Town Hall Fence Project

BID REGISTRATION
You MUST register using this form in order to receive notice of any addenda to these documents.
Please fax the completed form to the Purchasing Division as soon as possible. It is the vendor's
responsibility to verify if addenda have been issued.
Bid Number and Title: 2026-04, UPDATED Town Hall Fence Project
Description: Provide labor and materials to remove existing fence and install new solid stained
horizontal privacy fence. See scope of work for full details. Pricing is to be for two styles of fencing.
Receiving Period: July 17, 2026, Prior to 2:00 p.m. (Please note that UPS and Fed EX do not
guarantee next day delivery before 2 pm in this zip code)
Bid Opening: July 17, 2026, 2:00 p.m.
This form is for bid registration only. Please scroll down for additional information.
BIDDER REGISTRATION
EMAIL OR FAX THIS FORM BACK IMMEDIATELY
EMAIL: BUILDING@TOWNOFEDISTOBEACH.COM FAX: (843) 869-3855
Carefully complete this form and mail or fax it to the Building Department. You must submit one form
for each bid that you are registering for.
Company Name: _______________________________________________
Contact Person: ________________________________________________
Mailing Address: _______________________________________________
City: State: Zip Code: ____________________________________________
Phone: Fax: E-mail: _____________________________________________
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Cut along the outer border and affix this label to your sealed bid envelope to identify
it as a "Sealed Bid". Be sure to include the name of the company submitting the bid
where requested. Sealed bids will not be accepted via email.
SEALED BID DO NOT OPEN
SEALED BID NO.: 2026-04 _______________
BID TITLE: UPDATED Town Hall Fence Project.
DUE DATE/TIME: July 17, 2026, prior to 2:00PM
SUBMITTED BY: _________________________________
(Name of Company)
DELIVER TO: Town of Edisto Beach Building Department
2414 Murray Street
Edisto Beach, South Carolina 29438
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Town of Edisto Beach
Building Department
Bid #2026-04
UPDATED Town Hall Fence Project
The Town of Edisto Beach is seeking bids for the removal of existing fencing, clearing of the fence
area, and installing of a new horizontal privacy fence or vinyl privacy fence. A site plan is provided for
reference only, actual site conditions and measurements should be evaluated in-person prior to
placing a bid. Care should be taken surrounding landscaping and overhead power.
Sealed bids will be received in the Building Department, prior to July 17, 2026, 2:00p.m.. Bids will be
opened at 2:00p.m., July 17, 2026.
Attached are important instructions and specifications regarding responses to this Bid. Failure to
follow these instructions could result in Bid disqualification.
Bids may be mailed, express mailed or hand delivered to:
Town of Edisto Beach
Building Department
2414 Murray Street
Edisto Beach, South Carolina 29438
(843) 869-2505
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TABLE OF CONTENTS
Item Page
Bid Summary and Registration 1
Sealed Bid Label 2
Cover Sheet 3
Table of Contents 4
Bidder Instructions and General Information 5-8
Special Conditions 9-10
Scope of Work 11-15
Bid Sheet 16
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BIDDER INSTRUCTIONS AND GENERAL INFORMATION
BIDDER INSTRUCTIONS: To ensure acceptance of this bid, follow these
instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE BUILDING DEPARTMENT
PRIOR TO 2:00P.M. ON JULY 17, 2026. THERE WILL BE NO EXCEPTIONS.
1. EXECUTION OF BID: Bid must contain an original signature of an authorized representative in the
space provided on the signature page. Bid must be typed or printed in black ink. Erasable ink is
not permitted. Corrections made by bidder to any bid entry must be initialed by the person
who signs the bid.
2. BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered at the proper
time and place prior to the bid opening. All bid openings shall be public, at 2:00 p.m., on the
date specified in the Notice to Bidders. Bids, which for any reason are not so delivered, will
not be considered. BID SUBMITTAL FORMS USING FACSIMILE OR EMAIL WILL NOT BE
ACCEPTED.
NOTE: Bidders may call the Building Department for bid results or visit the Town's
website at www.townofedistobeach.com, under Services, Bids. The telephone number is
(843) 869-2505 extension 204. Bid files may be examined during normal working hours
by appointment.
