1-IFB 2025-24 Portable Toilet Service.pdf

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TOWN OF HILTON HEAD ISLAND

IFB 2025-24

Portable Toilet Services

Date Advertised: August 13, 2025

Vendors shall complete all information requested on this page and submit it with their bid

INVITATION

FOR BID

(IFB)

Bid Submission:

Bids will ONLY be accepted electronically via the Town’s Procurement Portal which can be accessed using the link below:

hiltonheadislandsc.bonfirehub.com/portal

Solicitation Number:

Description/Title:

*Bid Submittal Deadline:

5:00 pm Eastern Time on September 3, 2025

*Bids will not be accepted after the stated time and date.

Bids will be publicly opened via virtual conference at 9:30 am Eastern Time on September 4, 2025. The link to participate in the virtual opening is provided in Section I of this IFB.

Pre-Bid Conference Information:

Town Contact:

Jessica Cummings, Contracts Administrator jessicac@hiltonheadislandsc.gov

(843) 384-5104

Deadline For Questions:

5:00 pm Eastern Time on August 26, 2025

Questions should be submitted through the Town’s Procurement Portal using the “Ask a question” button.

Vendor Name: Vendor Contact Name:

Vendor Mailing Address: Vendor Contact Phone:

City-State-Zip-Code: Vendor Contact Email Address:

By signature below, I certify that this bid is made and submitted without prior understanding, agreement, or connection with any corporation, firm or any corporation, firm, or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. I agree that this bid shall be good and held open for a period of at least sixty (60) days from the Submittal Deadline. I agree to abide by all conditions of this solicitation and certify that I am authorized to sign this bid on behalf of the bidder.

Vendor Authorized Signature:

Signature Date

Name and Title of Signatory:

Name:

Title:

https://hiltonheadislandsc.bonfirehub.com/portal/?tab=openOpportunities mailto:jessicac@hiltonheadislandsc.gov

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Table of Contents

BID TRANSMITTAL PAGE

TABLE OF CONTENTS

INVITATION FOR BID: IFB 2025-24

I. GENERAL INFORMATION

II. GENERAL SCOPE OF SERVICES

III. BID REQUIREMENTS

IV. EVALUATION CRITERIA AND CONTRACT AWARD

V. STANDARD CONTRACT TERMS AND CONDITIONS

EXHIBIT A: DETAILED SCOPE OF SERVICES

EXHIBIT B: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT C: REFERENCES FORM

EXHIBIT D: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT E: SAMPLE TOWN AGREEMENT

EXHIBIT F: BID PRICING FORM

ATTACHMENT A-QUESTIONNAIRE

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I. GENERAL INFORMATION

The Town of Hilton Head Island (“Town”) is soliciting sealed bids from qualified contractors (“Bidders” or “Contractors”) to provide timely and professional portable toilet services, in accordance with the specifications provided herein.

Bids must be submitted by the Bid Submittal Deadline shown on the Transmittal Page. Bids will ONLY be accepted electronically via the Town’s Procurement Portal which can be accessed using the following link: hiltonheadislandsc.bonfirehub.com. If electronic submittal poses a hardship, please notify the Town contact person identified on the Transmittal Page.

Bids will be publicly opened via virtual conference at the date and time indicated on the Transmittal Page. Only the names of Bidders and pricing information will be provided at the opening.

Virtual Bid Opening Link and Information 9:30 am Eastern Time on September 4, 2025

Microsoft Teams Need help?

Join the meeting now Meeting ID: 297 720 191 921 2 Passcode: hB66MA2o

All questions regarding this solicitation must be submitted in writing via the Town’s Procurement Portal using the “Ask a question” button. Questions will be publicly answered via the Procurement Portal as well. PLEASE NOTE THAT SINCE VENDOR Q&A WILL BE PUBLICLY

POSTED ON THE PROCUREMENT PORTAL, THE TOWN WILL NOT BE ISSUING ANY

ADDENDUMS RELATED TO VENDOR Q&A. It is Offeror’s responsibility to check the “Public Q&A” tab under the “Messages” section on the procurement portal to access and review all vendor Q&A. Addendums may still be issued for other information, and although addendums are sent to all Offerors via public notice, it is still the Offeror’s responsibility to check the procurement portal for any issued addendums.

