1-ITB 25-05 On-Call Grinding Services for Solid Waste.pdf

ITB 25-05 On Call Grinding Services pg. 1

COUNTY OF OCONEE

Procurement Office

415 South Pine Street, Walhalla, SC 29691 Phone 864-638-4141 Fax 864-638-4142

Tronda C. Popham, CPPB, Procurement Director Amber Turner, Buyer

INVITATION FOR

COMPETITIVE SEALED BIDS

BID NUMBER: # 25-05 DATE: September 23, 2025 PROCUREMENT FOR: On-Call Grinding Services for Oconee County Solid Waste OPENING DATE AND TIME: Tuesday, October 7, 2025 @ 2:00pm EST OPENING LOCATION: Oconee County Administrative Building, Procurement Office

415 S. Pine Street, Walhalla, SC 29691 Proposals will ONLY be accepted electronically via the County’s Procurement Portal which can be accessed using the following link. If the link does not direct you to the site, please copy and paste in your browser.

https://oconeesc.bonfirehub.com/portal/?tab=openOpportunities

The Opening will be conducted via Zoom and the public may attend in person.

Meeting information below:

Topic: ITB 25-05 On-Call Grinding Services for Oconee County Solid Waste Time: Oct 7, 2025 02:00 PM Eastern Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/81216941821

Meeting ID: 812 1694 1821 Passcode: 133131 Dial In

• 888 475 4499 US Toll-free

• 877 853 5257 US Toll-free

Meeting ID: 812 1694 1821 Find your local number: https://us02web.zoom.us/u/kYwCdK7Br

Subject to the conditions, provisions and the enclosed specifications, sealed bids will be received electronically via Procurement Bid Portal, https://oconeesc.bonfirehub.com/portal/?tab=openOpportunities, until the stated date and time and then publicly opened, via Zoom Meeting. Any bid received after the scheduled deadline, will be immediately disqualified. The County assumes no responsibility for delivery of bids.

DIRECT ALL INQUIRES TO: Amber Turner, Buyer Phone: (864) 638-4141

Fax: (864) 638-4142 Email: aturner@oconeesc.com https://us02web.zoom.us/j/81216941821 mailto:aturner@oconeesc.com

ITB 25-05 On Call Grinding Services pg. 2

NOTICE TO BIDDERS: There will not be a pre-bid meeting. Each bidder shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this bid.

The failure or omission of a bidder to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this bid or to the contract.

All amendments to and interpretations of this solicitation shall be in writing and issued by the Procurement Director of the County. Oconee County shall not be legally bound by any amendment or interpretation that is not in writing.

Questions for this solicitation should be submitted via the bidding portal; under “Messages – Public Q&A.”

Deadline for questions is Tuesday September 30, 2025 @ 5:00pm.

Vendors who have downloaded an original solicitation will receive email notification if any addendums have been issued for this solicitation. However, it is still the Offeror’s responsibility to check the procurement portal for any issued addendums prior to submitting their bids.

Oconee County complies with all South Carolina and Federal laws that prohibit discrimination on the basis of race, sex, age, religion, color, national origin and disability.

ITB 25-05 On Call Grinding Services pg. 3

BID #: 25-05 PROCUREMENT: On-Call Grinding Services for Solid Waste

"NO BID" RESPONSE FORM

Note: This form may be submitted via email, fax or regular mail.

Do NOT upload in the Bonfire Portal.

If mailing, please show the solicitation number on the outside of the envelope.

Oconee County Procurement

Attn: Amber Turner 415 South Pine Street Walhalla, SC 29691

Email: aturner@oconeesc.com

Fax: 864-638-4142

Please check statement(s) applicable to your "No Bid" response --

Specifications are ambiguous (explain below).

We are unable to meet specifications.

Insufficient time to respond to the solicitation.

Our schedule would not permit us to perform.

We are unable to meet bond requirements.

We are unable to meet insurance requirements.

We do not offer this product or service.

Remove us from your vendor list for this commodity/service.

Other (specify below).

