RFP Drought Study.pdf

BOARD OF COUNTY

COMMISSIONERS

PROJECT:

CAMDEN COUNTY

DROUGHT STUDY

REQUEST FOR PROPOSAL #P27-3500-02

PROPOSAL DUE: August 20, 2026

REQUEST FOR PROPOSALS

CAMDEN COUNTY DROUGHT STUDY

Proposal Number: P27-3500-02

The Camden County Board of Commissioners is seeking proposals from qualified firms to develop a drought study for Camden County. Proposals will be received in the office of the Purchasing Officer, 200 E. 4th Street, Woodbine, Georgia 31569, until 2:00 on August 20, 2026 at which time, said proposals will be publicly opened and the contractor’s names will be read aloud. No proposals may be withdrawn after the closing time for the receipt of proposals for a period of ninety (90) days.

SOLICITATION SCHEDULE:

Request for Proposal 7/23/2026

Deadline for questions 8/10/2026 5PM EST Answers to questions 8/13/2026 5PM EST Proposal Due Date 8/20/2026 (No later than 2:00 p.m. EST) Public Proposal Opening 8/20/2026 (2:00 p.m. EST) Board of Commissioners Approval 9/1/2026 Letter of Intent to Award 9/2/2026

SUBMISSION: One (1) original and five (5) copies of required proposal documents must be submitted in a sealed envelope marked “CAMDEN COUNTY DROUGHT STUDY”- Proposal #P26-3500-02, mailed or dropped off at the address below.

U.S. Postal Service: FEDEX/UPS:

Camden County Board of Commissioners Attn: Purchasing Office P.O. Box 99 Woodbine, GA 31569

Camden County Board of Commissioners Attn: Purchasing Office 200 E. 4th St.

Woodbine, GA 31569

The proposal opening will be conducted in person on August 20, 2026 at 2:00PM, in the historic court room, located at 200 East 4th Street, Woodbine, GA 31569. Proposal prices will not be read.

Proposals will be accepted at the above address until the time and date specified above, and immediately after will be publicly opened and contractor names only will be read aloud. Proposals received after the required time or in any other location other than the Purchasing Office will not be accepted. Camden County will not be held liable for misdirected deliveries nor deliveries that are late due to shipping carrier. Faxed or Emailed submissions will not be accepted.

All proposals submitted in response to this request shall become the property of Camden County and will be a matter of public record available for review after award. Please note that failure to meet any of the requirements stipulated within this RFP will result in the disqualification of the Contractor. It is incumbent upon each Contractor to thoroughly review the RFP and ensure their proposal fully meets all specified requirements.

Proposals may be withdrawn by written request only if the request is received prior to the time and date set for the opening proposals. Negligence on the part of the proposer in preparing his proposal confers no right of withdrawal or modification of his proposal after proposal has been opened. No proposal may be withdrawn for a period of ninety (90) days after the time and date of opening of proposals.

Camden County reserves the exclusive right to determine which Proposer should be awarded the Contract. Camden County also reserves the right to waive any irregularity or informality in a proposal, and accept or reject any item or combination of items, when to do so would benefit Camden County. Also Camden County may reject proposals that do not contain all elements and information requested. Camden County will not be liable for any cost/losses incurred by proposers throughout this process. Camden County does not discriminate on the basis of race, religion, color, sex, national origin, age, or disability.

The Proposer will indemnify, defend, and hold harmless Camden County from and against any and all claims, damages, losses, and expenses including, but not limited to, fees and charges of attorneys and court and arbitration costs, arising out of or resulting from the negligent acts, negligent omissions, willful misconduct, or reckless misconduct of the Proposer or anyone for whom the Proposer is responsible.

Questions regarding this project may be directed in writing to the Purchasing Officer, Kelsey Kelley, at bids@camdencountyga.gov. All questions shall be received by August 10, 2026 and answered by August 13, 2026.

SCOPE:

Camden County will contract with a qualified consultant to facilitate the planning process and prepare a comprehensive drought study.

The consultant will:

• Assess current drought vulnerabilities and evaluate historical data, climate trends, and water usage patterns.

• Update the inventory of existing water sources, including hydrants, reservoirs, ponds, tanks, and alternative supply points and provide GIS mapping to identify service gaps.

• Identify and prioritize capital improvement projects to address drought-related vulnerabilities, including new or upgraded water infrastructure to support firefighting operations.

• Provide preliminary cost estimates and develop a funding strategy for recommended improvements.

