2-RFP 2026-13 Traffic Signal Maintenance Services.pdf

Town of Hilton Head Island

Request for Proposals (RFP)

Solicitation Number: 2026-13

Project Name: On-Call Traffic Signal Maintenance 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).

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: April 22, 2026

Solicitation Number: 2026-13

Description/Title: On-Call Traffic Signal Maintenance Services

Proposal Submittal Deadline: 5:00 PM Eastern Time on May 21, 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 22, 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 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

TOWN OF HILTON HEAD ISLAND

2026-13

On-Call Traffic Signal Maintenance Services

Table of Contents

PROPOSAL TRANSMITTAL PAGE

TABLE OF CONTENTS…………………………………………………………………………..3

REQUEST FOR PROPOSALS:

I. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

II. SCOPE OF SERVICES

III. PROPOSAL REQUIREMENTS & FORMATTING

IV. EVALUATION CRITERIA AND CONTRACT AWARD

V. STANDARD CONTRACT TERMS AND CONDITIONS

ATTACHMENTS:

EXHIBIT A: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT B: SAMPLE TOWN AGREEMENT

EXHIBIT C: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT D: FEE SCHEDULE

EXHIBIT E: ADDRESS LISTING

TOWN OF HILTON HEAD ISLAND

2026-13

On-Call Traffic Signal Maintenance Services

I. GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

The Town of Hilton Head Island (“Town”) is soliciting sealed proposals from qualified firms (“Offeror” or “Contractor”) to provide on-call traffic signal maintenance and repair services, in accordance with the specifications provided herein.

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 Offerors will be provided at the opening. No pricing information will be shared at that time. To participate, please use the following meeting link and information.

Virtual Opening of Proposals Link and Information 9:30 AM Eastern Time on May 22, 2026

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/26479981395447?p=q8rzh VTtssalgzMO8W Meeting ID: 264 799 813 954 47 Passcode: X9r4Yh2g

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 request for proposal, 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 https://hiltonheadislandsc.bonfirehub.com/portal https://teams.microsoft.com/meet/26479981395447?p=q8rzhVTtssalgzMO8W https://teams.microsoft.com/meet/26479981395447?p=q8rzhVTtssalgzMO8W of Offeror’s, 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 issue a purchase order 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.

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 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 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 SERVICES

The Town of Hilton Head Island is requesting proposals from qualified Offerors, including but not limited to the installation, repair, maintenance, and/or replacement of signalized intersections, and miscellaneous services throughout the State of South Carolina on a fixed price per line item, as needed basis, and as per the specifications outlined in the solicitation documents.

1. PROJECT DESCRIPTION

Tasks will be assigned by the Town’s project manager on a case-by-case, as-needed basis to perform work at the Town’s twenty-six (26) conventional stop-and-go traffic signals, one (1) Hawk signal, four (4) flashing signal installations, and https://hiltonheadislandsc.gov/business/vendorpreference/ any miscellaneous work to included but not limited to installation of ground mounted signs, banner poles, banners, junction box replacements, repair, and replacement of adaptive signal equipment as directed by the Project Manager.

The locations of these devices are shown on the attached map and address listing, designated as Exhibit E. The Town’s Traffic and Transportation Engineer (or Town Engineer or his designee acting in the Traffic and Transportation Engineer’s absence) shall serve as project manager. The Town’s project manager will issue a draft traffic signal job order. The job order will indicate the location of the traffic signal or flasher as indicated on the map or a scope outlining miscellaneous other work and listing attached as Exhibit E, and describe the work required. The job order will include quantities and unit costs taken from the unit-cost fee schedule that will be appended to the contract. The minimum job order amount will be set at $1,500. The Town’s project manager and the Contractor will agree on contract quantities, a cost estimate, and a deadline for completion of the job order, and the job order will be accepted by the Town’s project manager with a signature.

The Contractor will then be responsible for signing and returning the job order and responding within a minimum of twenty-four (24) hours following the receipt of an acceptance on the job order. The Contractor will be responsible for contacting the Town’s project manager immediately upon review and receipt of the draft job order if there are concerns regarding the scope of work, quantities, or the resulting amount of the job order for negotiations and resolution of the matter. In all instances, the Contractor must respond to the job order job site within twenty-four (24) hours of the receipt of a draft job order.

Upon the completion of each job order, the Town’s project manager will be responsible for ensuring that payment is tendered to the Contractor within thirty

(30) days of the completion of the work, its inspection/acceptance by the Town, and receipt of an invoice or application for payment.

2. QUANTITY LIST

This is an open-quantity service contract, and the exact quantity of the work is unknown. The quantities listed on the fee schedule contained herein are estimated for the purpose of establishing unit prices, which will be the basis for billing work performed under the resulting contract.

3. CONTRACTOR RESPONSIBILITIES

All work under this contract shall be performed in accordance with the South Carolina Department of Transportation’s (SCDOT) “STANDARD SPECIFICATIONS FOR HIGHWAY CONSTRUCTION,” the SCDOT’s “TRAFFIC SIGNAL SPECIFICATIONS”

– 2020 Edition, the SCDOT’S “SUPPLEMENTAL SPECIFICATIONS FOR TRAFFIC SIGNALS” – 2021 Edition, the SCDOT’S “STANDARD DRAWINGS,” and the Federal Highway Administration’s “MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES” – 2023, 11th Edition (MUTCD).

a) The Contractor shall provide traffic control as required to safely accomplish the tasks as indicated in all job orders. Traffic control shall be consistent with the requirements of the MUTCD and SCDOT standard drawings. The Town’s project manager shall be notified in advance if a need to close roads or lanes is identified, with advice provided as to the time of closure that is required.

