3-IFB 2026-05 FR Headquarters Generator.pdf

Town of Hilton Head Island

Invitation for Bid (IFB)

Solicitation Number: 2026-05

Project Name: Fire Rescue Headquarters Generator

Date Advertised: March 24, 2026

Bid Transmittal Page

Town’s Procurement Portal which can be accessed using the link below:

hiltonheadislandsc.bonfirehub.com/portal

Date Advertised: March 24, 2026

Solicitation Number: 2026-05

Description/Title: Fire Rescue Headquarters Generator

Bid Submittal Deadline: 5:00 PM Eastern Time on April 14, 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

April 15, 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 April 7, 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

V. STANDARD CONTRACT TERMS AND CONDITIONS

ATTACHMENTS:

EXHIBIT A: DETAILED SCOPE OF WORK

EXHIBIT B: CHECKLIST OF SUBMITTAL REQUIREMENTS

EXHIBIT C: GENERATOR SET

EXHIBIT D: BID PRICING FORM

EXHIBIT E: REFERENCES FORM

EXHIBIT F: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT G: BID SURETY FORM

EXHIBIT H: SAMPLE TOWN AGREEMENT

EXHIBIT I: SURVEY

I. GENERAL INFORMATION

The Town of Hilton Head Island (“Town” or “Owner”) is soliciting sealed bids from qualified contractors (“Bidders” or “Offerors”) to furnish and install a diesel generator and automatic transfer switch at the Fire Rescue Headquarters Campus located at 10 Park Lane, Hilton Head Island, SC 29928 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 Eastern Time, April 15, 2026

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29704000888965?p=Md5u9HPdCpbf4CQVWE Meeting ID: 297 040 008 889 65 Passcode: Pt2Z2WM2 https://hiltonheadislandsc.bonfirehub.com/portal https://teams.microsoft.com/meet/29704000888965?p=Md5u9HPdCpbf4CQVWE

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, 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. GENERAL SCOPE OF SERVICES

The full detailed Scope of Work is described in detail in Exhibit A of this IFB.

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 B.

Bidders shall submit their number of years of experience and client reference information on the References Form provided in Exhibit E. Client reference should be for clients for which the Bidder has performed work similar to the goods and/or services being requested by the Town. Bidders should have a minimum of three (3) year(s) of providing goods and/or services.

I agree to provide, as part of my submission, three (3) brief project summaries (no longer than https://hiltonheadislandsc.gov/business/vendorpreference/ one page each) for Work that was provided for the above clients (or any relevant client as available).

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

Bidders shall submit their pricing on the Bid Pricing Form provided in Exhibit D. Pricing should be a lump sum turnkey proposal for a complete system installation. Failure to do so may subject the Bidder to disqualification.

Bid Surety If the total bid cost is equal to or exceeds One Hundred Thousand Dollars ($100,000), bidder must submit with their bid a completed Bid Surety Form, attached hereto as Exhibit G, which shall be accompanied by a PHOTO COPY of a certified check or Bid Bond in an amount equal to at least five percent (5%) of the amount of the bid, made payable to the Town. Hard copy of the certified check or Bid Bond shall be delivered to the Town no later than ten (10) days from the date of contract execution.

Performance and Payment Bonds If the total bid cost is equal to or exceeds One Hundred Thousand Dollars ($100,000), the successful Bidder shall deliver to the Town, within ten (10) calendar days from date of contract award, the following bonds, which shall become binding un the parties upon the execution of the contract and must be in place before a notice to proceed is issued:

a. 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 one hundred percent (100%) of the price specified in the contract; and

b. 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 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 one hundred percent (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 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 H. 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.

The anticipated term of the resulting contract shall be for a period commencing on the Effective Date and expiring upon both parties completing the full obligations as provided herein.