Grounds_Maintenance_for_DSN_Admin_Building_and_Homes.pdf

BID DOCUMENTS

GROUNDS MAINTENANCE FOR DSN ADMIN

BUILDING AND HOMES

IFB # 121026

Prepared By: Beaufort County Procurement Services

Dated: Friday, September 18, 2026

Proposal Due Date: Thursday, December 10, 2026, 3:00 pm (EST)

IFB #121026 DOCUMENTS Page 2

IMPORTANT ELECTRONIC SUBMITTAL REQUIREMENTS

Response submittals for this Invitation For Bid will ONLY be received electronically and must be submitted ONLINE, through the Procurement Portal, no later than 3:00 pm on Thursday, December 10, 2026.

All responses must adhere to the following guidelines:

• Suppliers are encouraged to submit responses as soon as possible. Responses are received through our secure Procurement Portal and cannot be opened prior to the due date and time. The time and date of receipt as recorded by the server will serve as the official time of receipt. The County is not responsible for late submissions, regardless of the reason.

• All requested information and forms MUST be uploaded as indicated in the

PROPOSAL SUBMITTAL Section. If you have a problem with your submittal, you may contact Support through the Procurement Portal.

TITLE VI STATEMENT

COUNTY COUNCIL OF BEAUFORT COUNTY

Title VI Statement to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants

It is the policy of the County Council of Beaufort County, South Carolina, hereafter referred to as

“Beaufort County” or “the County”, to comply with Title VI of the 1964 Civil Rights Act (Title

VI) and its related statutes. To this end, Beaufort County assures that no person shall be excluded from participation in, denied the benefit of, or subjected to discrimination under any of its programs or activities on the basis of race, color, national origin, age, sex, disability, religion, or language regardless of whether those programs and activities are Federally funded or not. The

County is also committed to assuring every effort will be made to prevent the discrimination of low-income and minority populations as a result of any impact of its programs or activities. Beaufort County also assures that every effort will be made to prevent discrimination through the impacts of its programs, policies, and activities on minority and low-income populations. Additionally, the County will take reasonable steps to provide meaningful access to services for persons with limited English proficiency. In addition, Beaufort County will not retaliate against any person who complains of discrimination or who participates in an investigation of discrimination. Beaufort County will, where necessary and appropriate, revise, update, and incorporate nondiscrimination requirements into appropriate documents, directives, and regulations.

https://procurement.opengov.com/portal/bcgov/projects/303898/document?section=undefined

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Pursuant to Title VI requirements, any entity that enters into a contract with Beaufort County including, but not limited to Prime Contractors, Subcontractors, Architects, Engineers, and

Consultants, may not discriminate on the basis of race, color, national origin, age, sex, disability, religion, or language in their selection and retention of first-tier subcontractors, and first-tier subcontractors may not discriminate in their election and retention of second-tier subcontractors, including those who supply materials and/or lease equipment. Further, Contractors may not discriminate in their employment practices in connection with highway construction projects or other projects assisted by the U.S. Department of Transportation (USDOT) and/or the Federal

Highway Administration (FHWA).

In all solicitations either by competitive bidding or negotiation made by the Contractor for work to Beaufort County to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under the contract and the Title VI regulations relative to nondiscrimination on the basis of race, color, national origin, age, sex, disability, religion, or language by providing such a statement in its bidding and contract documents.

Upon request, the Contractor shall provide all information and reports required by Title VI requirements issued pursuant thereto, and shall permit access to its books, records, accounts and other sources of information, and its facilities as may be determined by Beaufort County, USDOT, and/or FHWA to be pertinent to ascertain compliance with such regulations, orders, and instructions. Where any information required of a Contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to USDOT or FHWA, as appropriate and via Beaufort County, and shall set forth what efforts it has made to obtain the information. In the event of the Contractor's non-compliance with nondiscrimination provisions of this contract, USDOT may impose such contract sanctions as it or FHWA may determine to be appropriate, including, but not limited to:

• Withholding of payments to the Contractor under the contract until the Contractor complies, and/or

• Cancellation, termination, or suspension of the contract, in whole or in part.