The Town reserves the right to accept or reject any or all bids received in response to this solicitation, or to negotiate with all qualified bidders, or to cancel in part or in its entirety this invitation for bids, if it is in the best interests of the Town. The Town reserves the right to refuse any and all bids and to waive any technicalities and formalities. The Town reserves the right to waive any mandatory requirements in this solicitation if such requirement is unmet by all Bidders, and, such a waiver is determined to be in the best interest of the Town.

This solicitation does not commit the Town to award a contract or to procure for any articles of goods or services. The Town shall not incur or pay for any costs associated with the https://hiltonheadislandsc.bonfirehub.com/portal https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDg4YTM1OWUtZjk5ZC00MWVjLWFjMDktOTNhNDJlMDYzZjhh%40thread.v2/0?context=%7b%22Tid%22%3a%220532dcac-ed77-486e-9810-63efa5ac7c95%22%2c%22Oid%22%3a%22beedccd4-39ef-4a07-99dc-b2b276b52c4d%22%7d

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Bids must be signed by an official of Bidder authorized to bind Bidder. Electronic signature using secure signature software is acceptable. By submitting a bid, Bidder agrees that its bid shall be good and held open for a period of at least sixty (60) days from the Bid Submittal Deadline.

The Town does not discriminate on the basis of race, color, national origin, sex [including pregnancy and childbirth (or related medical conditions)], religion, age or disability in employment or in the provision of goods and services.

The Town recognizes that small businesses enterprises as well as businesses enterprises owned and operated by women and/or minority persons (collectively “disadvantaged business”) have historically faced challenges resulting in less than full participation in the free enterprise system to a degree disproportionate to other businesses. Therefore, the Town is committed to ensuring that such disadvantaged business enterprises are afforded every opportunity to fully and fairly participate in the Town’s procurement process for goods and services. In the event of a tied bid involving a certified disadvantaged Bidder and a non-disadvantaged Bidder, the Town will award the contract to the certified disadvantaged Bidder. Tied bids involving two certified disadvantaged Bidders will be settled with a random selection method chosen by the Town. It is the obligation of the disadvantaged business to submit proof of current certification from a governmental entity in the United States at the time they submit their bid in order for the certification to be considered by the Town in determining an award as described above. Tied bids involving two non-disadvantaged Bidders will be settled with a random selection method chosen by the Town.

The Town offers a Local Vendor Certification whereby such certified vendors will be granted a preference by having their bid price reduced by five percent (5%), up to a maximum reduction of ten thousand dollars ($10,000). The reduction in price is only for evaluation purposes, and if such a vendor is awarded a contract, the final contract price will reflect the original bid amount before the local vendor preference was applied. To receive the local vendor preference, Bidder must be certified by the Town prior to the submittal deadline and submit a copy of their certification with their bid. Bidders submitting a local vendor form with their bid which has not been certified by the Town prior to the Submittal Deadline, will not be eligible to have the local vendor preference applied to their bid. A copy of the Local Vendor Certification Form can be found in the Supporting Documentation section for this solicitation on the Procurement Portal.

The Town is required under the South Carolina Freedom of Information Act, to upon request, make public and disclose all documents of, and documents incidental to, executed contractual arrangements. Therefore, Bidders, by submitting a bid in response to this solicitation, are acknowledging that all materials submitted in their response may be subject to such disclosure, regardless of any labeling of materials as “confidential” or “proprietary” or other similar notations.

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II. GENERAL SCOPE OF SERVICES

The full detailed Scope of Services is described in detail in Exhibit A of this IFB.

III. BID REQUIREMENTS

Bidders are REQUIRED to submit all requested information and/or documentation outlined in this solicitation. Any Bidder failing to do so may have their bid rejected as being non-responsive making them ineligible for contract award. Bidder must complete and return with their bid the “Checklist of Submittal Requirements”, a copy of which is included in this solicitation as Exhibit B.

