Camden County Drought Study

BOARD OF COUNTY
COMMISSIONERS
PROJECT:
CAMDEN COUNTY
DROUGHT STUDY
REQUEST FOR PROPOSAL #P27-3500-02
PROPOSAL DUE: August 20, 2026
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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 No proposals may be withdrawn after the closing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 Camden County Board of Commissioners
Attn: Purchasing Office Attn: Purchasing Office
P.O. Box 99 200 E. 4th St.
Woodbine, GA 31569 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
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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
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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
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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:
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*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
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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.
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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
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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.
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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
Brief Description of Project
Completion Date
Contact Phone
_
Title E-mail
3. Firm Name
Brief Description of Project
Completion Date
Contact Phone
Title E-mail
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