The City of Charleston
75 Calhoun Street, Suite 3500
Charleston, South Carolina 29401
P) 843-724-7312 F) 843-720-3872
Proposal Number: 19-P009R Proposals will be received until: March 11, 2019 @ 12:00pm
Proposal Title: Janitorial Services
Mailing Date: February 14, 2019
Direct Inquiries to: Robin B. Robinson
City – State – Zip:
Minority or Women Owned Business:
Are you a certified Minority or Women-Owned business in the State of South Carolina? Yes No
If so, please provide a copy of your certificate with your response.
Authorized Signature: _____________________________ Title: __________________________
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
1. This solicitation seeks proposals responding to the Scope of Work for a Janitorial
Services. 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 proposal 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 proposals submitted meet all requirements contained in this
2. Offeror may mail, or hand-deliver response to the Procurement Division. Do Not Fax in
the proposal 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.
3. DEADLINE FOR SUBMISSION OF OFFER: Any proposal or offer received after
the Procurement Director 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 proposal opening.
4. Questions regarding this solicitation must be submitted in writing to Robin Barrett
Robinson no later than 1:00pm on February 25, 2019. Questions may either be faxed
to 843-720-3872 or emailed to Robin Barrett Robinson, email@example.com.
INSTRUCTIONS TO OFFERORS
1. Number of Submittals required is stated in the General Information section of this
Solicitation. Proposals must be mailed or hand-delivered. Responses received by fax or
other electronic means (email, CD, etc.) will be rejected. Proposals must be
submitted in a sealed envelope and must be addressed to the City of Charleston
Procurement Division, 75 Calhoun Street, Suite 3500 Charleston, SC 29401. Failure
to do so may result in a premature opening of, or failure to open such Proposal. Each
sealed envelope containing a Proposal shall be marked on the outside with the Offeror’s
complete Name, Address, Solicitation Number, Description of Services Requested by
Solicitation (i.e., Elevator Maintenance, Road Construction), along with the Due Date
and Time. If you do not choose to submit a proposal, please complete and return the
enclosed “No Proposal” response form.
A “No Proposal” qualifies as a response; however, it is the responsibility of the Vendor to
notify the Procurement Office if you receive solicitations that do not apply. Failure to
respond to three (3) solicitations during the calendar year may result in removal from
All pages that require a Signature shall be included with the bid. Failure to include
these required pages may result in the bid being deemed Non-Responsive.
2. Offerors must clearly mark as “Confidential” each part of their proposal which they
consider to be proprietary information that could be exempt from disclosure under the
South Carolina Freedom of Information Act, S.C. Code Ann. §§ 30-4-10 to – 165 (2007
& Supp. 2015). See paragraph 45 for more details. The City reserves the right to
determine whether this information should be exempt from disclosure and no legal action
may be brought against the state or its agents for its determination in this regard.
3. Proposals must be made in the official name of the individual, firm, company,
partnership, corporation, joint venture or other legal entity under which the business is
conducted (showing official business address) and must be signed in ink by a person duly
authorized to legally bind the legal entity submitting the proposal.
4. Bids should be typewritten or computer-generated; however, if this is not possible, the
hand writing must be legible. A Bid shall include, but is not limited to, addresses of all
legal entities which will participate in the proposed services. The type of organization of
the Bidder, whether individual, firm, partnership, corporation, joint venture or other legal
entity, shall be stated. Any affiliations, parent-subsidiary relationships, and corporate
identities including the names of the principals of such legal entity must be fully
disclosed and clearly explained.
5. If an error is made before submitting the proposal, the error should be crossed out,
corrections entered and initialed by the person signing the proposal. Erasures or use of
typewriter correction fluid may be cause for rejection. No proposal shall be altered or
amended after specified time for opening.
6. Proposals may be withdrawn by written request received from the Offeror prior to the
time set for opening of Proposals, but not thereafter.
7. Proposals should be prepared simply and economically. All data, materials, and
documentation shall be available in a clear, concise form and reproducible upon request
“at cost” for the City’s internal use. The City reserves the right to reproduce proposals
for internal use in the evaluation process.
8. All Proposals shall provide a straight forward, concise description of Offeror’s ability to
satisfy the requirements of the Solicitation.
9. All Addendum and Award Notices will be posted on our website: www.charleston-
sc.gov, then click on the Bidline link.
10. The terms and conditions in this Solicitation shall prevail unless otherwise modified by
the City of Charleston in an Addendum to this Solicitation. The City of Charleston
reserves the right to reject, in whole or in part, any proposal which does not comply with
such terms and conditions. The City of Charleston reserves the right to retain all
proposals submitted and to use any ideas in a proposal regardless of whether that
proposal is selected. Submission of a proposal indicates acceptance by the Offeror of the
conditions contained in this Solicitation, unless clearly and specifically noted in the
proposal submitted and confirmed in any resulting contract between the City of
Charleston and the Offeror selected.
11. No substitutions shall be considered after the contract award except by Amendment.
12. The City seeks qualified vendors to be responsible for completion of the work described
herein and the City reserves the option to award portions of the project to multiple
Offeror if such is to the advantage of the City. Therefore, any one proposal submitted by
more than one company shall be deemed to be a proposal for a joint venture between or
among the companies so submitting proposals unless the proposal clearly and
unequivocally describes that only one firm proposes to act as principal and the other
firm(s) contractual position is clearly defined. The companies submitting as a joint
venture shall be held jointly and severally responsible for the entire project and shall not
be permitted to limit their liability to the City.