Bidders shall submit their number of years of experience and client reference information on the form provided in Exhibit C. Client reference should be for clients for which the Bidder has performed work similar to the services being requested by the Town. Bidders should have a minimum of three (3) years of providing professional portable toilet services.

Bidders shall submit their pricing on the form provided in Exhibit F Failure to do so may subject the Bidder to disqualification.

Bidders shall complete and return Exhibit D acknowledging the requirements of the South Carolina Illegal Immigration Reform Act.

IV. EVALUATION CRITERIA AND CONTRACT AWARD

The Town reserves the right to not make any contract award. If a contract is awarded, the contract will be awarded to the responsive and responsible Bidder whose bid results in the lowest overall cost to the Town. Responsiveness is defined as satisfactorily meeting the requirements specified in this solicitation. Responsibility will be determined by the Town’s direct experience with Bidder’s past performance (if any), as well as the response of client references provided by Bidder. Contract award, as well as contract continuation of the contract in subsequent fiscal periods, is subject to availability of Town funds. The Town shall not incur or pay for any costs associated with the preparation of bids.

If only one (1) bid is received by bid submittal deadline, the Town retains the right to re-advertise and re-open the solicitation if it is deemed to be in the best interests of the Town.

V. STANDARD CONTRACT TERMS AND CONDITIONS

Bidder acknowledges it has read and understands the terms and conditions provided in the Town’s standard contract clauses in the Sample Town Agreement which is attached hereto as Exhibit E, and Bidder also agrees that such clauses shall substantially form the basis for a contract between Bidder and Town. Bidder also acknowledges that terms and conditions

6 | P a g e provided in this IFB, either in their entirety or relevant portions thereof, may be included and become part of any resulting contract.

The anticipated term of the resulting contract shall be one (1) year, commencing on execution, with the option to renew for up to four (4) additional years in any combination of renewal terms, upon the written mutual agreement of the parties.

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EXHIBIT A

PORTABLE TOILET SERVICES

DETAILED SCOPE OF SERVICES

GENERAL REQUIREMENTS

The Contractor shall provide timely and professional portable toilet services in accordance with the requirements and provisions specified herein.

The Contractor shall work closely with the Town of Hilton Head Island Facilities Management Division to assure quality service.

The Contractor shall employ workers who are competent and properly trained to perform the required work. Employees of the Contractor shall not be considered employees of the Town of Hilton Head Island.

I. Portable Toilet Services

The Contractor shall also be responsible for providing portable toilet services for the following locations: the County boat ramp at 68 Helmsman Way and 97 Marshland Road. Parking lot at 15 Union Cemetery Road; Specifications are as follows:

a. Two units for each location (1 regular and 1 handicap);

b. Units shall remain tied down to secure the unit in the event of heavy winds and hurricanes;

c. Contractor shall ensure the units are compliant with American with Disabilities Act (ADA)

(handicap accessible);

d. Cleaning and restocking the units on Mondays, Fridays and/or whenever notified;

e. Contractor shall empty the waste from the units in a proper manner and in accordance with all codes and laws;

f. Contractor shall repair or replace units if they are damaged by vandals, acts of nature, or any other unforeseen events.

g. Contractor shall provide newer unit at all locations, to include events and remodels.

Extra portable toilets shall be placed at specified locations during Memorial Day weekend, Fourth of July holiday, Labor Day weekend, Special Events, Disaster-related events and at any other time as directed by the Town.

II. Requested Additional Services on an As Needed Basis The Contractor shall also have available to provide on an as needed basis the following list of additional equipment/services:

a. Hand washing stations;

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EQUIPMENT AND SUPPLIES

The Contractor shall provide all equipment and supplies to perform the specified work.

PERFORMANCE REQUIREMENTS

The Town shall withhold payment for work that is deemed incomplete during the previous month.

