16-RFP 2025-30 Stormwater Maintenance Final.pdf

Town of Hilton Head Island

Request for Proposal (RFP)

Solicitation Number: 2025-30

Project Name: Stormwater Maintenance & Repair Services

Date Advertised: November 10, 2025

Transmittal Page Vendors shall complete all information requested on this page and submit it with their Proposal:

Submissions:

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: November 10, 2025

Solicitation Number: 2025-30

Description/Title: Stormwater Maintenance & Repair Services

MANDATORY Pre-Proposal Conference Information: November 21, 2025 from 10:00 am to 11:00am Virtually via Microsoft Teams

Submittal Deadline: 5:00 PM Eastern Time on December 9, 2025

* 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 December 10, 2025. 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 December 3, 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) 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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TOWN OF HILTON HEAD ISLAND

STORMWATER MAINTENANCE & REPAIR

RFP 2025-30

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: UNIT COST SCHEDULE

EXHIBIT C: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT D: SAMPLE TOWN AGREEMENT

EXHIBIT E: GENERAL CONDITIONS

EXHIBIT F: SPECIAL CONDITIONS

EXHIBIT G: SPECIAL PROVISIONS

EXHIBIT H: CERTIFICATE OF LICENSE

EXHIBIT I: NON-COLLUSION STATEMENT

EXHIBIT J: REFERENCE FORM

EXHIBIT K: SMALL & MINORITY BUSINESS GOOD FAITH PACKET

EXHIBIT L: JOB ORDER PROCEDURES

EXHIBIT M: FEMA CONTRACT PROVISIONS

EXHIBIT N: PROPOSAL QUESTIONAIRE

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TOWN OF HILTON HEAD ISLAND

RFP 2025-30

Stormwater Maintenance & Repair

I. GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

The Town of Hilton Head Island (“Town” or “Owner”) is soliciting sealed proposals from qualified contractors (“Offerors” or “Contractors”) to provide Stormwater Services to include construction, maintenance and repair of the stormwater infrastructure within the limits of the Town of Hilton Head Island, South Carolina.

A Mandatory Virtual pre-proposal conference will be held from 10:00 am to 11:00 am on November 21, 2025.

Proposals will not be considered from those Contractors who do not attend the mandatory pre-proposal conference. All relevant documents for this solicitation will be available for review at the conference.

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

9:30am Eastern Time on December 10, 2025 Microsoft Teams Need help?

Join the meeting now Meeting ID: 240 028 816 690 41 Passcode: Gy7xw2bn

Virtual Mandatory Pre-Proposal Meeting Link at Information:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 241 401 766 759 Passcode: Bs7Xh3fU https://hiltonheadislandsc.bonfirehub.com/portal https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDA1NmE0NGItMWQ3Ni00YTA2LTlmOGUtZjEzNGI1YTg0ZDVi%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 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGQ4NTMyNzYtNDJlYS00MTQyLWEwNWQtZjkyYzNmZTNjNDUx%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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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 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 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

5 | P a g e 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.

II. SCOPE OF SERVICES

The selected Contractor shall provide Stormwater Services to include construction, maintenance and repair of the stormwater infrastructure 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.

Contractor shall be responsible for performing construction, maintenance and repair of stormwater infrastructure including, but not limited to, pipes, drainage structures, open channels, stormwater management facilities, and lagoons. The Contractor shall be able to perform construction activities including, but not limited to, repair, replacement, and new installation of drainage structures, pipe removal, repair, and installation for various materials (e.g. RCP, CMP, HDPE, Plastic, HP, Orangeburg, PVC, etc.), masonry structures, outlet control structures/weirs, flood control devices (e.g. weir gates, flap gates, sluice gates, slide gates), trench drains, earthwork, grading, channel and pond cleaning/excavation/stabilization, use of swamp mats, trimming/removing vegetation, asphalt pavements, concrete curb, gutters, flumes, driveways, sidewalks, pathways, traffic control, pavement markings, guardrails, retaining walls, groundwater control, cofferdam installation/removal and maintenance, fences, erosion and sedimentation controls, protection of all utilities, relocation, repair, and installation of wet utilities, landscaping and irrigation repair, and/or other related construction activities. The work may take place within State, County, or Town road rights-of-way, easements, or within specific areas delineated by a Right of Entry. This may also include work in such areas as planned unit developments, golf courses, and on government, commercial, or residential properties (back yards and side yards). Much of the infrastructure maintenance and repairs will involve metal, plastic, or concrete pipe and structures, many of which connect lagoon systems or are at or below the water table.

