Professional_Maintenance_and_Asset_Management_of_Water_Storage_Tanks.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/dorchestercountysc

REQUEST FOR PROPOSAL

No. 2027-11

Professional Maintenance and Asset Management of Water

Storage Tanks

Publish Date October 16, 2026

Last Day for Questions October 22, 2026, 8:00am

Proposal Due Date October 30, 2026, 2:00pm

Table Of Contents

1. SECTION ONE: SCOPE/STATEMENT OF WORK

1.1. Introduction/Purpose

1.2. Tower Inventory

1.3. Scope of Work

2. SECTION TWO: PROPOSAL FORMAT AND EVALUATION CRITERIA

2.1. Proposal Format

2.2. Evaluation Process and Criteria

2.3. General Award and Criteria Information

3. SECTION THREE: SPECIAL INSTRUCTIONS AND SOLICITATION-SPECIFIC

TERMS

3.1. Written Questions Deadline

3.2. Proposal Submittal Process

3.3. Proposal Submittal Deadline

3.4. Term of Agreement

3.5. Payment to Contractor

3.6. Shipping

3.7. Permits and Licenses

3.8. Additional Information and Inquiries

4. SECTION FOUR: TERMS AND CONDITIONS

4.1. Preparation, Submission and Withdrawal of Proposals

4.2. Non-Collusion Certification Requirements

4.3. Proposer Representations

4.4. Award of Contract

4.5. Notice of Award of Contract

4.6. Contract Document

4.7. Modification

4.8. Notice to Proceed

4.9. Proposer's Qualifications

4.10. Subcontractors

4.11. Indemnification

4.12. Termination

4.13. State and Local Taxes

4.14. Drug-Free Workplace Act

4.15. Insurance Requirements

4.16. Utilization by Other Public Agencies Clause

4.17. All County Departments Eligible to Purchase

4.18. Confidential Information

4.19. Intellectual Property

5. SECTION FIVE: SAMPLE CONTRACT

5.1.

6. SECTION SIX: REQUIRED ATTACHMENTS, FORMS, AND INFORMATION

6.1. Pricing Table

6.2. Vendor Questionnaire

6.3. Attachments and Exhibits

Attachments:

A - ATTACHMENT A_Tower Inventory List

1. SECTION ONE: SCOPE/STATEMENT OF WORK

1.1. Introduction/Purpose

Dorchester County is seeking proposals from qualified firms to provide professional maintenance and asset management services for the County's potable water storage tanks.

Services shall include, but are not limited to, engineering and inspection services, cleaning and disinfection, rehabilitation, repair, interior and exterior coating, preventative maintenance, and related services necessary to maintain the structural integrity, sanitary condition, safety, and operational reliability of the County's water storage tanks.

The successful Offeror (hereinafter referred to as the "Contractor") shall furnish all labor, supervision, equipment, materials, transportation, technical expertise, and other resources necessary to perform the required services.

The Contractor shall assume responsibility for performing the maintenance services required under this

Contract and shall provide recommendations for maintaining the County's water storage assets in a safe, reliable, and serviceable condition. All services shall be coordinated with and subject to the approval of

Dorchester County Water & Sewer (DCWS).

1.2. Tower Inventory

The following ten (10) water storage tanks are identified in the County's current facility inventory and are anticipated to be included in this Contract. Attachment A is a list of the towers and their locations, including coordinates.

Facility ID Tank Name Capacity

WT-0001 Ridgeville 750,000 gal.

WT-0002 Academy 150,000 gal.

WT-0003 Woodland High 250,000 gal.

WT-0004 Pinehill 500,000 gal.

WT-0005 Ashley Ridge 500,000 gal.

WT-0006 Reevesville 100,000 gal.

WT-0007 Wescott 500,000 gal.

WT-0008 Wilco 250,000 gal.

WT-0009 ETC 2 500,000 gal.

WT-0010 Winding Woods 500,000 gal.

The County reserves the right to add or remove water storage tanks during the Contract term. Any resulting adjustments to services and compensation shall be documented and approved in accordance with the Contract.

1.3. Scope of Work

1.3.1. Inspection and Maintenance Scheduling

A. The Contractor shall develop and recommend schedules for tank inspections, cleaning, interior and exterior coating maintenance, repairs, and other preventative maintenance activities.

B. Proposed schedules shall consider tank condition, operating requirements, regulatory requirements, and the need to maintain adequate water storage capacity and fire flow.

C. All schedules shall be submitted to DCWS for review and approval. The County reserves the right to modify schedules to accommodate operational needs.

D. The Contractor shall coordinate all work with designated DCWS personnel and shall not remove any tank from service without prior authorization.

E. Work requiring a tank to be removed from service shall be scheduled to minimize disruptions to water service and maintain adequate storage and fire protection capacity.

1.3.2. Annual Inspections

The Contractor shall perform an annual visual inspection of each water storage tank.

Annual inspections shall generally be conducted while the tank remains in service and may be performed during periods of low water levels. These inspections shall be limited to components and areas that are visible or otherwise accessible while the tank remains operational.

