26-B020W Traffic Controllers

The City of Charleston
Procurement Division
2 George Street, Suite 3600
Charleston, South Carolina 29401
P) 843-724-7312 F) 843-724-7354
www.charleston-sc.gov
Bid Number: 26-B020W Bids will be received until: September 29, 2026 @ 12:00pm
Bid Title: Traffic Controllers
Mailing Date: September 4, 2026 Direct Inquiries to: Vera M. White
Vendor Name: FEIN/SS#:
Vendor Address:
City - State - Zip:
Telephone Number: Fax Number:
Authorized Signature: _____________________________ Title: __________________________
Date: _________________________
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a
bid for the same materials, supplies, equipment or services 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 to sign this bid for the bidder. This signed page must be included with bid
submission.
IMPORTANT
1. This solicitation does not commit the City of Charleston to award a contract, to pay any
costs incurred in the preparation of applications submitted, or to procure or contract for
the services. The City reserves the right to accept or reject any, all or any part of any Bid
received as a result of this Solicitation, or to cancel in part or in its entirety this
Solicitation if it is in the best interest of the City to do so. The City shall be the sole
judge as to whether Bids submitted meet all requirements contained in this solicitation.
2. This solicitation seeks proposals responding to the Specifications for Traffic
Controllers. This solicitation does not commit the City of Charleston to award a
contract, to pay any costs incurred in the preparation of applications submitted, or to
procure or contract for the services. The City reserves the right to accept or reject any, all
or any part of any Bid received as a result of this Solicitation, or to cancel in part or in its
entirety this Solicitation if it is in the best interest of the City to do so. The City shall be
the sole judge as to whether Bids submitted meet all requirements contained in this
solicitation.
3. Bidder may mail, or hand-deliver response to the Procurement Division. Bids
delivered to any other location will not be accepted. Do Not Fax in the Bid response.
Please show the solicitation number on the outside of any mailing package. The City of
Charleston assumes no responsibility for unmarked or improperly marked envelopes. If
directing any other correspondence to the Procurement Division not related to the
solicitation, please do not include the solicitation number on the envelope. If the Bidder
chooses not to respond to this solicitation, it is recommended to return the "No Bid
Response Form" to our office.
4. DEADLINE FOR SUBMISSION OF OFFER: Any Bid or offer received after the
Procurement Director of the governmental body or his designee has declared that the time
set for opening has arrived, shall be rejected unless the offer has been delivered to the
designated purchasing office or the governmental bodies' mail room which services that
purchasing office prior to the Bid opening. [R.19-445.2070(H)]
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5. Questions regarding this solicitation must be submitted to Vera M. White in writing no
later than 12:00pm on September 15, 2026. Questions may either be faxed to 843-724-
7354 or emailed to Vera M. White at whitev@charleston-sc.gov.
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NO BID RESPONSE FORM
Bid Number: 26-B020W Bids will be received until: September 29, 2026 @ 12:00pm
Bid Title: Traffic Controllers
Mailing Date: September 4, 2026 Direct Inquiries to: Vera M. White
Vendor Name: FEIN/SS#:
Vendor Address:
City - State - Zip:
Telephone Number: Fax Number:
Authorized Signature: _____________________________ Title: __________________________
Date: _________________________
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a
bid for the same materials, supplies, equipment or services 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 to sign this bid for the bidder. This signed page must sent in if not sending
in a submission.
To submit a "No Bid" response for this project, this form must be completed for your company
to remain on our Bidder's list for commodities/services referenced. If you do not respond, your
name may be removed from the Bidder's list.
Please check statement(s) applicable to your "No Bid" response
Specifications are restrictive; i.e. geared toward one brand or manufacturer only (explain
below).
Specifications are ambiguous (explain below).
We are unable to meet specifications.
Insufficient time to respond to the solicitation.
Our schedule would not permit us to perform.
We are unable to meet bond requirements.
We are unable to meet insurance requirements.
We do not offer this product or service.
Remove us from your vendor list for this commodity/service.
Other (specify below).
