Active SLED Opportunity · SOUTH CAROLINA · LANCASTER COUNTY
AI Summary
Lancaster County, SC seeks qualified contractors for an on-call debris grinding contract to grind yard waste and land clearing debris at two county sites. The contract requires equipment, personnel, compliance with regulations, and safety measures. Offers are due by August 17, 2026, via the county's online portal.
With this Invitation for Bid (IFB), Lancaster County is searching to secure bids from qualified contractors to establish a service contract to one or multiple vendors to provide all necessary equipment and personnel to provide grinding services for the yard waste and land clearing debris collected and stockpiled at the following locations:
McGill Convenience Site -3103 Kershaw County Club Road, Heath Springs, SC 29058
Public Works Department – 1980 Pageland Hwy., Lancaster, SC 29720
Contractor is provided access to grind at the following times:
The County of Lancaster, South Carolina (“County”) is requesting sealed Offers from qualified firms (“Vendor”) forOn-Call Debris Grinding Contract 2026-IFB-065 . Lancaster County Procurement shall receive offers in accordance with “Offer Submittal Section" (below) until the date and time listed on the cover page of this solicitation. A public announcement of all offers to this solicitation shall follow by reading thereafter. Responses to this solicitation will be used to determine which Vendor is capable of performing this solicitation’s scope of work in a manner determined that best meets the needs of the County for this individual solicitation.
Each Offer must meet all terms, conditions, and specifications of this solicitation in order to obtain contract award. By virtue of submission, Vendor acknowledges agreement and acceptance of all provisions except as those expressly consented in this solicitation. Non-substantial deviations may be considered, provided Vendor submits a full explanation and justification of proposed deviations. Whether any such proposed deviation is deemed non-substantial will be determined by the County in its sole discretion.
Once awarded, the successful Vendor(s) may be required to provide valid proof of insurance within ten (10) days from Notice of Award and prior to commencing any work, including the following: Worker’s Compensation, General Liability and Auto Liability.
If selected for award, the successful Vendor(s) will be required to submit a completed IRS Form W-9, or to resubmit IRS Form W-9 if form on file is not current with the County. If applicable, a Lancaster County MBE/WBE Affidavit should be completed
All submitted Offers are to be opened on the designated date and time listed on the front page. All Offers will be publicly acknowledged, recorded, and thereafter evaluated for appropriate levels of responsiveness and responsibility. The contract shall be awarded to the lowest responsible bidder whose bid meets the requirements and criteria set forth in the request for bids. Upon determination of a winning Offer, a Notice of Award shall be issued and the successful Offer will be publicly posted on the County website and the successful Vendor will receive a contract.
The Procurement Code regulates all pre-contract communications with vendors and Procurement personnel must manage and/or witness. All inquiries regarding this solicitation shall be addressed ONLY through the Question/Answer section of this solicitation located in the online portal. Any vendor communication after the deadline for inquiries is strictly prohibited. The deadline for inquiries will be the date and time listed on this solicitation. All responses will be publicly available following the inquiry period via the solicitation listing on the Lancaster County website or as an addendum. The County reserves the right to decline to respond to any questions if, in the County’s assessment, the information cannot be obtained and shared with all Vendors in a timely manner.
Please submit your detailed quote by completing the pricing table on the eProcurement portal.
The successful Vendor(s) will be required to assume sole responsibility for the complete efforts as they pertain to this solicitation. The County will consider the Respondent to be the sole point of contact concerning all contractual matters as they pertain to this solicitation.
Acknowledgement of Addenda.
Notifications for this solicitation, including addenda, can be found via Lancaster County's eProcurement Portal. Vendors must acknowledge receipt of addenda via Lancaster County's eProcurement portal. By acknowledging addenda, vendors are also acknowledging that they have read all questions and answers in the Q&A portal.
By way of submission, the vendor attests that the individual or firm listed on the submission documents holds the licenses and/or certifications required to complete the project. Proof of such license/certification will be submitted to Lancaster County immediately upon request.
Lancaster County reserves the right to reject any or all Offers, to cancel a solicitation, to negotiate specific terms, conditions, and/or provisions on any contract that may arise from this solicitation or, to waive any informalities or irregularities therein as in the best interest of Lancaster County. No contractual obligation or liability on the part of the County shall exist unless and until a final contract is executed.
Ambiguous bids, which are uncertain as to terms, delivery quantity or compliance with specifications may be rejected or disregarded if such action is in the best interest of the county.
