RFP No_ 26_001 Financial System_ CIS_ _ Utili.pdf

Brunswick-Glynn County Water and Sewer Commission

RFP No. 26-001 Request for Proposal

Financial System, Customer Information System (CIS), and a Utility Billing System

Tuesday, July 1, 2025

MANDATORY Pre-proposal teleconference via Teams on

Friday, July 11, 2025, at 2:00 p.m. EDT

Meeting ID: 248 501 538 119 2 Passcode: ns9mr2iA

Please pre-register via email pcrosby@bgjwsc.org to obtain agenda/meeting documents

Deadline for questions Wednesday, July 25, 2025, no later than 5:00 p.m. EDT.

Questions must be directed in writing (via e-mail) to the Purchasing Director, Pamela Drury-Crosby, email- pcrosby@bgjwsc.org

Proposal Responses Due by:

12:00 NOON, EST Thursday, August 28, 2025, to:

Purchasing Division Brunswick-Glynn County Water and Sewer Commission

1703 Gloucester Street Brunswick, Georgia 31520

(912) 261-7100 Proposals should be clearly labeled as follows:

“RFP No. 26-001 Financial System, Customer Information System (CIS), and a Utility Billing System”

Submit responses in hard copy only; electronic or fax responses will not be accepted.

Responses received after the deadline or at any other location will not be accepted.

FOR COMPLETE DETAILS OF THIS SOLICITATION, please visit the Commission website, utilizing the following link:

http://www.bgjwsc.org/departments/procurement/ mailto:pcrosby@bgjwsc.org http://www.bgjwsc.org/departments/procurement/

Contents

1. INTRODUCTION

2. SCOPE

2.1. Project Overview

2.2. General Scope

2.3. Scope Details

3. RFP GENERAL INFORMATION

3.1. Bid Correspondence

3.2. RFP Schedule of Events

3.3. Terms and Conditions

4. EVALUATION CRITERIA

4.1. Minimum Requirements

4.2. Criteria

5. RFP RESPONSE REQUIREMENTS AND CONTENT

5.1. General Guidelines

5.2. RFP Response Format

6. ATTACHMENTS

1. INTRODUCTION

1.1. Purpose

The Brunswick-Glynn County Water and Sewer Commission is soliciting proposals to establish a contract through competitive negotiation for a Financial System, Customer Information System (CIS), and a Utility Billing System.

1.2. Background

The Brunswick-Glynn County Joint Water and Sewer Commission, referred to as “BGJWSC” or “the Utility”, supplies water and wastewater services to almost all residents and businesses within Glynn County Georgia.

The Utility’s current solution, Innoprise, was deployed in BGJWSC in 2014 as an on-premises installation and had the latest update in 2017. The system currently accommodates approximately 32,000 accounts. These are the services supported by the current system:

Service No. of Active Services

Water 34,044 Wastewater 29,286

Total Number of Active Services 63,330

Innoprise supports BGJWSC processes to collect, manage, and analyze data regarding customers, premises, and accounts. Innoprise receives meter readings via a manual upload after readings are manually downloaded from Neptune 360; calculates charges for water and wastewater; processes delinquent charges; applies and distributes payments; maintains accounts-receivable; and generates orders and transmits them to the Computerized Maintenance Management System (CMMS). After a manual bill correction process, a file is created and sent to a third-party printer for bill printing and mailing.

BGJWSC has recently implemented Advance Metering Infrastructure (AMI) as now all of our customer water meters are AMI. With a new and modern solution, BGJWSC expects to not only leverage underexploited AMI capabilities but also improve and optimize business processes and workflows. BGJWSC identified the following goals for the acquisition of a new solution:

• Reduce the need for staff to work around the system to accomplish a task

• Provide the customer with more options via self-service

• Automate time-consuming manual processes

• Avoid entering data manually between modules of the solution

• Increase proactive management in all areas of utility

• Increase overall engagement with customers

• Increase staff awareness of large-scale solution processes and downstream impacts

• Improve/Maintain current bill accuracy

• Enhance Business Intelligence and reporting capabilities

BGJWSC expects to overcome pain points users face while operating the current system such as poor performance and lack of integration with other systems (e.g., CMMS, Financial system, etc.) necessitating manual data entry. BGJWSC is seeking a modern, user-friendly, streamlined, Commercial Off-the-Shelf (COTS) solution with a Customer Self Service Portal (CSS). The system must be capable of conveying all BGJWSC’s services, managing all BGJWSC’s functional processes, and be designed to integrate with all the interfaces listed in this request proposal.

1.3. Definitions

The following words and phrases, when used in this Request for Proposals, have the meanings ascribed to them in this section, except where the context indicates that another meaning is intended:

Advance Metering Infrastructure. “AMI” is a two-way communication system to collect and control metering information. AMI is typically automated and allows real-time, on-demand interactions with metering endpoints.

Americans with Disability Act. “ADA” is a federal civil rights law that prohibits discrimination against people with disabilities in everyday activities.