Comments: ___________________________________________________________________________

Company Name (as registered with the IRS) Authorized Signature

Correspondence Address Printed Name

City, State, Zip Title

Date Phone # Fax #

ITB 25-05 On Call Grinding Services pg. 4

INSTRUCTIONS AND CONDITIONS

1. GENERAL:

a. Bids, amendments thereto or withdrawal request must be completed within the Procurement E-Bidding Portal by the time advertised for bid openings to be accepted. It is the vendor's sole responsibility to insure that these documents are submitted by the time indicated in the bid document.

b. When specifications or descriptive papers are submitted with the bid invitation, be sure all documents are clearly labeled with the Bidder’s name.

c. Submit your signed bid on the forms provided in this bid package. Failure to do so may be cause for rejection. Proposals will ONLY be accepted electronically via the County’s Procurement E-bidding Portal which can be accessed using the following link. If the link does not direct you to the site please copy and paste in your browser. https://oconeesc.bonfirehub.com/portal/?tab=openOpportunities

d. Bidders must clearly mark as "Confidential" each part of their bid which they consider to be proprietary information that could be exempt from disclosure under the South Carolina Freedom of Information Act (SCFOIA) as set forth in Chapter 4, Title 30, of the South Carolina Code of Laws, 1976, as amended. The County reserves the right to determine whether this information should be exempt from disclosure and no legal action may be brought against the County or its agents for its determination in this regard.

e. By submission of a bid, the bidder is guaranteeing that all goods and services meet the requirements of the solicitation during the contract period. Unless otherwise stated it is understood and agreed that all items shall be new and in first class condition.

f. All prices and notations shall be printed in ink or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the bid. No bid shall be altered or amended after specified time for opening.

2. FILE UPLOADS: All electronic files uploaded must be in a common format accessible by software programs the County uses. Those formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), image (.jpg or .gif or .png), CAD (.dwg or .dxf), or Adobe Portable Document Format (.pdf.). The format most commonly used by the County is Adobe Portable Document Format (.pdf.); the County’s Procurement E-bidding Portal will specify which format is accepted for each piece of requested information. Suppliers shall not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Suppliers shall not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The County may disqualify any Submittal Response that does not meet the criteria stated in this paragraph.

3. COST OF BIDS: Under no circumstances will the County be liable for any costs associated with any response to solicitations. The bidder shall bear all costs associated with the preparation of all bid materials submitted.

4. BIDDERS RESPONSIBILITY: Each bidder shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this bid. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this bid or to the contract.

5. DELIVERY: Oconee County requires that delivery be made to specified destination within the shortest time frame possible. Delivery shall arrive between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday, provided that such day is not a legal holiday. The purchase order number must be indicated on all delivery tickets. Other specific delivery instructions may be noted in the bid specifications.

ITB 25-05 On Call Grinding Services pg. 5

SHIPPING: All deliveries shall be shipped F.O.B. point of Destination-freight prepaid, the seller pays and bears all freight charges; collect shipments will not be accepted. It is agreed by the parties hereto that delivery by the contractor to the common carrier does not constitute delivery to the County. Any claim for loss or damage shall be between the contractor and the carrier.

6. PAYMENT TERMS: Following are the payment terms, unless otherwise stated in the Minimum Specifications:

A. Construction Contracts - Payment application for construction contracts are to be submitted on an AIA Application for Payment form. Application for payment shall reflect work completed through the last calendar day of the month. Retainage for construction contracts will be as follows: 10% of completed, 10% of materials stored on site. Partial payments will be made as follows: Provided an application for payment is received by the Architect, or project manager, no later than the 5th day of the month, the County shall make payment to the Contractor not later than the 25th day of the same month. If an application for payment is received by the Architect after the 5th day of the month, payment shall be made by the County no later than 20 days after the architect, or project manager, receives the application for payment. If an application for payment is returned to the Contractor by the Architect due to errors or omissions, payment shall be made by the County no later than 20 days after the architect, or project manager, receives the corrected application for payment.

B. Equipment, Goods, and Services – Payment shall be made within 30 days after receipt of equipment, goods and services that are complete and meet all specifications of bid solicitation. The County will not make “pre-payments” for any goods or services and partial payments shall be at the discretion of the Procurement Director.

C. Electronic Payments - Oconee County may choose to utilize checks, Procurement Cards (credit card issued by Visa), E-payables or other types of electronic payment methods approved by the Oconee County Administrative Services department. The successful bidder agrees to accept electronic payment by Oconee County at no extra charge, should the County decide to use this method of payment.

7. COMPETITION: This solicitation is intended to promote competition. If any language, specifications, terms and conditions, or any combination thereof restricts or limits the requirements in this solicitation to a single source, it shall be the responsibility of the interested vendor to notify the Procurement Office in writing within seven (7) calendar days after receipt of bid. The solicitation may or may not be changed, but a review of such notification will be made prior to the award.