At a minimum, inspections shall include:

A. Evaluate the general condition and structural integrity of the tank and associated components.

B. Assess sanitary conditions, safety, watertightness, and security.

C. Evaluate the condition of interior and exterior coating systems to the extent accessible, including protective effectiveness and observed deterioration.

D. Inspect accessible tank appurtenances, including ladders, platforms, hatches, vents, overflows, piping, and safety devices.

E. Identify corrosion, leaks, structural deterioration, coating failures, and other conditions requiring maintenance or corrective action.

F. Document findings through photographs and/or video recordings, including general tank conditions and identified deficiencies.

G. Identify and recommend necessary repairs, coating work, and preventative maintenance.

H. Perform routine preventative maintenance included in the Contract and authorized by the County.

I. Submit a written Condition Assessment Report for each tank within forty-five (45) calendar days following the inspection.

1. The Condition Assessment Report shall identify observed conditions, deficiencies, recommended corrective actions, and suggested priorities for repairs or additional evaluation.

2. Any condition presenting an immediate threat to public health, safety, structural integrity, or continued operation shall be reported promptly to DCWS without waiting for the written report.

1.3.3. Biofilm/Chemical Cleaning, Washout, and Inspection

The Contractor shall perform interior cleaning, washout, disinfection, and comprehensive inspection services for each tank at intervals recommended by the Contractor and approved by DCWS.

A. Interior Cleaning and Washout

1. Coordinate with DCWS regarding the timing and procedures for removing the tank from service and draining the tank.

2. Clean the interior of the tank using appropriate cleaning methods and NSF-approved chemicals suitable for potable water applications.

3. Pressure wash interior surfaces at a minimum pressure of 3,000 psi, where appropriate for the existing tank materials and coating system, to remove accumulated mud, sediment, silt, biofilm, and other foreign materials.

4. Inspect the interior of the tank following cleaning and identify any deterioration, coating failures, structural deficiencies, or conditions requiring corrective action.

5. Disinfect the tank in accordance with applicable AWWA standards, using the disinfection spray method specified in the original scope, unless otherwise approved by DCWS.

6. Install new manway gaskets and replace associated hardware when necessary.

7. Properly secure the tank upon completion of cleaning, inspection, and disinfection.

8. Coordinate with DCWS regarding the return of the tank to service.

9. DCWS shall be responsible for draining and refilling the tanks and conducting required water quality testing, unless otherwise specified.

B. Comprehensive Inspection

1. While the tank is out of service, the Contractor shall perform a comprehensive inspection of the tank structure, interior and exterior coating systems, and associated components. The inspection shall include:

a. Evaluation of structural integrity and general condition.

b. Assessment of sanitary conditions, safety, watertightness, and security.

c. Evaluation of interior and exterior coating conditions and protective effectiveness.

d. Inspection of accessible piping, fittings, hatches, vents, overflows, and other appurtenances.

e. Documentation of deficiencies through photographs and/or video.

f. Identification of necessary repairs, recoating, or other maintenance.

g. Completion of authorized preventative maintenance.

2. A Condition Assessment Report shall be submitted within forty-five (45) calendar days following completion of the inspection.

C. Corrective Actions

1. Upon County approval, the Contractor shall perform authorized corrective work and provide photographs and/or other documentation demonstrating completion.

1.3.4. Repairs and Rehabilitation

The Contractor shall provide repair, rehabilitation, and related services necessary to maintain the water storage tanks in a sound, watertight, safe, and serviceable condition.

A. Services may include, but are not limited to:

1. Structural steel repairs and replacement.

2. Repairs to tank components and associated steel parts.

3. Foundation repairs.

4. Expansion joint repairs or replacement.

5. Sway rod inspection and adjustments.

6. Repairs to tank overflows, piping, and fittings.

7. Repair or replacement of manhole covers, hatches, gaskets, and associated hardware.

8. Repairs to ladders, platforms, handrails, and access systems.

9. Repair or replacement of tank lighting and FAA obstruction lighting, where applicable.

10. Other repairs necessary to maintain the structural integrity, safety, and proper operation of the water storage tanks.

B. Services associated with SCADA/telemetry systems and generators are excluded from this Scope of

Work unless specifically authorized through a separate written agreement or contract modification.

C. All repairs shall be performed in accordance with applicable standards, manufacturer recommendations, and approved specifications.

D. Repairs beyond routine preventative maintenance shall require prior written authorization from the

County.

1.3.5. Interior and Exterior Coatings

The Contractor shall evaluate the condition of existing interior and exterior coating systems and recommend appropriate maintenance, repair, overcoating, or complete recoating when necessary.

A. Interior coating recommendations shall consider the condition, thickness, and protective effectiveness of the existing lining.

B. Exterior coating recommendations shall consider the appearance, deterioration, corrosion protection, and remaining useful life of the existing coating system.

C. The Contractor shall coordinate with the coating manufacturer's representative, as appropriate, to evaluate existing conditions and recommend suitable coating systems.

D. All coating systems and application methods shall comply with applicable AWWA standards, manufacturer specifications, and requirements for potable water facilities.

E. Proposed coating specifications, materials, surface preparation methods, and application procedures shall be submitted to DCWS for approval before work begins.