The majority of work that will be completed under this Contract will be smaller maintenance and repair work for stormwater infrastructure, which may typically involve sinkhole repairs, shallow (< 6’ deep) and smaller storm pipe installation/repair/replacement (< 36” diameter), installation/replacement/repair of drainage inlets, drainage ditch/lagoon excavation, asphalt/concrete patching, etc. Work that may be completed under this Contract includes larger construction projects and may typically involve larger storm pipe installation/replacement (≥ 36” diameter), maintenance/repair/replacement of deeper storm drain systems (≥ 6’ deep), lagoon dam https://hiltonheadislandsc.gov/business/vendorpreference/

6 | P a g e repair, and may require the use of temporary shoring walls, trench boxes, diving services for temporary pipe plugs, well-point systems, etc.

Individual projects will vary in size, location, value, and duration. Each project will be constructed using a project and site-specific Job Order. The unit quantities shown in the Unit Cost Schedule are estimates provided for proposal comparison purposes and will be utilized in determining the lowest responsive/responsible Offeror(s). The Offeror shall provide unit costs for all of the items listed in the Unit Cost Schedule. These unit costs shall be the basis for Contract unit prices and will be used in the development of project Job Orders. The Town does not warrant that the actual quantities of work will correspond with those estimates. The Town reserves the right to increase or decrease any of the quantities shown without adjusting the Contract unit prices by Change Order.

All subcontracted work for items not listed in the Unit Cost Schedule shall be paid for by the Town at the Subcontractor’s Cost of Work plus a fee, according to the General Conditions (Exhibit E). Any proposed subcontracted work must be submitted to the Town via an estimate provided by the Subcontractor prior to the subcontracted work being approved in writing by the Town. The Subcontractor costs in the estimate must be inclusive of all direct and indirect costs associated with completing the work, including, but not limited to, mobilization, equipment, labor, and fuel costs.

There shall be no guaranteed minimum or maximum limitations on the services required.

The Contract will require the Contractor to provide a Designated Representative (i.e.

Contract project manager) and the ability to work on multiple construction projects simultaneously. The primary Contractor must perform a majority of the work under this Contract; Subcontractors may not perform more than 50% of the total annual work contracted dollar amount.

The time for completion of the work under this Contract will be Job Order specific based on the date specified in written notice to the Contractor to proceed with the work.

Liquidated damages will be Job Order specific and may be assessed for each day required to complete the work past the Substantial Completion deadline.

The Town anticipates grouping smaller planned projects together to minimize mobilization for the Contractor, as well as, allowing the Contractor longer performance periods to complete these grouped projects.

The Town may divide larger projects into smaller scopes of work, if it is determined to be advantageous to the Town to do so (e.g. the Town issues a Job Order to one Contractor for major underground stormwater repairs, but issues a separate second Job Order to a different Contractor, or utilizes proper procurement methods, for the paving portion of the project). This is intended to alleviate any Subcontractor coordination issues or delays for the primary Job Order. The Contractor(s) must have the ability to perform, or subcontract, all work associated with the line items listed in the Unit Cost Schedule.

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It is intended that all of the terms and conditions provided in or attached to this RFP, including but not limited to the Special Conditions (Exhibit F), General Conditions, (Exhibit E), Special Provisions, (Exhibit G) and Job Order Procedures (Exhibit L), shall cover the complete work to which they relate. It is the Contractor’s responsibility to review the specifications prior to submitting a proposal to ascertain the extent of work.

Performance or Payment bonds may be required for this Contract when Job Orders exceed $100,000, at the sole discretion of the Town.

Upon completion of a Job Order and prior to final payment, the Contractor shall furnish to the Town a Contractor's Affidavit to the effect that all bills for labor, materials and services in connection with said Contract have been paid in full.

Prior to commencement of work, the selected Contractor and any associated Subcontractors will be required to obtain a Town of Hilton Head Island business license to operate within Town limits. Proposers shall be licensed to perform the work described herein as required by Section 10-1-10 et seq., Code of the Town of Hilton Head Island, South Carolina, 1983 (as amended).

The work on this Contract is to be performed under the South Carolina Department of Transportation's Standard Specifications for Highway Construction, current edition, and the Supplemental Technical Specifications; the Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD); the Project specific plans and the Special Provisions (Exhibit G). The Contractor shall show satisfactory evidence of stormwater construction experience and qualifications.

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 40-11-5 through Section 40-11-430 and The Rules And Regulations Of The South Carolina Licensing Board For Contractors, Chapter 29, 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. Proposals will not be accepted from improperly licensed or unlicensed Contractors and/or Subcontractors.

