12-RFP 2026-08 On-Call Handyman Services.pdf

Town of Hilton Head Island

Request for Proposals (RFP)

Solicitation Number: 2026-08

Project Name: On-Call Handyman Services

Date Advertised: April 22, 2026

Note: This public body does not discriminate against faith-based organizations, nor does it discriminate against a bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by the laws of the State of South Carolina, including the South Carolina Human Affairs Law (S.C. Code Ann. § 1-13-80) and applicable provisions of the South Carolina Consolidated Procurement Code (S.C. Code Ann. Title 11, Chapter 35).

TOWN OF HILTON HEAD ISLAND

Proposal Transmittal Page

Vendors shall complete all information requested on this page and submit it with their Proposal: RFP 2026-08 On-Call Handyman Services

Submission:

Proposals 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: April 22, 2026

Solicitation Number: 2026-08

Description/Title: On-Call Handyman Services

Submittal Deadline: 5:00 pm Eastern Time on May 27, 2026

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

Proposals will be publicly opened via virtual conference at 9:30 am Eastern Time on

May 28, 2026. The link to participate in the virtual opening is provided in Section I of this RFP.

Deadline for Questions: 5:00 pm Eastern Time on May 15, 2026

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) 384-5104

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

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ON-CALL HANDYMAN SERVICES

RFP 2026-08

Table of Contents

PROPOSAL TRANSMITTAL PAGE

TABLE OF CONTENTS

GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

SCOPE OF SERVICES

PROPOSAL REQUIREMENTS AND FORMATTING

EVALUATION CRITERIA AND CONTRACT AWARD

STANDARD CONTRACT TERMS AND CONDITIONS

ATTACHMENTS

EXHIBIT A: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT B: PRICING SHEET

EXHIBIT C: SCOPE OF SERVICES

EXHIBIT D: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT E: SAMPLE TOWN AGREEMENT

EXHIBIT F: FEMA CONTRACT PROVISIONS

EXHIBIT G: REFERENCE FORM

EXHIBIT H: JOB ORDER PROCEDURES

EXHIBIT I: SMALL & MINORITY BUSINESS GOOD FAITH PACKET

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RFP 2026-08

On-Call Handyman Services

I. GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

The Town of Hilton Head Island (“Town”) is soliciting sealed proposals from qualified and licensed contractors (“Offerors” or “Contractors”) to provide On-Call Handyman Services within the limits of the Town of Hilton Head Island, South Carolina.

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

Proposals will be publicly opened via virtual conference at the date and time indicated on the Transmittal Page. Only the names of firms submitting proposals will be shared at that time, no other information will be made available. To participate, please use the following meeting link and information.

Virtual Proposal Opening Link and Information

9:30 am Eastern Time on May 28, 2026

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/296640630526404?p=RWP08peJNcHd8Y

Y7Pt Meeting ID: 296 640 630 526 404

Passcode: 8sn2jF6U

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.

https://hiltonheadislandsc.bonfirehub.com/portal https://teams.microsoft.com/meet/296640630526404?p=RWP08peJNcHd8YY7Pt https://teams.microsoft.com/meet/296640630526404?p=RWP08peJNcHd8YY7Pt

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The Town reserves the right to accept or reject any or all proposals received as a result of this solicitation, to negotiate with all qualified Offerors, to award multiple contracts for all or part of the scope of work, or to cancel in part or in whole this solicitation, if in the best interests of the Town. The Town reserves the right to refuse any and all proposals and to waive any technicalities and formalities. The Town reserves the right to waive any requirement in this solicitation, including material requirements, if such requirement is unmet by all Offerors, and, such a waiver is determined to be in the best interests 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 preparation of Offeror proposals.

Proposals must be signed by an official of Offeror authorized to bind Offeror. Electronic signature using secure signature software is acceptable. By submitting a proposal, Offeror agrees that its proposal shall be good and held open for a period of at least ninety (90) days from the Proposal 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 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 proposal.

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 proposal.

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/

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, Offerors, by submitting a proposal 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.

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

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II. SCOPE OF SERVICES

The selected Contractor shall provide On-Call Handyman services within the limits of the Town. This will be an indefinite delivery indefinite quantity (IDIQ) contract with no guaranteed minimum or maximum dollar amount for the resulting contract (“Contract”).

All work will be performed in accordance with the specifications provided in this RFP Exhibit C.

III. PROPOSAL REQUIREMENTS AND FORMATTING

Offerors shall submit all requested information and/or documentation outlined in this section of the solicitation. Any Offeror failing to do so may have their proposal rejected as being non-responsive, making them ineligible for contract award. All proposals must be submitted in the format requested and on the forms provided.

Offerors shall provide the following in their proposals:

A. Pricing Breakdown:

The Contractor shall complete the Pricing Sheet (Exhibit B). Only the provided Pricing Breakdown Form in typed format will be accepted. The Contactor shall not delete or modify any line items. Costs must be inclusive of all materials, labor and work called for in the specifications.

B. Reference Form:

The Contractor shall complete the Reference Form (Exhibit G). Provide a minimum of three (3) references that have contracted with the Offeror within the past five (5) years for similar handyman services. A minimum of three (3) references is required for similar work done in the past five years for each Subcontractor that will be utilized under this Contract.

IV. EVALUATION CRITERIA AND CONTRACT AWARD

The Town reserves the right to award multiple contracts for all or part of the scope of work, or to cancel in part or in whole this solicitation, if in the best interests of the Town.

Contract award shall be made to the responsive and responsible Offeror(s) with the highest rated proposal based on the stated evaluation criteria. Contract award, as well as contract continuation of the contract in subsequent fiscal periods, is subject to availability of Town funds. In the event that contract negotiations with the highest rated Offeror(s) are unsuccessful, the Town reserves the right to begin contract negotiations with next highest rated Offeror(s).

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Proposals will be evaluated using the following criteria:

A. 40% Cost (Exhibit B) Offeror shall incorporate all overhead into their prices. This includes, but is not limited to, the following: all materials, equipment, labor, delivery, profit, administrative costs, insurance, permits, licensure, vehicle mileage, union pension funds, workmen’s compensation, unemployment insurance, social security, etc.

B. 20% References and Experience on Similar Projects C. 30% Qualifications of Key Personnel and Resources Available to Meet Contract

Requirements (e.g. Resumes, Staff, Equipment) D. 10% Designated Representative Qualifications, Experience and Availability

After initial scoring of the above criteria, the Town reserves the right to select a short list of finalists to participate in a presentation/interview. This process may be onsite or virtual at the discretion of the Town. After the interview process, the selection committee shall finalize the scoring.

V. STANDARD CONTRACT TERMS AND CONDITIONS

Offeror acknowledges it has read and understands the terms and conditions provided in the Town’s standard contract clauses attached hereto as Exhibit E shall substantially form the basis for a contract between Offeror and Town. Offeror also acknowledges that other terms and conditions provided in this RFP, either in their entirety or relevant portions thereof, may be included and become part of any resulting contract.

The Town may award a contract, or contracts, to the most qualified respondent(s) to perform these services on an as required basis for an initial period of one (1) year with the option to extend the contract four (4) additional one (1) year terms. The Town will not be obligated to quantities beyond actual requirements reflected in individual Job Orders. There is no minimum or maximum amount of work guaranteed throughout the life of the contract.