Project Design RFP

REQUEST FOR QUALIFICATIONS (RFP)
1. INTRODUCTION
By this Request for Proposal (RFP), the Town of Pendleton, South Carolina (the "Town")
is soliciting proposals from qualified firms, individuals, or organizations ("bidder") to
provide design-build services for the construction of a Fire Substation located within the
Pendleton Volunteer Fire Department service area.
The Town intends to enter into a contract to purchase with the successful bidder. It is
intended that this purchase be for both land and a building, either constructed, modified,
or sold, that meets the department's price and needs with little to no modifications. This
procurement will be conducted in accordance with the Town of Pendleton Procurement
Code and other applicable laws.
1. Method of Procurement
This is a request for proposal. The award will be given to the most responsible,
responsive, and qualified bidder, based on the factors outlined in Section 4 and
the final purchase cost. SELECTION CRITERIA. Cost is a factor in the ranking
of bidders and will be used to determine the final short-listed bidders. The
successful bidder will provide for the purchase of land and a building suitable for
use as a fire substation. The Town and Pendleton Fire Department reserve the
right to include modifications to the final award up to 15% of the value, or
$100,000, whichever is less.
Firms are advised that this evaluation and selection process is a competition
and not simply a prequalification. It is the intent of the Town of Pendleton to
award the contract to a single bidder.
2. Project Description
The Town of Pendleton is proposing to purchase a Pendleton Volunteer Fire
Department Substation that will then be transferred to the Pendleton Volunteer Fire
Department Board of Directors.
The project includes providing a site for the design and construction of a new, non-
staffed, approximately 5,000 to 8,000-square-foot pre-engineered facility.
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The structure is intended to provide services for fire operations, which at a minimum
shall include, but not be limited to:
* Housing a minimum of three (3) firefighting/medical apparatus
* Accommodating department staff offices and training/meeting facilities
* Communications/on-duty room during fire operations
* Storage for firefighting equipment and gear
* Facilitating required fire support mechanical operations for
hose/equipment cleaning and drying
* Facilitating required breathing air compressor operations
* Incorporate energy-efficient utilities and high-efficiency lighting.
* The building should have a minimum of 3 12x14 bay doors and bays
wide enough and deep enough to accommodate a ladder truck with
an approximate length of 45 feet. There shall be a minimum of 8 feet
of clearance between the rear of the ladder truck and any
obstructions.
* The Project must be located in Anderson County in the Pendleton
Station 2 district, located West of the existing station and no closer
than one mile. Shown in red on the attached map
* .
All design and construction dates will be finalized based on total project costs and
available funding options, if needed.
Attachment A: Current boundaries of the Pendleton Volunteer Station 2
response area.
Disclaimer
Bidders are advised that the Project(s) may include funding from federal, state, or other
grant sources that impose specific procurement, bidding, or contracting requirements.
By submitting a Request for Proposal, the Proposer acknowledges that additional
competitive bidding or procurement processes may be required during the course of
the Project(s) in order to comply with applicable grant funding restrictions or
regulations.
The selected bidder shall comply with and assist the Owner in meeting all grant-related
requirements, including participation in additional bidding processes, documentation,
and coordination necessary to ensure full compliance with funding agency rules. Such
requirements shall not be construed to limit the bidder's contractual obligations related
to project oversight, scheduling, cost management, or construction administration.
All phases are dependent on funding.
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2. SCOPE OF SERVICES
The selected bidder, as part of its required Scope of Services and prior to submitting its
proposal, will discuss and clarify with the operating department and the Town of
Pendleton the breakdown of the Agreement and the detailed cost components to address
the operating department's project requirements and refine the project schedule.
As required by the Agreement, and as properly authorized, provide the following
categories of services: develop and maintain estimates of probable construction cost,
value engineering, project schedules, and construction schedules; lead and manage the
Schematic Design, Design Development, Subcontractor Prequalification and Bidding
process, Construction Documents, Construction, and Closeout stages.
The Scope of Services for this project is as follows:
1. Preconstruction Phase Services:
* Schedule Development
* Site Selection Assistance
Evaluate Emergency Response Timing Factors
o
Evaluate Economic Feasibility
o
* Provide Public Education Support
In the event the final negotiated contract sum is greater than
o
the estimated project cost, the bidder will assist the Town in
researching funding options, including but not limited to
government grant opportunities and public meetings if local
taxes are required.