Comments: ________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
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Bid Number: 26-B020W Bids will be received until: September 29, 2026 @ 12:00pm
Bid Title: Traffic Controllers
Mailing Date: September 4, 2026 Direct Inquiries to: Vera M. White
CERTIFICATE OF FAMILIARITY
The undersigned, having fully familiarized himself with the information contained within this
entire solicitation and applicable amendments, submits the attached Bid, and other applicable
information to the City, which I verify to be true and correct to the best of my knowledge. I
further certify that this Bid response is made without prior understanding, agreement, or
connection with any corporation, firm or person submitting a Bid for the same materials,
supplies, equipment or services in all respects, fair and without collusion or fraud. I agree to Bid
by all conditions of this solicitation and certify that I am authorized to sign this Bid. I further
certify all prices submitted shall remain effective for a minimum period of ninety (90) days,
unless otherwise stated.
________________________________ ________________________________
Company Name Authorized Signature
As registered with the IRS
______________________________________ ______________________________________
Correspondence Address Printed Name
______________________________________ ______________________________________
City, State, Zip Title
______________________________________ ______________________________________
Email Address Telephone Number
_____________________________________ _____________________________________
Toll-Free Number (if available) Fax Number
_____________________________________ ______________________________________
Remittance Address Date
_____________________________________ ______________________________________
City, State, Zip Federal Tax ID (FEIN)/SS Number
______________________________________
SC Sales Tax Number
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General Information
The City of Charleston, South Carolina, is soliciting qualified vendors to provide Traffic
Controller Services. Vendors must provide detailed information regarding the products and/or
services proposed in response to this solicitation.
Procurement Process
This is an Invitation for Bid. The City will award to the lowest responsive, responsible bidder
that meet the needs of this solicitation. The bids will be opened and an award is made to the
lowest responsive and responsible bidder. Any contract the City chooses to negotiate with the
awarded vendor shall contain, at a minimum, the term and conditions (or substantially the same
term and conditions) as hereinafter stated. The City reserves the right, in its sole discretion, to
reject all submissions, reissue a subsequent solicitation, terminate, restructure or amend this
procurement process at any time. The final selection and contract negotiation rests solely with
the City.
Questions
Every effort has been made to insure that all information needed by the Bidder is included
herein; however, questions are allowed and encouraged to clear up any information as described
herein, etc. The City Will Not Accept telephone calls or visits regarding this Solicitation. All
questions shall be in writing and addressed to: Vera M. White City of Charleston,
Procurement Division, 2 George Street, Suite 3600, Charleston, South Carolina 29401, or
email to: whitev@charleston-sc.gov. Written Questions may also be faxed to: 843-724-7354.
All questions must be received before 12:00pm on September 15, 2026. No interpretation shall
be binding upon the City unless in writing from the City's Corporate Counsel.
Oral Statements
No oral statement of any person shall modify or otherwise change, or affect the terms, conditions
or specifications stated in the resulting contract. The City of Charleston shall not be legally
bound by any amendment or interpretation that is not in writing.
Contractor Solely Responsible for Performance
Vendor shall be responsible for the performance of the services required by the contract. Vendor
is an independent contractor and does not act as the City's agent or employee.
Disqualification of Bidders
Bidders may be disqualified for any of the following reasons:
* Reason to believe collusion exists among the Bidders
* The Bidder is involved in any litigation against the City
* The Bidder is in arrears on any existing contract or has defaulted on a previous contract
with the City
* Lack of financial stability
* Failure to perform under previous or present contracts with the City
* Is currently debarred by the State of South Carolina Procurement Services
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Suspension and Debarment
The Bidder certifies, by submission of this proposal, that neither it nor its principals are presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal, state or local agency. Where the Bidder is unable
to certify to any of the statements in this certification, such Offeror shall attach an explanation to
this proposal.
Contract Negotiations
The City will rank, based upon the evaluation criteria, all responsible and responsive Vendors.
The City will begin negotiations with the top ranked Vendors and will continue with negotiation
down the ranking until a satisfactory contract with the City is finalized, if any. The terms and
conditions of the contract will be no less advantageous than the provisions of this solicitation or
the Vendor's proposal. The City reserves the right to make a partial award or to split the award
at its sole discretion.