8. DEVIATIONS FROM SPECIFICATIONS: Any deviation from specifications indicated herein should be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications. Deviations should be explained in detail on separate attached sheet(s). The listing of deviations, if any, is required but will not be construed as waiving any requirements of the specifications. Deviations found in the evaluation of the bid and not listed may be cause for rejection.

Bidders offering substitute or equal items should provide information sufficient enough to determine acceptability of item offered.

9. "OR APPROVED EQUAL": Certain processes, types of equipment or kinds of material are described in the specifications and/or on the drawings by means of trade/brand names and catalog numbers. In each instance where this occurs, it is understood and inferred that such description is followed by the words "or approved equal". Such method of description is intended merely as a means of establishing a standard of comparability. However, the County reserves the right to select the items which, in the judgment of the County, are best suited to the needs of the County based on price, quality, service, availability and other relative factors. Bidders should indicate brand name, model, model number, size, type, weight, color, etc., of the item bid, if not exactly the same as the item specified. Vendor's stock number or catalog number is not sufficient to meet this requirement. If any bidder desires to furnish an item different from the specifications, vendor shall submit along with the bid, the information, data, pictures, designs, cuts, etc., of the item they plan to furnish so as to enable the County to compare the

ITB 25-05 On Call Grinding Services pg. 6 item specified; and, such item shall be given due consideration. The County reserves the right to insist upon, and receive items as specified if the submitted items do not meet the County’s standards for acceptance.

10. UNIT PRICES: When applicable, unit prices will govern over extended prices unless otherwise stated in this bid invitation. All bid prices shall remain effective for a minimum of 60 days, unless otherwise stated.

11. INTERPRETATIONS OR ADDENDA: No oral changes shall be made to any bidder regarding the Bid Documents or any part thereof. Every request for an interpretation shall be made in writing via email or fax to the Buyer as indicated in the bid document. All inquiries must be received by the last day for questions stated in the solicitation document. Any changes to the specifications shall be in the form of a written Addendum to the Bid Documents. The Addendum will be posted on the Procurement web site at www.oconeesc.com/procurement. The Addendum will also be emailed to all Bidders who have contacted the Procurement Office and asked to be placed on the Bidder’s List. It shall be the bidder’s responsibility to make inquiries as to the Addenda issued. All such Addenda shall become part of the Bid Documents and all bidders shall be bound by such Addenda, whether or not received by the bidders.

12. BID OPENING: The Procurement Director or his/her designee shall decide when the time set for bid opening has arrived, and shall so declare to those present. He/she shall then personally and publicly, via zoom, open all bids received prior to that time and read them aloud and have the bids recorded.

A. Sealed Bids: Bidder’s name, brand name, model number, unit price, and lot price or lump sum, as may be applicable.

B. Best Value Bids: Only the names of the bidders who responded to the bid will be provided.

C. Request for Proposals: Only the names of the bidders who responded to the bid will be provided.

Questions and other information regarding the contents of specific bids shall not be released until after the evaluation is complete and the award has been made. Only then shall the entire file be available for public review.

Disclosure of Bid Information: Only the information disclosed by the County Procurement Director or his/her designee at bid opening is considered to be public information under the South Carolina Freedom of Information Act, Chapter 4,Title 30 of the South Carolina Code of Laws, 1976, as amended, until after the award is made.

13. TIE BIDS: If two or more bidders are tied in price, while otherwise meeting all of the required terms and conditions of the bid, awards may be determined as follows:

A. If there is an in-county business (active business or warehousing facility located within Oconee County) tied with an out-of-county business, the award will go to the in-county business.

B. If there is an in-state business (active business or warehousing facility located within South Carolina) tied with an out-of-state business, the award will go to the in-state business.

C. Tie bids involving in-County and in-State firms may be resolved by the flip of a coin in the office of the Procurement Director witnessed by all interested parties.

14. BIDDERS QUALIFICATION: Bidders must, upon request of the County, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The County reserves the right to make the final determination as to the bidder's ability to provide the products or services requested herein.

