17-RFP 2026-07 NorthpointUSPS Access Improvements.pdf

Town of Hilton Head Island

Request for Proposal (RFP)

Solicitation Number: 2026-07

Project Name: Northpoint/USPS Access Improvements

Date Advertised: March 4, 2026

Note: This public body does not discriminate against faith-based organizations, nor does it discriminate against a Contractor 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).

Transmittal Page

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

Proposal 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: March 4, 2026

Solicitation Number: 2026-07

Description/Title: Northpoint/USPS Access Improvements

Proposal Submittal Deadline: 5:00 PM Eastern Time on March 31, 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 April

1, 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 March 25, 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 proposal is submitted in all respects fairly and without collusion or fraud. I agree that this proposal 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 proposal on behalf of the Vendor.

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

PROPOSAL TRANSMITTAL PAGE

TABLE OF CONTENTS

REQUEST FOR PROPOSAL:

I. GENERAL INFORMATION

II. GENERAL SCOPE OF SERVICES

III. PROPOSAL REQUIREMENTS

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

V. STANDARD CONTRACT TERMS AND CONDITIONS

VI. ADDITIONAL REQUIREMENTS………………………………………………7

ATTACHMENTS:

EXHIBIT A: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT B: PRICING FORM

EXHIBIT C: SPECIFICATIONS/PLANS

EXHIBIT D: SPECIAL PROVISIONS

EXHIBIT E: SPECIAL CONDITIONS

EXHIBIT F: GENERAL CONDITIONS

EXHIBIT G: AGREEMENT OF PURCHASE AND SALE BETWEEN THE TOWN & USPS

(INCLUDING EASEMENT INFORMATION)

EXHIBIT H: PROPOSAL SURETY FORM

EXHIBIT I: CERTIFICATE OF LICENSE

EXHIBIT J: REFERENCE FORM

EXHIBIT K: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT L: NON-COLLUSION STATEMENT

EXHIBIT M: SMALL & MINORITY BUSINESS GOOD FAITH PACKET

EXHIBIT N: SAMPLE TOWN AGREEMENT

I. GENERAL INFORMATION

The Town of Hilton Head Island (“Town” or “Owner”) is soliciting sealed proposals from qualified contractors (“Contractor” or “Offeror”) to complete planned improvements for the asphalt parking lot located at and adjacent to 213 William Hilton Parkway, Hilton Head Island, SC 29926, in accordance with the specifications provided herein.

Proposals must be submitted by the 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.

An OPTIONAL Pre-Proposal site visit will be held Wednesday, March 18, 2026, from 10:30 AM to 11:30 AM Eastern Time at 213 William Hilton Parkway, Hilton Head Island, SC 29926.

Proposals will be publicly opened via virtual conference at the date and time indicated on the Transmittal Page. Only the names of Offerors 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.

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 proposals received in response to this solicitation, or to cancel in part or in its entirety this invitation for proposals, if it is 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 mandatory requirements in this solicitation if such requirement is unmet by the majority of Contractors, and such a waiver is determined to be in the best interest of the Town.

Virtual Proposal Opening Link and Information:

9:30 AM Eastern Time, April 1, 2026

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/2781446834776?p=F0Oxn84FlXcA3Y8Azm Meeting ID: 278 144 683 477 6 d https://hiltonheadislandsc.bonfirehub.com/portal https://teams.microsoft.com/meet/2781446834776?p=F0Oxn84FlXcA3Y8Azm

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 proposals.

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 proposal, 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 proposal 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 proposal 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.

II. SCOPE OF WORK / SPECIFICATIONS

The Town of Hilton Head Island is soliciting sealed proposals from qualified and properly licensed contractors to demolish the existing asphalt parking lot and construct a new asphalt parking area. The selected Contractor shall construct the improvements in accordance with the Plans and Specifications prepared by Thomas & Hutton dated February 16, 2026, which is attached hereto as Exhibit C.

A Work plan and sequence of Work shall be developed by the Contractor and submitted with their proposal. The Work must be fully completed and Contractor demobilized from the site no later than November 14, 2026.

The Contractor is advised that time is of the essence in performing the Work. The Contractor shall commence work on the date identified in the Notice To Proceed and shall be completed no later than one hundred twenty (120) days from the date identified in the Notice To Proceed. 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.

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

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.

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 RFP.

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.

At the time of proposal submission, Contractor shall be a state licensed contractor as recorded with the South Carolina Department of Labor, Licensing and Regulation.

Proposals will not be accepted from improperly licensed or unlicensed Contractors and/or Subcontractors.

Contractor 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 RFP.

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.

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. PROPOSAL REQUIREMENTS

Offerors are REQUIRED to submit all requested information and/or documentation outlined in this solicitation. Any Offeror failing to do so may have their proposal rejected as being non-responsive making them ineligible for contract award. Offeror must complete and return with their proposal the “Checklist of Submittal Requirements”, a copy of which is attached hereto as Exhibit A. The Town reserves the right to accept or reject any or all proposals received as a result of this solicitation, or to negotiate with all qualified Offerors, or to cancel in part or in its entirety this solicitation, if it is 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 requirements in this solicitation provided such waiver does not create a disadvantage for any Offeror and is determined to be in the best interests of the Town.

Offerors shall submit a written proposal that includes at a minimum the following in as much detail as possible:

A. Company’s experience in the construction industry, especially with similar projects;

B. A listing of three (3) projects completed in the last 5 years that are similar in size and scope;

C. Photographs of completed similar projects, if available;

D. Identification of the Key personnel to be assigned to the project and either a resume or written biography for each individual. Identify which referenced projects Key Personnel were involved with and role in the project.

E. An estimated timeline for project completion one hundred twenty (120) days from the date identified in the Notice To Proceed. The timeline should include major milestones.

F. Provide at least three (3) client references (using Exhibit J) with a focus as much as possible on clients whose projects were similar in size and scope.

G. Offerors shall submit their project cost on the Pricing Form provided in Exhibit B, and acknowledging receipt of any addendums issued in the space provided in Exhibit A. Failure to do so may subject the Offeror to disqualification.

Proposal Surety If the Offeror’s proposed cost exceeds One Hundred Thousand Dollars ($100,000), Offeror must submit with their proposal a completed Proposal Surety form, attached hereto as Exhibit H, which shall be accompanied by a PHOTO COPY of Proposal Bond in an amount equal to at least five percent (5%) of the amount of the proposed cost, made payable to the Town.

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.

Offerors shall complete and return Exhibit K acknowledging the requirements of the South Carolina Illegal Immigration Reform Act.

IV. EVALUATION CRITERIA AND CONTRACT AWARD

If a contract is awarded as result of this solicitation, such award will be made to the responsive and responsible Offeror whose proposal is the highest rated after evaluation on the criteria stated in this Section IV below. Contract award is subject to availability of Town funds. The Town shall not incur or pay for any costs associated with the preparation of proposals.

A. 34% Project Cost B. 33% References and Experience on Similar Projects

• Qualifications of Company and Key Personnel C. 33% Project Schedule/Timeline

V. STANDARD CONTRACT TERMS AND CONDITIONS

Offerors 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 N. Offeror agrees that such clauses shall substantially form the basis for a contract between Offeror and Town. Offeror 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.

VI. ADDITIONAL REQUIREMENTS

Offeror acknowledges it has read and understands the terms and conditions provided in the Agreement of Purchase and Sale between the Town and United States Postal Service (USPS), attached here for reference as Exhibit G. By submission of a proposal, Offeror agrees to abide by the additional requirements contained in Exhibit G.