26-P007W Horizontal Sidewalk Cutting Services

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
Proposal Number: 26-P007W Proposals will be received until: April 28, 2026 @ 11:30am
Proposal Title: Horizontal Sidewalk Cutting Services
Mailing Date: April 1, 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 seeks proposals responding to the Scope of Work for a Horizontal Sidewalk
Cutting 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 solicitation.
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 Proposal
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 Vera M. White no later
than 1:00pm on April 14, 2026. Questions may either be faxed to 843-724-7354 or emailed to
Vera M. White, whitev@charleston-sc.gov.
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GENERAL INFORMATION
INTRODUCTION
The City of Charleston, South Carolina is seeking proposals from qualified and experienced firms to
perform Horizontal Sidewalk Cutting services in accordance with the specifications outlined herein.
PROCUREMENT PROCESS
The RFP (Request for Proposal) is not a bid. In the event the City elects to negotiate a contract with
the successful Vendor, any contract 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 RFP, 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 Offeror 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 RFP. 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 1:00pm on
April 14, 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.
NON-ENDORSEMENT
If a Proposal is accepted, the successful Offeror shall not issue any news releases or other statements
pertaining to the award or servicing of the agreement that state or imply the City's endorsement of the
successful Offeror's product or services.
PROPRIETARY INFORMATION
If an Offeror does not desire proprietary information in the Proposal to be disclosed, the Offeror shall
identify all proprietary information in the Proposal. This identification will be done by individually
marking each page with the words "Proprietary Information" or "Confidential" on which such
proprietary information is found. If the Offeror fails to identify proprietary information, it agrees that
by submission of its Proposal that those sections shall be deemed non-proprietary and made available
upon request through the Freedom of Information Act.
UNAUTHORIZED COMMUNICATIONS
Respondents' contact regarding this RFP with employees or officials of the City of Charleston will
result in disqualification from this procurement process. Any oral communications are considered
unofficial and non-binding with regard to this RFP. The only authorized contacts for this procurement
are any designated Procurement staff.
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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 OFFERORS
Offerors may be disqualified for any of the following reasons:
* Reason to believe collusion exists among the Offerors
* The Offeror is involved in any litigation against the City
* The Offeror 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
SUSPENSION AND DEBARMENT
The Offeror 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 Offeror 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 RFP or the Vendor's proposal. The
City reserves the right to make a partial award or to split the award at its sole discretion.
CONTRACT TERMS
The initial term of the Agreement shall be for two (2) years. 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.
VENDOR'S DUTY TO INSPECT & 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 the RFP. 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 PROPOSALS
Proposals must be submitted to and received by the City no later than the date and time specified
within this RFP. Offerors mailing proposals should allow a sufficient mail delivery period to insure
timely receipt (April 28, 2026 @ 11:30am) of their proposal by the City. Proposals received after the
scheduled due date and time will not be considered. Proposals must be completed and delivered in
sufficient time to avoid disqualification for lateness due to difficulties in delivery. The time and date
stamp clock in the City Procurement Division is the official clock for determining whether submittals
are submitted on time. The City of Charleston is not responsible for delays in the delivery of mail by
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the U.S. Postal Service or private couriers. It is the responsibility solely of the Offerors to ensure that
its proposal reaches the City of Charleston Procurement Division, by the designated date and time.
Proposals received after the scheduled due date and time will not be considered.
Late Proposal documents will not be accepted under any circumstances.
PROPOSAL SUBMITTAL REQUIREMENTS
To assure similarity in proposal presentation and allow the Selection Committee to easily compare
competing proposals, Offerors shall include, in the order described, the material indicated below. It is
not the intent of the City of Charleston to constrain Offerors with regard to content, but to assure that
the specific requirements set for in this RFP are addressed in a uniform manner amenable to Evaluation
and Selection Committee review. Offerors may include additional information sections or appendices
if desired, to present additional pertinent information. Offerors should submit information in a concise
and responsive manner for every requirement. Non-responsive or incomplete submittals or inability to
meet City requirements set forth may lead to disqualification of the Offeror's submittal.
Only information presented in the Proposal will be used to evaluate the submittals. Responses
shall be completed in accordance with the requirements in the RFP. Statements made by an
Offeror shall be without ambiguity.
Specific Requirements
Proposals should be as thorough and detailed as possible so that the City may properly evaluate the
Offeror's capabilities to provide the required services. Offerors are required to submit the following
items as a complete proposal:
Complete response to RFP, signed, completed and submitted as required with a detailed outline
experience with similar work.
The submission of the detailed pricing sheet.
Sealed package marked on the outside with the Offeror's name, address, and the solicitation
number.
All submittal forms.
PROPOSAL FORMAT
Proposals are to be prepared in a manner design to provide the Selection Committee with a
straightforward presentation of the capability to satisfy the requirements of this RFP.
All documentation submitted with the proposal shall be in a single volume. Documentation must be on
8 12 x 11 pages.
