16-IFB 2026-11 HMFP Parking Loop.pdf

Town of Hilton Head Island

Invitation for Bid (IFB)

Solicitation Number: 2026-11

Project Name: Historic Mitchelville Freedom Park Loop Road and Parking Area

Date Advertised: April 6, 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).

Bid Transmittal Page

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

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

Date Advertised: April 6, 2026

Solicitation Number: 2026-11

Description/Title: Historic Mitchelville Freedom Park-Loop Road and Parking Area

Bid Submittal Deadline: 5:00 PM Eastern Time on June 10, 2026

* 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 June 11, 2026 The link to participate in the virtual opening is provided in Section I of this IFB.

Deadline for Questions: 5:00 PM Eastern Time on May 13, 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

Table of Contents

BID TRANSMITTAL PAGE

TABLE OF CONTENTS

INVITATION FOR BID:

I. GENERAL INFORMATION

II. GENERAL SCOPE OF SERVICES

III. BID REQUIREMENTS

IV. EVALUATION CRITERIA AND CONTRACT AWARD…………………..7

V. STANDARD CONTRACT TERMS AND CONDITIONS

ATTACHMENTS:

EXHIBIT A: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT B: BID FORM

EXHIBIT C: SPECIFICATIONS/PLANS

EXHIBIT D: SPECIAL PROVISIONS

EXHIBIT E: SPECIAL CONDITIONS

EXHIBIT F: GENERAL CONDITIONS

EXHIBIT G: BID SURETY FORM

EXHIBIT H: CERTIFICATE OF LICENSE

EXHIBIT I: REFERENCE FORM

EXHIBIT J: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT K: NON-COLLUSION STATEMENT

EXHIBIT L: SMALL & MINORITY BUSINESS GOOD FAITH PACKET

EXHIBIT M: SAMPLE TOWN AGREEMENT

I. GENERAL INFORMATION

The Town of Hilton Head Island (“Town”) is soliciting sealed bids from qualified contractors (“Bidders” or “Offerors”) to construct planned improvements for the Historic Mitchelville Freedom Park. This includes removing and replacing the existing parking lot with new paved drive isles, pervious paver parking stalls and stormwater management infrastructure 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.

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 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 the majority of 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 any articles of goods or services. The Town shall not incur or pay for any costs associated with the preparation of bids.

Virtual Bid Opening Link and Information:

9:30 AM, June 11, 2026

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29075959067880?p=yzEUsQst14ysoEaWvP Meeting ID: 290 759 590 678 80 Passcode: N3uc3kb6 https://hiltonheadislandsc.bonfirehub.com/portal https://teams.microsoft.com/meet/29075959067880?p=yzEUsQst14ysoEaWvP

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/

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.

II. SCOPE OF WORK / SPECIFICATIONS

The Town of Hilton Head Island is soliciting sealed bids from qualified and properly-licensed contractors to construct planned improvements for the Historic Mitchelville Freedom Park in accordance with the Plans and Specifications prepared by Thomas and Hutton dated October 15, 2025, which is attached hereto as Exhibit C of this IFB.

A. General Requirements

Contractor shall provide all necessary equipment, materials, transportation, and labor for completion of the identified Scope of Work.

Contractor will be responsible for the removal and legal disposal of all debris. The closest landfill is Oakview Landfill in Ridgeland, SC. Contractor shall call and confirm their receipt of commercial solid waste.

The Town shall be responsible for securing all required permits. Contractor is responsible for ensuring compliance with all requirements of the Town and State codes for land disturbance, stormwater management, and sediment and erosion control. If permits have not been issued at the time of contract negotiation, the Town will wait to issue the Notice to Proceed until receipt of all permits.

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

Contractor shall be responsible for maintaining site closure during performance of contracted work based on the project Traffic Control Plan. Site shall remain closed to thru traffic for the duration of the contracted work period. Any exceptions shall be pre-approved by the Town.

Appropriate work zone safety provisions shall be made at all times for the protection of residents, motorists, pedestrians, and workers.

