendments to any agreement between the City and the consultant must be reviewed and approved in writing by the City Administrator or his designee.

13. Assignment - No contract or its provisions may be assigned, sublet, or transferred without the written consent of the City.

14. Records Retention and Right to Audit – The City shall have the right to audit the books and records of the consultant as they pertain to this contract. Such books and records shall be maintained for a period of three (3) years from the date of final payment under contract.

15. The City may conduct performance audits of the consultant, as determined necessary by the City. Pertaining to all audits, the consultant shall make available to the City access to its computer files containing the history of the contract performance and all other documents related to the audit. Additionally, any software used by the consultant shall be made available for auditing purposes at no cost to the City.

16. Independent Contractor Status - The parties hereby agree that the consultant is an independent contractor of the City and that nothing in an agreement with the City shall be deemed to place the parties in a relationship of employer/employee, partners, or joint ventures. Neither party shall have the right to obligate or bind the other in any manner.

Each party agrees and acknowledges that it will not hold itself out as an authorized agent with the power to bind the other party in any manner. Each party shall only be responsible for any withholding taxes, payroll taxes, disability insurance payments, unemployment taxes, or other similar taxes or charges with respect to its activities in relation to the performance of its obligations of an agreement.

17. Representations of Consultant - Consultant represents, warrants, and covenants that:

(a) In providing the services consultant shall utilize the care and skill used by members of the consultant’s profession practicing under similar circumstances at the same time and in the same locality.

(b) All employees provided by the consultant to the City shall have the qualifications, skills, and experience necessary to perform his/her job in accordance with the requirements of the agreement. The City may request the removal of any employee for a good cause.

(c) Consultant is a business validly existing and in good standing under the laws of the State of South Carolina.

18. Indemnity Provisions - Consultant agrees to and shall indemnify and hold the City harmless from and against all liability, loss, damages or injury, and all costs and expenses (Including attorney fees and costs of any suit related thereto) suffered or incurred by the

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City, arising from or related to the terms of this project, or consultant’s performance thereunder.

Exhibits Available-

A. Engineer Proposal Form

B. Mandatory Vendor Submittal Form

C. Church Street Sewer Map

D. Prince Street Sewer Map

E. Front Street Sewer Map

F. Huger Dr Sewer Map

G. Professional Services Agreement Sample