Request for Information.pdf

SAP

State of South Carolina

REQUEST FOR INFORMATION

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400029771 5/4/2026

EMMETT KIRWAN

1-803-737-0676 KirwanEI@scdot.gov SCDOT Procurement Office PO Box 191 Columbia SC 29202-0191

DESCRIPTION: PROPERTY MANAGEMENT AND VACANT PROPERTIES

USING GOVERNMENTAL UNIT: DEPARTMENT OF TRANSPORTATION

SUBMIT YOUR RESPONSE VIA EMAIL TO: KirwanEi@scdot.gov

SUBMIT OFFER BY (Opening Date/Time): 05/28/2024 14:30:00 (See "Deadline For Submission Of Offer" provision) mailto:KirwanEI@scdot.gov mailto:KirwanEi@scdot.gov

Table of Contents

SAP

SECTION I: SCOPE OF REQUEST FOR INFORMATION

SECTION II: REQUEST FOR INFORMATION – RESPONSE CONTENT

SECTION III: DISCLAIMER & CONFIDENTIALITY

SECTION IV: RESPONSE INSTRUCTIONS

I. SCOPE OF REQUEST FOR INFORMATION

PROPERTY MANAGEMENT AND SECURING VACANT PROPERTIES REQUEST FOR

INFORMATION

BACKGROUND

The South Carolina Department of Transportation (SCDOT) is beginning the property acquisition phase for expansion of I-526. In the coming months SCDOT will be acquiring properties for the I-

526 West project through a third party contract. Most of these properties are currently occupied and the occupants will be relocated to housing within the area. SCDOT is seeking information for two services that will follow post acquisition, Property Management and Securing of Vacant Properties.

OBJECTIVES

The objective of this Request for Information (RFI) is to gather comprehensive information from industry-leading vendors and solution providers regarding the way to structure a solicitation for the services described and to ensure the services are available. We are also seeing if this is possibly one solicitation or if it has to be two.

INFORMATION REQUESTED

1. After property acquisition, SCDOT anticipates that some tenants will need to remain in their housing until such time as replacement housing is completed. During this time SCDOT may want to engage the services of a property management company. As SCDOT does not know which properties will be acquired when, nor when all replacement housing will be completed, we are seeking information regarding the following in order possibly solicit for these services:

a. Are you open to an indefinite quantity contract?

b. How is your fee determined, i.e. should our bid schedule be structured per possible building (apartment, house, duplex, triplex), building square footage, both?

c. Are you open to a flat fee per property that includes possible repairs during the management period? I.e. based on the attached list of properties you have a flat per month fee per property address. It could be more or less per property based on your fee structure.

d. What information do you need from SCDOT in order to bid appropriately?

e. Do you also offer the services as described below in #2?

2. After acquisition and relocation, SCDOT knows there will be a period of time where the properties are vacant prior to demolition. SCDOT is seeking information regarding companies that provide services to secure vacant properties. Specifically we are looking to see if there are companies who secure properties beyond just plywood or other easily destroyed methods. In order to possibly solicit for these services, SCDOT seeks the following information:

a. What types of material do you use to secure a building?

b. Are items rented, purchased, or a combination of both?

c. If items are rented, how much lead time do you need in order for your items to be retrieved prior to building demolition?

d. What is the lead time from SCDOT telling you a property will be vacant to the property being secured?

e. If a tenant/occupant is not moved out by the date SCDOT provides you would there be any penalty/extra fee? If so, how is that fee structured?

f. In order to provide pricing do you need more than a property address? Please provide any additional information you would need from SCDOT.

g. Do you provide the services as described in #1 above?

II. REQUEST FOR INFORMATION – RESPONSE CONTENT

• A cover letter including company name, point of contact name, e-mail address, and telephone number

• Provide a brief overview regarding your company, including its history, expertise, and relevant experience in providing the services described and/or solutions to government agencies and other organizations of similar scope and size.

• Answers to the questions in items 1 & 2 above

• Any other information you think would help SCDOT structure a solicitation for these services appropriately. i.e. What did we miss.

III. DISCLAIMER & CONFIDENTIALITY

This RFI is issued solely for information and planning purposes and does not constitute a solicitation for future business, an offer for procurement, or any other type of current or future procurement or contractual action and is only intended to gather input. SCDOT will not award a contract based on this

RFI, nor will it pay for the information it receives. Responses to this notice are not offers and cannot be accepted by SCDOT to form a binding contract. No party is bound by the information provided in response to this RFI.