All work shall be performed during hours specified in section SC-32 in the town of Hilton Head Island Special Conditions in Exhibit E of this IFB.

Contractor shall be responsible for any repair/replacement for any damage caused by Contractor’s equipment or workmanship.

Existing trees shall be protected to the extent necessary as required in the Land Management Ordinance (LMO) to avoid potential damage.

The project shall commence within ten (10) calendar days from date of Notice To Proceed and shall be completed by the agreed upon project schedule end date in the resulting contract. If contract negotiations conclude before receipt of all project permits, the Town shall wait to release the Notice to Proceed upon receipt of all permits from jurisdictional agencies.

B. Utilities Contractor shall call South Carolina 811 “No Cuts” to identify underground utilities prior to commencing work.

Any and all water lines and sanitary sewer lines shall be treated in accordance with the plans and specifications.

Any and all existing storm drains shall be treated in accordance with the plans and specifications.

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 A.

(a) The successful contractor shall prepare and submit a detailed work plan and sequence of work for review and approval. The anticipated project start date is August 1, 2026, subject to change based on contract execution and permitting. The Contractor shall commence work on the date identified in the Notice To Proceed.

(b) At the time of bid submission, Contractor shall be a state licensed contractor as recorded with the South Carolina Department of Labor, Licensing and Regulation. Bids will not be accepted from improperly licensed or unlicensed Contractors and/or Subcontractors.

The requirements of The Code of Laws Of South Carolina, "An Act To Regulate The Practice Of General And Mechanical Contracting In South Carolina (1997)", Chapter 11, Title 40, Section 40-11-S through Section 40-11-430 and The Rules And Regulations Of The South Carolina Licensing Board For Contractors, Chapter 29, Articles 1, 2, 3, 4, 29-1 through 29-19, will be strictly enforced. All Contractors and Subcontractors must be properly licensed in the Group, Classification, and/or Sub Classification as required by the South Carolina Licensing Board for Contractors.

(c) Bidder is required to maintain appropriate levels of insurance as specified in section

SC- 5 in the Town of Hilton Head Island Special Conditions in Exhibit E of this IFB.

(d) Bidders shall complete and return Exhibit J acknowledging the requirements of the South Carolina Illegal Immigration Reform Act.

(e) Bidders shall provide three (3) references, Exhibit I

(f) Bid Surety: If the Offeror’s proposed cost exceeds One Hundred Thousand Dollars

($100,000), Offeror must submit with their proposal a completed Bid Surety form, attached hereto as Exhibit G, which shall be accompanied by a PHOTO COPY of Bid Bond in an amount equal to at least five percent (5%) of the amount of the proposed cost, made payable to the Town.

(g) Performance and Payment Bonds: If the proposed cost exceeds One Hundred Thousand

Dollars ($100,000), the successful Contractor shall deliver to the Town within ten (10) business days from the commencement date of this Agreement, the following bonds which shall become binding on the parties and must be in place before a Notice to Proceed is issued:

1. A performance bond satisfactory to the Town, executed by a surety company authorized to do business in South Carolina, for the faithful performance of the contract in strict conformity with the plans, specifications and conditions of the contract. The bond shall be in an amount equal to 100% of the price specified in the contract; and

2. A payment bond satisfactory to the Town, executed by a surety company authorized to do business in South Carolina, for the protection of all persons supplying labor and material to the Contractor or its subcontractors for the performance of the work provided for in the contract. Labor and materials shall include public utility services and reasonable rentals of equipment, but only for the periods when the equipment rented is actually used at the site.

The bond shall be in an amount equal to 100% of the price specified in the contract.

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 in subsequent fiscal periods, is subject to availability of Town funds.

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 M. Bidder agrees that such clauses shall substantially form the basis for a contract between Bidder and Town. Bidder also acknowledges that terms and conditions provided in this IFB, either in their entirety or relevant portions thereof, may be included and become part of any resulting contract.