F. Overcoating shall utilize compatible materials providing protection equal to or greater than the existing system.

G. Tank colors, markings, and logos shall be selected or approved by the County.

H. All coating work shall be performed by appropriately qualified personnel using approved materials and procedures.

I. Acceptable coating manufacturers include Tnemec and Sherwin-Williams. All work shall be in accordance with strict manufacturer’s published recommendations and instructions for each coating product.

1.3.6. Safety and Security Improvements

As requested and approved by DCWS, the Contractor shall furnish and install safety and security improvements, including:

A. Anti-climb devices on tank access ladders.

B. Locks and security devices on roof hatches and other access points.

C. Repairs or improvements to ladders, platforms, and fall protection systems.

D. Other safety and security improvements associated with the water storage tanks.

1.3.7. Coordination and Tank Outages

A. The Contractor shall provide a minimum of thirty (30) working days' advance notice before performing planned work requiring a tank to be removed from service.

B. All planned tank outages shall require approval from DCWS.

C. The Contractor shall coordinate work schedules with DCWS to minimize interruptions to water service and impacts on available fire flow.

D. When required by the County, the Contractor shall expedite work to minimize the duration of tank outages.

E. The Contractor shall coordinate with cellular communications providers or cell site management representatives when work may affect equipment located on or near the tanks.

F. Emergency conditions may require adjustments to the advance notice requirement, subject to County authorization.

1.3.8. Urgent and Emergency Response

The Contractor shall maintain the capability to respond to urgent maintenance and repair requirements throughout the Contract term.

A. DCWS shall determine when urgent response services are necessary.

B. Upon notification, the Contractor shall mobilize to the affected site, investigate the reported condition, and initiate appropriate corrective actions.

C. The Contractor shall be capable of mobilizing and initiating work within twenty-four (24) hours of notification.

D. Once emergency work has commenced, the Contractor shall diligently continue the work until the urgent condition has been resolved or the County authorizes suspension.

E. The Contractor shall coordinate all emergency work with designated DCWS personnel.

F. Emergency services requiring additional compensation shall be authorized and compensated in accordance with the Contract's established pricing and procedures.

1.3.9. Project Management and Reporting

The Contractor shall provide ongoing project management and technical support for the maintenance of the County's water storage tanks.

Services shall include:

A. Developing and maintaining inspection and maintenance schedules.

B. Monitoring and documenting tank conditions.

C. Recommending necessary repairs, rehabilitation, and coating work.

D. Assisting DCWS in prioritizing maintenance activities.

E. Coordinating approved work and associated tank outages.

F. Maintaining inspection reports, photographs, repair records, and related documentation.

G. Providing recommendations for short-term and long-term maintenance needs.

H. Participating in meetings with DCWS representatives as reasonably requested.

All reports and documentation prepared under the Contract shall be provided electronically and shall become the property of the County.

1.3.10. Regulatory Compliance and Safety

The Contractor shall comply with all applicable federal, state, and local laws, regulations, codes, and industry standards governing the services performed.

These shall include applicable requirements of the South Carolina Department of Environmental

Services, OSHA, and AWWA.

The Contractor shall be responsible for:

A. Maintaining required licenses, certifications, and permits.

B. Providing properly trained and qualified personnel.

C. Implementing appropriate worker safety and accident prevention measures.

D. Complying with applicable environmental protection requirements.

E. Properly handling, transporting, and disposing of cleaning chemicals, coating materials, and other waste generated by the work.

F. Maintaining appropriate safety procedures for elevated work, confined spaces, and other hazards associated with water storage tank maintenance.

1.3.11. Work Authorization and Compensation

A. Routine inspections and scheduled maintenance shall be performed in accordance with the approved maintenance schedule and Contract pricing.

B. Repairs, rehabilitation, recoating, and other services outside the established routine maintenance requirements shall require prior written authorization.

C. Before performing additional work, the Contractor shall submit a written proposal identifying the scope, schedule, and cost of the proposed services.

D. No additional work shall proceed without written authorization from the County, except as otherwise expressly permitted under the Contract's emergency procedures.

E. The County reserves the right to obtain competitive pricing or engage other contractors for repairs, rehabilitation, or other work when determined to be in the County's best interest.

1.3.12. Comprehensive Maintenance and Asset Protection Program

A. The Contractor shall develop and implement a comprehensive maintenance and asset protection program for each water storage tank identified in this solicitation.

B. The program shall include routine inspections, preventative maintenance, scheduled cleaning and disinfection, necessary repairs, coating maintenance, and planned rehabilitation activities intended to preserve the structural integrity, sanitary condition, and serviceability of each tank.

C. The Contractor shall identify the services included in its proposed annual maintenance fee and provide a detailed schedule of anticipated work for each tank throughout the proposed Contract term.

D. The program shall be developed to minimize unanticipated repairs, extend the useful life of the water storage tanks, and provide the County with predictable maintenance costs.

1.3.13. Tank-Specific Maintenance and Renovation Schedule

The Contractor shall provide a proposed multi-year maintenance and renovation schedule for each water storage tank.