In the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of this direction to comply with Title VI, the Contractor may request USDOT to enter into such litigation to protect the interests of USDOT and FHWA. Additionally, the

Contractor may request the United States to enter into such litigation to protect the interests of the

United States. Any person or Subcontractor who believes that they have been subjected to an unlawful discriminatory practice under Title VI has a right to file a formal complaint within one hundred eighty (180) days following the alleged discriminatory action. Any such complaint must be filed in writing or in person:

Beaufort County Government Post Office Drawer 1228 | Beaufort, SC 29901-1228

843-255-2304 Telephone | E-mail: dthomas@bcgov.net mailto:dthomas@bcgov.net

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INVITATION FOR BID

Dates Advertised: September 18, 2026

This is a Formal Sealed Bid

We require Bids to be Electronically submitted through the Procurement Portal. Please go to https://procurement.opengov.com/portal/bcgov and sign up to submit your bid.

BIDS WILL BE RECEIVED UNTIL 3:00 pm LOCAL TIME ON Thursday, December 10, 2026.

Bid Title: Grounds Maintenance for DSN Admin Building and Homes Bid No: 121026

PREBID CONFERENCE: A Pre-Bid conference will be held on Tuesday, October 27, 2026 at

2:00 pm p.m. virtually through Teams. This is a Non-Mandatory meeting; all interested bidders and subcontractors are encouraged to attend. Teams: Please email gmurray@bcgov.net and victoria.moyer@bcgov.net for Teams Invitation.

All questions must be submitted through the Procurement Portal no later than 5:00 pm on Tuesday, November 17, 2026.

A Bid Tabulation Will Be Posted On The Procurement Portal After Bid Opening.

BID ACCEPTANCE AND DELIVERY (Prices bid must be firm for a minimum of 90 Days). In compliance with the Invitation, and subject to all conditions thereof, the Offeror agrees, if this bid is accepted within (90) days from date of opening, to furnish any or all items quoted on at prices as set forth after the item and to make delivery within 365 Days after receipt of order with transportation cost included and prepaid. Unless otherwise stated and accepted herein, the Offeror agrees to complete this proposed contract in less than thirty (30) calendar days after issue date of purchase order.

I M P O R T A N T

IF YOU CONSIDER THESE SPECIFICATIONS AS RESTRICTIVE, SEE GENERAL

PROVISIONS, PARAGRAPH #20, DISCREPANCIES.

Bids received after the time specified for opening cannot be considered.

https://procurement.opengov.com/portal/bcgov

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BID INVITATION

Grounds Maintenance for DSN Admin Building and Homes 121026

Sealed bids submitted through the Procurement Portal will be received electronically until 3:00 pm on Thursday, December 10, 2026 at which time responses to this request will be recorded in the presence of one or more witnesses in the Procurement Services Department. A Bid Tab will be posted on the Procurement Portal for:

Grounds Maintenance for DSN Admin Building and Homes

A PRE-BID conference will be held on Tuesday, October 27, 2026 at 2:00 pm p.m. virtually through Teams. This is a Non-Mandatory meeting; all interested bidders are encouraged to attend. WebEx: Please email gmurray@bcgov.net and victoria.moyer@bcgov.net for Teams

Invitation.

Bid documents are available through the Procurement Portal at https://procurement.opengov.com/portal/bcgov.

Beaufort County reserves the right to reject all proposals and to waive minor informalities and irregularities.

All Bids shall be accompanied by a Bid Bond drawn in favor of the Beaufort County Treasurer of Beaufort County, Beaufort, South Carolina, in the amount of at least five percent (5%) of the bid for the complete work: such Bid Bond representing that the Bidder, if awarded a contract, will promptly enter into a contract and furnish Performance Bond and Payment Bond as provided by law and approved by the attorney for Beaufort County, South Carolina. Each bond shall be equal one hundred percent (100%) of the contract amount. A copy of the Bid Bond or Certified

Check must be electronically sent with your bid documents through the Procurement Portal, as indicated in the Vendor Questionnaire Section. The original Bid Bond or Certified Check must be received by the Procurement Services Department within 10 days after the bid due date.

Failure on the bidder’s part to provide a copy of the Bid Bond or Certified Check by the Bid closing date and time will be considered as a nonresponsive bid and rejected by the County. The

Bid Bond shall be forfeited to the County Council of Beaufort County, South Carolina as liquidated damages if the Bidder fails to execute the contract and provide Performance and

Payment Bonds within fourteen (14) days after being notified that he has been awarded the

Contract.

The successful bidder shall secure and pay for necessary approvals, permits, assessments, and changes required for the construction and installation of this project as required by local, state, and federal regulations. County permits shall be required as applicable, but the fee shall be waived.

This waiver shall apply to the Beaufort County permit fee only and not to any "City or Town" permit fee and/or licenses, when applicable.

https://procurement.opengov.com/portal/bcgov

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Bidders must comply with Title VI of the Civil Rights Act of 1964, the Anti-Kickback Act, the

Contract Work Hour Standard Act, and the National Occupational Safety and Health Act of

1970.