b) The Contractor shall be responsible for responding to the job site within twenty-four (24) hours of the receipt of a job order acceptance issued under this contract.

c) The Contractor will be responsible for maintaining all licenses required to undertake work on traffic signals in accordance with the laws of the state of South Carolina, maintain their certification by the SCDOT as an approved traffic signal contractor in the State of South Carolina, and have at least one field supervisor on-site at all times that a Traffic Signal Level II (or higher) certification as certified by the International Municipal Signal Association (IMSA). The Contractor is responsible for maintaining an active Town of Hilton Head Island business license during all times that work under the contract is performed.

d) The Contractor must maintain minimum insurance coverage levels as indicated herein and in the Special Conditions of the contract.

e) The Contractor is responsible for notifying the Town’s project manager of an estimated response time upon receipt of each job order. The Contractor is also responsible for notifying the Town’s project manager upon arrival at the job site and after completing the job task, prior to departing the job site.

f) The Contractor will be responsible for coordinating with SC811 to provide utility locates in instances where subsurface disturbance is required and utility locates are identified as being necessary. In such instances, the submission of an SC811 locate ticket will be construed as providing a response within twenty-four (24) hours, and the Contractor will respond to the job site within twenty-four (24) hours of the utilities being located in the field. The Contractor is responsible for completing all work as indicated on the job order by the deadline, or “End Date” as shown on the accepted job order.

g) The Contractor will be responsible for the operation and maintenance of the signal during such periods when work is being performed in response to an active job order.

h) The Contractor shall provide a warranty of one (1) year on all work performed.

Damage to work or equipment that occurs as a result of a vehicle collision, a natural disaster, or any other cause that is beyond the control of the Contractor will be exempt from this requirement.

i) The Contractor shall be responsible for the safety and health of all workers on the job and shall comply with all applicable provisions of the Occupational Safety and Health Act.

j) The Contractor shall be responsible for coordinating their work with any affected utilities.

4. TOWN RESPONSIBILITIES

a) The Town is responsible for initiating the request for service from the Contractor, identifying the problem, and developing the job order.

b) The Town is responsible for providing any equipment as indicated on the job order expeditiously, delivering the equipment to the job site in such instances where the equipment may be transported by hand, or transferring the equipment to the Contractor at a staging area where the Town’s project manager has made arrangements to meet the Contractor to accomplish the equipment transfer.

c) The Town is responsible for providing current signal plans and maintenance records on an as-needed basis for all of the Town’s signals.

d) The Town is responsible for ensuring prompt payment upon the inspection and acceptance of the work and receipt of a correct invoice.

III. PROPOSAL 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 proposal rejected as being non-responsive and making them ineligible for contract award. Offeror must complete and return with their proposal the “Checklist of Proposal Submittal Requirements”, a copy of which is included in this solicitation as Exhibit A.

Offerors are to make written proposals that present the offeror’s qualifications and understanding of the work to be performed. Offerors shall address each of the specific items listed below, in the following order:

MAIN PROPOSAL

1. Ability and Experience

a. Describe in detail your firm’s ability to successfully provide the services described in this RFP.

b. Provide an overview of your firm’s current operations and the geographic locations of office properties or structures used as a base for operations and any laydown yards or equipment staging areas.

c. Provide the number of years your firm has been providing traffic signal services within the state of South Carolina

d. Describe your current staffing levels and indicate sufficiency of same to meet the service requirements outlined herein.

e. Provide a resume or biography of the individual(s) who will be supervising and directing your firm’s staff in executing the requirements of this contract

f. Describe any other similar traffic signal maintenance agreements that have been entered into with public or private entities and how any existing agreements may impact your ability to provide the contracted services to the Town.

g. Provide any other information that evidences your firm as the best option to provide on-call traffic signal services to the Town.

2. Client References

Please provide three (3) client references that have direct experience with traffic signal services provided by your firm.

References shall include, at minimum, the company or entity name, contact person, telephone number, e-mail address, and the dates and locations of services provided. Please take note of the following as it pertains to references:

a. Contact information for submitted references should be current and accurate. Notify your listed references that the Town may be contacting them shortly after the proposal submittal deadline. The Town is not responsible for incorrect reference contact information.

b. The Town reserves the right to only check references on those Contractors deemed to be “finalists” after initial scoring of proposals.

c. The Town’s past experience with the Contractor, if any, will also be factored into the evaluations.

FEE PROPOSAL (complete the Unit Cost column in Exhibit D) Your fee proposal shall be evaluated based on the estimated quantities as shown in the fee schedule attached to this solicitation as Exhibit D.

Complete the Unit Cost column in Exhibit D and submit.

IV. EVALUATION CRITERIA AND CONTRACT AWARD

If a contract is awarded as result of this solicitation, such award shall be made to the Offeror with the highest rated proposal based on the stated evaluation criteria. Contract award, as well as contract continuation in subsequent fiscal periods, is subject to the availability of Town funds. If contract negotiations with the highest rated offeror are unsuccessful, the Town reserves the right to begin contract negotiations with the next highest rated Offeror.

Proposals will be evaluated on the following criteria:

1. Ability, Experience and Qualifications (40%)

2. Fee Proposal: Total cost and fees to be charged (40%)

3. Location of Offeror Resources (20%)

A selection committee comprised of Town staff will review and score responses based on the above selection criteria.

Those responses deemed susceptible for award may be required to meet with the selection committee to review their response in person, which will factor into the scoring for making contract award.

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 B, and Offeror also 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 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 contract shall be for two (2) years, commencing on execution, with the option to renew for up to three (3) additional years in any combination of renewal terms, upon the written mutual agreement of the parties.