Application Programming Interface. “API” means a two-way, real-time exchange between two systems.

BGJWSC: BGJWSC means the Brunswick-Glynn County Water and Sewer Commission, aka The Utility.

Proposer. “Proposer” means any person or legal entity that submits a proposal in response to this solicitation.

CIS Administrator. “CIS Administrator” means the Utility employee identified by the Utility in writing as the CIS Administrator.

Cloud-based. “Cloud-based” refers to a system that is hosted by a third party through the Internet.

Computerized Maintenance Management System. “CMMS” facilitates tracking and analysis of maintenance operations for utility infrastructure.

Contact. “Contact” means any interaction between customers and BGJWSC (e.g., email, phone call, portal).

COTS Software: A Commercial-Off-The-Shelf software package that has been developed by third-party software firms with substantial functionality to meet the needs of a broad range of potential users.

Customer Information System. “CIS” is the primary billing system for BGJWSC as well as the primary customer data and account management.

Customer Self-Service. “CSS” is the system that will be used to allow customers to access their utility account information over the internet, thus providing convenience for customers and reducing calls and walk-in traffic for your staff.

Graphic User Interface. “GUI” is a user interface that includes graphical elements such as windows, icons, and buttons.

Hosted Solution. “Hosted Solution” is a general term for technology services using infrastructure located outside the Utility’s physical location. This can be a vendor’s physical location or can be hosted on the cloud.

Integration Partner. “Integration Partner” means a third-party implementer or systems integrator that the software vendor teams with to assist in or perform the entire implementation of the software vendor’s COTS solution. In the event of an Integration Partner proposing, they must propose as prime and manage the vendor solution and requirements as well as any 3rd party solutions and requirements that were proposed as a part of the proposed solution.

Integrated System. “Integrated System” means each of the other City systems that are currently integrated or have planned integrations with the Existing System as set forth further in Section 2.3.3 (5) of this Request for Proposal.

Integrated Systems Administrators. “Integrated System Administrator” means the Utility employee, contractor or other designated representative who has administrative authorities within any of the Integrated Systems listed in Section 2.3.3 (5).

Interim Customers. “Interim Customers” are a classification of temporary customers (typically landlords) in which the charges revert to landlord following move-out of the customer.

Land Management Application. “Land Management Application” refers to any application used by the Utility for managing geographic, parcel-based data (e.g.

GIS).

National Change of Address. “NCOA” is an information tool for database managers and mailers to use before mailing to maintain mailing addresses for bulk rate mailing.

OCR (Optical Character Recognition). a technology that converts scanned images of text into editable, machine-readable text.

Payment Extension. “Payment Extension” is an agreement between the Utility and the customer on a schedule to pay off past due balance, or to avoid disconnections.

Payment Card Industry. “PCI” refers to a set of security standards and requirements established by the Payment Card Industry Security Standards Council (PCI SSC).

Personal Identifiable Information. “PII” refers to any information that can be used to identify an individual, either directly or indirectly. PII is sensitive and private data that should be protected to safeguard an individual's privacy and prevent identity theft or other forms of misuse.

Payment Plan. “Payment Plan” is an agreement between the Utility and the customer on a schedule to pay off a balance, or to avoid late fees and disconnections.

Recurring Payments. “Recurring Payments” refers to a form of automatic payment a customer may sign up for that pays the current balance each month.

Revenue Recovery. “Revenue Recovery” refers to credit and collections activities.

Service Level Agreement. “SLA” is an agreement between provider and client about measurable metrics like uptime, responsiveness, and responsibilities.

Subject Matter Expert. “SME” means the employee or authorized representative identified by BGJWSC as the expert about a given city department or system.

System Provider. “System Provider” means the firm that has been selected and contracted by BGJWSC to provide the entire solution and the professional services needed to supply a complete and operating system including any 3rd party products as a part of the proposed solution.

UAT (User Acceptance Testing). “UAT” means testing by key BGJWSC internal users or internal user groups using expertly prepared test scripts for key implementation or migration milestones.

2. SCOPE

2.1. Project Overview

BGJWSC is soliciting proposals from qualified firms with outstanding qualifications, experience, and knowledge to provide a fully integrated, Cloud-Based application information system for Financials, Customer Information System (CIS), Utility Billing System and a Customer Self Service Portal that allows the Utility to achieve the goals identified in Section 1.2.

2.2. General Scope

This procurement is for the complete software licenses and professional services for the implementation of a Customer Information System that will meet BGJWSC’s needs. The Successful Proposer’s solution will address all the required elements in the RFP. The major items that are to be addressed by the Proposer in the response to the RFP for the implementation of the Financials System, Customer Information System, and Utility Billing System will include, but are not limited to, the following:

• Finance Software modules

• CIS or CRM Software modules

• Utility Billing Software modules

• CSS Solution

• Implementation Services

• Integration Architecture

• Training

• System Documentation

• Data Dictionaries for all System Components

• Software Maintenance and Support

• Software Upgrades

• Software Licenses

• Hosted Environment Architecture

• Hosting fees

• Anything as a Service (XaaS/SaaS) fees

• Software Warranties

2.3. Scope Details

2.3.1. General Requirements

The Proposer shall meet these requirements:

(1) The selected software must be a COTS solution that has been successfully implemented in several other agencies similar in size, requirements, and function.

