1.1 Intent, Contract Structure, and Task-Order Authorization

It is the intent of Beaufort County Government to establish an on-call professional services contract with up to five (5) qualified consulting firms experienced in providing architectural, engineering, planning, design, bidding assistance, construction administration, construction management, and related professional services for County capital improvement projects.

The initial contract term will be one (1) year, with the option to renew in one-year increments for a total contract period not to exceed three (3) years. The maximum annual contract amount for each selected consultant will be Two Hundred Thousand Dollars ($200,000). The annual contract amount represents the maximum cumulative value of task orders that may be issued to an individual consultant during each contract year and does not guarantee that the County will issue work totaling that amount.

1.1.1 Task-Order Contract Structure

This contract will operate as an on-call, indefinite-delivery professional services agreement.

Services will be assigned on a project-by-project basis through individual task orders issued under the master agreement.

The master agreement establishes the general terms, conditions, professional qualifications, hourly rates, and available categories of services. Each task order will establish the specific requirements and authorization for an individual project or assignment.

No minimum number or value of task orders is guaranteed. Beaufort County reserves the right to perform services using County staff, assign services to another on-call consultant, or procure services separately when determined to be in the County’s best interest.

1.1.2 Consultant Selection for Task-Order Assignments

Beaufort County may assign task orders based on factors including, but not limited to:

• The consultant’s qualifications and experience related to the specific assignment.

• Availability of qualified personnel and subconsultants.

• Current and anticipated workload.

• Ability to meet the required project schedule.

• Specialized technical expertise.

• Geographic familiarity and knowledge of applicable County requirements.

• Past performance on County projects.

• Responsiveness and quality of previously completed work.

• Consultant rotation and equitable distribution of opportunities, when practicable.

• Proposed approach, staffing, schedule, and cost.

• The County’s determination of its best interests.

The County is not required to distribute task orders equally among the selected consultants.

1.1.3 Task-Order Initiation

The Beaufort County Project Manager or other authorized County representative will initiate a task-order request by providing the selected consultant with available project information. The request may include:

• Project name and Capital Improvement Plan identification number, when applicable.

• Project location.

• Project background and purpose.

• Preliminary scope of services.

• Available budget information.

• Required deliverables.

• Anticipated schedule and milestone dates.

• Known site conditions or project constraints.

• Required meetings, presentations, and site visits.

• Required professional disciplines.

• Applicable County standards and procedures.

• Permitting, testing, inspection, and regulatory requirements.

• Other project-specific requirements.

The consultant shall review the information provided, visit the project site when necessary, identify missing information, and notify the County of any issue that may affect the proposed scope, schedule, budget, or successful completion of the assignment.

1.1.4 Consultant Task-Order Proposal

In response to a task-order request, the consultant shall submit a written proposal in the format required by Beaufort County. At a minimum, the proposal shall include:

• Project understanding.

• Detailed scope of services.

• Specific tasks and activities to be performed.

• Required deliverables and submission milestones.

• Proposed project schedule.

• Project team and designated project manager.

• Roles and responsibilities of subconsultants.

• Estimated labor hours by staff classification.

• Applicable contract labor rates.

• Direct expenses and approved reimbursable costs.

• Total proposed not-to-exceed fee.

• Permitting requirements and all associated costs.

• Third-party testing, inspection, commissioning, and scheduling requirements.

• Assumptions, exclusions, and requested County-provided information.

• Additional services that may be required.

• Proposed payment schedule or invoicing milestones.

• Confirmation of the consultant’s availability to complete the work.

All permitting costs and costs associated with required third-party testing, inspections, commissioning, specialty consultants, retesting, reporting, and scheduling shall be identified and included in the consultant’s proposed task-order fee. These costs shall not be submitted later as separate reimbursable expenses unless specifically authorized in writing by Beaufort County before the expense is incurred.

1.1.5 Review and Negotiation

The Beaufort County Project Manager will review the consultant’s proposal for completeness, responsiveness, scope alignment, schedule, staffing, deliverables, and cost.

The County may request:

• Clarification of the proposed services.

• Revisions to the scope or deliverables.

• Additional cost detail.

• Changes to the proposed staffing plan.

• Revisions to the project schedule.

• Removal or modification of assumptions and exclusions.

• Negotiation of labor hours, fees, expenses, or other proposal terms.