15. CORRECTION OR WITHDRAWAL OF BID; CANCELLATION OF AWARD: Correction or withdrawal of inadvertently erroneous bids before or after bid opening, or cancellation of awards or contracts based on such mistakes, may be permitted subject to the following: appropriate mistakes discovered by the bidder before bid opening may be modified or withdrawn within the Procurement E- Bidding Portal, prior to the time set for bid opening. After bid opening, no changes in bid prices or other http://www.oconeesc.com/procurement

ITB 25-05 On Call Grinding Services pg. 7 provisions of bids prejudicial to the interest of the County shall be permitted. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids, or to cancel awards, or contracts, after award but prior to performance shall be supported by a written determination made by the Procurement Director.

16. REJECTION OR ACCEPTANCE OF BIDS; WAIVER OF TECHNICALITIES AND

IRREGULARITIES: The County shall reserve the unqualified right to reject any and all bids or accept such bids, as appears in the County’s own best interest. The County shall reserve the unqualified right to waive technicalities or irregularities of any kind in solicitations made under this Article. In all cases, the County shall be the sole judge as to whether a bidder’s bid has or has not satisfactorily met the requirements to solicitations made under this Article.

17. AWARD: A Notice of Award will be publicly posted in the County Administrative Building lobby, Procurement E-bidding Portal, https://oconeesc.bonfirehub.com/portal/?tab=openOpportunities and will also be posted on the Oconee County web site at www.oconeesc.com/procurement. The contract shall be awarded to the lowest responsible and responsive bidder(s) whose bid meets the requirements and criteria set forth in the Invitation for Bid. Oconee County reserves the right to waive any technicalities and informalities, and accept or reject any bid as deemed in the best interest of the County. The County will be sole judge as to whether bids submitted meet all requirements contained in this solicitation. When so stated in the bid solicitation, the award can be made to one or multiple vendors, whichever is in the best interest of the County, and quantities may vary, depending upon availability of funds, unless otherwise stated. Best value bids will be evaluated and awarded based on the criteria set forth in the bid document. Based on the total award amount the final decision for award may rest with the Oconee County Council.

18. PROTEST PROCEDURE:

A. Right to Protest. Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Procurement Director, except as otherwise stated in this Article. The protest shall be submitted in writing within seven (7) calendar days after such aggrieved prospective bidder, offeror, or contractor knows or should have known of the facts giving rise thereto. The protest shall be mailed to Oconee County Procurement, 415 South Pine St, Walhalla, SC 29691 or emailed to aturner@oconeesc.com.

B. Authority to Resolve Protests. The Procurement Director shall have authority, prior to the commencement of an action in court concerning the controversy, to settle and resolve a protest by an aggrieved bidder, offeror, or a contractor, actual or prospective, concerning the solicitation or award of a contract.

C. Decision on Protests. If the protest is not resolved by mutual agreement, the Procurement Director shall issue a decision in writing within ten (10) calendar days. The decision shall: (a) state the reasons for the action taken; and (b) inform the protestant of the protestant’s rights to appeal the decision of the Procurement Director as provided in this Section.

D. Notice of Decision on Protests. A copy of the decision under Subsection 2-443(d) of this Section shall be mailed or otherwise furnished to the protestant.

E. Finality of Decision on Protests. A decision under Subsection 2-443(c) of this Section shall be final and conclusive, unless a business adversely affected by the decision appeals administratively to the County Council in accordance with this Section.

19. CONTRACT ADMINISTRATION: Questions or problems arising after award of this contract shall be directed to the Procurement Director by calling 864-638-4141. Copies of all correspondence concerning this contract shall be sent to the Procurement Director, 415 S. Pine Street, Walhalla, SC 29691 or emailed to tpopham@oconeesc.com. All change orders must be authorized in writing by the Procurement Director. Oconee County shall not be bound to any change in the original purchase order or contract https://oconeesc.bonfirehub.com/portal/?tab=openOpportunities http://www.oconeesc.com/procurement

ITB 25-05 On Call Grinding Services pg. 8 without prior written approval of the Procurement Director.

20. CONTRACT: This bid and submitted documents, when properly accepted by Oconee County along with a written purchase order, shall constitute a contract equally binding between the successful offeror and Oconee County. No different or additional terms will become a part of this contract, except through a Change Order, when applicable.

21. TERMINATION: Subject to the provisions below, the contract may be terminated for any reason by the County providing a 30-day advance notice in writing is given to the contractor. Termination requirement does not apply if contract is to terminate at the end of an established contract term.

Termination for Convenience: In the event that this contract is terminated or canceled upon request and for the convenience of the County without the required thirty (30) day advance written notice, then the County may negotiate reasonable termination costs, if applicable.