A. At a minimum, the schedule shall identify:

1. Annual visual inspections and condition assessments.

2. Scheduled interior cleaning, washouts, and comprehensive inspections.

3. Anticipated interior and exterior coating maintenance or renovation.

4. Recommended structural repairs and preventative maintenance.

5. Anticipated tank outages and estimated durations.

6. Other recommended maintenance activities necessary to preserve tank condition.

B. The proposed schedule shall be based on available information regarding each tank's age, construction, coating condition, and anticipated maintenance requirements.

C. The County reserves the right to review and approve the proposed schedules and authorize reasonable modifications based on operating conditions, inspection findings, and system requirements.

1.3.14. Covered Repairs and Maintenance

A. The Contractor shall identify the routine and corrective maintenance services included in the proposed annual maintenance fee.

B. At a minimum, the proposal shall address coverage for repairs and replacement of tank appurtenances, structural components, coating deficiencies, and other maintenance needs identified through scheduled inspections.

C. The Contractor shall clearly distinguish between services included in the annual maintenance fee and services requiring separate authorization and compensation.

D. Any proposed exclusions shall be specifically identified in the proposal.

1.3.15. Emergency Repairs and Response

A. The Contractor shall provide emergency maintenance and repair services for the water storage tanks throughout the Contract term.

B. The Contractor shall maintain the personnel, equipment, and resources necessary to respond to urgent conditions affecting tank safety, structural integrity, sanitary condition, or operational reliability.

C. The Contractor shall mobilize and initiate investigation or corrective work within twenty-four (24) hours following notification by the County.

D. The Contractor shall identify which emergency repairs are included in the proposed annual maintenance fee and any circumstances under which additional compensation would be required.

1.3.16. Long-Term Maintenance Pricing

A. The Contractor shall provide a proposed annual maintenance fee for each water storage tank for every year of the proposed Contract term.

B. The proposed fees shall account for all services identified as included in the maintenance program, including scheduled inspections, cleaning, preventative maintenance, anticipated coating work, and other covered services.

C. The Contractor shall clearly identify any proposed annual price adjustments and the basis for such adjustments.

D. The County shall not be obligated to pay additional compensation for services identified as included in the approved annual maintenance fee.

2. SECTION TWO: PROPOSAL FORMAT AND EVALUATION CRITERIA

2.1. Proposal Format

General Requirements

Proposals shall be organized in the order specified below. Each section shall be clearly identified and shall provide sufficient information for the County to evaluate the Offeror's qualifications, technical approach, experience, and ability to perform the required services. #8 and #9 shall be included separately in the

Vendor Questionnaire.

Offerors should provide concise, relevant information that directly addresses the requirements of this solicitation. General marketing materials should be limited to information directly applicable to the proposed services.

Required Proposal Organization

Section Required Content

1. Cover Letter Introduction and authorized representative

2. Firm Qualifications and Experience Company background, capabilities, licenses, and similar contracts

3. Project Understanding and Technical

Approach

Inspection, cleaning, repair, coating, and coordination methodology

4. Project Team Qualifications Organization, personnel, resumes, certifications, and subcontractors

5. Maintenance Program and Quality

Control

Tank-specific maintenance and renovation schedules, included services and exclusions, preventative maintenance, quality control procedures, and reporting.

6. Past Performance and References Five comparable contracts and client references

7. Safety and Emergency Response Safety procedures, environmental compliance, and response capabilities

8. Cost Proposal Completed pricing forms

9. Required Forms and Exceptions County forms, certifications, and identified exceptions

Section 1 – Cover Letter

Provide a cover letter signed by an individual authorized to bind the Offeror. The letter shall identify the primary contact person, confirm the Offeror's interest in performing the required services, and acknowledge the Offeror's understanding of the solicitation requirements.

Section 2 – Firm Qualifications and Experience

Provide an overview of the Offeror's organization, including company history, relevant qualifications, applicable licenses and certifications, and demonstrated experience performing maintenance and asset management services for potable water storage tanks.

Include descriptions of comparable contracts and identify services performed directly by the Offeror and those proposed to be subcontracted.

Section 3 – Project Understanding and Technical Approach

Describe the Offeror's understanding of the required services and its proposed approach to performing annual inspections, comprehensive inspections, tank cleaning and disinfection, repairs, rehabilitation, and coating work.

Explain how services will be coordinated with DCWS to minimize disruptions to water system operations and maintain adequate water storage and fire flow.

Section 4 – Project Team Qualifications

Provide an organizational chart identifying key personnel, their assigned responsibilities, and reporting relationships.

Include resumes and applicable certifications for the proposed Project Manager, field supervisors, inspectors, and other key personnel. Identify proposed subcontractors and describe their responsibilities.

Section 5 – Maintenance Program, Quality Control, and Scheduling

Describe the proposed inspection and preventative maintenance program, including scheduling, reporting, deficiency tracking, and quality control procedures.

Provide a proposed tank-specific maintenance and renovation schedule for each water storage tank identified in the Scope of Work. The schedule shall identify anticipated annual inspections, cleaning and washouts, preventative maintenance, repairs, interior and exterior coating work, and other planned rehabilitation activities for each year of the proposed Contract term.