(2) CSS Solution may be a stand-alone system (keeping in mind that an overall goal of the new system is to minimize API’s) or may be included in the CIS system functionality. If proposed as a stand-alone or third-party product, CSS would have to be presented as a part of the CIS solution and CSS provider should be listed as a subcontractor.

(3) All modules must be cloud-based or hosted.

(4) The system must have a well-defined, all-inclusive upgrade process for future software releases.

(5) Development licenses for all system utilities and tools must be provided and will become the property of the Utility upon system acceptance.

(6) The Utility shall be the owner of all data contained within the solution. The Proposer shall provide the Utility access to Utility data at the Utility's request in a mutually agreed upon format. Such agreement shall not be unreasonably withheld.

The Proposer shall also provide access to any derivatives or alterations of Utility data at the Utility’s request.

(7) The selected system must be covered by continuing maintenance and enhancement services to guarantee a long useful life of product (use 10 years or more as a reference).

(8) All the Utility data must be processed, stored, transmitted, and disposed of within the jurisdiction of the North America. The Vendor will not give access to the Utility’s data to others.

(9) The Solution must comply with all current government laws, rules, regulations, standards, and web-based transaction encryption standards.

(10) The system provider shall comply with the National Institute of Standards and Technology Guidelines for cyber security requirements.

(11) The system must be highly configurable. Initial tailoring must be performed by Proposer with the Utility input.

(12) The Utility prefers systems that do not require modification to the base code (customization). Customizations must be properly documented and must be included with all future releases as part of the base code.

2.3.2. Functional Requirements

The Proposer must submit a completed copy of Exhibit 4A - Financials Requirements Matrix and Exhibit 4B – Billing & CIS Requirements Matrix with this Request for Proposals. The Proposer shall provide, at a minimum, the following basic features, and functionalities:

(1) The Solution shall support full management of multiple services both independently of other services and with relationship to other services for each premise including water (metered, unmetered), wastewater, irrigation, hydrant meters, and fire lines.

(2) The system shall meet Federal ADA regulations, including all websites and portals.

The solution shall have an intuitive user interface that provides relevant information in a clear and accessible way to support efficient customer service.

(3) The system should support Section 508 of the Rehabilitation Act.

(4) The system shall use a three-part relationship of customers, accounts, and premises, each with records and entities, existing independently.

(5) The solution shall manage the inventory for several device types including water meters, sewer flow meters, transmitters, other associated devices, and backflows.

(6) The system shall manage meter reading routes and reads.

(7) The solution shall support multiple complex rate structures.

(8) The system shall allow a variety of complex bill types and scenarios.

(9) The system must support billing in gallons (GAL).

(10) The system must calculate the correct charges based on consumption and rates.

Manual bill adjustments or corrections should be provided when necessary.

(11) The system must allow cashiers to accept various payment methods, including cash, checks, credit/debit cards, etc.

(12) The solution shall provide multiple and complex collection paths for managing outstanding balances.

(13) The system acts as a receivables subsidiary ledger keeping all debit and credit transactions in balance.

(14) The system must support OCR and have the ability to input invoices via scanning the paper document or drag and drop of an electronic copy of the invoice.

(15) The Solution shall allow users to create and manage a wide variety of Service Order types including, but not limited to Emergency, meter readings, meter exchanges, and turn on/off service with real-time updates between the office and field.

(16) The system shall provide in-house reporting capability for pre-programmed and Ad-Hoc reports made accessible within a system dashboard or internal web page.

(17) The Solution shall provide a modern customer self-service web portal for customers to see payments, bill history, pay bills, access My360, and obtain information regarding their services and account status all under a single sign-on.

(18) The customer self-service web portal shall allow customers to schedule future one-time payments. Online payments are processed via Authorize.net.

(19) Payment card data is not processed or stored within the solution, otherwise the solution shall be PCI compliant. We have no Centralized Cash Receipt (CCR).

2.3.3. Technical Requirements

The Proposer shall provide a solution that includes the following technical requirements:

(1) User experience and system performance shall be standardized across all devices, including for all ancillary products and services (e.g., CSS).

(2) The system shall support single sign-on (SSO) utilizing at least SAML standards.

(3) The system shall support broadband cell cards, PPTP, and SSL client and clientless with at least 256-bit encryption.