Termination for Cause: Termination by the County for cause, default or negligence on the part of the contractor shall be excluded from the foregoing provisions, termination costs, if any shall not apply. The thirty (30) days advance written notice requirements is waived and the default provision in this bid shall apply; see General Conditions.

Termination for Non-appropriations: If Oconee County fails to appropriate or authorize the expenditure of sufficient funds to provide the continuation of this contract, or if a lawful order issued in or for any fiscal year during the term of the contract reduces the funds appropriated or authorized in such amount as to preclude making the payments set out therein, the contract shall terminate on the date said funds are no longer available without any termination charges or other liability incurring to the County.

Any termination for non-appropriations shall not prohibit the County from obtaining services in another manner which is in the best interest of the County.

22. ASSIGNMENT: Once a contract has been executed, the Contractor shall not assign, sublet, or transfer the contract without the written consent of the Procurement Director.

23. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the Procurement Director.

24. ARBITRATION: Under no circumstances and with no exception will Oconee County act as arbitrator between the Contractor and any subcontractor.

25. DEFAULT: In case of default by the Contractor, the County reserves the right to purchase any or all items in default in the open market, charging the contractor with any excessive costs. Should such charge be assessed, no subsequent bids will be considered or purchase orders issued to the defaulting contractor until the assessed charge has been satisfied.

26. INDEMNIFICATION: The Contractor agrees to indemnify and hold harmless the County of Oconee and all County officers, agents and employees from claims, suits, actions, damages and costs of every name and description, arising out of or resulting from the use of any materials furnished by the Contractor, provided that such liability is not attributable to the gross negligence or willful misconduct of the County or if the liability arises solely from the failure of the County to use the materials in the manner outlined by the Contractor in descriptive literature or specifications submitted with the Contractor's bid.

27. PUBLICITY RELEASES: Contractor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the County. The contractor shall not have the right to include the County's name in its published list of customers without prior approval of the County. With regard to news releases, only the name of the County, type and duration of contract may be used and then only with prior approval of the County. The contractor also agrees not to publish, or cite in any form, any comments or quotes from the County Staff, unless it is a direct quote from the County Administrator.

ITB 25-05 On Call Grinding Services pg. 9

28. FORCE MAJEURE: The Contractor shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without fault or negligence of the contractor. Such causes may include, but are not restricted to acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the contractor. If the failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both the contractor and subcontractor, and without the fault or negligence of either of them, the contractor shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the contractor to meet the required delivery schedule.

29. PROHIBITION OF GRATUITIES: The following applies to all procurements issued by Oconee County: Amended section 8-13-700 and 705 of the 1976 Code of Laws of South Carolina states:

"Whoever gives or offers to any public official or public employee any compensation including a promise of future employment to influence his action, vote, opinion or judgment as a public official or public employee or such public official solicits or accepts such compensation to influence his action, vote, opinion or judgment shall be subject to the punishment as provided by Section 16-9- 210 and Section 16-9-220."

30. S.C. LAW CLAUSE: Upon award of a contract under this bid, the person, partnership, association or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business within the State. Notwithstanding the fact that applicable statutes may exempt or exclude the Contractor from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed bid, the Contractor agrees to subject himself to the jurisdiction and process of the courts of the State of South Carolina as to all matters and disputes arising or to arise under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State.

31. 6% SC SALES TAX: Oconee County is subject to South Carolina Sales Tax on all purchases of goods and services, except for the mining operation of the Oconee County Rock Quarry, and the recycling operation of the Oconee County Solid Waste Department. Therefore, 6% sales tax must be added to all orders, except for the mining operation of the Rock Quarry. Lump sum bids however, shall include sales tax in bid price unless otherwise noted. By submission of a signed bid, you are certifying, under penalties of perjury, that you comply with Title 12, Chapter 36, Article 1 of the SC Code of Laws 1976, as amended, relating to payment of any applicable taxes. This will certify to the County your compliance.

32. DRUG-FREE WORKPLACE: By submittal of this bid, you are certifying that you will comply with Title 44, code of Laws of South Carolina, 1976, Section 44-107-30.

33. ILLEGAL IMMIGRATION REFORM ACT – 2008 - Title 8, Chapter 14, Act. No. 280: By submittal of this bid, you are certifying that you are in compliance with Title 8, Chapter 14, or that this law is inapplicable to you and your subcontractors. An overview of this law is available at www.procurementlaw.sc.gov/immigration. This is required of all contractors and subcontractors as of January 1, 2010.

