2024-89 Invitation to Bid: Foam Pit Blocks

Agency:	City of Florence
State:	South Carolina
Type of Government:	State & Local
Posted Date:	Oct 16, 2024
Due Date:	Oct 31, 2024
Solicitation No:	2024-89
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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INVITATION TO BID NO. 2024-89

FOAM PIT CUBES

Sealed bids will be received in the Office of Purchasing and Contracting in the City Center at

324 W. Evans Street, Florence, South Carolina, 29501 until October 31, 2024 at 2:00 pm from

qualified vendors for the purchase, delivery of foam pit cubes for the Gymnastics Center located

at 1515 Freedom Blvd, Florence, SC 29501

Bids must be submitted in a sealed envelope with “Bid No. 2024-89 Pit Cubes” clearly marked

on the outside of the envelope for easy identification by the City of Florence. The City does not

accept/accept electronic or emailed bids. Any bids received later than the specified time will not

be accepted/considered. The City will not be responsible for late submission caused by the postal

service, other carriers, or any other delivery problems regardless of the reason. Bids submitted

by mail, Federal Express, United Parcel Service, etc. must meet these same requirements and

should be addressed to:

City of Florence

City Center

324 W. Evans St.

Florence, SC 29501-3430

The City of Florence under Title VI of the Civil Rights Act of 1964 and related statutes ensures

that no person shall on the grounds of race, color, national origin, sex, disability, and age, be

excluded from participation in, be denied the benefits of, or be otherwise subjected to

discrimination under any program or activity it administers.

La ciudad de Florencia en el Título VI de la Ley de Derechos Civiles de 1964 y los estatutos, se

asegura de que ninguna persona por motivos de raza, color, origen nacional, sexo,

discapacidad, edad, ser excluido de participar en, ser negado los beneficios de, o ser de otra

manera sujeto a discriminación bajo cualquier programa o actividad que administra.

The City of Florence reserves the right to engage in discussions with any or all responsible

bidders who submit bids which appear to be eligible for award, for the purpose of clarification to

assure full understanding of and responsiveness to the Invitation to bid requirements herein.

This solicitation does not commit the City of Florence to award a contract/purchase order, to pay

any costs incurred in the preparation of a bid, or to procure or contract for services. The City of

Florence reserves the right to reject any and all responses, to cancel this solicitation, and to

make an award deemed in its own best interest.

Lynwood F. Givens

Purchasing Agent

MINORITY, WOMAN, AND VETERAN OWNED BUSINESS

The City of Florence welcomes and encourages submissions from minority, woman, and

veteran owned businesses. Please indicate that you are a minority or woman owned business

with your request for bid documents.

Minority Business Owners (minority, woman, and veteran owned businesses) will be afforded

full opportunity to submit proposals in response to this invitation and will not be discriminated

against on the grounds of race, color, creed, sex or national origin in consideration for an award.

It is the policy of the City that minority, woman, and veteran owned business enterprises

(MBE/WBE/VBE) have an opportunity to participate at all levels of contracting in the

performance of City contracts to the extent practical and consistent with the efficient

performance of the contract.

The successful company must ensure that all subcontractors, agents, personnel assigned by or

employees of prime company and subcontractors are not discriminated against because of their

race, color, religion, sex or national origin. Bidders must make positive efforts to provide equal

employment opportunity for minority and women owned businesses.

LOCAL AND MINORITY BUSINESS ENTERPRISE PURCHASING PROGRAM

When lowest bid is the principal determining factor in a bid selection process it is the intent of

the City of Florence to provide preference first to local businesses within the City or County of

Florence; however, if no local business is eligible or able to participate, preference shall then be

provided by the City to minority business enterprises based on the following guidelines:

a. For purposes of this policy, a “local business” is defined as a person, firm, contractor,

corporation, or other business entity offering the services and/or products being bid by

the City that maintain a place of business and have a physical business address

located and operating within the City or County of Florence. The business must have

been established for not less than one year within the City or County of Florence and

have a valid City of Florence Business License for a minimum of 12 months prior to the

bid date.