Bidders must certify that they do not and will not maintain or provide for their employees any facilities, which are segregated on the basis of race, color, creed, or national origin.

The Beaufort County Council reserves the right to reject all Bids and waive any formalities. Any claims for cost incurred by any bidders in preparation of any part of, or total package for this project will not be handled for reimbursement by Beaufort County or their representatives.

The Bidding Documents consist of the following, including all addenda issued there with and forms referenced therein, in addition to the drawings:

1. Bid Documents

2. Contract

3. General Conditions

4. Supplemental Conditions

5. General Provisions

6. Special Provisions

7. Specifications

Bid opening will be held at the Procurement Services Department. There will be no Public Bid

Opening. A Bid Tabulation will be posted on the Procurement Portal.

SCOPE OF WORK

Scope of Work

The Beaufort County Disabilities and Special Needs Department requires the services of an experienced Contractor to perform grounds maintenance and irrigation maintenance at various

DSN locations. The Contractor shall provide all labor, materials, equipment, supplies, and supervision necessary for all aspects of grounds maintenance and irrigation maintenance, as well as provide all incidental labor and materials necessary for this work.

The Contractor shall be responsible for all aspects of ground maintenance services to include but not be limited to, mowing, blowing, trimming, string trimming, litter removal, landscape maintenance, tree maintenance, pruning, debris removal, clipping and fence line trimming; and irrigation maintenance services to include inspections of the complete irrigation system including pumps, water meters, backflow preventers, completing repairs and providing replacement parts within the designated areas that are defined in the boundaries specified herein.

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Site locations for the performance of the Work are listed herein, and these sites must be accepted by Contractor as being in an “as is condition” at the time of contract execution.

All work is to be completed Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m., The Contractor must have their own equipment maintenance agreements, or an in-house maintenance program to ensure that all equipment used in the performance of services under this contract is well maintained and in good condition throughout the term of the contract.

Contract Term

1 year with the option to extend for four (4) one (1) year terms starting on July 1, 2027.

Locations

A. Site Locations

1. 100 Clear Water Way, Beaufort, SC 29906

2. 1 Bostick Circle, Beaufort, SC 29902

3. 1604 Deanne Drive, Beaufort, SC 29902

4. 304 Fraser Drive, Beaufort, SC 29902

5. 608 Center Drive West, Beaufort, SC 29902

6. 2700 Waddell Road, Beaufort, SC 29902

7. 18 Cottage Walk Circle, Beaufort, SC 29907

8. 3 Chloes Way, Beaufort, SC 29907

9. 9 Peytons Way, Beaufort, SC 29907

10. 260 Little Capers Road, Beaufort, SC 29907

11. 75 Lakes Crossing, Bluffton, SC 29910

12. 210 Pinecrest Circle, Bluffton, SC 29910

Scope of Services

The Contractor shall be responsible for mowing, string trimming, edging, debris removal, landscape maintenance, mulching, irrigation system maintenance, tree maintenance, and fence line trimming.

1. Mowing, Blowing, Trimming, String Trimming, Litter Removal, Edging

A. Mow and string trim grass and vegetation with conventional high production style mowing equipment with sharp blades. Trim all areas along and under fencing, under

IFB #121026 DOCUMENTS Page 9 and around guard-rails or sign posts, and around bushes or trees. String trimming shall be no lower than one (1) inch to prevent erosion and not higher than four (4) inches (plus ½ inch) or at a height determined to provide a finished appearance.

Mowing and trimming the difficult and sloped areas may require the use of specialized equipment to be provided by the Contractor. All ditches shall be mowed to the water line and the bottom of water/lake areas shall be mowed when dry. All grass, part grass, part succulent weed growth, or all succulent weed growth shall be mowed. Mowing and trim work will be performed on “curb-to-curb” areas or along fence lines, or established mowing contours as designated by the Department.

B. The equipment used by the Contractor must be in good repair and shall be maintained so as to produce a clean, sharp cut and uniform distribution of the cuttings at all times. The mowers shall be constructed so that the height of cut can be adjusted.

C. Any obstacles to mowing will be hand mowed or trimmed and string trimmed around as necessary within one (1) working day from mowing. These obstacles may include, but are not limited to, fence lines, slopes, sign posts, guard rails, trees, shrubs, plants, or light poles, etc. In addition, trimming, string trimming, and edging, for a neat appearance, is required around all planting beds.