34. LOCAL PREFERENCE: The lowest local responsible and responsive bidder who is within two percent (2%) of the lowest non-local responsible and responsive bidder, may match the bid submitted by the non-local responsible and responsive bidder and thereby be awarded the contract. The local preference as set forth in this section shall only be applied to responses to solicitations of written quotes and invitations to bid in excess of ten thousand dollars ($10,000.00). The local preference as set forth in this section shall only be given to local responsible and responsive bidders who have a physical business address located and operating within Oconee County and who have met all other requirements of the solicitations of written quotes or the invitation to bid, including, without limitation, payment of all duly assessed state and local taxes. If state or federal guidelines prohibit or otherwise limit local preference, then the County shall not use local preference in awarding the contract. If there are multiple responsible and responsive http://www.procurementlaw.sc.gov/immigration

ITB 25-05 On Call Grinding Services pg. 10 bidders who meet the local preference guidelines as set forth in this section, the County shall use standard procurement practice and procedure as set forth in this Article to determine the priority of selection. The local preference as set forth in this section does not waive or otherwise abrogate the County’s unqualified right to reject any and all bids or proposals or accept such bids or proposals, as appears in the County’s own best interest.

35. INSURANCE: The successful 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 fifteen (15) days prior to the commencement of work and such coverage shall be maintained by the contractor for the duration of the contract period; for occurrence policies.

A. Commercial General Liability: Coverage shall be as broad as: Comprehensive General Liability endorsed to include Broad Form, Commercial General Liability Form including Products/Completed Operations.

Minimum Limits:

$1,000,000 General Aggregate Limit $1,000,000 Products & Completed Operations $1,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence Limit $50,000 Fire Damage Limit $5,000 Medical Expense Limit

B. Business Commercial Automobile Liability: Coverage sufficient to cover all vehicles owned, used, or hired by the contractor, his agents, representatives, employees or subcontractors.

Minimum Limits:

$1,000,000 Combined Single Limit $1,000,000 Each Occurrence Limit $5,000 Medical Expense Limit

C. Workers’ Compensation: Limits as required by the Workers’ Compensation Act of SC, to include state’s endorsement for businesses outside of SC. Employer’s Liability, $1,000,000.

Coverage Provisions

1. All deductibles or self-insured retention shall appear on the certificate(s).

2. Oconee County, its' officers/ officials, employees, agents and volunteers shall be added as "additional insured" as their interests may appear. This provision does not apply to Professional Liability or Workers' Compensation/Employers' Liability.

3. The contractor’s insurance shall be primary over any applicable insurance or self-insurance maintained by the County.

4. Shall provide 30 days written notice to the County before any cancellation, suspension, or void of coverage in whole or part, where such provision is reasonable.

5. All coverage for subcontractors of the contractor shall be subject to all of the requirements stated herein.

6. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by the County. At the option of the County, either; the insurer shall reduce or eliminate such deductible or self-insured retention; or the contractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

ITB 25-05 On Call Grinding Services pg. 11

7. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage provided the County, its officers/officials, agents, employees and volunteers.

8. The insurer shall agree to waive all rights of subrogation against the County, its' officers/officials, agents, employees or volunteers for any act, omission or condition of premises which the parties may be held liable by reason of negligence.

9. The contractor shall furnish the County certificates of insurance including endorsements affecting coverage. The certificates are to be signed by a person authorized by the insurance company(s) to bind coverage on its behalf, if executed by a broker, notarized copy of authorization to bind, or certify coverage must be attached.

10. All insurance shall be placed with insurers who are lawfully authorized to do business in the state of SC, and who maintain an A.M. Best rating of no less than an A:VII. If A.M. Best rating is less than A:VII, approval must be received from the County's Risk Manager.

ITB 25-05 On Call Grinding Services pg. 12

SPECIAL CONTRACTUAL TERMS AND CONDITIONS

1. SCOPE: Oconee County is soliciting competitive bids to establish a term contract for providing and delivering services and/or commodities listed herein.

2. TERM OF CONTRACT/OPTION TO EXTEND: The term of this contract shall be for a period of one (1) year from the effective date of the contract. The Procurement Office may extend the contract if it appears to be in the best interest of the County and is agreeable with the contracted vendor. Said contract renewal will be on an annual basis and will not exceed four (4) additional one-year periods.