b. For purposes of this policy, a minority business enterprise (MBE) is defined as an MBE

that is certified in accordance with South Carolina Regulations § 19-445.2160, as

authorized by §11-35-5270 the South Carolina Code of Laws, as amended.

c. When lowest bid is the principal determining factor in the selection process any “local

business” as defined in Subsection A above that submits a responsible and responsive

bid within 5% (if the business is located within the City of Florence) or 3% (if the

business is located within Florence County) of the non-local bidder who submitted the

lowest bid may match the bid submitted by the non-local bidder. A “local business”

that is within the percentage guidelines of the lowest bid received shall then be eligible

for award of the contract.

d. If the lowest bid is not a “local business” and a “local business” is within the

percentage guidelines of the lowest bid received, the “local business”, subject to the

provision of Subsection H below, shall be awarded the contract if it is willing to provide

goods or services at the same price of the lowest bid received.

e. If conditions of Subsections C above are met and the qualified “local business”

declines or is unable to match the lowest bid, then the option to do so moves to the

next qualified “local business”, if such business' bid is within the percentage guideline

of the lowest bid and is similarly responsible and responsive.

f. In the event there is no “local business” eligible or willing to match the lowest bid, the

lowest responsible and responsive bid submitted by an MBE, if any, would be allowed

the opportunity to match the bid submitted by the non-local bidder and thereby be

awarded the contract when lowest bid is the primary determining factor in the bid

selection process.

g. If procurement is to be made pursuant to state funding requirements, federal funding

requirements, bond covenants, or other outside funding source requirements which

prohibit or restrict local or MBE preference, then no local or MBE preference

consideration will be given.

h. The provisions for a local or MBE preference does not prohibit the right of the City to

compare quality of materials proposed for purchase and compare qualifications,

character, responsibility and fitness of all persons, firms, contractors, corporations, or

other business entities submitting bids. Accordingly, the local or MBE preference for a

particular procurement may be waived by the City Manager upon written

recommendation and justification by the Department Director.

INSTRUCTION TO BIDDERS

The successful bidder must be authorized to sell the stated product outlined in the specifications

of this bid document.

All bids must be signed by an authorized officer or agent of the company submitting the bid.

The City will assume no responsibility for oral instructions or suggestions. All official

correspondence in regard to the specifications should be directed to and will be issued by the City

Procurement Officer.

DEFINITIONS: Responsible Bidder means a bidder who has the capability in all respects to fully

perform the stated requirements, and the integrity and reliability which will assure good faith

performance.

Responsive Bidder means a bidder who has submitted a bid which conforms in all material

respects to the Invitation to Bid.

PROTEST: Any actual or prospective vendor, bidder, or contractor who is aggrieved in

connection with the solicitation or award of a contract may formally protest to the Chief Financial

Officers (CFO). The protest shall be submitted in writing within seven (7) days after such

aggrieved person or party has received the bid tabulation or the intent to award letter.

DISPUTES: In cases of disputes as to whether or not an item or service quoted or delivered

meets the specifications, the decision of the City of Florence shall be final and binding on all

parties. The Procurement Officer may request in writing, the recommendation of the head of the

City agency using the item or other objective sources.

DEVIATIONS: Any deviations from the specifications contained herein must be noted in detail on

the bidder’s bid response for the City of Florence’s consideration. Failure to submit

documentation of deviations shall be grounds for rejection of the item offered to the City of

Florence.

CHANGES: Any changes in this Invitation to Bid after the purchase order/contract agreement

has been awarded must be with the written consent of the Procurement Officer or the City

Manager; otherwise, the responsibility for such changes lies with the vendor.

INQUIRIES: Questions concerning this invitation to bid should be directed to the City

Purchasing Agent, Lynwood F. Givens in writing by e-mail at

lgivens@cityofflorence.com. The deadline for the submission of all inquiries is October

24, 2024 at 5:00 pm. Any changes to the specifications in the bid package shall be in

writing in an addendum. All Addendums will be posted on the City of Florence website at

www.cityofflorence.com. It will be the responsibility of bidders to periodically check the

website for addendums.