D. All equipment shall be set, maintained and operated in a safe manner, and must have sharp blades that will give a smooth, even cut to a height of four (4) inches plus/minus half 1 inch (± ½”) or at a height determined by the Department. All grass clippings shall be blown off sidewalks back unto turf areas before leaving the work site at the end of the work day. Litter is to be removed by hand from right-of-way marker to right-of-way marker within each property line or easements including paved, landscaped and all non-mowed areas to allow for a neat and clean appearance after completion. Litter removal will be accomplished just prior to mowing or trimming. All palm fronds, branches and limbs smaller than ten feet long and four inches in diameter are considered litter and shall be removed by the Contractor prior to mowing or trimming.

E. All paved areas shall have all sand, gravel, dirt, mud and leaves swept or blown off. Before sweeping or blowing off any paved areas, all litter, broken glass and gravel larger than half an inch ( ½) inch shall be picked up for safety reasons.

F. Wherever landscaping has been established or natural landscaping has been preserved, mowing shall conform to the established mowing contours.

G. The Contractor shall perform edging (including removal of all debris resulting from the cutting) of all roadways, pavement, buildings, shrub beds, signs, fences, curbs, concrete pads and sidewalks, etc. Edging shall be performed to maintain a clean and

IFB #121026 DOCUMENTS Page 10 neat appearance. Neatly edge and trim around all plant beds, curbs, walks, streets, trees, plants, and building areas. Use of “weed eaters” is discouraged, especially around tree trunks or other plants and not to be used in any plant bed. Limited use may include trimming along walls or fences. Maintain all shapes and configurations of plant beds in a clean manner, free from imperfections. All clippings from edging shall be removed from the site immediately.

2. Debris Removal

A. All trash and debris, including but not limited to leaves and branches, are to be removed from paved areas, parking lots, turf areas, posts, signs, pavilions, tree and shrub beds, and trash receptacles. The Contractor is responsible for removing and disposing of all trash and debris at the end of each service

B. The Contractor shall be required to remove piled or rolled-up clippings from roadway, sidewalk, and turf areas. All clipping and pruning debris must be removed from the site prior to ending a work shift.

C. The Contractor shall use a blower to clean litter from sidewalks and paved areas.

D. The Contractor shall mow in patterns that limit the discharge of clippings into the road, retention ponds, lakes and streams or onto neighboring property.

3. Landscape Maintenance

A. Maintenance and Pruning of Planted Landscaped Plantings, Shrubs, & Trees

B. Eliminate all bracing and tree supports as soon as plants become self-supporting. Tree supports that must remain should be kept in good repair and functioning at all times to fully protect the trees.

C. Side shoots or branches may be “headed back”, but are to be left on and are encouraged on all thin or spindly tree trunks and on all trees still need bracing or staking. This will encourage more rapid trunk growth and natural strengthening.

D. Pruning shall be done to encourage a healthy natural growth pattern for each specific variety. Pruning shall be performed in a manner that encourages the development of the eventual and future branching structure. Pruning shall also be performed in accordance with accepted industry practices and standards.

E. All trees and shrubs shall be pruned so that limbs are not less than 9-11 feet from the ground throughout the area. Shrubs shall be pruned back two (2) feet from the sidewalk. Shrubs that have limbs hanging into the road or over curbs shall be pruned back six (6) inches from the curb. All dead flower and seed heads must be removed.

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F. Any signs of disease, pests, unusual hazards, etc., shall be reported to the Department and immediate action should be taken by the Contractor to stop or contain the spread of infected areas.

G. Any damage caused by the Contractor including, but not limited to, trunk damage to trees or bushes, gouges or cuts in sign posts and damage to structures and the integrity of ditch or bridge banks, during the Contractor’s performance of the work, is the sole responsibility of the Contractor.

H. Trees taller than twenty-five (25) feet will not be maintained under the landscape maintenance portion of this contract with the Department except to keep at least a nine-eleven feet (9’-11’) clearance from the ground.

4. Shrubs

A. Shrubs also need to be periodically replaced due to vandalism, disease or deformed growth. Replacement will be handled on a time and materials basis.

5. Well Established and Older Trees and Shrubs

A. Performance shall be no less than the following:

B. All trees and shrubs shall be kept pruned back from the edge of roads, driveways, guardrails and walks to insure the safety of citizens and the protection of property.

Pruning shall be done to keep plants clear of all vehicular doors and windows. Any hanging limbs or branches shall be pruned and removed.