The Contractor shall be required to meet all tasks of this contract during the specified timeline for each. Failure on the part of the Contractor to perform all tasks in accordance with the specifications may result in non-payment of those services deemed not to have been performed to an acceptable standard. Any repeated failure to correct noted deficiencies may result in cancellation of this contract.

Adverse weather conditions or holidays may delay the schedule of work to be performed but shall not eliminate the performance requirement for any work specified herein.

ADDITONAL RELATED SERVICES

Other related services may be added to this contract at the direction of the Town. Fees will be negotiated at the time on a job-by-job basis.

EXHIBIT B

Checklist of Submittal Requirements

The following checklist is intended to advise the Bidder of all items or information that must be included with their submittal. Bidders shall provide:

1. Completed Bid Transmittal Page (page 1 of this IFB).

2. Signed Bidder Acknowledgement on this Exhibit B below.

3. Completed Bid Pricing Form, Exhibit F.

4. Completed Affidavit acknowledging the requirements of the South Carolina Illegal

Immigration Reform Act, Exhibit D.

5. Completed References Form, Exhibit C.

6. Certificate of Insurance as evidence that Contractor meets the insurance requirements specified in Exhibit E of this IFB. Town of Hilton Head Island shall be added as an Additional Insured on Contractor’s Insurance upon contract award.

7. Completed Attachment A-Questionnaire.

8. Optional: Bidder shall include current Town business license with their sealed bid if they have one. If not, Bidder will be required to obtain one prior to commencing any work if awarded the contract.

9. Optional: Local Vendor Certification Form Pre-Approved by the Town (if applicable)

Bidder Acknowledgements:

In the space provided, Bidder shall acknowledge receipt and review of the following addendums issued for this solicitation.

Addendum #’s:

I have read the above checklist of submittal requirements as well as this solicitation in its entirety, and understand that failure to submit any item, document, form or information identified as being required in either document, may result in the rejection of our submittal and eliminate our company from consideration for contract award.

Company Name:

Signature:

Name:

Title:

EXHIBIT C

REFERENCES FORM

Complete the statement below and provide three (3) client references:

Our firm, , has years of experience in providing professional portable toilet services (a minimum of three (3) years’ experience is desired).

The following companies may be contacted for references: (Provide client name and address, contact person’s name, telephone number and email address)

Reference 1: Client Name

Contact Person Title Phone # Email Address

Reference 2: Client Name

Title

Reference 3: Client Name

Title

Bidder’s Name:

Owner/Manager:

Signature:

Date:

The Town will be contacting these client references to determine Bidder responsibility. Bidder shall confirm each client’s current contact information and should alert the client that the Town will likely be contacting them shortly after the Bid Submittal Date. The Town is not responsible for incorrect contact information. If the Town has any direct experience with the Bidder on similar projects/services, this shall also factor into the determination of responsibility, and at a heavier weight than other references.

EXHIBIT D

CONTRACTOR AFFIDAVIT

SOUTH CAROLINA ILLEGAL IMMIGRATION REFORM ACT

Construction

By signing its bid or proposal, Contractor certifies that it will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws and agrees to provide to the Town of Hilton Head Island upon request any documentation required to establish either: (a) that Title 8, Chapter 14 is inapplicable both to Contractor and its subcontractors or sub-subcontractors; or (b) that Contractor and its subcontractors or sub-subcontractors are in compliance with Title 8, Chapter 14. Pursuant to Section 8-14-60, "A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and, upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both." Contractor agrees to include in any contracts with its subcontractors language requiring its subcontractors to (a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in their contracts with the sub-subcontractors language requiring the sub-subcontractors to comply with the applicable requirements of Title 8, Chapter 14.

Non-Construction

By signing your offer, you certify that you will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws and agree to provide to the Town of Hilton Head Island upon request any documentation required to establish either: (a) that Title 8, Chapter 14 is inapplicable to you and your subcontractors or sub-subcontractors; or (b) that you and your subcontractors or sub-subcontractors are in compliance with Title 8, Chapter 14.