3. CONTRACT ADJUSTMENTS: Should a contract renewal be desired, written request for said renewal shall be submitted in writing by Oconee County forty-five (45) days prior to the end of the current contract period. Should the contractor wish to request an increase in cost, it will be the contractor’s responsibility to submit a written request for such contract adjustments within ten (10) days after receipt of the County’s contract renewal notice to the Procurement Office for approval.

If approved, any change in the contract cost will be effective in an amount equivalent to the percentage increase for the previous calendar year (Jan – Dec), using the Consumer Price Index (CPI-U, South Region, All Items), as published by the U. S. Department of Labor, Bureau of Labor Statistics.

The County will accept or decline the requests for a contract increase, in written form, within ten (10) days following the date of the request. No increase shall be effective until approved in writing by the Procurement Director.

4. TERMINATION: Subject to the provisions below, the contract may be terminated for any reason by the County providing a 30-day advance notice in writing is given to the contractor. Termination requirement does not apply if contract is to terminate at the end of an established contract term.

Termination for Convenience: In the event that this contract is terminated or canceled upon request and for the convenience of the County without the required thirty (30) day advance written notice, then the County may negotiate reasonable termination costs, if applicable.

Termination for Cause: Termination by the County for cause, default or negligence on the part of the contractor shall be excluded from the foregoing provisions, termination costs, if any shall not apply. The thirty (30) days advance written notice requirements is waived and the default provision in this bid shall apply; see General Conditions.

Termination for Non-appropriations: If Oconee County fails to appropriate or authorize the expenditure of sufficient funds to provide the continuation of this contract, or if a lawful order issued in or for any fiscal year during the term of the contract reduces the funds appropriated or authorized in such amount as to preclude making the payments set out therein, the contract shall terminate on the date said funds are no longer available without any termination charges or other liability incurring to the County.

Any termination for non-appropriations shall not prohibit the County from obtaining services in another manner which is in the best interest of the County.

5. QUANTITIES: Quantities specified in the solicitation are estimates only, and are given for the information of bid evaluation. They do not indicate actual ordered quantities. Volume will depend upon requirements that develop throughout the contract period.

6. METHOD OF ORDERING: A blanket order may be issued to cover items needed during a specific time period.

7. INVOICING: The contractor shall submit an itemized invoice upon completion of each purchase order requirement. The original and one copy of the invoices are to be mailed as per instructions on the purchase order. Payment will be made in accordance with the payment terms listed in the General Conditions. Purchase order number must appear on all invoices.

ITB 25-05 On Call Grinding Services pg. 13

8. EMERGENCY REQUIREMENTS: The County reserves the right to make emergency purchases from another source should the contractor not be able to meet requirements.

ITB 25-05 On Call Grinding Services pg. 14

MINIMUM SPECIFICATIONS

INTRODUCTION

Oconee County is seeking proposals from qualified contractors to provide on-call brush and log grinding services. Contractors must furnish pricing based on an hourly rate, which includes loading, grinding, and moving materials using their own equipment.

Scope of work

Pricing Structure Provide an hourly rate for grinding services, inclusive of all equipment, labor, and operations to load, grind, and move brush and logs. If pricing differs between standard operations and emergency/on-call situations, please detail both rates.

Location of Services Primary work will take place at the Oconee County Landfill located at:

15031 Wells Hwy, Seneca, SC 29678 Contractor must be able to mobilize to other locations within the county during emergencies, such as natural disasters or storm events.

Equipment Requirements Contractors are required to use either a tub or horizontal grinder with a minimum engine power of 1,000 horsepower. Please provide the brand and model of the equipment to be used on site, along with the horsepower rating, average daily throughput capacity (e.g., tons per day), and a description of the mulch output, including the typical grate size used. If multiple grinders will be utilized, include the requested details for each unit. Additional pages may be submitted with your bid to include the requested information.

Operating Hours All grinding must occur Monday through Saturday during standard business hours of 7:15 am EST to 3:30 pm EST. Work outside normal hours must be pre-approved by Solid Waste management. Any work on Sundays must be pre-approved and will only be allowed during declared emergencies. Contractor must notify Oconee County Solid Waste Staff prior to any work conducted outside regular hours.

Insurance Requirements Submit current proof of insurance coverage with bid as stated on page 10, #35 of this ITB. Insurance must meet all county requirements.

On-Call Availability The contractor must be available on an on-call basis. Please specify the typical response time for standard on-call service requests.

