Invitation to Bid: 1.5-inch & 2-inch AMI Meter Replacement

INVITATION TO BID NO. 2026-70
1.5 & 2 INCH AMI METER REPLACEMENT
Sealed bids will be received in the Office of Purchasing and Contracting in the City Council Chambers, 324
W. Evans Street, Florence, South Carolina, 29501, until September 10, 2026, at 2:00 pm from qualified
bidders for the installation of forty (40) 1.5 inch and thirty-four (34) 2 inch meters. All bids are subject to the
provisions of the conditions outlined in this invitation to bid.
Bids shall be opened promptly at the above stated time and date, and their contents will be made public for
the information of the bidder and other interested parties. The bid will not be awarded until the Purchasing
Agent, and the applicable Department Director have had ample time to review each bid.
Bids must be submitted in a sealed envelope with "Bid No. 2026-70 Meter Replacement" clearly marked on
the outside of the envelope for easy identification by the City of Florence. The City of Florence does not
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 Street
Florence, SC 29501-3431
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 Titulo 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 discriminacion 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.
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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 a 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 Purchasing Agent.
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 ensure 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 Finance Director. 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.
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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@cityofflorencesc.gov. The deadline for the submission of
all inquiries is June 15, 2026 at 5:00 pm. Any changes to the specifications in the bid package shall
be in writing and an addendum will go out to all prospective bidders so each bidder can compete
equitably. All Addendums will be posted on the City of Florence website at
www.cityofflorencesc.gov. 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.cityofflorencesc.gov.
CRITERIA FOR AWARD
The bid will be awarded to the lowest responsible/responsive bidder that best meets all of the City of Florence's
specifications/scope of work, taking into consideration but not limited to the following:
a. Price
b. Experience of the Company
c. Quality of Service
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.
SPECIFICATIONS
The is described generally the replacement and upgrade of existing 1.5 and 2-inch water meters and related
infrastructure throughout the city's water franchise area. The project includes, but not limited to, furnishing all
labor, materials, equipment, and incidentals necessary for the removal and replacement of existing water
meters of 1.5 and 2-inch size, installation of advance metering infrastructure (AMI) communication
components, replacement of meter box lids and related appurtenances, integration with the city's meter data
management system, testing and commissioning of AMI equipment, customer service coordination,
restoration of disturbed surfaces, and all associated work necessary to provide a complete and operational
AMI-enabled water metering system.
The Contractor must have a valid South Carolina utility contractor's license. The Contractor must begin work
within forty-five (45) calendar days after official notice by the city to proceed with the work and must diligently
prosecute the same to completion within 270 business days of that Notice.
The new 1.5 and 2-inch AMI water meters, lids, and boxes shall be provided by the city and not be included
as part of the contractor's bid.
Base Bid: Forty (40) 1.50-inch meters
Alternate Bid: 34 (34) 2.00- inch meters
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SC ILLEGAL IMMIGRATION REFORM ACT
By signing this offer, you certify that your company will comply with, and will remain in compliance with during
the term of the agreement, the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of
Laws and agree to provide to the City of Florence upon request any documentation required to establish
either:
(a) That Title 8, Chapter 14 is inapplicable to your company or your subcontractors or
subcontractors; or
(b) That your company and your subcontractors or sub-subcontractors are in compliance with Title
8, Chapter 14.
Pursuant to Section 8-14-60, your company shall agree to include in any contracts with
your subcontractors language requiring your subcontractors to:
(a) comply with the applicable requirement of Title 8, Chapter 14, and
(b) include in their contracts with the sub-subcontractors language requiring the subcontractors to
comply with the applicable requirements of Title 8, Chapter 14.
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 given to
the Procurement Officer by an appropriate certificate-of-insurance issued by applicable entity's insurance
agent.
With regards to comprehensive general liability insurance, claims may be made during or after the term or
terms of the contract/purchase order agreement.
Vehicle liability insurance with minimum combined single limits of $1,000,000.00 per occurrence shall be
maintained by the firm.
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The successful firm shall take out and maintain, during the life of the contract agreement, workers'
compensation and employer's liability insurance for all employees to be engaged in services on this project
under this agreement in an amount not less than $1,000,000.00, and in case any such services are sublet,
the firm shall require all subcontractor(s) also to provide workers' compensation and employer's liability
insurance in an amount not less than $1,000,000.00 for all of the subcontractor's employees to be engaged
in such.
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INVITATION TO BID NO. 2026-70
1.5 & 2 INCH AMI METER REPLACEMENT
BID SHEET
Total cost including decorations, mounting materials, and delivery (including tax) for providing Christmas
decorations to the Public Works & Utilities Department located at 1440 S. McCurdy Road, Florence, SC as
specified:
Base Bid
Forty (40) 1.5-inch meters $______________________
Alternate Bid
Thirty-four (34) 2.00-inch Meters $______________________
________________________________ ___________________________ ____________
Authorized Signature Printed Name Date
_____________________________________________________________________________
Company Name
____________________________ _________________________________
Federal Tax ID. E-Mail Address
_____________________________________________________________________________
Mailing Address (Include Zip Code)
______________________________ _________________________________
Telephone Number Fax No.
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