C. Any signs of disease, pests, unusual hazards, etc., shall be reported to the Department and immediate action should be taken to stop or contain spread of infected areas.

D. The shrubs shall be trimmed to promote healthy and vigorous growth. Remove all old tree ties and stakes older than 18 months at the direction of the

Department. Pruning shall be performed under the supervision of personnel knowledgeable and experienced in horticultural practices.

E. Shrubbery bed maintenance shall include weeding and trimming with trash and debris removal.

F. Tree rings shall be maintained for all trees at a minimum of eighteen inches (18”) from the base of the tree.

G. The Contractor shall trim all tree canopies to a height of nine to eleven feet (9 - 11) from the ground to provide for pedestrian clearance. All other tree trimming will not be the responsibility of the Contractor on trees exceeding 25 ft. in height.

6. Replacement of Plantings and Sod

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A. When the Department determines that plantings have died because of the Contractor’s neglect, such plantings shall be replaced by the Contractor at no expense to the

Department. Plantings dying for reasons not attributable to the Contractor shall be replaced by the Department not including plantings that are still under the guarantee period of the installing Contractor.

7. Weeding Beds

A. All plant beds shall have all weeds removed to maintain the landscape in an attractive condition. The Contractor is allowed to use approved herbicides or pre-emergents in accordance with manufacturer’s specifications in lieu of hand weeding, except hand weeding is to be performed as necessary to remove weeds which when sprayed will leave an unsightly appearance or result in damage to plants as determined by the

Department. Also, the Contractor shall abide by all rules, laws, ordinances and statutes of the State of South Carolina and Beaufort County and other governmental agencies having jurisdiction pertaining to the handling, storage and application of herbicides. Plants and trees damaged by improper use of herbicides will be replaced by the Contractor at the Contractor's expense. Replacements will be of same type and size as those damaged.

B. All areas, including tree rings, beds around signs, shrub beds, sidewalks, curbs and buildings shall be kept weed free by hand pulling except when and where chemicals have been approved by the Department.

C. All tree and palm suckers shall be removed from beds, poles, signs, etc.

D. Trimming and spraying around individual plants, trees, shrubs and established plant beds is covered under the trim requirements in the mowing section.

8. Irrigation

A. The irrigation systems will be maintained and operated by the Contractor at all properties.

B. The Contractor is responsible for operating all the irrigation systems.

C. An irrigation schedule of maintenance will be provided by the Contractor to the

Department, within fifteen (15) calendar days after the award of the Contract. The irrigation schedule should be adjusted according to climatic conditions and meet any restrictions mandated by any water management agency.

D. Contractor shall be responsible for operating the irrigation system on a consistent approved schedule. Contractor shall be responsible for conducting scheduled inspections of the complete irrigation system.

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E. Contractor is to activate each irrigation system during the scheduled inspection to ensure that each element of the landscape area is receiving the proper amount of water and that water is not being sprayed on paved surfaces.

F. If any irrigation system fails to work due to the Contractor’s negligent performance, it will be the sole responsibility of the Contractor to keep the affected areas watered on a regular basis, using whatever means necessary, until the system is functioning properly.

G. Contractor shall make appropriate adjustments to the irrigation system controller, electric valves, lines and heads to insure that proper water is supplied to landscaped areas and that the irrigation system meets manufacturer's specifications. The set times on controllers are not to be changed or adjusted without the permission of the

Department.

H. If the Contractor determines that a repair is needed and such repair may not be the responsibility of the Contractor, the Contractor shall immediately report the need for repair to the Department. Repairs shall not be undertaken by the Contractor until full permission is granted by the Department. Repairs to the controller, batteries, repair or replacement of clocks, electric valve lines and heads due to worn out parts, dirt or debris in the system, leaks or broken parts must be repaired by the Contractor.

Quantity and Frequency of Work

1. Quantity

A. The quantities listed on the Bid Price Form are estimated annual requirements based on historical data. It is the Contractor's responsibility to verify the quantity of work needed for each task. Verification of the accuracy of this information is the

Contractor's responsibility. Any discrepancies or disagreements concerning quantities or boundaries shall be mutually resolved between the Contractor and the

Department prior to Contractor beginning work for any area in question.

B. The actual numbers of cycles are not guaranteed. The number of units or cycles will be based upon current conditions including environmental factors and budget.

2. Frequency

A. The Department will determine the schedule and frequency for each task within the designated areas.

B. The estimated frequency for mowing, litter removal, edging, landscape maintenance, and other maintenance is listed on the Bid Price Form. The actual amount and

IFB #121026 DOCUMENTS Page 14 scheduling of mowing is based upon several factors such as environmental conditions and budget constraints.