Vendor's Duty to Inspect and Advise and Declare All Costs
Each Vendor shall become fully acquainted with the City's requirements and the scope of
commodities and/or services to be provided. Vendor shall have a duty to request any
information from the City as it deems necessary to prepare their submittal. No change order will
be granted or additional compensation permitted if based upon information the Vendor knew or
should have known as part of the Vendor's duty to become acquainted with the City's
circumstances and requirements.
Receipt of Bids
Bids must be submitted to and received by the City no later than the date and time specified
within this solicitation. Bidders mailing proposals should allow a sufficient mail delivery period
to insure timely receipt 12:00pm on September 29, 2026 of their proposal by the City. Bids
received after the scheduled due date and time will not be considered.
Number of Bids to be Submitted
Each Vendor must submit one (1) Unbound Original (please use a paper clip or binder clip).
Only original documents will be accepted; faxed or electronically mailed versions will not be
accepted. The Vendor must mark on the envelope or wrapping containing the bid, the
solicitation identification number specified in the solicitation and note "Original" on the original
bid.
Required Forms And Signature Pages
Offerors shall include as an appendix, all ancillary forms required in this Invitation for Bid
(IFB). Required forms include, but are not limited to the following:
* IFB Cover Page
* Certificate of Familiarity
* Any Addenda
Bid Format
Bids are to be prepared in a manner designed to provide the City with a straightforward
presentation of the Bidder's capability to satisfy the requirements of this solicitation. All copies
shall be bound in a single volume(s) and all documentation submitted with the bid should be
bound in the respective volume(s), where practical.
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a) All bids should be clearly marked "26-B020W, Traffic Controller" and submitted in
a sealed envelope.
b) Bids must be submitted by mail or hand delivered to Vera M. White, City of
Charleston, Procurement Division, 2 George Street, Suite 3600, Charleston, SC 29401.
c) Proposals must be received in the City's Procurement Office no later than 12:00pm
on September 29, 2026. Late proposals will not be accepted for any reason.
d) No more than one bid may be submitted by any Vendor.
e) The bid must be signed by an official authorized to contractually bind the Vendor.
f) All forms from this solicitation requiring signature must be included in the bid.
References/Experiences
Vendor should provide a minimum of four (4) references. Include company name, mailing
address, name of point of contact, telephone number and email address. The City reserves the
right to contact and request information from any source so named.
Confidentiality
The contents of this Solicitation shall not be discussed with anyone outside of the Bidder's
organization. Any issues regarding confidentiality should be directed to the Point of Contact.
Any breach of this confidentiality requirement will result in immediate disqualification of your
organization from further consideration pursuant to the award of any resulting contract.
Term of Contract
The initial term of the Agreement shall be for one (1) year. The City reserves the right to extend
the Agreement if the City determines the extension is in its best interest; said extension will be
on an annual basis and shall not exceed four (4) additional one (1) year periods.
Basis for Award
The City will base its recommendation on the bid submitted and if it is responsive and
responsible. The City reserves the right to inspect the Bidder's physical premises prior to award
to satisfy questions regarding the Bidder's capabilities.
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Scope of Work
Bid# 26-B020W Vendor: __________________________________
Quantity Description Unit Price Total Price
130 each Q-Free 2070ATC-LDX Controllers (with MaxTime
Local Traffic Software and Linux operating
system)
Includes the following modules:
Model 2070-1C CPU Module
Model 2070-2E Field I/O Module
Model 2070-3D Front Panel
Model 2070-A Power Supply
Data Key
Spare Parts
Model 2070-4A Power Supply Module
Model 2070 1C CPU module
Model 2070-2E Field I/O Module
3D Front Panel
3B Front Panel
Software Site License
Maintenance and Support
TL-WR702N Wireless Router or Equal
Apple I-Pad WiFi Tablet or equal
3 x 3 C Color Front Panel
60 hrs. Training
Sub-Total
Freight
9% Taxes
Total
**Note: The City will not purchase all of these at once.
*** The initial term of the Agreement shall be for one (1) year.
The City reserves the right to extend the Agreement if the City
determines the extension is in its best interest; said extension will
be on an annual basis and shall not exceed four (4) additional one
(1) year periods.