Provide a detailed description of the services included in the proposed annual maintenance fees, including any limitations or exclusions. Clearly identify services that would require separate authorization and additional compensation from the County.

Describe the procedures for monitoring tank conditions, identifying and prioritizing maintenance needs, documenting completed work, and adjusting maintenance schedules based on inspection findings and operational requirements.

Include a sample Condition Assessment Report demonstrating the information and documentation the

County can expect to receive.

Section 6 – Past Performance and References

Provide five (5) references for contracts of similar scope and complexity performed within the past five

(5) years, including ongoing contracts.

For each reference, provide the client name, contact information, contract period, number and type of tanks maintained, and a brief description of services performed.

This information may be the same as that included on the Statement of Qualifications form in the Vendor

Questionnaire but does not have to be.

Section 7 – Safety, Environmental Compliance, and Emergency Response

Describe the Offeror's safety program, applicable training and certifications, environmental protection procedures, and emergency response capabilities.

Include the proposed emergency mobilization time and identify the personnel, equipment, and resources available to respond to urgent service requests.

Section 8 – Cost Proposal

Complete the County's prescribed Cost Proposal Form, providing all required annual maintenance prices, unit prices, hourly rates, markups, and emergency service charges.

Cost information shall be submitted separately from the technical proposal, as directed in the solicitation.

Section 9 – Required Forms and Exceptions

Provide all forms and certifications required by the County. References on Statement of Qualifications form may be the same ones included in subsection "References & Past Project Performance" above.

Identify any exceptions to the solicitation requirements or proposed Contract terms in the designated

Exceptions section. Exceptions shall be clearly stated and shall identify the specific provision and proposed alternative language.

2.2. Evaluation Process and Criteria

A. Selection Committee

The Selection Committee shall be comprised of staff from Dorchester County and Dorchester County

Emergency Management and facilitated by the Purchasing Services Manager. The Committee shall determine the firms which meet the minimum requirements pursuant to the selection criteria of the RFP and procedures. The Committee may negotiate with one or more firms during the same period and may, at its discretion, terminate negotiations with any or all firms. The Committee shall make a recommendation regarding the award to the County Administrator.

B. Proposal Selection Criteria

The Selection Committee shall assign up to the maximum number of points as stated in this section for each evaluation item to each of the proposing firms. All assignments of points shall be at the sole discretion of the Committee. All instructions contained in this RFP shall be met in order to qualify as a responsive and responsible firm and participate in the consideration for award. Offerors who do not meet or comply with the instructions of this RFP may be considered non-conforming and deemed non-responsive and subject to disqualification at the sole discretion of the Committee.

The selection of the firm(s) will be made in accordance with the Dorchester County Procurement

Ordinance. Proposals will not be accepted from any firm, company, individual, person or party, parent, or subsidiary, against which the County has an outstanding claim, or a financial dispute relating to a prior contractual performance with the County. Proposals may be withdrawn by offeror prior to, but not after, the time set for the opening. Upon receipt by the County, the Proposal shall become the property of the County, without compensation to the offeror, for disposition or usage by the County at its discretion. The County shall have the sole discretion in evaluating both the proposal and the qualifications of the offerors. The County reserves the right to reject any and all proposals and is not bound to accept any proposals, if the acceptance is contrary to the best interest of the County. The

County reserves the right to waive or modify any information, irregularity, or inconsistency in proposals received or request modification to proposals from any or all offerors during the review. The Proposal

Review Committee may contact any customer of the vendor, whether or not included in the vendor’s reference list, and use such information in the evaluation process. All proposals shall be evaluated using the same criteria and scoring process.

Each criterion will be rated on a scale of 1-5 according to the table below:

Scale Description

1 Poor. The criterion is inadequately addressed, or there are serious weaknesses.

2 Fair. The proposal broadly addresses the criterion, but there are significant weaknesses.

3 Good. The proposal addresses the criterion well, but a number of shortcomings are present.

4 Very Good. The proposal addresses the criterion very well, but a small number of shortcomings are present.

5 Excellent. The proposal successfully addresses all relevant aspects of the criterion. Any shortcomings are minor.

The following criteria shall be used by the Committee to evaluate Qualification Statements:

No. Evaluation Criteria Scoring

Method

Weight

(Points)

1. Firm Qualifications and

Relevant Experience – 20

Points

Description: The County will evaluate the Offeror's demonstrated experience, qualifications, and capability to provide professional maintenance and asset management services for potable water storage tanks.

Consideration will be given to the Offeror's experience performing inspections, cleaning, repairs, rehabilitation, coating applications, and long-term maintenance under contracts of similar scope and complexity.

How to Demonstrate:

• Provide a company overview, including years in business and primary services offered.

• Describe experience with municipal or public utility water storage tank maintenance contracts.

• Identify the number and types of water storage tanks

0-5 Points 20

(20% of Total) currently maintained under contract.

• Describe experience performing structural repairs, interior and exterior coatings, and tank rehabilitation.

• Identify applicable licenses, certifications, and manufacturer qualifications.

• Describe the Offeror's ability to perform required services using its own personnel and/or subcontractors.