* Design Development
* Guaranteed Maximum Price (GMP) Proposal or Purchase Contract Amount
* Construction Documents
* Preconstruction Surveys
* State and Local Permits
2. Construction Phase Services:
* Construction Supervision
* Progress Schedule Reporting at regular Construction meetings on
the first and third Tuesday at 6:00 pm to be managed by the Town
Administrator, the Pendleton Fire Department Fire Chief, or their
designee. Full subcontractor responsibility for means and methods
of construction
* Project Safety
* Compliance with all required laws and regulations
* Testing and Inspection of all services
* Punch List
* Project Closeout
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A. Anticipated Schedule
DB Services Start
Construction Stage Start
Contract Completion
3. RFP Submittal Requirements:
Responses shall be organized in the following format and limited to 25 pages
maximum (excluding cover, table of contents, and forms).
1. Firm Information
a. Legal name, address, contact info, and type of organization.
b. Current bonding capacity (with letter from surety).
c. Insurance coverage (with certificate).
d. Provide in a separate sealed envelope marked confidential information the
following.
e. Business Address.
2. Relevant Experience
a. Project details: size, scope, budget, schedule, GMP/Purchase Price,
completion status, and owner references.
b. Local Experience: List any experience you have working in the region
surrounding the Town of Pendleton, to include Anderson County, Pickens
County, and Greenville County.
3. Project Team
a. Project Executive, Project Manager, Superintendent(s), and key staff.
b. Resumes of proposed team members.
c. Project org chart.
4. Project Approach
a. Approach to preconstruction and construction management.
b. Cost control, scheduling, quality assurance, and phasing in occupied
facilities.
5. References and Claims History
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a. Please provide a minimum of three (3) references, including contact
information: company name and the primary contact person's name, phone
number, and email address.
b. Disclose all litigation, defaults, or formal disputes within the last 7 years.
c. Financial Status with the Town of Pendleton: Do you have any outstanding
fees, invoices, or payments due to the Town of Pendleton? If yes, list with
specificity and the reason for the outstanding balance. (Keep to one page or
less.)
4. SELECTION CRITERIA
1. Evaluation will be based on:
a. Relevant Experience on Similar Projects - 25%
b. Project Team Qualifications - 25%
c. Project Approach & Methodology - 20%
d. Ability to Meet Schedule & Budget - 15%
e. References, Financials, & Claims History - 15%
f. Shortlisted firms may be invited to interviews before final selection.
5. PROCUREMENT SCHEDULE
a. RFP Issue Date: April 6, 2026
b. Pre-RFP Meeting (optional): April 17th, 2026, 2 PM in the Town Hall
Conference Room
c. Questions Due: April 24, 2026, at 5:00 P.M. EST.
d. Final Addendum for Clarification of Question May 1, 2026.
e. RFP Submittal Deadline: May 8, 2026, at 2 P.M. EST
1. RFP can be submitted in person or mailed to 310 Greenville St.,
Pendleton, SC 29670.
2. Submission must be sealed and clearly marked with the name of the
company submitting.
f. Anticipated Notice of Intent to Award: May 19, 2026
1. Contract Negotiation
2. Council Award May 19, 2026
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6. SUBMISSION INSTRUCTIONS
Each respondent must submit a sealed package containing an original and five
copies plus one (1) digital copy of its statement of qualifications to the Town of
Pendleton, Attn: Steve Miller, Town Administrator, at the address below, no later
than 2 PM on May 8, 2026. Proposals may be submitted in person, by messenger,
or by regular mail. All submissions will be logged in and date and time-stamped.
Any qualifications package that is received after the date and time specified
will be logged and date and time stamped as "late" and returned unopened to
the respondent.
Town of Pendleton
c/o Steve Miller
310 Greenville Street
Pendleton, SC 29670
Digital submittals should be provided on a flash drive as a single PDF file named
with the project name listed on the RFP and the firm's name.
Submissions received after May 8, 2026, at 2:00 P.M. EST will not be accepted.
Submissions received through email will not be accepted and will be deemed
unresponsive.
