Street Side Mowing

FY 25-26
CITY OF HANAHAN
Request for Proposal
Street Side Mowing
Solicitation #COH-4152026
Submissions due by: 12p.m., Wednesday, May 13, 2026

CITY OF HANAHAN REQUEST FOR PROPOSALS
Street Side Mowing -
THE CITY OF HANAHAN hereinafter referred to as the (COH), is accepting PROPOSALS for Street Side Mowing.
The City of Hanahan is seeking bids from qualified licensed contractors to provide street side mowing, edging,
and trimming, along Murray Drive, Yeamans Hall Road, Railroad Avenue and Williams Lane in the City limits
of Hanahan.
All bids shall be hand delivered or mailed via U.S. Mail or UPS/FedEx. Bids must be submitted with two
(2) originals and one copy addressed to:
City of Hanahan - Street Side Mowing - #COH-4152026
Purchasing Department
Attn: Robyn Brown
1255 Yeamans Hall Road
Hanahan, SC 29410
OWNERS RIGHTS: The COH reserves the right to accept or reject any, all or any part of proposals received as
a result of this request, to waive any informalities or to cancel in part or in its entirety this request, if it is in its
best interest to do so. The COH will be sole judge as to whether proposals submitted meet all requirements. All
proposals submitted shall become the property of the COH. This solicitation does not commit the COH to award
a Contract, to pay any cost incurred in the preparation of proposals or to procure or Contract for goods or services.
The COH reserves the right to interview all or any of the responding firms to this RFP. All proposals must
provide satisfactory evidence of ability to furnish services in accordance with the terms and conditions outlined
in the solicitation.
IT IS MANDATORY THAT THE CONTRACTOR SCHEDULE AN APPOINTMENT TO VIEW THE
WORKSITES PRIOR TO SUBMITTING A BID. PLEASE EMAIL THE CITY OF HANAHAN RECREATION
AND PARKS DEPARTMENT AT DSTEWART@CITYOFHANAHAN.COM FOR AN APPOINTMENT.
APPOINTMENTS MUST BE COMPLETED BY MAY 1, 2026. APPOINTMENTS CAN BE SCHEDULED
MONDAY-FRIDAY 7:30AM-3:30PM.
Please email Danny Stewart at dstewart@cityofhanahan.com with any questions. All questions must be in
writing via email and received by May 6, 2026.
Daniel Stewart
Recreation & Parks Director
Email: dstewart@cityofhanahan.com
Phone: (843) 813-5117
Upon award of Contract, the COH will supervise and authorize payments and acceptance of the Contract.
DEADLINE TO SUBMIT: PROPOSALS must be received by Wednesday, May 13, 2026 at 12 p.m.
NOTE: Interested parties may download PACKAGE from COH website at
https://www.cityofhanahan.com/administration/page/bids-rfps-rfqs
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City of Hanahan Solicitation Street Side Mowing
Number Robyn Brown
PURCHASING
COH-#4152026 Purchasing Agent
1255 Yeamans Hall Road
PRICE PROPOSAL SUBMITTAL FORM Hanahan, SC 29410
RBrown@cityofhanahan.com
**********INSTRUCTIONS **********
AWARD&
SUBMIT: Two originals (2) plus a COPY, please use this page (page 3) as your SUBMITTAL FORM, this form must be signed. Please
AMENDMENTS
show Contract solicitation number on envelopes. List of solicitations and award can be requested by email to RBrown@cityofhanahan.com.
NAME OF BIDDER (Full legal name of business submitting the offer) OFFEROR'S TYPE OF ENTITY: (Check one)
Sole Proprietorship Partnership Corporation ____State of
Inc.
AUTHORIZED SIGNATURE
Government entity (federal, state, or local) Other
DBE/MBE SC RESIDENT VENDOR
Person signing must be authorized to submit binding offer to enter Contract on behalf of Bidder CERTIFICATE OF INSURANCE ENCLOSED
named above. My signature indicates my agreement to be bound to the terms and conditions
contained herein.
___________________ ________________________
TITLE (Business title of person signing above)
TAXPAYER ID DUNS Location
ACKNOWLEDGEMENT OF ADDENDUMS:
ADDENDUM #1 ADDENDUM #2
PRINTED NAME (Printed name of person signing above) DATE
BIDDER'S ADDRESS CITY/STATE ZIP CODE
PHONE FAX E-MAIL
I hereby certify that my below price includes cost for permits, fees, personnel, supervision, labor, materials and equipment required for Street Side Mowing in accordance with
all terms, conditions and specifications contained herein.
PROPOSED
COST: $_____________________________________________
My signature indicates that this offer may not be revoked or withdrawn after the time set for the opening of bids but shall remain open for acceptance for
a period of sixty (60) days following the bid date.