3. TAXES: Bidders are responsible for the payment of any applicable taxes that are connected to the
purchase of any materials or subcontractors used in the execution of this bid.
4. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts
shall NOT be considered in determining the lowest net cost for bid evaluation purposes.
Bidders are encouraged to reflect cash discounts in the unit prices quoted.
5. MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid prices and
all instructions pertaining to the requirements of this bid. Failure to do so will be at bidder's
risk. In case of a mistake in extension of a unit price, the unit price will govern. Corrections
made by bidder to any bid entry must be initialed by the person who signs the bid.
6. INVOICING AND PAYMENT: The successful bidder shall submit a properly certified invoice to the
Town at the prices bid. An original invoice shall be submitted to the appropriate Accounts
Payable Department at 2414 Murray Street, Edisto Beach, South Carolina, 29438. For
alternate invoice submittals, please contact the Accounts Payable Department directly. The
vendor shall include the bid number and/or the purchase order number on all invoices.
Invoices will be processed for payment when approved by the user department.
7. CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any officer,
director or agent who is also an employee of the Town or any of their agencies. Furthermore,
all bidders must disclose the name of any Town employee who owns, directly or indirectly,
any interest of any amount in the bidder's firms or any of their branches.
8. WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished under this
bid shall be covered by the most favorable commercial warranty the bidder gives to any
customer for comparable services, and that the rights and remedies provided herein are in
addition to and do not limit any rights afforded to the Town by any other provision of this bid.
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9. ADDENDUM: Any changes in the bid shall be made in the form of a written addendum by the User
Department. No other person shall be authorized to make changes verbally or in writing. If an
addendum is issued, the addendum sheet must be signed by the bidder and faxed to (843)
869-3855.
10. LIABILITY: The vendor shall hold and save the Town, its officers, agents and employees harmless
from liability of any kind in the performance of this bid and against claims by third parties
resulting from the supplier's breach of contract or the supplier's negligence.
11. PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and save harmless
the Town and its employees from liability of any nature or kind, including cost and expenses
for, or on account of, any copyrighted, patented or non-patented invention, process, or article
manufactured and used in the performance of this bid. If the bidder uses any design, device or
material covered by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or cost arising from the use of such
design, device or material in any way involved in the work.
12. SEALED BIDS: All bid submittals must be completed and submitted in a sealed parcel. (DO NOT
INCLUDE MORE THAN ONE BID SUBMITTAL PER ENVELOPE. BID SUBMITTAL SHALL
INCLUDE ONE (1) ORIGINAL) The Original bid submittal(s) shall be submitted on the forms
provided by the Town of Edisto Beach. All bids are subject to the conditions herein; failure to
comply will subject bid to rejection. A listing of subcontractors is required with the sealed bid,
see the Special Conditions.
GENERAL INFORMATION
1. DEFINITIONS: The term "Town" means the Town of Edisto Beach, South Carolina, and its
authorized designees, agents or employees.
2. AWARD(S): The award of this bid shall be based on low bid meeting specifications and other
criteria as specifically called out in this document. As the best interest of the town may require,
the right is reserved to make award(s) by individual item, group of items or as indicated in the bid
form; to reject all bids or waive any minor irregularities or technicalities in bids received. The Town
will not accept the bid of vendors or contractors who are delinquent in the payment of taxes,
licenses, or any other money due by them to the Town. This solicitation does not commit the
Town to award a vendor or to pay for any costs incurred in the preparation of the bid; or to procure
or contract for any articles of goods or services. In determining the lowest responsive and
responsible bidder, in addition to price, the following may be considered:
a. The ability, capacity, equipment and skill of the bidder to fulfill the contract.
b. Whether or not the bidder can fulfill the contract within the time specified, without
delay or interference.
c. The character, integrity, reputation, judgment, experience and efficiency of the bidder.
d. The previous and existing compliance by the bidder with laws and ordinances relating
to the contract.
e. The sufficiency of the financial resources to fulfill the contract to provide the goods
and/or services.
f. The quality, availability and adaptability of the suppliers or contractual services to the
particular use required.
g. The ability of the bidder to provide future maintenance and service, as required or
needed.