Include the following items:
o RFP Cover Page listing title of project, RFP number, date of submittal, and name of company
o List of lead contact(s) for the City
o List of Qualifications and References: provide at least (4) municipal projects for a client in the past
year. References are provided with accurate and up-to-date contact information. *Reference form
is provided.
o Acknowledgement of any issued Addenda
o Proposal must be signed by an official authorized by the vendor's company to contractually bind
the vendor.
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RESPONSE FORMAT AND ORGANIZATION
To assure similarity in proposal presentation and allow the evaluation team to easily compare
competing proposals, Offerors shall include, in the order described, the material indicated below. It is
not the intent of the City to constrain Offerors with regard to content, but to assure that the specific
requirements set forth in this RFP are addressed in a uniform manner amenable to Evaluation and
Selection Committee review. Offerors may include additional sections or appendices if desired, to
present additional pertinent information. Offerors should submit information in a concise and
responsive manner for every requirement and every question. Non-responsive or incomplete answers
to information requests and/or City requirements may lead to disqualification of the Offeror's
submittal.
REQUIRED FORMS AND SIGNATURE PAGES
Offerors shall include as an appendix, all ancillary forms required in this Request for Proposal (RFP).
Required forms include, but are not limited to the following:
* RFP Cover Page
* Certificate of Familiarity
* Any Addenda
COMPLETION OF REPONSES
Only information presented in the Proposal will be used to evaluate the services requested that best fits
the needs of the City. Responses shall be completed in accordance with the requirements of this RFP.
Statements made by an Offeror shall be without ambiguity, and with adequate elaboration, where
necessary, for clear understanding.
QUANTITY AND IDENTIFICATION OF PROPOSALS SUBMITTED
Each vendor must submit the following:
o One (1) original un-bound, single-sided Proposal labeled as "ORIGINAL"
o Six (6) bound, double-sided Proposals
o One (1) electronic copy on a flash drive. Please have submittal on flash drive divided into two
documents: 1) the proposal; and 2) the cost.
o The Vendor must mark on the envelope or box containing the proposal the follow information:
"26-P007W Horizontal Sidewalk Cutting Services"
o Note the RFP identification number on the outside of the envelope or box
o All Proposals, including original, copies and the flash drive, shall be submitted together in one
envelope or box
o Proposals must be submitted by mail or hand delivered to City of Charleston, Procurement
Division, 2 George Street, Suite 3600, Charleston, SC 29401, ATTN: 26-P007W
No more than one proposal may be submitted by any Vendor.
PROPOSAL EVALUATION PROCESS
An Evaluation and Selection Committee will be established to evaluate the Proposals and select a
proposal which represents the best value to the City. The Evaluation and Selection Committee will be
comprised of City personnel and any other persons as designated by the City. This Committee will
determine the responsiveness and acceptability of each proposal. The Evaluation and Selection
Committee may request additional information from Offerors.
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The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received in
response to this RFP. Each Proposal received will first be analyzed to determine overall
responsiveness and completeness to this RFP. Each Proposal will then be evaluated based on each of
the criteria as outlined in Proposal Evaluation Criteria Factors, and after which identified as either
reasonably qualified or unqualified. A Proposal may be declared unqualified if it clearly fails to
demonstrate, in any of the listed areas, a standard that the City believes necessary to meet the
requirements set forth in this RFP.
Following their review of all submitted Proposals, the Selection Committee may select a shortlist of
the highest ranked reasonably-qualified Offerors. Shortlisted Offerors will be invited to present their
Proposal to the Evaluation and Selection Committee.
After the proposals are evaluated, the City will determine whether formal presentations and interviews
are necessary, and if so, which vendors may be invited to make a formal presentation and/or sit for a
panel interview. The City may choose not to require formal presentations or interviews. The City may
choose to contact officials from other jurisdictions regarding the vendor, their prior work experience
and their ability to successfully complete the scope of services. The City may request clarification or
additional information from a specific vendor in order to assist in the City's evaluation of a proposal.
Finally, the City may require changes in the scope of services as deemed necessary by the City, before
execution of the contract.
PROPOSAL EVALUATION CRITERIA FACTORS
The following weighted criteria will be used to evaluate the Proposals for purposes of selecting the
Offeror(s) to negotiate with or to shortlist.
Criteria Factors
* Ability to provide services required
* Company's Qualifications/Qualified Staff
* Company History/Stability/Bonding Ability
* Past Experiences
* Quality/Clarity and Completeness of Proposal
* Cost
It is the Offeror's responsibility to effectively communicate their qualifications, services, and products
to the City by thoroughly responding to each requirement contained in this RFP.
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Technical Specifications for Sidewalk Repair and Prequalification of Contractors
Contractor must provide detailed information and references on at least 3 trip hazard removal projects
completed in the past 12 months listing for each project; customer contact information, total square
feet of removed trip hazards, and number of person days to achieve total square feet removed, all of
which demonstrates contractor's ability to meet the City's required specifications and timeline.