Signature of Bidder/Vendor:
ACCEPTED BY: ________________________________________________________________
Robyn Brown DATE
Purchasing Agent, City of Hanahan
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SECTION I
The purpose of this REQUEST FOR PROPOSAL is to seek a qualified Vendor for Street Side Mowing.
SCOPE OF WORK:
This work includes routine mowing of vegetation for the City of Hanahan maintained street system. The
work shall include furnishing all labor, equipment, materials, and transportation for completion of the
work.
GENERAL
1. PREPARATION: Prior to each mowing, all trash, sticks and other unwanted debris should be
removed from mowing area.
2. MOWING: The grass area is to be mowed weekly from beginning of mowing season to the end
of mowing season (estimated time - March 1 to November 30). Mowing shall be completed with
sharp mower blades to avoid frayed plant tips. Blowing of grass clippings into the streets, storm
drains, and travel lanes is not permitted.
3. LANDSCAPING: Landscaping services are needed to properly maintain the landscaping beds along Yeamans Hall Rd
from Sledge Street to Remount Road. This includes trimming, pruning, weed, and ant maintenance to the beds. Beds
should be free of trash and kept neat. PINESTRAW SERVICES ARE NOT NEEDED. (This will be done weekly year
around)
4. CLEANUP & DAMAGE: After mowing, all areas should be left neat and clean. The contractor
will be held responsible for any damage created during the mowing operation.
5. EQUIPMENT REQUIREMENTS: The contractor shall have commercial grade equipment in
the performance of the contract.
6. EQUIPMENT INSPECTION: will be required before the award of the contract. Equipment
should be clean (free of weed seed), well-maintained and in good working order. If equipment
malfunction does occur; every attempt shall be made to remove equipment in a timely manner. If
equipment malfunction results in leakage of lubricants and/or oils, the contractor will be
responsible for the immediate containment and clean-up of any lubricants and/or oils.
7. WEATHER LIMITATIONS: Mowing operations are expected to take place weekly unless
conditions are too wet or too dry and would cause harm to the landscape. During such times, the
mowing contractor and an authorized city employee should discuss alternative mowing schedules and
come to an amicable agreement on the mowing schedule. All mowing that is rendered impractical will
be reduced from the contract price or addressed with additional mowing times per week as needed.
8. SAFETY: All work should be performed in a manner that is safe to the operators, the occupants
and any pedestrians, and meet MUTCD standards for work zone safety and OSHA standards for
personal protective gear. The contractor will be required to provide all necessary equipment and
items.
9. SCHEDULING: After contract award, a mowing schedule, and a process for documentation of
work will be established by the Contractor and city staff.
10. This proposal will be good for three (3) years and is expected to start in July 2026.
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Minimum Qualification Requirements:
* Must have a current South Carolina Pesticide Applicator License.
* Must have been in business for a minimum of ten (10) years with experience in landscaping.
* Must have a full understanding of the requirement level for properly landscaping beds.
* Must provide at least 3 references of similar type work.
This document will serve as the Contract, by signing Page three (3) of this document, Bidder's signature verifies
familiarity with information contained within this entire solicitation and applicable amendments, and verifies to
the City, Bidder to be true and correct. Bidder certifies that offer is made without prior understanding, agreement,
or connection with any corporation, firm or person submitting for the same materials, supplies or equipment or
service, and is in all respects, fair and without collusion or fraud. Bidder agrees to abide by all conditions of this
solicitation and certifies that he/she is authorized to sign. Bidder affirms that by submission of a signed
agreement, he/she certifies, under penalties of perjury, that said firm complies with section 12-54-1020(B) of
the SC Code of Laws 1976, as amended, relating to payment of any applicable taxes.
**ADDENDUMS: All Addendums to and interpretations of this solicitation shall be in writing from the Purchasing
Agent with the COH. Any errors or omissions requiring correction shall be brought to the Purchasing Agent's
attention immediately. The Purchasing Agent shall not be legally bound by any Addendum or interpretation that is not
in writing. Any withdrawal request must be received by the due date and time, as specified in the document. It is the
Bidder's sole responsibility to ensure that these documents are received by the Purchasing Agent (or office) any time
prior to the advertised deadline. COH assumes no responsibility for any claim that information is not complete
or fairly disseminated.
CERTIFICATE OF INSURANCE: A copy of your 'Certificate of Insurance' must be submitted with your
Proposal. For any CONTRACTOR visiting on-site in the COH, providing consulting, evaluation or other
services, for the protection of the COH, CONTRACTOR shall maintain throughout the performance of its
obligations under this Agreement a policy or policies of WORKER'S COMPENSATION INSURANCE with
such limits as may be required by law, and a policy or policies of GENERAL LIABILITY INSURANCE with
limits sufficient to cover any loss or potential loss resulting from this Contract insuring against liability for injury
to and death of persons and damage to and destruction of property arising out of or based upon any act or omission
of the CONTRACTOR or any of their respective officers, directors, employees or agents and a policy or policies
of AUTOMOBILE LIABILITY INSURANCE with such limits as may be required by law insuring against
liability for injury to and death of persons and damage to and destruction of property arising out of or based upon
any act or omission of the CONTRACTOR or any of its Contractors or their respective officers, directors,
employees or agents while operating their vehicle(s) on the COH property.