3. Work Assignment and Work Schedule

All work locations will be described with geographical or landmark reference points that allow the Contractor to locate the site with minimum delay.

All work shall be performed during daylight hours. Night work is only allowed with prior written authorization of the Department.

Equipment

1. Equipment safety devices must remain “ON” and properly maintained at all times while the equipment is in use.

2. Equipment that causes any damage to the pavement or turf shall not be allowed for use under this contract.

Material

1. Only materials conforming to the requirements of the Contract and approved by the

Department shall be used in the work. Materials proposed for use may be inspected or tested at any time during their preparation and use.

2. The Contractor may be asked to furnish to the Department, a certification of the materials utilized for the work. The certification shall consist of a summary showing the kind and quantity of materials.

Other Provisions

1. The Contractor shall schedule operations so as to minimize any inconvenience to the public or the Department.

2. Under no circumstances should any material or debris be blown or disposed of onto a neighboring property.

3. Acceptable work quality will be determined by the Department. Reworking required due to Contractor's negligence or inadequate procedures will be the responsibility of the

Contractor. No additional payment will be due the Contractor for the reworking of non-acceptable areas.

4. The Contractor shall preserve from damage, all property associated with, or which is in the vicinity of, or is in any way affected by, the work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately repaired at the expense of the Contractor.

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SMALL AND MINORITY BUSINESS PARTICIPATION

PLEASE REVIEW THIS SECTION CAREFULLY, PAYING PARTICULAR

ATTENTION TO “PRE-AWARD DOCUMENTS” DUE WITH THE BID/PROPOSAL,

THE “GOOD FAITH EFFORTS CHECKLIST”, AND EXHIBITS 1-3.

FAILURE TO FOLLOW THE PROGRAM REQUIREMENTS AND/OR FURNISH THE

REQUESTED DOCUMENTS MAY RESULT IN THE REJECTION OF YOUR

BID/PROPOSAL.

PRE-AWARD DOCUMENTS

Item/Form SubmissionRequirements

1 Program Overview n/a

2 Self-Performance Affidavit Indicates intention to perform work and/or provide services with own current workforce.

Due with bid/proposal only if self-performing

100%.

3 Good Faith Efforts Checklist

Indicates the actions undertook to recruit and solicit small and minority businesses for this project.

Due with bid/proposal.

4 Good Faith Agencies Distribution List

Indicates agencies that should receive notice of solicitation to small and minority businesses for this project.

Copy of notice sent to good faith agencies due with bid/proposal.

5 Outreach Written Notice Example

Sample of notice to be sent to small and minority businesses soliciting their participation for this project.

Copy of notice sent to small and minority businesses due with bid/proposal.

6 Non-Discrimination Statement – Exhibit 1

Certification that this project is open to all businesses and persons and that no business or person shall be excluded from participating in the Beaufort County procurement process.

Due with bid/proposal.

7 Outreach Documentation Log – Exhibit 2

Documents solicitation efforts to obtain small and minority business participation for this project.

Due with bid/proposal.

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8 Proposed Utilization Plan – Exhibit 3

Listing of the small and minority businesses that will participate on this project and their proposed contract dollar amounts.

Due with bid/proposal.

POST-AWARD DOCUMENTS

Item/Form SubmissionRequirements

9 Compliance Efforts

If the successful bidder/proposer, indicates the actions required to earnestly carry out the small and minority business utilization plan and document payments thereof.

n/a

10 Monthly Compliance Status Report – Exhibit 4

Certifies monthly usage and payments to small and minority businesses.

Due monthly after work commences throughout the life of the contract.

* NOTE: Projects involving Federal funds may have Disadvantaged Business Enterprise

(DBE) participation goals and requirements of 49 CFR Part 26, Regulations of the U.S.

Department of Transportation (USDOT), or other Federal requirements prescribed by the

U.S. Department of Agriculture (USDA) or U.S. Department of Housing and Urban

Development (HUD). Contractors submitting bids on such projects will also have to meet any outlined DBE Program requirements listed in the bid documents and submit items, including but not limited to, the following: (1) Certification of Contractor to Comply with

DBE Requirements; (2) DBE Letter of Intent and Affirmation; (3) DBE Contract Totals and

Percentage; and (4) Bidder’s List Questionnaire. For a current list of South Carolina DBE firms, please visit www.scdot.org and go to “Doing Business with SCDOT”, then see “Office of Business Development and Special Programs” and click on “DBE Directory”. Likewise, any USDA and/or HUD requirements must be met in addition to Beaufort County’s requirements.