2. Project Understanding and Technical Approach

– 20 Points

Description: The County will evaluate the Offeror's understanding of the Scope of Work and its proposed approach to providing comprehensive maintenance and asset management services for the County's water storage tanks. Consideration will be given to the effectiveness, practicality, and thoroughness of the proposed approach, including the development of a long-term maintenance and renovation program, the reasonableness of anticipated maintenance schedules, and the ability to preserve tank condition while minimizing disruptions to water system operations.

How to Demonstrate:

• Describe the Offeror's understanding of the

County's maintenance requirements, operational considerations, and long-

0-5 Points 20

(20% of Total) term asset management objectives.

• Explain the proposed approach to annual inspections, comprehensive inspections, biofilm removal, cleaning, disinfection, preventative maintenance, and repairs.

• Describe the methodology for assessing tank conditions, identifying maintenance needs, and determining appropriate repair, rehabilitation, and recoating activities.

• Explain the approach to developing and implementing a multi-year maintenance and renovation program, including how anticipated maintenance activities will be prioritized and scheduled.

• Describe how services will be coordinated with the

County to minimize tank outages, maintain adequate water storage capacity and fire flow, and accommodate operational requirements.

• Identify any proposed methods, technologies, or enhancements that would improve maintenance effectiveness, extend tank service life, or provide additional value to the

3. Project Team

Qualifications and

Experience – 15 Points

Description: The County will evaluate the qualifications, experience, certifications, and availability of the personnel proposed to perform and manage the required services.

Consideration will be given to the experience of key personnel with projects of similar scope, the proposed organizational structure, and the availability of specialized technical expertise.

How to Demonstrate:

• Provide an organizational chart identifying key personnel and their responsibilities.

• Identify the proposed

Project Manager, field supervisors, inspectors, coating specialists, and other key personnel.

• Provide resumes summarizing relevant education, training, certifications, and project experience.

0-5 Points 15

(15% of Total)

• Identify applicable professional licenses and industry certifications, including AMPP (formerly

NACE) certifications, where relevant.

• Identify proposed subcontractors and describe the services each will perform.

• Describe staffing availability and the process for replacing key personnel, if necessary.

4. Maintenance Program, Quality Control, and

Scheduling – 15 Points

Description: The County will evaluate the Offeror's proposed approach to establishing and implementing a comprehensive inspection and preventative maintenance program.

Consideration will be given to scheduling practices, documentation, quality control procedures, and methods for ensuring that work is completed properly and within established timeframes.

How to Demonstrate:

• Provide a proposed annual inspection and maintenance schedule.

• Describe how cleaning, washouts, coating work, and other maintenance activities will be scheduled and coordinated.

• Explain procedures for identifying, documenting, prioritizing, and tracking maintenance deficiencies.

• Describe quality control procedures for inspections, 0-5 Points 15

(15% of Total) repairs, and coating applications.

• Provide a sample Condition

Assessment Report or similar inspection report.

• Describe methods for documenting completed repairs and corrective actions.

• Explain how maintenance recommendations will be communicated to the

5. Past Performance and

References – 10 Points

Description: The County will evaluate the Offeror's demonstrated record of successful performance on contracts of similar scope and complexity.

Consideration will be given to the quality of services, adherence to schedules, responsiveness, communication, and overall client satisfaction.

How to Demonstrate:

• Provide a minimum of five

(5) references for comparable contracts performed within the past five (5) years, including ongoing contracts.

• Identify the client, contact person, telephone number, and email address.

• Provide the contract dates, approximate number of tanks maintained, and a description of services performed.

• Identify any significant challenges encountered and how they were resolved.

0-5 Points 10

(10% of Total)

The County reserves the right to contact references and consider documented past performance with the

County or other public agencies.

6. Safety, Environmental

Compliance, and

Emergency Response –

10 Points

Description: The County will evaluate the Offeror's demonstrated commitment to workplace safety, environmental protection, and regulatory compliance, as well as its capability to respond promptly to urgent maintenance and repair needs. Consideration will be given to safety procedures, employee training, emergency response resources, and the ability to meet the required response timeframe.

How to Demonstrate:

• Describe the Offeror's safety and health program, including procedures for elevated work, confined spaces, and other applicable hazards.

• Describe employee safety training and relevant certifications.

• Explain procedures for handling cleaning chemicals, coating materials, spills, and waste disposal.

• Describe emergency response procedures and personnel availability.

• Identify the location of personnel, equipment, and resources available for emergency response.

• State the proposed emergency mobilization time, expressed in hours, not to exceed twenty-four

(24) hours.

• Describe the Offeror's ability to provide after-hours, weekend, and holiday services.

7. Cost Proposal – 10 Points

Description: The County will evaluate the competitiveness, reasonableness, and overall value of the proposed compensation for the comprehensive maintenance and asset management program. The cost evaluation will be based on the total proposed cost for all water storage tanks over the five-year

Contract term. For purposes of cost evaluation, the County will calculate the Total Proposed Cost by summing the annual maintenance fees for all water storage tanks for

Years 1 through 5. The completeness and technical merit of the proposed maintenance program, including scheduled services and exclusions, will be evaluated separately under the applicable technical evaluation criteria.