COMPETITION: This solicitation is intended to promote competition. If the language, specifications, terms
and conditions, or any combination thereof restricts or limits the requirements in this solicitation to a single
source, it shall be the responsibility of the interested Bidder to notify the Purchasing Agent in writing so as to be
received five (5) days prior to opening date. The solicitation may or may not be changed but a review of such
notification will be made prior to award.
CONTRACT ADMINISTRATION: Questions or problems arising after award of this contract shall be directed
in writing to the COH Purchasing Office, 1255 Yeamans Hall Road, Hanahan, SC 29410.
CORRECTION OF ERRORS ON RESPONSE FORM(S): All prices and notations should be printed in ink
or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the
proposal/bid. Erasures or use of typewriter correction fluid may be cause for rejection. No proposal/bid shall be
altered or amended after specified time for reviewing.
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DEFAULT: In case of default by the Contractor, the COH reserves the right to purchase any or all services in
default in the open market. The defaulting contractor shall not be considered a responsible proposal
submitter/bidder until the assessed charge has been satisfied.
a) Compliance with Laws. Contractor agrees to comply with any applicable federal, state and local laws and
regulations.
b) Termination--Breach. Should Contractor fail to fulfill in a timely and roper manner its obligations under
this contract or if it should violate any of the terms of this contract, the COH shall have the right to
immediately terminate the contract. Such termination shall not relieve Contractor of any liability to the
COH for damages sustained by virtue of any breach by Contractor.
c) Termination--Funding. Should funding for this contract be discontinued, the COH shall have the right to
terminate the contract immediately upon written notice to Contractor.
d) Termination--Notice. the COH may terminate this contract at any time upon written notice to Contractor.
e) Warranty and Responsibilities. Any failure of Contractor to provide goods or services or otherwise
perform pursuant to this contract, including, without limitation, interruption or delay, that is due to failure
of any services, individually or in combination, to successfully transition and/or to provide correct results
as set forth in this document, shall not be force majeure, and shall be a breach of this contract. This applies
to any failure of Contractor to perform and/or subcontractors that are due to perform any services,
individually or in combination.
DISPUTES: The laws of South Carolina shall govern this Agreement.
EQUAL OPPORTUNITY: Contractor is referred to and shall comply with all applicable provisions, if any, of
Title 41, Part 60 of the Code of Federal Regulations, including but not limited to Sections 60-1.4, 60-4.2, 60-4.3,
60-250.5(a), and 60-741.5(a), which are hereby incorporated by reference.
FALSE CLAIMS: According to the S.C. Code of Laws 16-13-240, "a person who by false pretense or
representation obtains the signature of a person to a written instrument or obtains from another person any chattel,
money, valuable security, or other property, real or personal, with intent to cheat and defraud a person of that
property is guilty" of a crime.
FIXED PRICING REQUIRED: Any pricing provided by contractor shall include all costs for performing the
work associated with that price. Contractor's price shall be fixed for the duration of this Contract, including
option terms, if any. This clause does not prohibit contractor from offering lower pricing after award.
INDEMNIFICATION: Any term or condition is void to the extent it requires the City to indemnify anyone.
MAINTENANCE AND RESTORATION: It shall be the Contractor's responsibility to keep the site neat and clean for
duration of Contract. All waste materials and unnecessary construction equipment shall be removed from the site.
Contractor shall be responsible for repair of damage to public and other private lands resulting from any work performed
under the Contract.
NON-APPROPRIATIONS: Any contract entered into by COH or its departments, institutions, agencies,
political subdivisions or other entities resulting from this bid invitation shall be subject to Cancellation without
damages or further obligation when funds are not appropriated or otherwise made available to support
continuation of performance in a subsequent fiscal period or appropriated year.
CONTRACT MANAGEMENT: Contractor shall be responsible for coordinating all work with the COH
Purchasing Agent or Authorized Management, including (but not limited to); pay requests, change orders or
anticipated delays, progress updates.
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PROTECTION OF HUMAN HEALTH & THE ENVIRONMENT: The COH requires all contractual
activities to be in compliance with local, state, and federal mandates concerning "Protection of Human Health
and Environment". Any contractor doing business with the City will be required to document compliance and to
specify prudent practices used by the contractor to address applicable mandates including, but not restricted to
"The Hazard Communication Standard" OSHA CFR 1910.1200 (SC article 1,71-1910.1200). By submission of
this proposal, the vendor agrees to take all necessary steps to ensure compliance with these requirements.