(4) System must be capable of meeting the following minimum sizing parameters:

Parameter Value Parameter Value Number of Customers 69,058 Financials

Users 62

Number of Premises 33,576 Billing & CIS Users

Number of Active Accounts 32,948 Number of

Water Meters 32,832

Customer Bills per Month 34490

(5) The Proposer shall establish and support all interfaces and functions detailed in Exhibit 4A – Financials Requirements Matrix and Exhibit 4B - Billing & CIS Requirements Matrix and listed below. The Proposer shall establish protocols and provide resources for handling the flow of files and troubleshooting in the event of system failure or failure of individual interfaces. The provided list includes current interfaces and additional ones identified for the future system to meet the Utility’s business needs. Unless otherwise specified, the Utility prefers the establishment of API integrations, where technically feasible.

Interface Definition Interface Description

Financials (GL)/CIS/Utility Billing

The system provided will be the Utility’s system of record for financial information. All modules of the new system must all interface with each other without the need for manual entries by users, and import information when needed.

AMI/MDM The new CIS and Billing modules needs a two-way real-time interface with the current AMI and MDM (Neptune) allowing the exchange of accurate customer and meter data, and device provision.

Banking Institutions

The new solution needs two-way interfaces with banks and financial institutions to process customers’ payments and returned item files.

Collection Agency The Utility currently uses a collection agency (Penn Credit) for bad debt accounts. An interface or upload/download procedure is required to send customer account information and receive payment information for customers.

Bill Print The new solution will require a downloadable document to export bill print files to the Utility’s bill print vendor’s (Doxim) system and allow for bill images to be retrieved from the printer’s file system.

Outbound Communications (Podium)

The new CIS provides an export file interface with customer information to notify customers via phone, email, and texts for delinquent bills and other purposes.

Interface Definition Interface Description

Online and Credit card Payments and ACH

Online card payments and eCheck payment processing service is provided by Authorize.net. ACH payments are processed by our bank, Synovus

Merchant Service Provider

Our Merchant Service provider is Synovus eLockbox Our eLockbox service is provided by Synovus Checking processing

Our Check Processing is performed by Synovus at their Charlotte NC location.

CMMS The new solution needs a two-way real-time interface integrating with the Utility’s current CMMS Solution, City Works, to ensure a synchronized data flow between customer-related information, service/work orders, and operational activities.

Credit Bureau The Utility utilizes Equifax to verify identity and creditworthiness to make decisions about deposits. The new solution will need to provide a two-way real-time interface to verify a customer’s identity and credit risk.

GIS (optional) The new solution will need to have a real-time two-way integration with the Utility’s GIS system based on ARC GIS API or similar technology. CIS will provide spatial display of customer information from GIS. CIS information should also be available as a layer selection option from authorized GIS users as a spatial (map-based) selection. GIS will provide premises and addresses to CIS.

Active Directory The new solution must integrate with the Utility’s Active Directory with a two-way real-time authentication of users.

Barcode Scanners (optional)

The new CIS needs a one-way integration with barcode scanners to identify meter location and update status in

CIS.

RFID Scanners (optional)

The new CIS needs a one-way integration with RFID scanners for device inventory and tracking.

Inventory Management

The new CIS needs to provide a one-way import with several manufacturers to automatically update inventory of water meters, transmitters, and other devices.

Outlook Email/MS

The new solution requires an interface with the Utility’s Outlook email service to facilitate the one-way (export) of generated emails.

CASS Coding Accuracy Support System (CASS) is a certification system from the United States Postal Service (USPS) for address validation.

Interface Definition

Interface Description Electronic Document Management System

The new solution requires a two-way interface to store and retrieve documents linked to customers, accounts, service orders, financial transactions, records, etc.

Customer Self- Service Solution

If the CSS is a stand-alone solution or provided by a third-party vendor, the new CIS should provide all mechanisms to connect and allow real-time exchange of customer information with the proposed CSS.

(6) Communication between Integrated Systems shall minimize the use of PII and protect it with encryption.

(7) The system shall accommodate the following hardware standards:

System Standard Database SQL Desktop OS Windows current versions and current version minus one Network Hardware

Modern infrastructure with next-gen practices for networking including cybersecurity measures such as firewalls, etc. Use of the Utility’s network and servers should be minimal as this is to be a cloud based system.

Desktop Hardware

Dell, HP, or equivalent

Laptop Hardware Dell, HP, or equivalent Mobile Tablets and mobile phones (various types- Panasonic Toughbooks, Android, Apple products)

Network Protocol TCP/IP Office Productivity Microsoft Office suite current version or current version minus one

2.3.4. Services to be Provided by Proposer

The Proposer shall provide the following services to support the implementation and operation of the solution. These tasks must be included in Exhibit 5 – Staffing Plan provided by the Proposer. The following tasks apply to the system as well as any ancillary products provided in response to this RFP:

(1) Project Management. The Proposer shall provide project management and implementation services including but not limited to:

• Project plan including timelines.

• Ongoing project management services using a recognized project management methodology.

• Provide real-time updates to the project plan.

• Provide account representatives and technical subject matter experts necessary for project management.