How to Demonstrate:

• Complete the electronic

Cost Proposal Table, providing firm annual maintenance fees for each water storage tank for

Years 1 through 5.

• Ensure the proposed annual fees include all costs necessary to perform the services identified in the

Offeror's proposed maintenance program.

• Clearly identify the services included in the proposed annual fees, as well as any limitations, exclusions, or services requiring additional compensation.

• Provide any requested supplemental pricing, including labor rates, equipment rates, material markups, and emergency service charges.

2.3. General Award and Criteria Information

A. To be initially selected, the Proposal(s) must be considered responsive by the Purchasing Services

Manager. Failure to submit all required information may be grounds the designation of the proposal as nonresponsive, unless waived by the Purchasing Services Manager.

B. After the conditions outlined above are met, Proposer(s) will be scored based on the quality of the response to this RFP.

C. Vendors are encouraged to review the Evaluation Criteria to see how proposals will be scored and verify that the response has sufficient documentation to support each criterion identified.

D. The County will select the offer that represents the best value to the County based on a comparative analysis and an integrated assessment of proposals against all source selection criteria in the solicitation.

E. Dorchester County reserves full discretion to determine the competence and responsibility, professionally and/or financially, of vendors. Vendors are to provide in a timely manner any and all information that the

County may deem necessary to make a decision.

F. Any and all exceptions taken by the Proposer must be listed and prominently displayed in proposal materials.

G. The County reserves the right to request Proposer(s) to appear for an additional presentation followed by a question-and-answer period, in order to further evaluate qualifications. The additional presentations, if any, will be scored and combined with prior scoring to determine the successful Proposer. The County is not obligated to accept the lowest cost proposal. The County may also award to Consultant other than the highest ranked proposer if the price submitted by that proposer is more than the budget available for the project. If made, the award will go to the Proposer providing the most responsive, responsible proposal that provides the best overall value and service to the County.

H. The Purchasing Services Division may contact any vendor in order to clarify uncertainties or eliminate confusion concerning contents of a proposal.

I. The Evaluation Team may contact any customer of the vendor, whether or not included in the vendor’s reference list, and use such information in the evaluation process.

3. SECTION THREE: SPECIAL INSTRUCTIONS AND SOLICITATION-

SPECIFIC TERMS

3.1. Written Questions Deadline

The last day and time for submittal of written questions shall be no later than Thursday, October 22, 2026 at 8:00 am.

3.2. Proposal Submittal Process

Proposals must be submitted electronically through the OpenGov Procurement Portal. County Proposals may be found by visiting the following link:

https://procurement.opengov.com/portal/dorchestercountysc

3.3. Proposal Submittal Deadline

Proposals will be received until Friday, October 30, 2026 at 2:00 pm, after which time they will be evaluated. Late proposals will not be accepted.

3.4. Term of Agreement

The term of the Contract shall commence upon issuance of a Notice to Proceed by the County. The

Contract term shall be one year with the option to renew up to four additional one-year terms. The annual maintenance fees applicable to the initial Contract term and each subsequent renewal term shall be those provided in the Consultant's Cost Proposal, as approved by the County.

3.5. Payment to Contractor

Payment shall be due within thirty (30) days of approved invoices.

3.6. Shipping

Shipping terms shall be F.O.B. Destination.

3.7. Permits and Licenses

The successful Respondent shall, without additional expense to the County, be responsible for obtaining and maintaining all necessary licenses and permits required by the State of South Carolina, a municipality or the County or any other authority having jurisdiction.

3.8. Additional Information and Inquiries

Questions or clarifications concerning this invitation should be posted to the solicitation on the OpenGov

Procurement Portal at the link provided above, or directed by email to Rebecca Dantzler (only) at

RDantzler@DorchesterCountySC.gov. Contact with other County personnel during the proposal process may result in a determination of non-responsiveness for any proposal submitted by your firm.

https://procurement.opengov.com/portal/dorchestercountysc mailto:RDantzler@Dorchester

4. SECTION FOUR: TERMS AND CONDITIONS

4.1. Preparation, Submission and Withdrawal of Proposals

A. Proposals must be submitted electronically through the County’s OpenGov Procurement Portal. No other method of submission is authorized.

B. Proposals shall not be submitted by email, fax, hand delivery, mail, courier, or any other means. Any such proposal will be considered an unauthorized and non-responsive submission and will not be opened, accepted, or considered.

C. Dorchester County is not responsible for proposals not received due to technical issues, user error, connectivity problems, or failure to complete the submission process in OpenGov prior to the deadline.

D. Proposals submitted after the due date and time are considered late proposals and will not be opened or considered.

E. Proposals may be withdrawn by the Proposer prior to the time set for opening of proposals, but not thereafter.

F. Proposers shall promptly notify the Dorchester County Purchasing Office, in writing, and no later than the last date and time for the submittal of written questions, of any ambiguity, inconsistency or error which they may discover upon examination of the RFP documents or the project premises and local conditions.

G. Proposers requiring clarification or interpretation of the RFP documents shall make a written request which must be received at the Dorchester County Purchasing Office no later than the last date and time for submittal of written questions.