Contractor must show proof of qualifications (experience, tools and equipment) as to repair process,
equipment, hazard measurement and recording, and reporting capability to verify that required repair
specification can be consistently achieved.
Contractor must repair all sidewalk trip hazards from 1/4" to 2" in height in designated work areas
using a minimum repair slope of 1:8.
Contractor's resulting repair surface must not be rounded or concave, must have a uniform appearance
and texture, and must consistently achieve specified slope on every repair.
Contractor's hazard repairs may not leave ridges or grooves that could hold water and prevent drainage
of rainwater or irrigation.
Contractor must remove hazards completely, from one end of the raised sidewalk joint to the other
where applicable. Repairs must be completely flush to any abutting obstacle such as a retaining wall,
and must leave a zero point of differential between adjacent slabs.
Contractor must repair each sidewalk trip hazard without damage or visible markings to adjacent
slab(s) or curb(s).
Contractor must not cause any damage to landscaping, retaining walls, curbs, sprinkler heads, utility
covers or other objects adjacent to sidewalks. If the contractor and/or contractor's equipment does
cause damage to above, the City must be notified immediately and damages must be repaired at the
contractor's expense within 24 hours of the time the damage occurred.
Contractor may not use any type of "fill" material.
Contractor must make provisions to insure horses are not spooked when working in areas where horse
drawn tours are operating.
Contractor must employ a dust containment system 100% of the time which minimizes dust and
prevents dust run-off into storm drains.
Contractor may NOT use water to eliminate dust, as it causes "slurry" runoff.
Contractor must completely and immediately clean up and recycle all debris after each hazard is
repaired.
Sidewalk repair equipment and all other items incidental to the work shall not be left or stored on the
sidewalk or on private property while not in use.
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Contractor must guarantee that the City's specified 1:12 or 1:8 repair slope is achieved on every repair.
If defined slope is not achieved, contractor must repair to specification at no additional charge within
72 hours of discovery.
Contractor must electronically submit a minimum of a weekly summary itemizing each trip hazard
repaired, which are to be reported in square feet and include at least the following:
a. The physical location (address, light pole #, etc.) of each repair
b. The itemized cost for each repaired hazard
c. The specific hazard height - both high side and low side measurement - in 8ths of an inch
d. The total width of actual repair in inches.
e. The total surface area of the "treated" or repaired portion of the slab shall also be reported in
square feet. For reporting and payment purposes, the treated or repaired surface area will in all
cases be the minimum square feet necessary to precisely meet all other conditions of the repair
including required slope (see note1)
f. Savings generated vs. cost of replacing the slab to remove the hazard
Note 1: In all cases, the "treated" or actual surface area of the trip hazard repair IS NOT equal to the
total square feet of that slab.
Example 1: Using a 1:12 repair slope, a trip hazard that measures 1/2 inch across an entire 4 foot
wide sidewalk would yield 2 "treated" square feet (surface area of the repair) on a 4x4 sidewalk panel
whose total square feet is 16. (See Figure 1)
This is calculated as follows:
Using a 1:12 repair slope: average height is 0.5 inches (12 + 12 divided by 2) x width of 4 feet yields 2
square feet of repaired surface area.
Note: This 2 square feet of treated surface area would need to be multiplied by .667 to compute actual
square feet of a repair when using a 1:8 repair slope since a repair with 1:8 slope has 50% less
"treated" surface area than a repair with 1:12 repair slope.
Example 2: Using a 1:12 repair slope, a .5 inch trip hazard that tapers to a zero point at 2 feet width,
would yield 0.5 square feet of treated repair calculated as follows:
Average height is .25 inches (12 + 0 divided by 2) x 2 ft. width = 0.50 square feet
In both examples, the actual "treated" surface area of the repair is the removed concrete and is
substantially less than the total square feet of the slab containing the hazard (16 square feet).
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#26-P007W Vendor: _____________________________________
Unit Cost to Repair Slope per treated square foot
1:8 Sloped Repair $__________________
1:12 Sloped Repair $__________________
*Please list any other cost that may apply to this RFP (itemized).
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Proposal Number: 26-P007W Proposals will be received until: April 28, 2026 @ 11:30am
Proposal Title: Horizontal Sidewalk Cutting Services
Mailing Date: April 1, 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 proposal, 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 proposal response is made without prior understanding, agreement, or connection with
any corporation, firm or person submitting a proposal for the same materials, supplies, equipment or
services in all respects, fair and without collusion or fraud. I agree to proposal by all conditions of this
solicitation and certify that I am authorized to sign this proposal. 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 Telephone Number/Toll Free Also (If Available)
_____________________________________ ______________________________________
Remittance Address Fax Number
_____________________________________ ______________________________________
City, State, Zip Date
_____________________________________ ______________________________________
Federal Tax ID (FEIN)/SS Number SC Sales Tax Number
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