If any part of the scope of work for this solicitation is to be subcontracted, the prime contractor shall identify the subcontracting organization and any contractual agreements made with the same. All subcontractors must be approved, in writing, by the County. The County reserves the right to reject any or all subcontractors and to require substitution of a qualified replacement to participate in the scope of work as specified herein.
This solicitation is intended to promote competition. If any language, specifications, terms and conditions, or any combination thereof restricts or limits the requirements in this solicitation to a single source, it shall be the responsibility of the interested vendor to notify the Procurement Department in writing within ten (10) days prior to the opening date. The solicitation may or may not be changed but a review of such notification will be made.
The Vendor(s) responsible for contractual services shall not be liable for any excess cost(s) if the failure to perform the contract arises out of any cause beyond control and without fault or negligence of the responsible party. Such causes may include, but are not limited to, acts of God or public enemy, acts of Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, or embargoes; but in every case, the failure to perform must be beyond the control and without fault of the Vendor(s) responsible for any aforementioned contractual services. Written notice must be made to Lancaster County immediately upon any unforeseen delay, whether excusable or not. Notice must include reason for delay and additional time and/or compensation requested.
In the case of default by the contractor, the county reserves the right to purchase any or all items in default in the open market, charging the contractor with any excessive costs. Should such charge be assessed, no subsequent bids of the defaulting contractor will be considered until the assessed charge has been satisfied.
When price is a determining factor, unit prices will govern over extended prices unless otherwise stated in this solicitation.
Ownership of all data, material, and documentation originated and prepared for the County pursuant to this solicitation shall belong exclusively to Lancaster County.
The lowest local responsible and responsive Vendor who is within three (3) percent, with a cap of six thousand dollars ($6,000.00), of the lowest non-local responsible and responsive Vendor, may match the Offer submitted by the non-local responsible and responsive Vendor and thereby be awarded the contract. The local preference as set forth in this section shall only be applied to responses to solicitations of written quotes and invitations to bid in excess of ten thousand dollars ($10,000.00). The local preference, as set forth in this section, shall only be given to local responsible and responsive Vendors who have a physical business address located and operating within Lancaster County for a minimum of six (6) months prior to the solicitation of quotes and/or Offer. Vendor shall also have met all other requirements of the solicitations, including, without limitation, payment of all duly assessed state and local taxes. If state or federal guidelines prohibit or otherwise limit local preference, then the County shall not use local preference in awarding the contract. If there are multiple responsible and responsive Vendors who meet the local preference guidelines as set forth in the section, the County shall use standard procurement practice and procedure as set forth in the article to determine the priority of selection. The local preference as set forth in this section does not waive or otherwise abrogate the County's unqualified right to reject any and all bids or proposals or accept such Offers, as appears in the County's best interest.
The Contract for this solicitation must be valid from date of signature or initial Purchase Order issuance and must remain valid until all services are rendered complete. Breach or non-performance of any Contract term will constitute cause upon which the County may immediately terminate the contract by written notice. Termination states that shall a dispute arise, and if, after good faith effort at resolution the dispute is not resolved, either party may terminate the contract by providing thirty (30) days written notice to the other party. Termination may include:
No contract or agreement resulting from this solicitation shall be subject to any terms involving auto-renewal.
All agreements shall be governed by and construed in accordance with Laws of the State of South Carolina and parties irrevocably submit to the nonexclusive jurisdiction of the courts of, or the federal courts in, South Carolina.
All submissions of responding Vendors are subject to the South Carolina Freedom of Information Act, S.C. Code Annotated Sections, 3-4-10, et seq. Any commercial or financial information that is deemed as privileged and confidential must be visibly and clearly marked as “CONFIDENTIAL” by Vendor and must be applied to each specific part of an Offer deemed as such. Failure to do so may result in disclosure of submitted information as a determinant to uphold compliance to Federal and State information laws as they pertain to the access of public procurement information. The county reserves the right to determine whether this information should be exempt from disclosure and no legal action may be brought against the county or its agents for its determination in this regard.
Questions or problems arising after award of this contract shall be directed to the Purchasing Director, located at 1228 Colonial Commons Ct, Suite 102, Lancaster, SC 29720, or by calling (803) 416-9963. The County Administrator or authorized designee must approve all change orders in writing. No contract or its provisions may be assigned, sublet, or transferred without the written consent of the County. Lancaster County shall not be bound to any change in the original contract unless approved by the County Administrator or authorized designee.