(2) Environments Setup. The Proposer shall be responsible for the operation of the environments required during the duration of the project and post go-live (a minimum of 4 environments during implementation: production, test, training, and development). At a minimum, the Utility expects the Proposer to provide a production environment and a testing environment post go-live. The testing environment must be refreshed as needed and at the discretion of BGJWSC.

(3) Software Configuration. The Proposer shall perform and document business needs requirements discovery and configure the system accordingly. The Proposer shall track all configurations and instill practices so that configurations do not interfere with essential business and system functions.

• Interface / Integration Design, Development and Implementation. The Proposer shall establish all interfaces described in Section 2.3.3 (5) including but not limited to:Develop integration plans, architectural and data flow diagrams for each Integrated System.

• Coordinate integration services with the Integrated Systems Administrators or SMEs for each Integrated System.

• Provide user stories and test cases for all phases of test.

• Coordinate and complete all testing, including end-to-end testing, for each

Integrated System.

(4) Data Conversion and Migration. The Proposer shall provide database conversion, data cleanup, and data migration services from the Utility’s current system (Innoprise) including, but not limited to:

• Create detailed field-level conversion maps and migration of data from Innoprise into the new solution.

• Provide a detailed staffing plan to indicate how many resources you will provide and how many Utility resources will be needed for data conversion as well as the number of data scrubs that will be included.

• Migrate defined reports and queries from Innoprise into the new solution.

• Perform and document verification of converted and migrated data to ensure integrity and continuity.

• Create a detailed plan for go-live weekend to bring all Innoprise data into production system of the new solution, and ensure no data is lost.

(5) System and Functional Testing. The Proposer shall oversee all testing of the system and all ancillary products and interfaces, including but not limited to:

• Ensuring all items essential for the full function of the system are tested by the Proposer team prior to each phase of City testing and will furnish testing results for all testing performed.

• Proposer will provide all test scripts, test cases, and test plans for the Utility’s involvement in testing the system.

• Coordinate and complete UAT that includes end-to-end testing for all configured services for internal, external, and mobile users and for each integration.

• Track the testing process and solve all incidents/bugs discovered during testing in a timely matter.

(6) Definition and Implementation of new business practices. The Proposer shall establish and implement new CIS business practices, with input from the Utility, to support the Utility functions in the new system. The Proposer shall provide supporting documents such as SOPs and workflows for all established practices.

(7) Design and Development of Reports and other BI tools (e.g., dashboards). The Proposer shall establish reports and dashboards for analyzing and improving business performance. The Proposer shall design, develop, and make easily accessible all reports listed in Exhibit 4A – Financials Requirements Matrix and Exhibit 4B – Billing & CIS Requirements Matrix. The Proposer should also include time for additional reports that may be required as implementation and testing progress and new processes are adopted.

(8) Change Management Services. The Proposer shall establish practices for managing organizational change and adoption within the Utility, ensuring organizational readiness to adapt to changes, integrating change management activities into the overall project plan, function as an active and visible coach to executive leaders, and provide support for and coaching to front-line managers and supervisors as they help employees through the transition. Develop a set of actionable and targeted change management plans – including a communication plan, coaching plan, training plan, and resistance /risk management plan.

(9) Release Management. The Proposer shall provide ongoing release management services for the solution, including but not limited to:

• Provide the solution with visibility to release schedules and planned release cycles - including any hotfixes when required due to critical issues or bugs with the solution.

• Provide BGJWSC with detailed release notes for features, functionality, and bug fixes included in each release as well as report any known issues that exist with each release.

• Maintain updates to online help and training materials as appropriate for newly released functionality and features for the solution.

• Facilitate the staging of release to allow the Utility to review and test pending releases (to allow the Utility time to communicate changes, train users, prepare citizens, and update procedures).

• Allow BGJWSC to schedule production release to allow for release staging, internal communication cycle, and avoid disruption during business hours.

(10) Maintenance and Support. The Proposer shall provide ongoing maintenance and support to the Utility for the solution and related issues, including but not limited to:

• Provide 24/7/365 availability phone support.

• Assistance and resolution of critical issues 24/7/365.

• Assistance and resolution of non-critical issues during business hours (7 am

– 6 pm) EST Monday through Friday.

• Provide access for the Utility to report issues via a call center or access to

Proposer’s self-service support portal.

• Provide BGJWSC with clear SLAs for call resolutions and explanations on how issue severity is assigned.

• Provide ongoing maintenance and upgrades to the solution.

• Provide clear escalation protocols for any issues identified by BGJWSC that require additional attention or are not being addressed to the Utility’s satisfaction.

(11) Utility Staff Training. The Proposer shall provide robust training as well as resources and tools to help the Utility staff learn the functionality of the new system. The Proposer must perform all training for the Utility end users and acceptance of the new system. The Proposer must provide all resources and materials to support and implement the training plan.