H. Any interpretation, correction or change of the RFP documents will be made by addendum. It is your responsibility to monitor the Purchasing Services website by selecting Procurement Portal at www.dorchestercountysc.gov/purchasing for any additional information, revisions, or addenda that may be posted.

4.2. Non-Collusion Certification Requirements

A. Each bid submitted in response to this solicitation shall include an electronic non-collusion certification.

By submitting a bid, the Bidder affirms that its response is genuine and not collusive or sham and that the Bidder has not colluded, conspired, or agreed with any other bidder or person to fix prices, restrict competition, or otherwise undermine the competitive procurement process.The electronic submission of a bid constitutes the Bidder’s legally binding certification and execution of this requirement.

4.3. Proposer Representations

A. Each Proposer by submitting a proposal represents that:

1. The Proposer has read and understands this RFP (including all specifications and attachments) and that their proposal is made in accordance therewith.

http://www.dorchestercountysc.gov/purchasing

2. The Proposer has reviewed the RFP, has become familiar with the local conditions under which the

Work is to be performed, and has correlated personal observations with the requirements of the proposed Contract Documents.

3. The proposal is based on the terms, services, materials, systems, and equipment required by this RFP, without exception.

4. The Proposer is qualified to provide the services and equipment required under this RFP and, if awarded the Contract, will do so in a professional, timely manner using Proposer's best skill and attention.

4.4. Award of Contract

A. Award of Contract will be made to the responsive and responsible proposer(s) whose proposal, conforming to the RFP, is most advantageous to the County, price and other factors considered. The

County reserves the right to make multiple awards based on the capacity of each Proposer.

B. The County reserves the right to 1) reject any or all proposals and any part of a proposal; 2) waive informalities, technical defects, and minor irregularities in proposals received; and 3) award the proposal(s) received on the basis of individual items or services or groups of items or services or the entire list of items or services.

C. The County shall be the sole judge of the suitability of the items or services to be provided pursuant to this RFP.

D. The County reserves the right to request the contractor/vendor’s latest financial statements and other such additional information as may be reasonably necessary to determine whether the contractor/vendor should be awarded the contract.

E. For debriefings, protests and appeals after the award of a contract, contractors are advised to consult the

Procurement Policy Manual located on the Dorchester County website at:

www.dorchestercountysc.gov/purchasing.

4.5. Notice of Award of Contract

A. The successful Proposer will be notified of acceptance of proposal by a written Letter of Intent to Award the contract. The successful Proposer shall not undertake any work, and the County will not be responsible for payment for any work whatsoever undertaken by successful Proposer prior to execution of the contract by both parties.

B. The successful Proposer shall be required to submit acceptable Insurance Certificate(s) and

Endorsement(s) within Five (5) Business Days after the issuance of the Notice of Award.

4.6. Contract Document

A. The successful Proposer shall be required to execute a formal contract within Ten (10) business days after issuance of a Letter of Intent to Award.

https://www.dorchestercountysc.gov/purchasing

B. Said Contract shall be virtually identical in substance and form to the Sample Contract contained herein.

The only anticipated changes will be to include additional exhibits, to fill in the blanks to identify the successful Proposer, and terms relating to compensation, or to revise the contract to accommodate corrections, changes in the scope of work, or changes pursuant to addenda issued prior to the proposal opening.

C. Because the signed contract will be substantively and substantially derived from the Sample Contract, Proposer is urged to seek independent legal counsel as to any questions about the terms, conditions or provisions contained in the Sample Contract, before submitting a proposal. Again, the Sample Contract, contains important legal provisions and is considered part and parcel of this RFP.

D. Proposers should raise any questions regarding the terms of the Contract, or submit requested changes in said terms, in the form of written questions or submittals, subject to the deadline for questions and should include on their Exceptions form.

E. Failure or refusal to sign aforesaid Contract shall be grounds for the County to revoke any Letter of Intent to Award which has been issued, for the proposer to forfeit their proposal security, and for the County to award the Contract to another Proposer.

4.7. Modification

A. The County has defined this section in the Sample Contract.

4.8. Notice to Proceed

A. A Notice to Proceed will be in the form of a purchase order after the successful Proposer has executed the

Contract and has submitted acceptable performance and payment bonds (if applicable) to the County as well as other submittals specified herein as required to be delivered before the Notice to Proceed is issued.

B. The successful Proposer shall not deliver any equipment to the work site or commence work until the successful Proposer has received a written Notice to Proceed from the Purchasing Services Manager or other authorized County representative.

4.9. Proposer's Qualifications

A. Before a proposal is considered for award, the Proposer may be requested by the County to submit a statement providing additional information regarding their previous experience in performing comparable work.

4.10. Subcontractors

A. If any subcontractors will be used for this service, the successful Proposer shall provide to the Purchasing

Services Manager a list of names of any of the intended subcontractors, the subcontractor's applicable license number(s), and a description of the work to be done by each subcontractor on the Subcontractor

Data Report Form included herein.

B. The successful Proposer shall not substitute other subcontractors without the written consent of the

Purchasing Services Manager.

C. The successful Proposer shall be…