• Confirmation that sufficient project funding is available.

The consultant shall not proceed based solely on discussions, draft proposals, verbal directions, or preliminary negotiations.

1.1.6 Budget Confirmation and County Approval

Before a task order is executed, the assigned County Project Manager shall confirm that sufficient funding is available within the applicable project budget.

Each task order shall receive all required County reviews and approvals, which may include review or approval by:

• The assigned Beaufort County Project Manager.

• The Project & Development Coordinator, when applicable.

• The Director or Deputy Director of Facilities Management.

• The Procurement Department.

• Finance or Budget personnel, when applicable.

• The Assistant County Administrator or other approving authority, when required.

• County Council or an authorized committee when required by applicable County policy, ordinance, contract value, or funding source.

The applicable approval requirements will be determined by the task-order value, project funding, procurement requirements, and Beaufort County policies and procedures.

1.1.7 Task-Order Contents

Each approved task order will become part of the master agreement and should identify, at a minimum:

• Master agreement or contract number.

• Task-order number.

• Project name and identification number.

• Project location.

• Detailed scope of services.

• Required deliverables.

• Project schedule and milestone dates.

• Consultant and subconsultant responsibilities.

• County responsibilities.

• Compensation and payment terms.

• Maximum authorized task-order amount.

• Funding or account information.

• Required permits and approvals.

• Third-party testing and inspection requirements.

• Authorized reimbursable expenses, if any.

• Special terms, conditions, assumptions, or exclusions.

• Effective date.

• Required County and consultant approvals.

If a conflict exists between the master agreement and an individual task order, the master agreement will govern unless the task order expressly identifies and authorizes a project-specific modification.

1.1.8 Notice to Proceed

The consultant shall not begin work, incur costs, authorize subconsultants, submit permit applications, schedule third-party testing, or perform services until the task order has been fully executed and the consultant has received a written Notice to Proceed or other written authorization from Beaufort County.

Work performed before receipt of written authorization will be performed at the consultant’s own risk and may not be eligible for payment.

1.1.9 Task-Order Changes and Additional Services

Any change to an approved task order that affects the scope, schedule, deliverables, staffing, or compensation must be authorized through a written task-order amendment.

The consultant shall notify the County Project Manager immediately when the consultant identifies a condition that may require additional services or affect the approved task-order amount or schedule. The notification shall include:

• A description of the condition.

• The reason the work is outside the approved scope.

• The proposed additional services.

• The anticipated cost.

• The anticipated schedule impact.

• Supporting documentation requested by the County.

The consultant shall not perform additional services or exceed the authorized task-order amount without prior written approval from Beaufort County. Verbal direction will not constitute authorization to perform additional services.

1.1.10 Task-Order Management and Invoicing

The consultant shall manage each task order in accordance with the approved scope, schedule, budget, and deliverables. The consultant shall monitor expenditures and provide timely notice when the amount invoiced or committed approaches the authorized task-order limit.

Invoices shall:

• Reference the applicable master agreement and task-order numbers.

• Identify the project name and reporting period.

• Describe the services performed.

• Identify completed deliverables and project progress.

• Show labor hours, staff classifications, and approved billing rates.

• Identify approved reimbursable expenses separately.

• Include required supporting documentation.

• Show the original task-order amount, previously invoiced amount, current invoice amount, and remaining balance.

• Include an updated project schedule or progress report when required.

The consultant shall not invoice the County for work performed outside the authorized task-order scope or for costs exceeding the approved task-order amount.

1.1.11 Types of Capital Projects

Task-order assignments may include, but are not limited to:

• New construction.

• Building additions and expansions.

• Building renovations and modernizations.

• Interior renovations.

• Facility assessments and improvements.

• Parks and recreational facilities.

• Community centers.

• Libraries and public safety facilities.

• Administrative and operational facilities.

• Utility and infrastructure improvements.

• Parking, roadway, access, and site improvements.

• Americans with Disabilities Act accessibility improvements.

• Building-system replacements and upgrades.

• Energy-efficiency and sustainability improvements.

• Historic preservation and adaptive reuse.

• Demolition and site redevelopment.

• Emergency assessment and repair-design services.

• Other Beaufort County capital improvement projects.

The selected consultants shall provide all qualified personnel, subconsultants, equipment, software, materials, project coordination, and other resources necessary to complete each authorized task order successfully.