(12) Transition to full operations. The Proposer shall provide a minimum of three successful mock go-lives that mimic the conversion and business transition as closely as possible to the actual go-live. The Proposer shall provide onsite support for all mock go-lives and the final transition to production.

(13) Post Go-Live Support. The Proposer shall provide services such as additional configuration, training, and reports development as needed to support the Utility’s management of the system for a period of stabilization following go-live. This should serve the Utility as a transition period from implementation to support services.

(14) Software Documentation. The Proposer shall provide system documentation, including but not limited to:

• System setup and implementation documentation, including but not limited to documentation specific to any unique City implementations.

• Technical documentation and best practices recommendations.

• Maintenance and troubleshooting documentation.

• Configuration documentation.

• System and user manuals.

(15) Backup and Recovery. The solution shall be available 24/7, except for scheduled maintenance and emergency fixes. The Proposer shall fully back up the implemented system and shall establish processes for failback and full recovery of the system in the event of system failure. The Proposer shall provide capabilities for handling outages and controlling file flows and interfaces when the system is offline.

(16) Warranty. The Proposer shall warrant the Solution and all work relating to the Solution, including any work performed by subcontractors, throughout the term of the Contract, starting from the date of Final Acceptance.

2.4. Optional Services

Proposers are invited to propose additional services beyond the specified requirements outlined in Section 2.3.4. Any additional services offered should be clearly detailed in the proposal, indicating their nature, scope, and associated costs. These services are considered optional and should be clearly priced as optional. Proposers are encouraged to provide comprehensive information regarding the value, benefits, and relevance of the optional services to enhance the overall proposal. The Utility reserves the right to evaluate and consider these optional services as part of the overall proposal assessment. Clear and transparent pricing for optional services will enable the Utility to make informed decisions during the evaluation process.

3. RFP GENERAL INFORMATION

3.1. Proposal Correspondence

Upon Release of this RFP, all vendor communications concerning this acquisition must be directed to the Purchasing Department correspondent listed below:

Pam Crosby Director of Procurement

Brunswick-Glynn County Water and Sewer Commission 1703 Gloucester Street, Brunswick, GA. 31520

Phone: 912-261-7127 pcrosby@bgjwsc.org

Unauthorized contact regarding the RFP with other BGJWSC employees may result in disqualification. Any oral communications will be considered unofficial and non-binding by the Brunswick-Glynn County Water and Sewer Commission. Vendors should rely only on written statements issued by the RFP correspondent.

3.2. RFP Schedule of Events

The following RFP Schedule of Events represents the best estimate of the schedule that shall be followed. Unless otherwise specified, the time of day for the following events shall be between 8:00 a.m. and 5:00 p.m., EDT.

The Utility reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

ESTIMATED DATE OF EVENTS DATE TIME

RFP Issued

June 30, 2025 5:00 PM EDT

Mandatory Pre-proposal Conference

July 11, 2025 2:00 PM EDT

Deadline for Written Questions

July 25, 2025 5:00 PM EDT

Addendum to Answer Written Questions Issued

August 8, 2025 5:00 PM EDT

Deadline for Submitting a Proposal

August 28, 2025 5:00 PM EDT

Short List Announced

September 26, 2025 5:00 PM EDT

Interviews, Vendor Demonstrations, and Reference Checks

September 29 – October 10, 2025

TBD

Contract Negotiation October 20 – November 7, 2025

TBD

Anticipated Contract Award (Commission) December 18, 2025 TBD

3.2.1. Mandatory Pre-proposal Conference

Prior to the submittal of the proposals, there will be a mandatory pre-proposal virtual meeting via TEAMS for all candidates who plan to submit a proposal. Presently, this conference will be conducted remotely and is scheduled for July 11, 2025, at 2:00 PM

ET.

Meeting ID: 248 501 538 119 2 Passcode: ns9mr2iA

Pre-registration is required in order to receive a link to the agenda and meeting documents. Please contact pcrosby@bgjwsc.org to pre-register no later than Thursday, July 10, 2025 12:00 noon. The Utility reserves the right to record and post the meeting for documentation and transparency purposes.

3.2.2. Proposal Questions

All questions must be submitted in writing to the Proposal correspondent named above (Section 3.1). The schedule in Section 3.2 indicates the deadline for written questions and the subsequent distribution of corresponding answers to all known Proposers (and to others, by request). Requests may be made to the Proposal correspondent named above. No oral interpretation will be made to any Proposer as to the meaning of the Proposal Specifications or any part thereof. Each written request for clarification or interpretation shall be made in writing to the Utility.

3.2.3. Proposal Submittal

The Brunswick-Glynn County Joint Water and Sewer Commission must receive the vendors’ Proposal in a sealed envelope, in its entirety, not later than the date and hour specified in the schedule of events in Section 3.2 in Brunswick, Georgia at the address specified in Section 3.1. Proposals arriving after the deadline will be returned unopened to their senders. Please read and comply with the following instructions:

I. Package must follow the format and content of section 5.

II. An original hard copy of the Proposal is required.

III. Proposals shall be limited to a maximum of one hundred and twenty (120) pages printed on one side only in 8.5” by 11” paper using a font size no smaller than eleven (11) points and margins of at least one inch in each direction. Attachments of Section 6 should not be considered part of this limit.