General Applicability of Standards: Applicable standards of construction industry have the same force and effect and are made a part of the Contract by reference as if copied directly into the Contract, or as if published copies were bound herewith. Reference Standards referenced directly in the Contract or by governing regulations have precedence over non-referenced standards which are recognized in industry for applicability to work. Non-referenced Standards recognized in the construction industry are hereby defined, except as otherwise limited in the Contract, to have direct applicability to the work, and will be so enforced for performance of the work. The following abbreviations are used frequently throughout these specifications:

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AASHTO - American Association of State Highway and Transportation Officials ANSI - American National Standards Institute ASTM - American Society for Testing and Materials EJCDC - Engineers Joint Contract Documents Committee FS - Federal Specification (General Service Administration) SCDOT - South Carolina Department of Transportation MUTCD - Manual on Uniform Traffic Control Devices for Streets and Highways

The Contractor shall comply with the Department of Labor Safety and Health Regulations for Construction promulgated under the Occupational Safety and Health Act of 1970 (PL 91-596) and under Section 107 of the Contract Work and Safety Standards Act (PL 91-54).

The regulations are administered by the Department of Labor and the Contractor shall allow access to project to personnel from that Department.

The Contractor shall comply with local, County, State and Federal laws applicable to the work.

Town, State and Federal permits may apply to the work and will be obtained by the Town of Hilton Head Island, and made part of the Job Order to which it pertains.

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. Costs must be inclusive of all materials, labor and work called for in the specifications.

Offerors shall provide the following in their proposals:

A. Unit Cost Schedule:

The Contractor shall complete the Unit Cost Schedule (Exhibit B) as provided in this document and shall state the amount proposed for each item as shown. All items must include a Unit Price, Total Item Cost based on estimated quantity, and Total Proposal Cost. Only the provided Unit Cost Schedule Form in typed format will be accepted. The Contactor shall not delete or modify any line items. Any modifications, omissions or errors with regard to the Unit Cost Schedule, or failure to follow instructions may cause your proposal to be deemed non-responsive.

B. Proposal Questionnaire The Contractor shall complete the accompanying Proposal Questionnaire (Exhibit N) in a manner that provides a detailed, comprehensive history of its work

9 | P a g e experience with similar types of projects, sufficient qualifications of Key Personnel, and resources/equipment to perform Contract requirements, including the following information:

1. List at least ten (10) pertinent projects of similar stormwater construction work (i.e. stormwater maintenance, repair, construction, etc.) as a Primary Contractor, including (client information, project completion date/term, and location):

a. Name of project, type of work and project description, Key Personnel involved;

b. Contract amount for each project;

c. State whether the Contractor was the Primary Contractor or

Subcontractor for the project;

d. Project Contact Information (name, organization/company, phone number, e-mail) for each project (confirm that reference contact information is valid and up to date); and

e. List any similar work done for the Town.

2. List all Subcontractors to be utilized in this Contract;

3. Resumes and qualifications of all Key Personnel (i.e. Officer in Charge, Designated Representative, and Job Superintendent/Project Managers) to be assigned to this Contract;

4. Workload availability and experience of Designated Representative;

5. List all operational equipment owned or leased to be utilized in this Contract;

6. Whether the Offeror involved:

a. Maintains a permanent place of business;

b. Has adequate plant equipment to do the work properly and expeditiously;

c. Has suitable financial status to meet obligations incident to the work;

and

d. Has appropriate technical experience.

The Contractor shall list any Subcontractors that will be utilized in support of this Contract, if applicable. The Contractor shall provide the Subcontractor(s) company name, address, phone, email, trade, years in business, and number of projects worked on together. Subcontractors must be properly licensed in the Group, 10 | P a g e

Classification, and/or Sub Classification as required by the South Carolina Licensing Board for Contractors. Proposals will not be accepted from improperly licensed or unlicensed Contractors and/or Subcontractors.

C. Reference Form:

The Contractor shall complete the Reference Form (Exhibit J). Provide a minimum of three

(3) references that have contracted with the Offeror within the past five years for similar stormwater construction work. A minimum of three (3) references are required for similar work done in the past ten (10) 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).

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.

Proposals will be evaluated using the following criteria:

A. Unit Cost Schedule (55%) B. References and Experience with Similar Prior Stormwater Construction Projects

(30%) C. Qualifications of Key Personnel and Resources Available to Meet Contract

Requirements (e.g. Resumes, Staff, Equipment, Bond Capacity) (10%) D. Designated Representative Qualifications, Experience and Availability (5%)

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.

Jessica Cummings 10/5/3?

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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 D, and Offeror also agrees that such clauses, along with General Conditions (Exhibit E), the Special Conditions (Exhibit F), and the Special Provisions (Exhibit G), Unit Cost Schedule (Exhibit B), Proposal Questionnaire (Exhibit N), Job Order Procedures (Exhibit L) 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 anticipated term of the resulting Agreement shall be for a period of one (1) year with the option to renew four (4) additional one (1) year terms.