Pursuant to Section 8-14-60, "A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and, upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both." You agree to include in any contracts with your subcontractors language requiring your subcontractors to (a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in their contracts with the sub- subcontractors language requiring the sub-subcontractors to comply with the applicable requirements of Title 8, Chapter 14

EXHIBIT D

CONTRACTOR AFFIDAVIT

SOUTH CAROLINA ILLEGAL IMMIGRATION REFORM ACT

In accordance with the requirements of the South Carolina Illegal Immigration Reform Act, ("Contractor") hereby certifies that it is currently in compliance with the requirements of Title 8, Chapter 14 of the South Carolina Code Annotated and will remain in compliance with such requirements throughout the term of its contract with the Town of Hilton Head Island, South Carolina

The Contractor hereby acknowledges that in order to comply with requirements of S. C. Code Annotated Section 8-14-20(B), it will register and participate in the federal work authorization program (E-verify) to verify the employment authorization of all new employees; and require agreement from its subcontractors, and through the subcontractors, the sub-subcontractors, to register and participate in the federal verification employment authorization of all new employees.

The Contractor agrees to provide to the Town of Hilton Head Island upon request any documentation required to establish the applicability of the South Carolina Illegal Immigration Reform Act to the contractor, subcontractor or sub-subcontractor. The Contractor further agrees that it will, upon request, provide the Town of Hilton Head Island with any documentation required to establish that the contractor and any subcontractors or sub-subcontractors are in compliance with the requirements of Title 8, Chapter 14 of the S. C. Code Annotated.

Date: By:

Name:

Title:

EXHIBIT E

STATE OF SOUTH CAROLINA )

) AGREEMENT

COUNTY OF BEAUFORT )

THIS AGREEMENT (“Agreement”) is made this <<Date>> between <<Company Name>> (hereinafter called “Contractor") and the Town of Hilton Head Island (hereinafter called "Town"), a municipal corporation organized and existing under the laws of the State of South Carolina.

WHEREAS, the Town has a need for a qualified contractor to provide professional portable toilet services; and

WHEREAS, the Town and the Contractor desire to enter into an Agreement wherein the Contractor shall provide such services as set forth herein below.

NOW, THEREFORE, for and in consideration of the mutual promises, undertakings and covenants set forth herein, the receipt and sufficiency of which is acknowledged and affirmed by the Town and the Contractor, the parties hereto agree as follows:

CONTRACT DOCUMENTS

a. The following documents are incorporated by reference into this Contract as if set forth fully herein:

1. The Contractor shall provide professional portable toilet services in accordance with the scope of work attached hereto as Exhibit (TBD) and made part of this Agreement.

2. The term of this Agreement shall be for a period of one (1) year commencing the date of execution. This Agreement may be renewed for up to four (4) additional years in any combination of renewal terms, upon the written mutual agreement of the parties.

3. During the term of this Agreement, the Town shall pay the Contractor in accordance with the fees established in Exhibit (TBD) , which is attached hereto and made part of this Agreement. The Contractor shall submit an invoice by the first day of each month for work done the previous month.

Fees shall be fixed for the first two (2) years of this Agreement, after which the parties may negotiate to modify fees, but no more than once every twelve (12) months. Any modification to fees shall only be by mutual written amendment to this Agreement.

4. The Contractor is required to maintain appropriate levels of insurance for workers compensation coverage. The Contractor is required to maintain one million dollars ($1,000,000) of coverage for both general liability and auto liability insurance. The Contractor must provide the Town with a Certificate of Insurance evidencing that they have the required insurance coverages. The Town shall be named as an additional insured with respect to general liability and auto-liability coverages. The Contractor is required to immediately contact the Town should any change to these policies occur during the term of this Agreement. Failure to maintain these policies is grounds for termination.

5. Termination.

5.1 The Town may terminate this Agreement in whole or in part at any time for the convenience of the Town by delivery of a written notice to the Contractor of the Town's election to terminate this Agreement for the convenience of the Town. If this Agreement is terminated for the convenience of the Town, the Town will pay the Contractor only for those services rendered by the Contractor up to the date of termination, based on the existing rates of this Agreement, and prorated to the date of termination.