• Review prior relevant studies, including those by the U.S. Army Corps of Engineers, Coastal Resources Division, and Georgia Department of Natural Resources, ensuring alignment with Camden County’s Hazard Mitigation Plan.

• Identify additional potential water sources to reduce tanker truck turnaround times, enhance ISO mailto:bids@camdencountyga.gov.

ratings and improve emergency response capacity.

• Conduct at least two public meetings and solicit input from municipalities, state agencies, local businesses, and residents to inform plan development.

The final drought study will include updated GIS maps, vulnerability and gap analyses, prioritized recommendations, cost estimates, and an implementation strategy. All deliverables will be provided in print and digital formats. The project is anticipated to be completed within 12 months of contract execution.

CONTRACT TERMS AND CONDITIONS

The Contract with the successful proposer will contain the following contract terms and conditions:

1. Procedures The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the County’s authorized representative(s). Any change to the contract must be submitted in writing and approved by Director of Emergency Management.

2. Schedule

Proposers shall provide, with their proposal, a proposed schedule for the project. Failure to include the schedule may be ample cause for rejection of proposal as non-responsive. The actual timing for this project shall be coordinated with Deputy Chief Camden County Fire Rescue.

3. License Requirement All firms doing business in Camden County are required to hold a current valid business license within the municipality where the home office is located.

4. Insurance

The Contractor shall procure, maintain, and provide proof of, insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with, the work performed on behalf of the County by the Contractor, his agents, representatives, employees or subcontractors. Proof of coverage as contained herein shall be submitted prior to the commencement of work and such coverage shall be maintained by the Contractor for the duration of the contract period. The Contractor shall not perform any work unless he has obtained, and continues to maintain for the duration of such work, such worker's compensation coverage as may be required pursuant to the provisions of Title 34 Chapter 9 of the Official Code of Georgia.

A. Liability.

The Contractor shall maintain such insurance as will protect him from claims under workmen's compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Such certificates shall be in form and substance reasonably acceptable to the Owner, shall indicate that, except in respect to workers compensation insurance coverage and professional errors and omissions, Owner is an additional insured with respect to such coverage, and shall indicate that such coverage is primary and not contributory with any similar insurance purchased by the Owner. The certificates shall contain a provision that the insurer will endeavor, if allowed by the policy, to provide Owner with thirty (30) calendar days’ notice of nonrenewal, cancellation, or termination of the coverage. If the successful proposer receives a nonrenewal. cancellation, or termination notice from an insurance carrier affording coverage required herein, the successful proposer agrees to notify Owner by fax within two (2) business days with a copy of the nonrenewal, cancellation, or termination notice, or written specifications as to which coverage is no longer in compliance. Failure to comply with any of the provisions relating to insurance coverage herein shall be deemed a material breach if not cured. The contractor shall be responsible for providing adequate limits of insurance when working within property owned by railroads, as established by such railroad company.

B. Indemnity.

To the fullest extent permitted by laws, statutes, rules and regulations, the Contractor shall indemnify and hold harmless the County, Engineer, Engineer’s Consultants and the Officers, Directors, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court costs, arising out of or resulting from performance of the work, but only to the extent caused in whole or in part by negligent, reckless, willful and wanton, or wrongful acts or omissions of the Contractor, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence.

Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this Paragraph.

C. Comprehensive General Liability

The successful Bidder shall exercise proper precaution at all times for the protection of persons and property. He shall carry approved insurance from insurance companies authorized to do business in Georgia and having an A.M. Best’s rating of A+ or better with the following minimums:

*The limits of insurance are as follows:

a) General liability insurance of at least One Million (1,000,000) Dollars (Combined Single Limit per occurrence) and Two Million (2,000,000) Dollars aggregate;

b) Automobile insurance of at least Five Hundred Thousand (500,000) Dollars (Combined Single Limit per accident for bodily injury or property damage); and

c) Workers’ Compensation Insurance as will protect potential bidder or offerer from Workers’ Compensation Acts

4. Exemption from Taxes The Contractor shall not charge the County directly for any sales or excise tax.

The County is exempt from State Sales Tax. Tax Exemption Certificates indicating the County’s tax exempt status will be furnished by the County on request. The Contractor shall be responsible for any payment of any sales, use, or excise tax. This exemption does not include materials purchased and used by a contractor for a construction project.

5. Method of Payment

Contractors shall provide their federal employer identification number on a standard W-9 form within 15 days after award in order not to delay payment.

Contractor shall submit request for payment directly to Camden County Facilities Management for payment issuance.