PUBLICITY: Contractor shall not publish any comments or quotes by the COH employees or include the City
in either news releases or a published list of customers, without the prior written approval of the City
Administrator.
REJECTION/CANCELLATION: The COH reserves the right to accept or reject any, all or any part of
proposals received as a result of this request, or to cancel in part or in its entirety this request if it is in the best
interest of the City to do so. The City of Hanahan will be sole judge as to whether offers submitted meet all
requirements contained in this solicitation. The COH will not be responsible for any cost incurred in the
preparation of proposals. The COH reserves the right to negotiate final price subsequent to the submission of qualified
proposals. All statements shall become the property of the COH upon submission by Bidder.
RESTORATION OF PROPERTIES & EXISTING CONDITIONS: The Contractor shall be solely
responsible for the continuity of service and shall maintain a safe and satisfactory operating condition for the
duration of this Contract. The Contractor shall exercise every precaution to avoid damage to property and shall
take all necessary precautions to prevent damage and/or take necessary action in the event of damage during
HVAC/Contract work. It shall be the Contractor's responsibility to keep the site neat and clean during the
duration of the Contract. At no time shall the Contractor allow any piece, part, pile, pool, or other collection of material
be left in such allocation that would pose a hazard to persons in the work area.
The contractor shall actively exclude unauthorized persons from the work area. Contractor (and all approved sub-
contractors) shall be appropriately licensed for the work proposed. The successful contractor shall also be
responsible for obtaining any and all permits required. The contractor shall maintain all necessary insurance for
any damages to material or persons, including employees. The Contract will be authorized for payment upon
satisfactory inspection by the Contract Manager. Any claims for additional work, beyond the given scope will be
ineligible for payment unless prior approval is given by the COH.
RESTRICTIONS APPLICABLE TO BIDDERS: Violation of restrictions may result in disqualification of
your offer, suspension or debarment, and may constitute a violation of the SC state Ethics Act. (a) After issuance
of the solicitation, you agree not to discuss this procurement activity in any way with the Using Governmental
Unit or its employees, agents or officials. All communications must be solely with the Procurement Director or
designee. This restriction may be lifted by express written permission from the Procurement Director. (b) Unless
otherwise approved in writing by the Procurement Director you agree not to give anything to any Using
Governmental Unit.
TERMINATION: Subject to the conditions below, the Contract may be terminated for any reason by the
Procurement Office providing a 30-day advance notice in writing is given to the contractor.
*For Convenience - In the event that this Contract is terminated or canceled upon request and for the convenience
of the COH without the required thirty (30) day's advance written notice, then the COH may negotiate reasonable
termination costs, if applicable.
*For Cause - Termination by the COH for cause, default or negligence on the part of the contractor shall be
excluded from the foregoing conditions; termination costs, if any, shall not apply. The thirty- (30) days advance
notice requirement is waived and the default clause in this solicitation shall apply.
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SECTION II
SPECIAL TERMS & CONDITIONS
Contractor Qualifications
1. All proposals must include key personnel who will be assigned to this Contract.
2. All Bidders shall be licensed and certified to deliver within the applicable Contract jurisdiction(s).
3. List all pertinent certifications and qualifications that may be related to this Contract.
4. Contract Approach - Description of pertinent aspect of approach to this Contract that may provide positive
differentiation from other submitted proposals.
5. Provide references for similar Contracts which are ongoing or have been completed within the last five (5) years.
6. Provide 2 Originals (plus 1 copy) of your submission/offer.
7. Attach cover letter and executed Price Proposal, with your bid proposal.
8. This proposal will be good for three (3) years and is expected to start in July 2026.
AWARD CRITERIA: The City intends to select and retain a contractor whose response to this "Request for Proposal"
best demonstrates ability to perform and comply with requirements herein. Requirements are not intended to be restrictive
but indicate minimum requirements necessary The COH will determine if minor deviations are acceptable. All work will
be performed in accordance with applicable local, state and federal requirements. Unless stated otherwise herein, the basic
and governing language of the Contract resulting from this solicitation shall be comprised of the RFP documents, including
any attachments and Addendums, and page 3 signed. The highest ranked proposals may warrant an oral presentation. The
City reserves the right to interview all or any of the responding firms to this RFP. The City anticipates that it will award
contract(s) in a timely manner. All respondents shall be notified in writing of the final selection. The COH reserves the
right to accept or reject any, all or any part of offers received as a result of this request, to waive any informalities or to
cancel in part or in its entirety this request, if it is in the best interest to do so. The COH will be sole judge as to whether
proposals submitted meet all requirements. All proposals shall become the property of the COH. This solicitation does
not commit the COH to award a contract, to pay any cost incurred in the preparation of proposals or to procure or contract
for goods and services.
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