13. All proposals should be complete and carefully worded and shall convey all of the
information requested by the City. If errors or exceptions are found in a proposal, or if
the proposal fails to conform to the requirements of the Solicitation, the City shall be the
sole judge as to whether that variance is significant enough to reject the proposal.
14. The City reserves the right to request satisfactory evidence of their ability to furnish
services in accordance with the terms and conditions listed herein. The City further
reserves the right to make the final determination as to the Offeror’s ability to provide
15. The Offeror is solely responsible for all costs and expenses associated with the
preparation of the proposal and of any supplementary presentation (including any oral
presentation) requested by the City.
16. GRATUITIES AND KICKBACKS
A) Gratuities. It shall be unethical for any person to offer, give or agree to give any
employee or former employee, or for any employee or former employee to solicit,
demand, accept, or agree to accept from another person a gratuity or an offer of
employment in connection with any decision, approval, disapproval,
recommendation, preparation or any part of a program requirement or a purchase
request, influencing the content of any specification or procurement standard,
rendering of advice, investigation, auditing, or in any other advisory capacity in
any proceeding or application, request for ruling, determination, claim or
controversy, or other particular matter pertaining to any program requirement or a
contract or subcontract, or to any solicitation or proposal therefore.
B) Kickbacks. It shall be unethical for any payment, gratuity, or offer of
employment to be made by or on behalf of a subcontractor under a contract to the
prime contractor, or to hire any subcontractor or any person associated therewith,
as an inducement for the award of a subcontract or order.
17. OFFEROR REPRESENTATIONS
Each Offeror by submitting a Proposal represents that:
A) The Offeror has read and understands this Solicitation (including all
Specifications and Attachments) and that its Proposal is made in accordance
B) The Offeror has reviewed the Solicitation and has become familiar with the local
conditions under which the Scope of Work is to be performed. The failure or
omission of an Offeror to acquaint himself with existing conditions shall in no
way relieve him of any obligation with respect to this proposal or any resulting
C) The Proposal is based on the terms, materials, services and obligations required
by this Solicitation, without exception.
D) The Offeror is qualified to provide the services and equipment required under this
Solicitation and, if awarded the contract, shall do so in a professional, timely
manner using successful Offeror's best skills and attention.
E) The Offeror is guaranteeing that all goods and services will meet the requirements
of the Solicitation during the contract period.
18. COMPETITIVE PROCUREMENT
It is the intent and purpose of the City of Charleston that this Solicitation permits
competition. It shall be each Offeror’s responsibility to advise the City if any language,
provision, or other requirement, or any combination thereof, inadvertently restricts or
limits the satisfaction of the specifications stated in this Solicitation to a single source.
Such notification must be submitted in writing, and must be received by the City of
Charleston Procurement Division no later than the last date for written questions. Any
such notification shall be reviewed by the City’s Procurement Director.
Any additions, deletions, modifications, or changes made to this Solicitation shall be
processed through the City’s Procurement Director. Any deviation from this procedure
may result in the disqualification of the proposal or the cancellation of any contract
resulting from this Solicitation. Requests for interpretation of this Solicitation and any
other questions concerning the Solicitation shall be made in writing, and addressed to the
City’s Procurement Director, 75 Calhoun Street, Suite 3500, Charleston, South Carolina
29401. Questions may be transmitted by fax, but it shall be the responsibility of the
sender to confirm receipt by the City. These requests must be submitted by the deadline
for written questions. Responses to said requests shall be made at the discretion of the
City’s Procurement Director. When issued, such interpretations and answers to such
questions shall be in the form of an addendum to the Solicitation which shall be posted on
the City’s website, www.charleston-sc.gov. All such addenda shall become part of the
Solicitation and each Offeror shall be bound by such addenda whether or not received by
the Offeror. The City of Charleston shall not be legally bound by any amendment or
interpretation that is not in writing.
20. EVALUATION PROCESS
During the evaluation process the City of Charleston reserves the right, where it may
serve the City of Charleston’s best interest, to request additional information or
clarification from Offerors, or to allow corrections of errors or omissions.
21. AWARD OF CONTRACT
A) Award of contract shall be made to the most responsive and responsible
Offeror(s) whose Proposal, conforming to the Solicitation, is most advantageous
to the City of Charleston, price and other factors considered.
B) The City of Charleston may, when in the best interest of the City, reject any or all
Proposals or waive technicalities or informalities in any Proposals received.
C) The City of Charleston shall be the sole judge of the suitability of the items or
services to be provided pursuant to this Solicitation.
D) The City may choose to award to more than one vendor if it is in the best interest
of the City.
E) Final approval may rest with members of the City Council for the City of
F) All things considered equal, a tie proposal will be resolved by the flip of a coin.
22. CONTRACT ADMINISTRATION
Questions or problems arising after award of this contract shall be directed to the
Contracts Coordinator by calling (843) 965-4184. Copies of all correspondence
concerning this contract shall be sent to the Contracts’ Coordinator, 75 Calhoun Street,
Suite 3500 Charleston, SC 29401.