Fire Protection Inspection, Testing, Maintenance, and Emergency Services

The Town of Hilton Head Island, South Carolina, is soliciting sealed proposals through Request for Proposals 2026-12 for comprehensive fire protection inspection, testing, maintenance, repair, and certification services across all Town-owned and Town-operated facilities. The procurement seeks qualified, licensed, and fully insured contractors to service fire sprinkler backflow preventers, fire suppression systems, portable fire extinguishers, and kitchen hood suppression systems in compliance with National Fire Protection Association standards, South Carolina State Fire Marshal requirements, and applicable local fire codes. Specific deliverables include annual inspections of approximately 500 fire extinguishers, 90 water backflow prevention devices, fire sprinkler systems at 15 locations, kitchen fire suppression systems at 12 locations, and clean agent fire suppression systems at 2 locations; semi-annual inspections of fixed kitchen fire suppression systems at 9 locations; six-year and twelve-year maintenance for fire extinguishers; hydrostatic testing; and 24/7 emergency response capability with one-hour on-site response for emergencies. All work must be performed during normal business hours (8:00 a.m. to 4:30 p.m. Eastern Time) except for Town Hall and Fire Rescue Headquarters, which require after-hours completion. Contractors must provide detailed unit pricing for all service categories, work history, resumes of key personnel, and a minimum of three references from similar projects completed within the past three years. The contract will be structured as an indefinite delivery, indefinite quantity agreement with an initial one-year term and four optional one-year renewal periods, with no guaranteed minimum work quantities. Evaluation criteria weight pricing and cost structure at 40%, references and experience at 20%, qualifications of key personnel and available resources at 30%, and designated representative qualifications at 10%. Proposals are due electronically by 5:00 p.m. Eastern Time on June 11, 2026, with public virtual opening scheduled for 9:30 a.m. Eastern Time on June 12, 2026; the deadline for submitting questions is 5:00 p.m. Eastern Time on May 15, 2026.

The Town of Hilton Head Island offers a five percent price reduction (not to exceed $10,000) for certified local vendors during proposal evaluation, with vendors required to maintain an office within Town boundaries, employ a majority of full-time employees from that location, and hold a valid Town business license for a minimum of three consecutive years. In the event of tied bids, certified disadvantaged businesses receive preference over non-disadvantaged businesses. Contractors must comply with South Carolina's Illegal Immigration Reform Act, register with and participate in E-Verify for all new hires, and execute the South Carolina Illegal Immigration Reform Act Affidavit as a mandatory compliance requirement. All contractors must maintain general liability insurance of one million dollars with the Town named as an additional insured and provide a Certificate of Insurance prior to contract commencement. The RFP does not identify an incumbent contractor or specify total funding amounts or guaranteed work quantities, as this is structured as an indefinite delivery, indefinite quantity contract where work will be issued through individual job orders with unit costs negotiated based on the level of effort required. The Town reserves the right to award multiple contracts, reject any or all proposals, terminate the agreement for convenience at any time with written notice, and cancel the solicitation in part or in whole if deemed in its best interest.