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h. The number and scope of conditions attached to the bid.
i. Whether the bidder has failed to fully perform prior contracts to the Town's
satisfaction, or is past due, delinquent, or owes the Town any money of any type.
3. NON-CONFORMANCE TO BID CONDITIONS: Services not delivered as per delivery date in bid
and purchase order may result in bidder being found in default, in which event any and all re-
procurement costs may be charged against the defaulting vendor. This non-conformance to bid
conditions may result in immediate cancellation of the purchase order.
4. ASSIGNMENT: Any contract issued pursuant to this bid and the monies which may become due
herein is not assignable except with the prior written approval of the Town Administrator.
5. DISPUTES: In the event of any doubt or difference of opinion as to the methods provided herein,
or the level of performance rendered, the decision of the user department director shall be final
and binding on both parties.
6. PLACING OF ORDERS: The award of this bid does not constitute an order. Before any services
can be performed, the successful bidder must receive written or oral notification in accordance
with the practices of the User Department.
7. PRECEDENCE: Any requirement set forth in any section of the bid documents shall be binding as
if called for by all sections. If there is a difference in the terms anywhere in this document, the
most restrictive shall prevail.
8. ADDITIONS/REVISIONS/DELETIONS: Additions, revisions or deletions to the general
conditions, specifications or bid price sheets that change the intent of the bid will cause the bid to
be non-responsive and the bid will not be considered. The Town Administrator shall be the sole
judge as to whether or not any addition, revision or deletion changes the intent of the bid.
9. TERMINATION/SUSPENSION: The Town Administrator reserves the right to terminate or
suspend the award of this bid, in whole or in part, when it is in the best interest of the Town to do
so. The Town Administrator will notify the vendor, in writing, of any such action with notice of the
effective date of termination or suspension. This notice shall also specify the state of the work at
the time of termination or suspension. If the User Department determines that the performance
of the vendor does not comply with the bid requirements, the division may:
a. Immediately suspend the work; and
b. Notify the vendor of the non-performance with a requirement that the deficiency be
corrected within ten (10) days of notification.
10. PLANS AND SPECIFICATIONS: The specifications and other bid documents upon which the
prices in the vendor's bid proposal are based on, are hereby made a part of the purchase order by
reference hereto.
11. PERFORMANCE AND PAYMENT BOND: If a bond is required, it will be called out in the Special
Conditions section of the bid. The vendor shall furnish a performance and payment bond, in an
amount equal to the amount awarded, as security for the faithful performance and payment of all
the vendor's obligations under the bid documents. The bond shall remain in effect at least until
one year after the date when final payment becomes due, except as provided otherwise by Laws
or Regulations or by the bid documents. All bonds shall be in the form prescribed by the bid
document except as provided otherwise by Laws or Regulations, and shall be executed by such
sureties as are named in the current list of "Companies Holding Certificates of Authority as
Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies" as published in
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Circular 570 (amended) by Audit Staff, Bureau of Government Financial Operations, U.S. Treasury
Department and A.M. Best rated A VIII or better.
12. UNAUTHORIZED ALIEN(S): The vendor agrees that unauthorized aliens shall not be employed
nor utilized in the performance of the requirements of this solicitation. The Town shall consider
the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the
Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral
termination of this Agreement by the Town.
Employers may avail themselves of a program by the U.S. Immigration and Customs Enforcement
called E-Verify. E-Verify is an Internet-based system operated by U.S. Citizenship and
Immigration Services (USCIS), part of the Department of Homeland Security (DHS), in partnership
with the Social Security Administration (SSA). E-Verify is currently free to employers. E-Verify
provides an automated link to Federal databases to help employers determine employment
eligibility of new hires and the validity of their Social Security numbers.
If your company wishes to avail themselves of this program, you can register online for E-Verify at
https://www.vis-dhs. com/EmployerRegistration, which provides instructions for completing
the registration process. At the end of the registration process, you will be required to sign a
Memorandum of Understanding (MOU) that provides the terms of agreement between you as the
employer, the SSA, and DHS. An employee who has signatory authority for the employer can sign
the MOU. Employers can use their discretion in identifying the best method by which to sign up
their locations for E-Verify. To find out more about E-Verify, please visit www.dhs.gov /e-verify or
contact USCIS at 1-888-464-4218.