IV. Provide in addition two (2) electronic copies of your Proposal on two USB flash drives saved as Adobe Portable Document Format (PDF) for all documents and attachments included in the proposal. Responses to Exhibit 4A – Financials Requirements Matrix, Exhibit 4B – Billing & CIS Requirements Matrix, Exhibit 5 – Staffing Plan, and Exhibit 6 – Pricing Worksheet shall be saved as PDF in addition to a filled copy of the original Excel file, Workbook *.xlsx version.

Vendors assume the risk of the method of dispatch chosen. The Utility assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for the actual Proposal receipt. Late Proposals will not be accepted, nor will additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.

3.2.4. Short-List Selection

The Utility intends to select a subset of proposers from the RFP responses to continue with for further evaluation. The short-list will be selected by evaluating the Proposer’s response covering the requirements matrix, solution presentation, vendor qualifications, implementation plan, price, and overall response to the RFP. Additional discovery may be performed to assist in selecting the short-list Proposers. The short-list proposers will be contacted in writing regarding their status as short-listed Proposers. Those wishing to continue will be provided with the scripted scenarios that they will use for preparing for the demos.

3.2.5. Demonstration Scenarios

The Utility will further evaluate Proposer’s solutions by utilizing scripted scenarios and site visits. Each short-listed proposer will be provided with the scripted scenarios that they are to use to prepare for an on-site solution demonstration. It is anticipated that the demos will take 2-3 days. The short-listed Proposers will be further evaluated on their performance during the scripted scenario demonstrations, reference checks, additional discovery, and at the option of the Utility.

3.2.6. Finalist Selection

The Utility will select the Proposal that, in its sole discretion, is the most responsive and responsible to the Utility. The Utility reserves the right to make any award without further discussion of the Proposal submitted; there may not be a best and final offer procedure.

Therefore, the Proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the Utility based on the vendor’s Proposal and an increase or reduction of services with the manufacturer may be negotiated before Proposal award and execution.

3.2.7. Contract Award and Negotiation

If BGJWSC and the selected Proposer are unable to reach an agreement during contract negotiations, the Utility will continue with the next proposal according to the evaluation criteria for assessment and possible contract negotiations.

3.3. Terms and Conditions

3.3.1. Waiver of Technicalities

All items must meet or exceed specifications as stated by the BGJWSC. The Utility reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the Utility. Award may be made by item number or in total. Determination of best response to Proposals will be the sole judgment of the Utility. Proposals shall remain valid for ninety days from the date of Proposal opening.

3.3.2. Proposal Rejection

The Utility reserves the right to reject any or all Proposals at any time without penalty.

3.3.3. Modification of Proposals

Any clerical mistake that is patently obvious on the face of the Proposal may, subject to the limitations described below, be corrected upon written request and verification submitted by the Proposers. A nonmaterial omission in a Proposal may be corrected if the Purchasing Department determines that correction to be in the Utility’s best interest.

Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Proposal submission:

• Price Information; and

• Any required Insurance

3.3.4. Withdrawal of Proposals

Proposals may be withdrawn at any time prior to the Proposal opening. After Proposals have been publicly opened, withdrawal of a Proposal shall be based upon the following:

The Proposer shall give notice in writing of his claim of right to withdraw is Proposal due to an error within two business days after the conclusion of the Proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other Proposals due solely to a mistake therein, provided the Proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the Proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the Proposal sought to be withdrawn. The Proposer’s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his Proposal. If a Proposal is withdrawn under the authority of this provision, the highest-scoring remaining responsive Proposal shall be deemed to be the first offer for negotiation.

3.3.5. Proposer’s Responsibility

When determining whether a Proposer is responsible, or when evaluating a Proposal, the following factors may be considered, any one of which will suffice to determine whether a Proposer is responsible, or the Proposal is the most advantageous to the Utility:

(1) The ability, capacity, and skill of the Proposer to perform the contract or provide the software/equipment and/or service required.

(2) The character, integrity, reputation, judgment, experience, and efficiency of the Proposer.

(3) Whether the Proposer can perform the contract within the time specified.

(4) The quality of performance of previous public and private contracts or services, including, but not limited to, the Proposer’s failure to perform satisfactorily or complete any written contract. The Utility’s termination for default of a previous contract with a Proposer, within the past three years, shall be deemed to be such a failure.

(5) The previous and existing compliance by the Proposer with laws relating to the contract or service.

(6) Evidence of collusion with any other Proposer, in which case colluding Proposers will be restricted from submitting further Proposals on the subject project or future Proposals, for a period not less than three years.