PROGRAM OVERVIEW

Introduction

Beaufort County recognizes that the South Carolina General Assembly, in South Carolina Code of

Laws Section 11-35-5210*, has declared that businesses owned and operated by minority persons have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses; and that it is in the state’s best interest to assist minority-owned businesses to develop fully as a part of the state’s policies and programs which are designed http://www.scdot.org/

IFB #121026 DOCUMENTS Page 17 to promote balanced economic and community growth throughout the state. Therefore, Beaufort

County wishes to ensure that those businesses owned and operated by minorities are afforded the opportunity to fully participate in its overall procurement process for goods and services. Further, Beaufort County seeks to ensure that small businesses are likewise afforded the same participation opportunity as minority businesses. Consequently, attention of all bidders and proposers is called to contract conditions contained herein pertaining to Beaufort County’s “Small and Minority

Business Participation Program”, as prescribed in the Beaufort County Code of Ordinances

Section 2-537.2.

Definitions

Small Business means a for-profit concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on government contracts, and qualified as a small business under the criteria and size standards in the Code of Federal

Regulations, Title 13, Part 121, as amended. Beaufort County refers to these businesses as Small

Business Enterprises or “SBE”.

Minority Business means a concern at least fifty-one percent (51%) owned by a person determined to be socially and economically disadvantaged. Socially disadvantaged means those persons who have been subject to racial or ethnic prejudice or cultural bias because of their identification as members of a certain group without regard to their individual qualities. Such groups include, but are not limited to, Black Americans, Hispanic Americans, Native Americans (including American

Indians, Eskimos, Aleuts and Native Hawaiians), Asian Pacific Americans, women and other minorities to be designated by the Beaufort County Council. Economically disadvantaged means those socially disadvantaged persons whose ability to compete in the free enterprise system has been impaired due to diminished capital and credit opportunities as compared to others in the same business area that are not socially disadvantaged. Beaufort County refers to minority businesses as Minority Business Enterprises or “MBE”.

Small and Minority Business Enterprises will be abbreviated as “S/MBE”.

Provisions

The successful bidder or proposer, hereafter referred to as “Contractor”, is required to (1) make specific Pre-Award “Good Faith Efforts” to recruit S/MBE and (2) Post-Award “Compliance

Efforts” of its labors to utilize S/MBE, unless self-performing one hundred percent (100%) of the contract work. Falsification of any pre-award or post-award documents will be considered a serious breach of public trust and funds.

* SOUTH CAROLINA CODE OF LAWS, CHAPTER 35 “SOUTH CAROLINA

CONSOLIDATED PROCUREMENT CODE, SUBARTICLE 1 “ASSISTANCE TO

MINORITY BUSINESSES”

COMPLIANCE EFFORTS (POST-AWARD)

IFB #121026 DOCUMENTS Page 18

The successful Contractor is required to fulfill any Small and Minority Business Enterprise

(S/MBE) commitments made in conjunction with the “Pre-Award Good Faith Efforts”, unless good cause is demonstrated for any failure to fulfill such commitment.

If the Contractor intends to make any substitutions for any reasons, the Beaufort County

Compliance Office must be notified in writing within ten (10) business days for discussion and approval. No Contractor shall enter into an agreement with any S/MBE that would in any manner limit the S/MBE from selling or acting as a subcontractor to any other party.

Beaufort County shall have the right to inspect the Contractor’s records related to activity and expenditures to S/MBE utilized on its projects, to include related contracts/purchase orders and payment records, such as cancelled check copies. Further, designated Beaufort County personnel are permitted access to all work sites. Contractors and their staff should take measures to cooperate fully with all Beaufort County staff, including, but not limited to the Procurement Services

Director and Compliance Officer.

“Post-Award Compliance Efforts” require the Contractor to not only provide monthly reports regarding activity and expenditures to S/MBE, but also to maintain related records throughout the life of the project regarding its efforts to comply with the Small and Minority Business

Participation Program. The “Monthly Compliance Status Report” must be submitted to the

Compliance Office until the project ends, by the fifth (5th) day, reflecting the activity of the previous month.

After the County receives a monthly status report marked as “final”, the Contractor will be issued an affidavit to certify totals regarding S/MBE usage throughout the life of the project.