Respondents may provide market-based pricing structures and describe potential services or solutions for planning purposes only.

Respondents are solely responsible for all expenses associated with responding to this RFI. SCDOT is not liable for any costs or fees incurred by the respondent in preparing its responses.

Confidentiality

If any of the information in the vendor response is considered confidential, proprietary, or a trade secret, it must be clearly indicated on the appropriate page of the vendor response. Release of such materials is governed by the South Carolina Freedom of Information Law, which in pertinent part requires the requester to provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor. It is incumbent upon the vendor to specify company-specific trade secrets in need of protection where public disclosure of said trade secrets would harm the company.

Public Access to Procurement Information in South Carolina: -http://www.scstatehouse.gov/code/t11c035.php

SECTION 11-35-410. Public access to procurement information.

A) Procurement information must be a public record to the extent required by Chapter 4, Title 30 (The Freedom of Information Act), except as otherwise provided by this code, and with the exception that commercial or financial information obtained in response to a request for proposals or any type of bid solicitation that is privileged and confidential need not be disclosed.

(B) Privileged and confidential information is information in specific detail not customarily released to the general public, the release of which might cause harm to the competitive position of the party supplying the information.

Examples of this type of information include:

(1) customer lists;

(2) design recommendations and identification of prospective problem areas under an RFP;

(3) design concepts, including methods and procedures;

(4) biographical data on key employees of the bidder.

(C) The board shall promulgate regulations directing the public availability and disposition of documents submitted in response or with regard to a solicitation or other request where no award is made.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.scstatehouse.gov%2Fcode%2Ft11c035.php&data=04%7C01%7Crbarr%40mmo.sc.gov%7Cb92adb2fc5204485367c08d8a773c67d%7Ce9f8d01480d84f27b0d6c3d6c085fcdd%7C1%7C0%7C637443462983805989%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=JsByBsFozCBbQRYrxxocn8nSKEtILo7wVbqhxuMQ%2Bic%3D&reserved=0

(D) For all documents submitted in response or with regard to any solicitation or other request, the person submitting the documents shall comply with instructions provided in the solicitation for marking information exempt from public disclosure. Information not marked as required by the applicable instructions may be disclosed to the public.

(E) A governmental body, with the approval of the appropriate chief procurement officer, may keep portions of a solicitation confidential and release the information to prospective offerors only upon execution of a nondisclosure agreement, provided the information is otherwise exempted from disclosure by law.

(F) If requested in writing before a final award by an actual bidder, offeror, contractor, or subcontractor with regard to a specific intended award or award of a contract, the procurement officer shall, within five days of the receipt of any such request, make documents directly connected to the procurement activity and not otherwise exempt from disclosure available for inspection at an office of the responsible procurement officer. Without otherwise limiting any other exemptions granted by law, and except as provided herein, documents of and documents incidental to proposed contractual arrangements, including those used for contract negotiations, are not exempt from disclosure after the date notice of intent to award is posted, unless the notice is subsequently canceled.

IV. RESPONSE INSTRUCTIONS

The sole point of contact for this RFI is:

Emmett I. Kirwan

Procurement Director

South Carolina Department of Transportation

955 Park Street, Room 101

Columbia, SC 29201

(803) 737-0676

KirwanEi@scdot.gov

Respondents shall make no contact with other SCDOT personnel, except as permitted by the point of contact, concerning this RFI.

RESPONSE INSTRUCTIONS

Respondents should provide their responses in native Microsoft Office formatted documents (e.g., Microsoft Word or PowerPoint) via email to the point of contact listed above.

The emailed response must be received by email on or before the date and time of the RFI Response

Due listed on the cover page. Please adhere to the following convention for subject lines in emailed

RFI Responses:

[Company Name] – RFI#5400026315 Response

Where [Company Name] is a recognizable short-name or acronym for the respondent’s company.

Each submission shall be limited to a maximum of thirty-five (35) single-sided 8" x 11 ½" pages, excluding the title page, cover letter, and table of contents. Respondents are encouraged to focus their responses on specific elements instead of including generalized or marketing statements and collateral unnecessarily.

In order to facilitate the review of the responses content, please provide the information in exact order as listed in Section II of this document.

NOTE: If you believe we missed any categories or capabilities, please include them in your

Response.

mailto:KirwanEi@scdot.gov