Invoices shall be submitted to:

Camden County Board of Commissioners Attn: Lisa Boyett laboyett@camdencountyga.gov

Upon inspection and acceptance of the work, the County will render payment, less any retainage if applicable, within thirty (30) days.

6. Termination

Subject to the provisions below, the Contract may be terminated by the County upon thirty (30) days advance written notice to the other party;

but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the County until said work or services are completed and accepted.

A. Termination for Convenience mailto:laboyett@camdencountyga.gov%20

The County may terminate this Contract for convenience at any time in which case the parties shall negotiate reasonable termination costs.

B. Termination for Cause In the event of Termination for Cause, the thirty (30) days advance notice is waived and the Contractor shall not be entitled to termination costs.

7. Severability In the event that any provision of this contract shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

8. Applicable Laws

This contract shall be governed in all respects by the laws of the State of Georgia.

INSTRUCTIONS TO PROPOSERS

1. Completion

Proposal must show number of days required to complete each project under normal conditions. Failure to state completion time obligates proposer to complete the project according to the County's schedule. Unrealistically short or long completion promised may cause proposal to be disregarded. Consistent failure to meet delivery promises without valid reason may cause removal from contractor list.

2. Firm Pricing for County Acceptance

Proposal price must be firm for County acceptance for 90 days from proposal opening date.

3. Schedule of Required Documents The following documents must accompany the contractor’s proposals:

Proposal Form References Contractor Affidavit and Agreement Subcontractor Affidavit and Agreement List of Subcontractors Statement of Bidder’s Qualifications Contractor’s License Contractor’s General Liability, vehicle and worker’s compensation insurance (Certificate of Insurance)

4. Authority to Bind Firm in Contract

Proposals MUST give full firm name and address of proposer. Failure to manually sign proposal may disqualify it. Person signing proposal should show TITLE or AUTHORITY TO BIND HIS FIRM IN A CONTRACT. Firm name and authorized signature must appear on proposal in the space provided.

5. References All proposer shall include, with their proposals, a list of at least three (3) current references for whom comparable work has been performed, not including Camden County Board of Commissioners. This list shall include company name, person to contact, telephone number, email address, address where work completed and days to complete. Failure to include references may be ample cause for rejection of proposal as non-responsive.

6. Basis for Award

The contract will be awarded to the responsible, responsive prosper whose submission, conforming to the solicitation, will be most advantageous to Camden County – price and other factors considered. Unless otherwise specified in this RFP, Camden County reserves the right to accept a proposal in whole or in part, and to award by item or by group, whichever is deemed to be in the best interest of Camden County when applicable. Any proposer who is in default to Camden County at the time of submittal of the proposal shall have that proposal rejected. Camden County reserves the right to clarify any contractual terms with the concurrence of the Contractor; however, any substantial nonconformity in the offer, as determined by Camden County, shall be deemed non- responsive and the offer rejected. In evaluating proposals, Camden County shall consider the qualifications of the prospers, timeframe, cost, references and guarantees of materials and equipment.

7. Negotiation with the Responsible Prosper Unless all proposals are canceled or rejected, the County reserves the right to negotiate with the lowest responsive, responsible prosper to obtain a contract price within the funds available whenever such proposal exceeds the available funds. Negotiations with the low prosper may include both modifications of the proposal price and the specifications/scope of work to be performed.

8. Notice of Award

A notice of award will be issued once the project is awarded by the Camden County Board of Commissioners at an open meeting.

10. Scoring:

Evaluation Criteria Maximum Points Value Total Cost 20 Points

Key Personnel Qualifications 25 Points

Team Experience 25 Points

References 20 Points

Project Approach/Timeline 10 Points

Total Points 100 Points

CONTACT INFORMATION:

Person to contact regarding this proposal:

Title:

Phone: Fax:

Email Address:

Name of person authorized to bind the Firm:

Signature:

Date:

Name of Company:

Address:

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT

IN BID BEING DEEMED NON-RESPONSIVE.

REFERENCES

Camden County Board of Commissioners requests a minimum of three, (3) references where work of a similar size and scope has been completed.

References

Proposers shall provide references on this form.

1. Firm Name

Brief Description of Project

Completion Date

Contact Phone

Title E-mail

2. Firm Name

3. Firm Name

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR BID

PACKET)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Camden County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13- 10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (E-verify Number)

Date of Authorization

Name of Contractor

Address of Contractor

City, State and Zip Code

Name of Project

I hereby declare under the penalty of perjury that the foregoing is true and correct. Executed on , , 20 in (City), (State).

