3-RFP 2026-12 Fire Protection Inspection, Testing, Maintenance and Emergency Services.pdf

Town of Hilton Head Island

Request for Proposals (RFP)

Solicitation Number: 2026-12

Project Name: Fire Protection Inspection, Testing, Maintenance, and Emergency Services

Date Advertised: April 23, 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).

TOWN OF HILTON HEAD ISLAND

Proposal 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 23, 2026

Solicitation Number: 2026-12

Description/Title: Fire Protection Inspection, Testing, Maintenance, and Emergency Services

Submittal Deadline: 5:00 pm Eastern Time on June 11, 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

June 12, 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 15, 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

2026-12

Fire Protection Inspection, Testing, Maintenance, and Emergency Services

Table of Contents

PROPOSAL TRANSMITTAL PAGE

TABLE OF CONTENTS

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: SCOPE OF SERVICES

EXHIBIT C: SC ILLEGAL IMMIGRATION ACT AFFIDAVIT

EXHIBIT D: SAMPLE TOWN AGREEMENT

EXHIBIT E: REFERENCE FORM

EXHIBIT F: JOB ORDER PROCEDURES

QUESTIONNAIRE (complete questionnaire in Procurement Portal)

RFP 2026-12

Fire Protection Inspection, Testing, Maintenance, and Emergency Services

I. GENERAL INFORMATION AND SUBMITTAL INSTRUCTIONS

The Town of Hilton Head Island (“Town” or “Owner) is soliciting sealed proposals from qualified, licensed, and fully insured contractors (“Offerors” or “Contractors”) to provide comprehensive inspection, testing, maintenance, repair, and certification services for fire sprinkler backflow preventers, fire suppression systems, and portable fire extinguishers located throughout Town-owned and Town-operated facilities on Hilton Head Island, SC.

The purpose of this engagement is to ensure that all fire protection and life safety equipment remains in continuous compliance with applicable federal, state, and local codes, including the National Fire Protection Association standards, South Carolina State Fire Marshal requirements, and any locally adopted fire codes enforced within the jurisdiction of the Town of Hilton Head Island, SC. in accordance with the specifications provided herein.

The selected contractor must demonstrate verifiable experience providing these services to municipal or government clients and must employ technicians who hold current and appropriate certifications for each category of work described herein. All services must be performed with minimal disruption to Town operations, and the contractor must coordinate scheduling directly with designated Town staff.

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

9:30 am Eastern Time on June 12, 2026 Microsoft Teams meeting Join: https://teams.microsoft.com/meet/285253681032835?p=MUrckkSVQGF0gRegf3 Meeting ID: 285 253 681 032 835 Passcode: Wa9et93Z https://teams.microsoft.com/meet/285253681032835?p=MUrckkSVQGF0gRegf3

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 as a result of this solicitation, to negotiate with all qualified Offerors, 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. 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 requirement in this solicitation, including material requirements, if such requirement is unmet by all Offerors, and, such a waiver is determined to be in the best interests of the Town.

This solicitation does not commit the Town to award a contract or to procure for 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 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 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 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 SERVICES

Facility Scope and Locations

The Town of Hilton Head Island, SC maintains a variety of municipal buildings, public safety facilities, parks and recreation structures, administrative offices, and other Town-operated properties that contain fire protection equipment requiring routine servicing.

The contractor shall be prepared to service all current Town-owned or Town-operated facilities and any additional locations that may be added during the contract term. A complete and current list of facility addresses and equipment inventories will be provided to the awarded contractor upon contract execution.

Facilities may include but are not limited to:

- Administrative and government office buildings

- Public safety buildings including fire stations and law enforcement facilities

- Parks, recreation centers, and community facilities

- Maintenance yards and public works buildings

- Parking structures and transportation-related facilities

- Any newly constructed or acquired Town facilities added during the contract period

Reporting and Documentation

Following each inspection, test, or maintenance visit, the contractor shall provide the Town of Hilton Head Island, SC with a complete written report that includes:

- Facility name and address

- Date and time of service

- Names and certifications of technicians who performed the work

- List of all components inspected, tested, or serviced with pass or fail notation

- Description of all deficiencies identified, including applicable code references

- Photographs of deficiencies where applicable

- Recommended corrective actions with priority classification

- Certification statements required by the authority having jurisdiction https://hiltonheadislandsc.gov/business/vendorpreference/

Extinguisher Replacement and Additions

The contractor shall maintain the ability to supply replacement fire extinguishers on short notice when existing units are condemned, stolen, damaged, or when new locations require coverage. Replacement units must match the type, rating, and mounting requirements appropriate for the protected hazard.

Scheduling and Coordination

The contractor shall work directly with designated Town of Hilton Head Island, SC staff to schedule all routine inspections and maintenance activities. Scheduling requirements include:

- Flexibility to accommodate Town operational schedules and special events

- Ability to respond to emergency service calls and urgent repair requests

- Ability to respond to non-emergency repair requests

- Coordination with local fire authorities or other authorities having jurisdiction when system impairments require notification

Record Keeping and Compliance Documentation

The contractor shall maintain complete and accurate records of all services performed at Town of Hilton Head Island, SC facilities and shall provide the following on an ongoing basis:

- Electronic copies of all inspection reports, test records, and certification documents submitted to the Town of Hilton Head Island, SC designated representative within five business days of service completion

- Maintenance of a current equipment inventory list for all serviced facilities, updated following each service visit

- Annual summary reports for each facility identifying all equipment serviced, deficiencies noted, corrective actions taken, and current compliance status

- Retention of all service records for a minimum period as required by applicable regulations, and provision of records to the Town of Hilton Head Island, SC upon request or at contract expiration

The full detailed Scope of Services is described in detail in Exhibit B of this RFP.

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. Offeror’s must complete and return with their proposal the “Checklist of Submittal Requirements”, a copy of which is included in this solicitation as Exhibit A.

Offerors shall provide the following in their proposals:

A. Pricing Structure:

The Contractor shall provide a detailed description of your pricing structure for all service categories covered by this solicitation including the following:

• Unit pricing for backflow preventer inspection and testing by device type

• Annual wet pipe Sprinkler Inspection

• Annual dry pipe sprinkler inspection

• Annual Anti-Freeze fire sprinkler inspection

• Semi-annual kitchen hood suppression inspection

• Annual Clean Agent Systems inspection

• Annual pricing for portable fire extinguisher inspection by extinguisher type and size

• Methodology for parts and materials pricing

• Separate pricing for hydrostatic testing by extinguisher type and cylinder size

• Time and material rates for repair labor by technician classification

• Town Hall labor rate

• Non-Emergency service call rates

• Emergency service call rates including after-hours, weekend, and holiday rates

B. Main Proposal The Contractor shall provide a detailed, comprehensive history of its work experience with similar types of projects, sufficient qualifications of Key Personnel, and resources/equipment to perform Contract requirements, including the following information:

1. Resumes and qualifications of all Key Personnel (i.e. Designated Representative and Job Superintendent/Project Managers) to be assigned to this Contract.

C. Reference Form:

The Contractor shall complete the Reference Form (Exhibit E). Provide a minimum of three (3) references that have contracted with the Offeror within the past three (3) years for similar services.

D. Proposal Questionnaire:

Response to Questions in Procurement Portal

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).

Proposals will be evaluated using the following criteria:

A. 40% Pricing and Cost Structure B. 20% References and Experience on Similar Projects C. 30% Qualifications of Key Personnel and Resources Available to Meet Contract

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

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.

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 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 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.