5.2 The Town may also terminate this Agreement if funds are not appropriated or otherwise made available to support continuation of this Agreement in subsequent fiscal years. In such event, the Town shall deliver a written notice to the Contractor that this Agreement is terminated effective the last day of the then current fiscal year due to the lack of appropriated funds, and the Town will pay the Contractor only through the end of the then current fiscal year at the existing rates in this Agreement.

5.3 Either party may terminate this Agreement upon thirty (30) days prior written notice, if the other party materially fails to comply with any provision of this Agreement and such failure is not cured by the end of such thirty (30) day period. A prorated refund of fees shall be paid to Town in the event of such termination.

6. Should any part of this Agreement be rendered void, invalid, or unenforceable by any court of law, such a determination shall not render void, invalid, or unenforceable any other part of this Agreement.

7. This Agreement has been made and entered into in the State of South Carolina, and the laws of South Carolina shall govern the validity and interpretation of this Agreement in the performance due hereunder.

8. This Agreement may not be modified unless such modification is in writing and signed by both parties.

9. The Contractor may not assign this Agreement without the prior written approval of the Town.

10. The Contractor shall defend, indemnify, and hold harmless the Town, its officers, directors, agents, and employees from and against any and all actions, costs, claims, losses, expenses, and/or damages, including attorney’s fees, whether incurred prior to the institution of litigation, during litigation, or on appeal arising out of or resulting from the conduct of any activity hereby authorized or the performance of any requirement imposed pursuant by this Agreement, however caused or occasioned, unless caused by the willful misconduct or gross negligence of the Town.

11. The parties hereto intend that no master/servant, employer/employee, or principal/agent relationship will be created by this Agreement. Nothing contained herein creates any relationship between the Town and the Contractor other than that which is expressly stated herein. The Town is interested only in the results to be achieved under this Agreement, and the conduct and control of the agents and employees of the Contractor and the methods utilized by the Contractor in fulfilling its obligations hereunder shall lie solely and exclusively with the Contractor and its agents and employees shall not be considered agents or employees of the Town for any purpose. No person employed by the Contractor shall have any benefits, status, or right of employment with the Town.

12.1. The Contractor, by signing this Agreement, hereby certifies that Contractor shall comply with all applicable requirements of the South Carolina Illegal Immigration Reform Act, S.C. Code Ann. §41-8-10 (2007) et seq., (the "Act"), and that Contractor covenants and agrees as follows:Contractor shall not knowingly or intentionally employ any unauthorized alien and, unless excluded from coverage of the "Act", shall verify the work authorization of newly hired employees performing work under the Agreement by registering and participating in the Federal Work Authorization Program (E- verify) and verifying the work authorization of every new hired employee within three (3) business days after employing employee.

12.2. Contractor agrees to provide to the Town all documentation requested by it to establish either:

(a) the applicability of the South Carolina Illegal Immigration Reform Act to Contractor; or

(b) compliance with the South Carolina Illegal Immigration Reform Act by Contractor.

12.3. Contractor agrees to include in any contracts with its sub-contractors language requiring its sub-contractors to:

(a) comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws; and

(b) include in their contracts with the sub-subcontractors language requiring the sub-subcontractors to comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws.

12.4. Contractor acknowledges and agrees that it shall comply with requirements of the Immigration Reform and Control Act of 1986 including the non-discrimination provisions thereof, and shall complete all required I-9 documentation for all workers employed by it.

12.5. Contractor certifies it shall comply with all state, federal, and local laws, rules, regulations and orders applicable to it in performance of work under the contract.

IN WITNESS WHEREOF, the parties hereto have affixed their signatures hereto the date first written hereinabove. The parties agree that an electronic copy, including facsimile copy, email, or scanned copy of the executed Agreement, shall be deemed, and shall have the same legal force and effect as, an original document.

<< CONTRACTOR’S FULL NAME>

By:

Its:

By:

Marc Orlando ICMA-CM

Its: Town Manager

EXHIBIT F

BID PRICING FORM

Separate Excel Document