Signature of Authorized Officer or Agent (Contractor)

Title of Authorized Officer or Agent (Contractor)

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

Notary Public

My Commission Expires:

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of Camden County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13- 10-91.

EEV / Basic Pilot Program* User Identification Number

BY: Authorized Officer or Agent Signature Date (Subcontractor Name)

Title of Authorized Officer or Agent of Subcontractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

No tary Public My Commission Expires:

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT

IN BID BEING DEEMED NON-RESPONSIVE.

CAMDEN COUNTY BOARD OF

COMMISSIONER

CAMDEN COUNTY, GEORGIA

LIST OF SUBCONTRACTORS FORM

I do , do not propose to subcontract some of the work on this project. I propose to

Subcontract work to the following subcontractors:

NAME AND ADDRESS TYPE OF WORK

STATEMENT OF BIDDER’S QUALIFICATIONS

(To be subscribed and sworn to before a notary public)

The bidder submits the following statement of bidder’s qualification for consideration by the Owner.

Legal Name of Bidder/Firm:

Street Address:

Telephone Number:

Fax Number:

Email Address:

When Organized:

Where Incorporated:

Number of years engaged in the contracting business under the present firm name:

Plan of Organization: Proprietorship Corporation Partnership

The bidder has never refused to sign a contract at the original bid. The bidder has never been declared default on a contract.

The bidder has no Federal or Local Tax Liens.

T F

Remarks:

The foregoing statement of qualifications is submitted under oath.

Under oath, I certify that I am a principal or other representative of the firm of and I am authorized by it to execute the foregoing offer on its behalf. I am a principal person of the foregoing with management responsibility for the foregoing subject matter and as such, I am personally knowledgeable of all its pertinent matters. The foregoing statements of facts in the foregoing bid are true.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, labor supplies or equipment and is in all respects, fair and without collusion or fraud. We understand collusive bidding is violation of state and federal law and can result in fines, prison sentences and civil damage awards. We agree to abide by all conditions of this bid.

The full name and addresses of persons and firms interested in the foregoing bid as principals are as follows:

Date:

Legal Name of Firm:

By (Signature):

Printed Name:

Sworn to and subscribed before this day of 2024.

Notary Public

My commission expires:

NON-COLLUSION AFFIDAVIT

COUNTY OF: _____________________________

STATE OF: ________________________________

Before me, the Undersigned Proposer being duly sworn on oath, a Notary Public, for and in the County and

State aforesaid, personally appeared ___________________________________and made oath that the

Contractor herein, his agents, servants, and/or employees, to the best of his knowledge and belief, have not in any way colluded with anyone for and on behalf of the Contractor, or themselves, to obtain information that would give the Contractor an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Contractor, or themselves, to gain any favoritism in the award of the contract herein. He or she further states that no person or person, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale.

Oath and Affirmation

I hereby affirm under the penalties for perjury that the facts and information contained in the foregoing proposal for public works are true and correct.

Dated this day______ of ____________________, _______________

Authorized Signature for Design- Builder: _________________________________________

Title: ______________________________________________________________________

Contractor’s name (print):__________________________________________________

SWORN TO BEFORE ME THIS ______DAY OF_____________, 20_____

NOTARY PUBLIC FOR THE STATE OF ______________________

My Commission Expires: ______________________

Notary Public Signature________________________

Printed Name: __________________________________

Phone Number: __________________________________Address: _____________________________

CAMDEN COUNTY BOARD

OF COMMISSIONERS

DROUGHT STUDY

RFP#P25-3500-02

PROPOSAL FORM

DATE:

TO: CAMDEN COUNTY BOARD OF

COMMISSIONERS 200 E 4TH ST.

WOODBINE, GA 31569

Having carefully examined the Proposal Documents entitled Camden County Drought Study and Addendum(s) No. (s) as well as the premises and conditions affecting the work, we propose to furnish all services and labor called for them for the entire work, in accordance with aforesaid documents, for the sum of Dollars

($ ) which sum is hereinafter called the “Base Proposal.”

If there are additional options please provide a breakdown of the services and pricing.

We agree that this proposal may not be revoked or withdrawn for a period of ninety

(90) days following such time. In the case we are notified in writing, by mail, or email of acceptance of this proposal within ninety (90) days after the time set for the opening of proposals.

Please provide an implementation schedule with your proposal.

Legal Name of Firm:

By (Signature):

Printed Name: