1-RFQ 2025-31 Jonesville Road Stables (Final) 10.8.25.pdf

Town of Hilton Head Island

Request for Qualifications (RFQ)

Solicitation Number: 2025-31

Project Name: Jonesville Equestrian Stables Operations Management

Date Advertised: October 8, 2025

Transmittal Page

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

Qualifications Submission:

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

hiltonheadislandsc.bonfirehub.com/portal

Date Advertised: October 8, 2025 Solicitation Number: 2025-31 Description/Title: Jonesville Equestrian Stables Operations Management

Optional Pre-Bid Conference: November 4, 2025, 10:30 am-11:30am 200 Jonesville Road, Hilton Head Island SC 29926

Submittal Deadline: 5:00 pm Eastern Time on January 8, 2026

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

Submittals will be publicly opened via virtual conference at 9:30 am Eastern Time on January 9, 2026.

The link to participate in the virtual opening is provided in Section I of this RFQ.

Deadline for Questions: 5:00 pm Eastern Time on December 23, 2025.

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

Town Contact:

Jessica Cummings/Contracts Administrator/ jessicac@hiltonheadislandsc.gov/ ( 843) 3 8 4-5104

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 submitted in all respects fairly 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

TOWN OF HILTON HEAD ISLAND

RFQ 2025-31

Jonesville Equestrian Stables Operations Management

Table of Contents

PROPOSAL TRANSMITTAL PAGE

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS:

I. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

II. BACKGROUND INFORMATION

III. SCOPE OF SERVICES

IV. SUBMITTAL REQUIREMENTS & FORMATTING

V. EVALUATION CRITERIA

ATTACHMENTS

EXHIBIT A: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT B: 200 JONESVILLE ROAD MAP

TOWN OF HILTON HEAD

ISLAND RFQ 2025-31

Jonesville Equestrian Stables Operations Management

I. GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

The Town of Hilton Head Island invites qualified and experienced equestrian stable operators to submit statements of qualifications for the revitalization and long-term operation of the Town-owned Jonesville Stables property located at 200 Jonesville Road, Hilton Head Island, SC 29926. The Town owns three contiguous parcels on Jonesville Road totaling approximately 12 acres, including the 6.42-acre stables site (map attached as Exhibit B).

Located in the culturally significant Jonesville community on the north end of Hilton Head Island, the site features a barn, fenced paddocks, cleared agricultural areas, and open space for programming. It presents a transformative opportunity to reactivate equestrian uses while integrating complementary activities such as community farming, heritage education, and artisan markets. The Town’s vision for this property aligns with its Comprehensive Strategic Plan (“Our Plan”) which emphasizes supporting inclusive community development, promoting sustainable land use, and enhancing the Town’s quality of life, arts, culture, and recreation offerings.

Through this RFQ, the Town seeks to identify a qualified partner with expertise in site revitalization, equestrian management, community-based programming, and sustainable operations. The selected team will collaborate with the Town to create an inclusive, culturally respectful, and financially viable community destination.

Key goals of the project include:

1. Revitalize and Sustain Equestrian and Agricultural Programming

Reestablish comprehensive equestrian offerings—including lessons, boarding, and clinics while integrating complementary uses like community gardens and farm-to-table initiatives.

This goal supports the site's rural heritage and creates engaging, educational experiences for residents and visitors of all ages.

2. Ensure Safe, Accessible, and Well-Maintained Operations

Deliver full-scale property management including infrastructure upkeep, animal care, insurance, and utilities to maintain a safe, functional, and inviting space that supports year-round programming and long-term sustainability.

3. Cultivate Strong Community Connections and Educational Value

Foster inclusive partnerships with local schools, nonprofits, and civic groups to increase access, participation, and public ownership. Position the site as an educational hub through interpretive programs and community-centered activities that celebrate local identity.

Qualifications must be submitted by the Qualifications Submittal Deadline shown on the Transmittal Page. Qualifications 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.

Submittals will be publicly opened via virtual conference at the date and time indicated on the Transmittal Page. Only the names of Offerors will be provided at the opening. No other information will be shared at that time. To participate, please use the following meeting link and information.

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. It is the 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 be issued for additional information and would also be posted via the Procurement Portal. It is the Offeror’s responsibility to check the Procurement Portal for any addendums issued.

The Town reserves the right to accept or reject any or all bids received in response to this solicitation, or to cancel in part or in its entirety this request for qualifications, if it is in the best interests of the Town.

The Town reserves the right to refuse any and all submittals 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 the majority of Offerors, 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 any articles of goods or services. The Town shall not incur or pay for any costs associated with the preparation of submittals.

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.

Submittals must be signed by an official of Offeror authorized to bind Offeror. Electronic signatures using secure signature software is acceptable. By submitting, Offeror agrees that its submittal shall be good and held open for a period of at least sixty (60) days from the Due Date.

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.

Virtual Opening of Submittals:

January 9, 2026 at 9:30 am Eastern Time

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Join the meeting now Meeting ID: 221 557 336 248 3

Passcode: PT6sG7Ne https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWJlZDQxYTItZTkxNS00ZjQ2LTk4YzAtMWU2ZjlkNDYzN2Y2%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

The Town is committed to providing opportunities for disadvantaged businesses (small, women-owned, and minority-owned, etc.) to fully and fairly compete for contracts and to supply goods and services to the Town of Hilton Head Island. In the event of a tied bid, a certified disadvantaged business will be awarded the contract over a non-disadvantaged business. Ties between two businesses of the same status will be settled by a random selection. To be considered, disadvantaged businesses must submit proof of current government certification with their bid.

The Town offers a Local Vendor Certification. Certified local vendors will receive a 5% price reduction, up to a maximum of $10,000, for bid evaluation purposes. This preference only applies to the evaluation, not the final contract price. To be eligible, vendors must be certified by the Town before the bid submission deadline and include a copy of the certification with their bid. A copy of the Local Vendor Certification Form can be found in the Public Files Tab of this solicitation and can also be found on the Town’s Website: Https://hiltonheadislandsc.gov/business/vendorpreference/

II. BACKGROUND INFORMATION

200 Jonesville Road The Jonesville Stables property comprises approximately 6.42 acres on the north end of Hilton Head Island and was historically used for equestrian boarding and related activities. It is one of three contiguous parcels recently acquired by the Town on Jonesville Road. Together, these parcels total approximately 12 acres and form the basis of a future master plan that envisions a cohesive, community-serving destination that supports equestrian programming, cultural heritage, and public access.

The Town purchased the Jonesville Stables property to preserve its rural and agricultural character and to reestablish it as a publicly accessible, culturally rooted community asset. The historic barn and paddock structures reflect the Island's equestrian legacy, particularly within the Jonesville community, and present a rare opportunity to blend preservation, education, and public recreation on a single site.

Through this RFQ, the Town is seeking a visionary and mission aligned partner capable of activating the site with equestrian operations and complementary uses that support community goals and celebrate local heritage.

III. SCOPE OF SERVICES

Site Overview

Across the full 12 acres, key features include:

• A barn structure with 27 stalls suitable for conversion or reuse.

• Fenced paddocks and pasture for horse activities.

• Cleared areas for small-scale farming or community gardens.

• Open space for riding rings or public gatherings.

• +/- 1.3-acre pond.

• Road access and proximity to neighborhoods and schools.

https://hiltonheadislandsc.gov/business/vendorpreference/

Utilities and basic infrastructure are present on-site. Renovations or upgrades may be required to meet operational needs.

The Town seeks a partner with the capacity to:

• Reestablish equestrian programming including riding lessons, trail riding, boarding, clinics, and equestrian education that ensures animal safety and fosters community participation.

• Provide regularly scheduled public activities such as youth camps, demonstrations, and community events that encourage broad engagement with equestrian and agricultural traditions.

• Integrate complementary uses such as community gardens, small-scale farming, and farm-to-table markets that reflect the site’s rural heritage and support local producers.

• Deliver full site operations and maintenance including daily oversight of buildings, fences, pastures, signage, and utilities, as well as long-term care for the 12-acre property.

• Lead site revitalization

• Ensure access to veterinary services either through on-site availability or established partnerships with local equine veterinary providers to support the health and welfare of all animals on the property.