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INSURANCE REQUIREMENTS
Contractors working for the City of Charleston are required to procure and maintain for the
duration of their contract with the City insurance against claims for injuries to persons or
damages to property which may arise from or in connection with work performed by the
Contractor, his agents, representatives, employees or Subcontractors. The cost of such insurance
shall be the responsibility of the Contractor.
A. The Contractor shall carry liability insurance with a reliable company licensed to do
business in South Carolina. Coverage shall be at least broad as:
1. Insurance Services Office Commercial General Liability Coverage Form
("occurrence") CG 00 01 10 93.
2. Insurance Services Office Business Auto Coverage Form
CA 00 01 6 92 covering automobile liability, code 1 "any auto".
B. Contractor shall carry workers' compensation as required by the State of South Carolina
and Employers Liability insurance (including applicable occupation disease provisions
and all state endorsements.)
C. Contractor shall maintain limits no less than the following:
1. GENERAL LIABILITY: $1,000,000 combined single limit per occurrence for
bodily injury, property damage, and personal injury with a $2,000,000 general
aggregate limit.
2. AUTOMOBILE LIABILITY: $1,000,000 combined single limit per accident
for bodily injury and property damage.
3. WORKERS' COMPENSATION: Statutory limits are required by South
Carolina state law, and employer's liability limits of $100,000 per accident.
4. PROFESSIONAL LIABILITY: $1,000,000 per claim/$1,000,000 aggregate
limit, with a deductible of $20,000. (If applicable)
Contractor shall obtain and maintain a professional liability insurance policy
covering the performance of the professional services specified in this agreement.
Evidence of such insurance shall be satisfactory in form and content to the owner,
the City. This coverage shall be maintained through the duration of this project
and for a minimum of 1 year after substantial completion of the project as
determined by the City.
The Contractor and any of its subcontractors will cause the professional liability
insurance required in this paragraph C.4:
(a) to be excess insurance over any project professional liability policy, and
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(b) to be primary insurance in the event the project insurance described in
Paragraph E is canceled or not maintained, in the event the policy's
limits of liability are exhausted, or if the policy expires.
D. Required policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
The City of Charleston, its officials, employees and volunteers are to be covered
as additional insureds as respects: Liability arising out of activities performed
by or on behalf of the Contractors; premises owned, occupied or used by the
Contractor; or automobiles owned, leased, hired or borrowed by the Contractor.
The coverage shall contain no special limitations on the scope of protection
afforded to the City of Charleston, its officials, employees or volunteers. To
accomplish this objective, the City of Charleston shall be named as an
additional insured under the Contractor's general liability policy by attaching
Insurance Services Office Commercial General Liability Endorsement CG2010
10 93 (Additional Insured - Owners, Lessees or Contractors - Form B) or its
equivalent. Contractors' insurance coverage shall be primary insurance as
respects the City of Charleston, its officials, employees and volunteers. Any
insurance or self-insurance maintained by the City of Charleston, its officials,
employees, or volunteers shall be in excess of the Contractor's insurance and
shall not be required to contribute. To accomplish this objective, the following
wording should be incorporated in the previously referenced additional insured
endorsement.
Other Insurance: This insurance is primary, and our obligations are not affected
by any other insurance carried by the additional insured whether primary,
excess, contingent or on any other basis.
Any failure to comply with reporting provisions of the Contractor's policies
shall not affect coverage provided to the City of Charleston, its officials,
employees or volunteers.
2. Workers' Compensation
The Contractor shall agree to waive all rights of subrogation against the City of
Charleston, its officials, employees and volunteers for losses arising from work
performed by the Contractor for the City of Charleston.
E. Any deductibles or self-insured retentions shall be the responsibility of the Contractor.
F. Each insured policy required by the City of Charleston shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in coverage
or in limits except after thirty (30) days prior written notice has been given to the City
of Charleston.
G. All coverages for Subcontractors shall be subject to all the requirements stated herein.
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