(7) The Proposer has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged, or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Proposer shall affirmatively disclose to the Utility all such convictions, especially of management personnel or the Proposer as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the Utility’s sole option and discretion, for termination for default subsequent to award or execution of the contract.

(8) If the Proposer will be unable, financially, or otherwise, to perform the work.

(9) At the time of the Proposal opening, the Proposer is not authorized to do business in the state of Georgia or otherwise lacks a necessary license, registration, or permit.

(10) Any other reason deemed proper by the Utility.

3.3.6. Non-Endorsement

As a result of the selection of a vendor to supply products and/or services to the Utility, the Utility is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The vendor agrees to make no reference to the Utility in any literature, promotional material, brochures, sales presentation, or the like without the express written consent of the Utility.

3.3.7. Material Disclosure

By submitting a response to this request, the submitting party acknowledges and agrees that, in accordance with applicable laws and regulations governing public records, the contents of the proposal may be subject to public disclosure.

3.3.8. Response Property of the Utility

All material submitted in response to this request becomes the property of the Brunswick-Glynn County Joint Water and Sewer Commission. Selection or rejection of a response does not affect this right.

3.3.9. No Obligation to Buy

The Utility reserves the right to refrain from contracting with or purchasing from any vendor. The release of this solicitation does not compel the Utility to purchase.

3.3.10. Cost of Preparing Proposals

The Utility is not liable for any cost incurred by vendors in the preparation and presentation of any Proposals and/or Demonstrations submitted in response to this Solicitation.

3.3.11. Addenda

Proposers are responsible for checking the BGJWSC’s website for the issuance of any addenda prior to submitting a Proposal. The address is https://www.bgjwsc.org/departments/procurement/

3.3.12. Contract Award and Execution

The Utility will select the Proposal that, in its sole discretion, is the most responsive and responsible Proposal to the BGJWSC. The Utility reserves the right to make any award without further discussion of the Proposal submitted; there may be no best and final offer procedure. Therefore, the Proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the Utility based on the vendor’s Proposal and an increase or reduction of services with the manufacturer may be negotiated before Contract award and execution.

3.3.13. Changes in the Law

The contractor shall perform its services in accordance with the requirements of Federal, State, and Local law. BGJWSC reserves the right to revise the Contract if the contractor provides information that additional services, or service under different conditions is necessary due to a change in the law.

3.3.14. Insurance Requirements

All submitting parties are required to adhere to the stipulated insurance requirements outlined in the attached document labeled "Exhibit 1 - Insurance Requirements." This attachment comprehensively details the insurance coverage expectations, including liability, errors and omissions, and any other relevant policies. It is imperative that submitting parties thoroughly review the attached insurance requirements and ensure strict compliance with the specified terms and conditions. Failure to meet these insurance obligations may result in disqualification from consideration. By submitting a proposal, each party implicitly acknowledges its commitment to maintaining the requisite insurance coverage as delineated in the attached document, thereby mitigating risks and ensuring comprehensive protection throughout the duration of the project.

3.3.15. Protest Procedure

Upon the completion of the evaluation process, the winning proposal will be announced on the Utility’s website. Proposers are responsible for checking the Utility’s website for this announcement. A period of five (5) business days will be provided to all proposers starting from the date of the winner announcement. During this period, proposers may https://www.bgjwsc.org/departments/procurement/ submit a protest if they believe there are grounds for disputing the outcome of the procurement process. Protests may be submitted on the following grounds:

• Violation of procurement procedures.

• Alleged bias or conflicts of interest.

• Substantial errors or irregularities in the evaluation process.

• Any other legitimate concerns affecting the fairness and integrity of the procurement process.

Proposers wishing to submit a protest must do so in writing and send it to the contact in section 3.1. BGJWSC will review the protest and supporting documentation and will provide a written response to the protest within a reasonable timeframe. The decision will be communicated in writing to the protesting proposer. If the protest is upheld, appropriate remedies will be considered, which may include revisiting the evaluation process or other corrective actions. The Utility’s decision will be final and binding. No further protests will be considered after the conclusion of the protest procedure.

4. EVALUATION CRITERIA

The Utility shall conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. The Utility shall use a selection committee to review and evaluate the proposals. The committee will recommend an award based on the results of their evaluation to the Utility to another person or entity who must approve the recommendation.

4.1. Minimum Requirements

The following minimum qualifications must be met for the proposer to be considered for this procurement:

• The proposed solution must have only one prime Proposer, whereas any contractors or vendors will be subordinate to the prime Proposer. If an integration vendor or system implementer wants to propose, they must be prime and manage the software along with any defects, issues, etc., with the software vendor. If applicable multiple Proposers (Implementers) may propose the same software solution.

• The System Provider or Integration Partner must have a minimum of five (5) years of experience in providing similar software implementations.

• All requirements specified in Section 2.3 (Scope Details) are minimum criteria, and Proposers are expressly required to acknowledge and affirm their…