All questions regarding “Post-Award Compliance Efforts” should be directed to the Compliance

Office vie e-mail at dthomas@bcgov.net or (843) 255-2304.

VENDOR QUESTIONNAIRE

Certification*

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or any corporation, firm, or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this bid and certify that I am authorized by the firm to submit this bid.

☐ Please confirm

*Response required

Contact information of authorized representative?*

Please enter name, title, phone and email of the authorized representative:

*Response required

Please Provide Licenses and Certificate of Insurance*

*Response required

IFB #121026 DOCUMENTS Page 19

100% Labor and Material Payment Bond*

If awarded, you will be required to submit a 100% Labor and Material Payment Bond when requested.

Please note, this is NOT due at the time of bid submission.

☐ Please confirm

*Response required

Bidder Confirmation*

1. BIDDER has examined all Contract Documents including Addenda.

2. BIDDER understands and accepts the terms and conditions of the Invitation to Bid, Instructions to Bidders, and all other Contract Documents.

3. BIDDER having examined the plans and specifications with related documents and the site of the proposed work, and being familiar with all of the conditions surrounding the construction of the proposed project including the availability of materials and supplies to construct the project in accordance with the contract documents, within the time set forth herein, and at the process stated below, proposed to enter into a contract with the County to provide the necessary machinery, tools, apparatus, all materials and labor, and other means of construction necessary to complete the Work. The undersigned proposes to furnish and construct the items listed in the attached Schedule of Items for the unit prices stated.

4. BIDDER agrees that the cost of any work performed, materials furnished, services provided or expenses incurred, which are not specifically delineated in the Contract

Documents, but which are incidental to the scope, intent, and completion of the Contract, shall be deemed to have been included in the prices bid for the various items scheduled.

☐ Please confirm

*Response required

Communications*

Communications concerning this Bid should be addressed to the BIDDER’s company, to the attention of:

Name:

Address:

Email:

Telephone:

Are you submitting this bid as a local vendor?*

IFB #121026 DOCUMENTS Page 20

☐ Yes

☐ No

*Response required

When equals "Yes"

Local Vendor Preference - Participation Affidavit*

Please download the below documents, complete, and upload.

• Local_Vendor_Preference_-_P...

*Response required

Non-Collusion Affidavit of Prime Bidder*

Please download the below documents, complete, and upload.

• Non-Collusion_Affidavit_of_...

*Response required

Will you be using subcontractors?*

☐ Yes

☐ No

*Response required

When equals "Yes"

Non-Collusion Affidavit of Subcontractor*

Please download the below documents, complete, and upload.

• Non-Collusion_Affidavit_of_...

*Response required

Certification By Contractor Regarding Non-Segregated Facilities*

Please download the below documents, complete, and upload.

• Certification_By_Contractor...

*Response required

Business Organization

Type of Business Organization:*

☐ Corporation

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Other 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IFB #121026 DOCUMENTS Page 21

If you selected "Other" for your type of business, please explain:*

*Response required

If applicable, please provide name of partners and additional information below:*

Names of Partners:

Date of Organization:

Type of Partnership:

List of General Partners:

Name, Address, & Phone No:

Years of GP:

If not applicable, please state N/A.

*Response required

If your agency is a Corporation:*

If your agency is a Corporation, please provide the State of Incorporation.

If NOT incorporated in South Carolina, please provide the following:

• State Corporation Commission Registration Number

• Date of Incorporation:

• Federal ID Number

• Officers o Name o Address o Phone No.

o Position o Years In

If your agency is NOT a corporation, please state N/A.

*Response required

Are you a Subchapter S Corporation?*

☐ Yes

☐ No

When equals "Yes"

IFB #121026 DOCUMENTS Page 22

Please provide Subchapter S Shareholders:*

Name:

Address:

Phone No:

*Response required

If individually owned:*

• Sole-proprietor's o Name:

o Address:

o Phone No:

o Years in business:

*Response required

Have you ever operated under another name?*

☐ Yes

☐ No

*Response required

When equals "Yes"

Please provide all other business names and addresses of principal place of business for each business:*

Also provide:

• Number of years in business under each name

• Contractor’s license number in each state in which a business was operated

*Response required

Bonding

Bid Bond*

Upload your Bid Bond here. Bid Bond must be 5% of your Bid Price

*Response required

Please provide the Bonding information:*

• Bonding Agent o Name o Address

IFB #121026 DOCUMENTS Page 23 o Telephone Number (including area code) o Contact Person

• Bonding Company o Name o Address o Telephone Number (including area code) o Contact Person o Best’s Key…