Emergency Call Out Availability Provide the average time frame from notice to mobilization for grinding services on-site, especially for emergency call-outs (e.g., severe weather, natural disasters).

ITB 25-05 On Call Grinding Services pg. 15

Alternate Pricing If there is a different rate for on-call/emergency work compared to routine grinding, clearly outline both in your bid.

Specifications Compliance Any exceptions to these specifications must be clearly identified in your bid. Failure to disclose deviations may result in disqualification.

Minimum Standards Contractors must meet or exceed all specifications outlined in this document.

Subcontractors Please provide all subcontractor information as outlined on page 18 of this document. If no subcontractors, note “NONE” on the form and submit with your bid.

References Submit three (3) professional references using the Reference form on page 17 of this document.

ITB 25-05 On Call Grinding Services pg. 16

COUNTY OF OCONEE

Procurement Office, 415 S. Pine Street, Walhalla, SC 29691 Phone: (864) 638-4141 / Fax: (864) 638-4142

BID FORM

BID NUMBER: ITB 25-05 DATE: September 23, 2025 OPENING DATE AND TIME: Tuesday, October 7, 2025 @ 2:00pm EST

OPENING LOCATION: Oconee County Procurement Office

County Administrative Building 415 S. Pine Street, Walhalla, SC 29691 (Opening will be via Zoom as stated on page 1.)

PROCUREMENT OF: On-Call Grinding Services

PROJECT LOCATION: Oconee County Solid Waste

Hourly Rate: _______________________ Emergency Rate: __________________________

Response Time: _____________________ Emergency Response Time: __________________

FIRM NAME: ________________________________________________________________________

ADDRESS: __________________________________________________________________________

CITY/STATE/ZIP: ____________________________________________________________________

PHONE: _____________________________________ EMAIL: _____________________________

SIGNATURE: _______________________________________TITLE: _________________________________

PRINT SIGNATURE: _________________________________ DATE: _________________________________

By signing this Bid Form, the Bidder acknowledges that he/she has read this document and understands the provisions, agrees to be bound by its terms and conditions, will adhere to scheduling requirements stated herein and is capable of providing all required products and/or services.

ITB 25-05 On Call Grinding Services pg. 17

REFERENCE FORM

(Please use this form or similar copy)

Bidder shall include a list of three references for similar work with bid response. References shall include project name, brief description and location of project, completed dollar amount of project, date completed, contact person’s name, phone and fax number and e-mail address of a similar job completed.

1. Name of Owner of Project: ________________________________________________________ Brief description including Location: _________________________________________________ Completed Dollar Amount: $______________________ Date Completed: __________________ Contact Person’s Name: ___________________________________ Contact Phone: (________) ___________-________________ Contact Fax: (________) ___________-________________ Contact E-mail: __________________________________________

2. Name of Owner of Project: ________________________________________________________

Completed Dollar Amount: $______________________ Date Completed: __________________ Contact Person’s Name: ___________________________________ Contact Phone: (________) ___________-________________

3. Name of Owner of Project: ________________________________________________________

Completed Dollar Amount: $______________________ Date Completed: __________________ Contact Person’s Name: ___________________________________ Contact Phone: (________) ___________-________________

ITB 25-05 On Call Grinding Services pg. 18

SUBCONTRACTOR FORM

Name & Address Description of work to be preformed Dollar Value of Subcontractor's Work

1.

2.

3.

4.

5.

6.

ITB 25-05 On Call Grinding Services pg. 19

BID NUMBER: 25-05 DATE: September 23, 2025

CERTIFICATE OF FAMILIARITY AND NON-COLLUSION

The undersigned, having fully familiarized himself with the information contained within this entire solicitation and applicable amendments, submits the attached bid and other applicable information to the County, which I verify to be true and correct to the best of my knowledge. I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies or equipment, and is in all respects, fair and without collusion or fraud. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid. I further certify that this bid is good for a period of sixty (60) days, unless otherwise stated.

Company Name (as registered with the IRS) Authorized Signature

Correspondence Address Printed Name

City, State, Zip Title

Date Phone # Fax #

E-mail Address Mobile Phone #

S. C. CONTRACTOR’S LICENSE #__________________________________________

Remittance Address

City, State, Zip

Phone # Toll-Free Phone #, if available

Federal Tax ID Number SC Sales and Use Tax Number

Rev 03/19/97

ITB 25-05 On Call Grinding Services pg. 20