A complete copy of the City of Florence purchasing policies and procedures manual can

be downloaded from the City of Florence website at www.cityofflorence.com

SPECIFICATIONS:

1. Eight Inch Blocks:

a. Fire Retardant

b. Meets California Technical Bulletin 117 requirements prior to 2013

c. 1.5 lb. density – 32-35 ILD

d. Colors: Royal Blue and Lime Green

2. Pit Sizes

a. Pit One: 20 X 20 X 3

b. Pit Two: 31 X 8 X 3

The specifications detailed herein represent the quality of the equipment that is

required by the city. Whenever in this invitation any particular equipment is indicated or

specified by patent, proprietary or brand name of manufacturer/ developer/inventor,

such wording will be deemed to be used for the purpose of facilitating descriptions and

quality of the equipment desired by the City. It is not meant to eliminate bidders or

restrict competition in any bid process. A bid for equipment that is equivalent to or

that surpasses the stated specifications will be considered. Determination of

equivalency shall rest solely with the City of Florence.

CRITERA FOR AWARD

The bid is to be awarded to the lowest responsible/responsive bidder that best meets all of the

City of Florence’s specifications. Timeliness of completion will also be a consideration.

Firms are requested to submit Two (2) copies of the bid on the City of Florence Bid sheet

included in this invitation to bid. The bid will be awarded to the lowest responsible/responsive

bidder that best meets the City of Florence’s specification/scope of work, taking into consideration

but not limited to the following:

1. Price

2. Delivery Schedule

3. Warranty

The City shall have sole discretion in evaluating bids. The City reserves the right

to select the bid that it may determine to be in the best interest of the City. The

City also reserves the right to reject any and all bids, including that of the selected

Contractor if satisfactory contract negotiations cannot be concluded.

Bid tabulations will be sent to all bidders via email and posted on the City of Florence

website at www.cityofflorence.com. Before the award of contract/purchase order, any

respondent may be required to show that they have the necessary license, facilities,

experience, ability, and financial resources to perform the work in a satisfactory manner.

Respondents may be required to furnish the City with sworn statements as to their

experience. No contract/purchase order will be awarded except to responsible offerors

capable of performing the class and type of work required.

TAXES

The City of Florence pays SC Sales Taxes in the amount of 8%. However, the City of Florence

is exempt from Federal Taxes and will issue exemption certificates, if requested. INCLUDE SC

SALES TAX WITH YOUR BID.

INSURANCE REQUIREMENTS

The firm shall agree to hold harmless, indemnify and defend the City of Florence, South Carolina,

its agents and employees from any claims for property damage or personal injury (including death

resulting therefrom). Such claims include, but are not limited to, actual, consequential, incidental

or punitive damages. The firm shall agree to maintain sufficient comprehensive general liability

insurance, naming the City of Florence, South Carolina, as additional insured, in the amounts of

$1,000,000.00 per occurrence and $1,000,000.00 per person. Proof of such insurance shall be

given to the Procurement Officer by an appropriate certificate-of-insurance issued by the firm’s

insurance agent.

Further, the firm shall agree to insure prior to commencement of work on the project (job), all

subcontractors, agents, assigns or employees of prime firm and subcontractor shall agree to hold

harmless, indemnify and defend the City of Florence, South Carolina, its agents and employees

from any claims for property damage or personal injury (including death resulting therefrom). Such

claims include but are not limited to, actual, consequential, incidental or punitive damages.

Further, prior to commencement of work on the project (job), the firm shall insure that all

subcontractors, agents or assigns of the firm, maintain sufficient comprehensive general liability

insurance, naming the City of Florence, South Carolina, as additional insured, in the amounts of

$1,000,000.00 per occurrence and $1,000,000.00 per person. Proof of such insurance shall be

This page summarizes the opportunity, including an overview and a preview of the attached documents.

bid number	bid description	cloising date	bid file
2024-89 Invitation to Bid: Foam Pit Blocks	The City of Florence is accepting sealed bids for the purchase and delivery of foam pit blocks/cubes for the Gymnastics Center located 1515 Freedom Blvd. Florence, SC.	Thu, 10/31/2024	2024-89_invitation_to_bid.pdf

2024-89 Invitation to Bid: Foam Pit Blocks

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