By submitting an Offer, any Vendor or any authorized agent of any Vendor, is expected to comply with the Immigration and Reform Control Act of 1986 (IRCA). This act, with certain limitations, requires the verification of the employment status of all individuals who were hired on or after November 6, 1986 by the Vendor, as well as any subcontractors. The usual method of verification for this information would be through the Employment Verification (I-9) Form. With any submitted Offer, Vendor hereby certifies without exception that they have complied with all federal and state laws relating to immigration and reform and will continue to comply throughout the duration of any awarded contract(s). Any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and, in Lancaster County’s discretion, may subject any contract to termination and applicable damages. At the County’s request, Vendor may be requested to produce any documentation or other such evidence to verify the Vendor’s compliance with any provision, duty, certification, or like while under contract.
Section 8-13-705 of the Code of Laws of South Carolina states: offering, giving, soliciting, or receiving anything of value to influence action of public employee, member or official, or to influence testimony of witness; exceptions; penalty for violation; shall be subject to punishment provided by section 16-9-210 and section 16-9-220.
The county reserves the right to waive any instruction to bidders, general or special provisions, general or special conditions or specifications deviation if deemed in the best interest of the county.
Contractor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred.
Each bidder shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of work under the conditions of this bid. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this bid or to the contract.
Vendors are prohibited from contacting any appointed official, elected official, consultant, or employee of Lancaster County, directly or indirectly, concerning any active or future solicitations. Any communication concerning solicitations are to be through the Procurement Office. Any vendor found in violation of this clause shall be suspended or debarred from participating in this or future Lancaster County solicitations.
Please include a minimum of 3 references for similar work to include the following:
The undersigned hereby certifies on behalf of the company listed below that it is in full compliance with the requirements set forth in Title 44, Code of Laws of South Carolina, 1976, Chapter 107, Paragraph 47 and the Drug-Free Workplace Act of 1988 (Public Law 100-690, title V, Sec. 5153, as amended by Public Law 105-85, Div. A, Title VIII, Sec. 809, as codified at 41 U.S.C. § 702) and Department of Commerce implementing regulations published at 15 CFR Part 29, “Government-wide Requirements for Drug-Free Workplace (Financial Assistance)” (published in the Federal Register on November 23, 2003, 68 FR 66534).
We have read this Solicitation and fully understand its intent.
We certify that we have adequate personnel and resources to fulfill the proposal requirements.
We further certify that, since the receipt of this IFB, no contact, discussion, or negotiation have been made nor will be made regarding this project with any County employee other than the listed contact persons in this IFB. We understand that any such contact could disqualify this proposal.
We further certify that we are properly licensed to conduct business within the scope of this IFB, in the State of South Carolina.
We certify that all documents contained herein shall be considered part of the entire IFB and that the complete document submitted shall be considered a legally binding document.
I have reviewed and agree to the terms of the County's Standard Contract
Please provide a completed copy of Exhibit A if you will be using Subcontractors for any provided work.
The selected Vendor shall hold County harmless for any loss, damage, claims arising from, or related to the performance of the awarded contract. The selected Vendor(s) must exercise all reasonable and customary precautions to prevent any harm or loss to all persons and property related to awarded contract. The selected Vendor(s) agree to indemnify and hold the County and County employees harmless from all claims, demands, causes of action or suits of whatever nature arising out of the goods, services, labor, or materials furnished by contractors or subcontractors alike under the provisions of the solicitation documents.
PLEASE CONFIRM THAT: BY SUBMITTING AN OFFER, YOU ARE AGREEING TO ALL CONDITIONS AND PROVISIONS OF THIS SOLICITATION AND YOU AGREE TO HOLD OFFER OPEN FOR A MINIMUM OF NINETY (90) CALENDAR DAYS AFTER OFFER’S OPENING DATE.
Please provide your comany's Tax Payer ID number.
Please Check all that apply
Only If you selected MBE or WBE status please complete and upload the MBE/WBE affidavit document from the ATTACHMENT section.
Upon award of contract under this response, the person, partnership, association or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business with this State. Notwithstanding the fact that applicable statutes may exempt or exclude the successful bidder from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed response, the responder understands and agrees to be bound to the jurisdiction and process of the courts of the State of South Carolina, as to all matters and conflicts or future conflicts under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State.
The contractor may become involved in situations where a conflict of interest could occur due to individual or organizational activities within the County. The vendor, by submitting a response, is in essence assuring the County that the company, and/or subcontractors, is in compliance with all federal, state, and local conflict of interest laws, statutes, and regulations.
If your submission contains confidential information, please upload a redacted version here. It will be the sole discretion of the County to approve any redacted information.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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