13. ANNUAL APPROPRIATIONS: The vendor acknowledges that the Town, during any fiscal year,
shall not expend money, incur any liability, or enter into any agreement which, by its terms,
involves the expenditure of money in excess of the amounts budgeted or the reduction of
revenues for those budgeted agreements that may be available for expenditure during such fiscal
year. Any agreement, verbal or written, made in violation of this subsection is null and void, and no
money may be paid on such agreement. Nothing herein contained shall prevent the making of
agreements for a period exceeding one year, but any agreement so made shall be executory only
for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years.
Accordingly, the Town's performance and obligation to pay under this agreement is contingent
upon annual appropriation.
14. The Town does not discriminate on the basis of race, color, national origin, sex, religion, age or
disability in employment or in the provision of goods and services.
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SPECIAL INFORMATION
1. CONTAMINATION: Any equipment that is leaking fuel, lubricant, coolant, hydraulic fluid or
any other hazardous material shall immediately be repaired by the Contractor to stop the
leak. The Contractor shall clean up and dispose of any leaked fluids according to all
applicable laws, ordinances, rules and regulations within 24-hoursof occurrence. All repairs,
removal, clean-up and/or disposal shall be at no cost to the Town.
2. PERMITS: The Contractor is responsible for obtaining all permits and licenses. The costs for
any permits or licenses shall be the responsibility of the Contractor.
3. SUBCONTRACTORS: The hiring of subcontractors is not anticipated by the Town. If the
bidder intends to hire a subcontractor, a listing will be required. All subcontractors will be
required to hold a current, valid Town of Edisto Beach business license.
4. SITE: The Contractor is responsible for removal and hauling of any debris generated by this
project. Power sources are not reliable throughout the site. Restroom facilities are available
for use during normal business hours at the Town Hall building . Safe site conditions should be
maintained as this area serves the general public and houses first responders.
5. INSURANCE: The Contractor is responsible for procuring and maintaining for the duration of
the contract insurance against claims for injuries to persons or damages to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, his agents, representatives, employees, or subcontractors. A Certificate of
Insurance evidencing referenced coverages is to be submitted to the Town of Edisto Beach
prior to being awarded any business. See attached Certificate of Insurance request for
minimum insurance requirements
6. BOND: A performance bond, executed by a surety company, in the amount equal to 100
percent of the contract price that does not include the cost of operation, maintenance, and
finance will be required for contracts in excess of $50,000.00. A payment bond, executed by a
surety company, in the amount equal to 100 percent of the contract price that does not
include the cost of operation, maintenance, and finance will be required for contracts in
excess of $50,000.00.
7. SAFETY: The Contractor is responsible for providing for the safety of all Contractor's or
subcontractors personnel working in the Project Area.
8. WORK AREA CLEAN-UP REQUIREMENTS
a. During the progress of the Work, the Contractor shall keep the premises and maintained
travel lanes free from accumulations of waste, discarded or surplus material, rubbish and
other debris or contaminates resulting from the Work.
b. Safe site conditions should be maintained as this area serves the general public and
houses first responders.
c. Following completion of the Work, Contractor shall remove all waste material, rubbish
and debris from and about the premises as well as all tools, appliances, construction
equipment, machinery and surplus material. The Contractor shall leave the site clean and
ready for occupancy by the Town at substantial completion of the Work.
9. WARRANTY: The vendor shall warrant against all defects in material and workmanship for a
period of one year after acceptance.
8. INVOICE PAYMENTS
a. By signing and submitting an invoice the Contractor certifies that all work and/or materials
have been completed in accordance with the Bid Documents.
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9. FINAL INVOICE: Payment of final invoice will be issued only upon final completion of the work
as signed off by the User Department and upon submission of any applicable releases of
liens, material documentation, warranties, etc.
10. HISTORICAL AND ARCHAEOLOGICAL: If historical or archaeological artifacts are
discovered at any time on the project site, the Contractor must notify the Town. The
Contractor shall follow any rules or requests from agencies with jurisdiction. If required to
stop work, delay work or perform extra work in the affected area, delays and additional costs
will be considered an unforeseen difficulty.
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