• Maintain responsibility for insurance, utilities, and equipment, ensuring the site is functional, welcoming, and well-managed.

• Foster inclusive community partnerships with local schools, nonprofits, and civic organizations that expand access and build a sense of ownership among residents.

• Promote the site as a cultural and educational resource, enhancing its value to the public through interpretive elements and engagement rooted in the community’s identity.

IV. SUBMITTAL REQUIREMENTS AND FORMATTING

Offerors are REQUIRED to submit all requested information and/or documentation outlined in this section of the solicitation. Any Offeror failing to do so may have their response rejected as being non-responsive and making them ineligible for contract award. The offeror must complete and return with their response the Checklist of Submittal Requirements, a copy of which is included in this solicitation as (Exhibit A). Offerors shall submit their responses in a format and sequence that follows the section numbering and layout provided in this solicitation to assist the Town in its evaluation of responses.

Offerors shall submit written qualifications which clearly demonstrate their ability to provide quality services in an effective manner.

SUBMITTALS SHALL NOT EXCEED A TOTAL OF 30 PAGES. A PAGE IS CONSIDERED TO BE ONE SIDE OF A SHEET OF PAPER IF PRINTED. EXCEEDING THE PAGE LIMIT IS GROUNDS FOR REJECTION OF THE

SUBMITTAL.

The following will not be counted as pages:

A. Front and/or back cover pages of your Qualifications document B. Table of Contents for your Qualifications document C. Section Dividers for your Qualifications document

D. Checklist of Submittal Requirements (Exhibit A)

E. Submittal Transmittal Page (page 1 of RFQ)

If you have any questions on the above page limit information, submit your questions through the Procurement Portal.

Submittals shall include the following information, and should be arranged in labeled sections as follows:

PARTNER QUALIFICATIONS & EXPERIENCE

Prospective partners should demonstrate:

• Relevant experience in managing equestrian facilities or agricultural operations

• Proven capacity for site stewardship, public programming, and maintenance

• Familiarity with historic or culturally sensitive projects

• Experience fostering inclusive community engagement and partnerships

• Access to and/or partnerships with qualified equine veterinary services

• Operational and financial capacity to support long-term stewardship

ROLE OF THE TOWN

The Town of Hilton Head Island will support the selected partner by providing:

• A clear project vision and master planning guidance

• Contribution of land through a ground lease

• Site stabilization and improvements to structures

• Utility access and fencing enhancements

• Grounds restoration where needed

• Strategic alignment with the Town’s programming and public objectives

The Town is committed to working alongside a qualified partner to ensure the success of this community-serving initiative and to honor the significance of the Jonesville Stables site.

DELIVERABLES

• Company profile and team resumes.

• Narrative proposal.

• References (3).

• Business plan.

OTHER FORMS AND INFORMATION

See Exhibit A, Checklist of Submittal Requirements, for a list of additional forms and information that must be submitted.

V. EVALUATION CRITERIA

Qualifications will be evaluated using the following criteria:

• Relevant Experience: Demonstrated experience in operating equestrian facilities and/or agricultural and community-serving sites, including site revitalization, animal care, and public programming. (30%)

• Community Engagement Approach: Strength and inclusivity of the proposed strategy for engaging local residents, schools, nonprofits, and civic groups, with an emphasis on cultural respect, accessibility, and educational value.(30%)

• Team Qualifications: Background, expertise, and capacity of the proposed team, including relevant partnerships (e.g., veterinary care, youth programs, or educational organizations).

(20%)

• Ability and Willingness to Invest: Financial capacity and proposed level of private investment into site improvements, particularly where such investment may support a more favorable ground lease arrangement with the Town. (20%)

NEXT STEPS

• Following the RFQ review process, the Town will establish a shortlist of Preferred Partners based on the evaluation criteria outlined above.

• Shortlisted applicants will be invited to participate in a Request for Proposals (RFP) phase, during which more detailed operational and financial plans will be submitted.

• The Town intends to enter into a mutually agreeable ground lease with the selected partner to support the revitalization and long-term stewardship of the Jonesville Stables property.