7. QUESTIONS
8. Submit all questions regarding this RFP in writing to Steve Miller, Town Administrator,
with the project number included in the subject line (no phone calls, please). All
questions submitted and their answers will be posted on the Town of Pendleton's
website as an addendum to this RFP. The name of the party submitting a question will
not be included in the Q&A document.
NO PHONE CALLS WILL BE ACCEPTED OR RETURNED
9. CONDITIONS & RESERVATIONS
A. Selection rights reserved. The Town reserves the right to reject any or all
submittals, waive informalities, and select the firm deemed most advantageous to
the Town. Submittals become the property of the Town.
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B. No contract. A respondent's submittal of a statement of qualification in response to
this RFP does not create any right in or expectation to a contract with the Town of
Pendleton, South Carolina. The Town reserves the right to add to, delete, modify or
enlarge this RFP, including any specifications and/or statements of work and terms
and conditions.
C. Failure to submit required information. Failure to submit all required information
may be determined as a non-responsive statement of qualification. The Town of
Pendleton will be the sole judge as to whether a statement of qualification has or
has not satisfactorily met the requirements of this RFP.
D. Additional information. The respondents are to include all applicable requested
information and may include any additional information they wish to be considered
pertinent to this solicitation.
E. Amendments, withdrawals, and mistakes. Offers, amendments or withdrawal
requests must be received by the time advertised as the RFP submittal deadline.
The respondent may withdraw a statement of qualification prior to, but not after, the
time set as RFP submittal deadline. Mistakes may be crossed-out and corrections
inserted adjacent thereto, which shall be initialed, in ink, by the person signing the
statement of qualification.
F. Confidential information. The respondents must clearly mark as "Confidential"
each part of their statement of qualification which they consider to be proprietary
information that could be exempt from disclosure under the South Carolina
Freedom of Information Act (SC FOIA) as set forth in Chapter 4, Title 30, of the South
Carolina Code of Laws, 1976, as amended. The Town of Pendleton reserves the
ultimate right to determine whether this information should be exempt from
disclosure, and the respondent agrees that no legal action may be brought against
The Town of Pendleton or its agents for its determination in this regard.
G. Assignment of Prequalification. The respondent shall not assign, sublet, or
transfer any relationship or engagement resulting from or related to this RFP without
the written consent of the Town. Any attempt by the respondent to assign, sublet, or
transfer any relationship or engagement resulting from or related to this RFP without
the written consent of the Town shall be void and without effect.
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H. Rules of Conduct and Prohibition of Gratuities. Contact with Town of Pendleton
council members, or Town of Pendleton employees other than the contact person
listed above, is prohibited and may result in the respondent being deemed
unqualified. The South Carolina rules governing ethics of public officials, and
specifically, the rules set forth in Article 7 of Chapter 13 of Title 8 of the Code of
Laws of South Carolina, 1976, as amended, are adopted herein by this reference as
if set forth in their entirety. By submission of its signed statement of qualification,
the respondent certifies that the respondent is in compliance and will comply with
Article 7 of Chapter 13 of Title 8 of the Code of Laws of South Carolina, 1976, as
amended.
I. Statement of Assurance, Legal Compliance and Non-Collusion. To be eligible for
consideration, respondents shall certify in writing that the company, firm, or agency
represented in the statement of qualification submitted complies with all applicable
federal and state laws/regulations and Town ordinances. Respondents shall provide
a written Statement of Assurance, Legal Compliance and Non-collusion, a copy of
which is attached hereto as Form 4, along with other required statements and
certifications.
J. Publicity Releases. The successful respondent agrees not to refer to selection in
commercial advertising in such a manner as to state or imply that the products or
services provided are endorsed by The Town of Pendleton. The respondent shall not
have the right to include the Town of Pendleton's name in its published list of
customers without prior approval of the Town of Pendleton. With regard to news
releases, only the name of the Town of Pendleton, type and duration of contract may
be used and then only with prior approval of the Town of Pendleton. The respondent
also agrees not to publish, or cite in any form, any comments or quotes from Town
of Pendleton staff.
K. South Carolina Law Clause. The successful respondent shall at all times comply
with the laws of South Carolina, and such person or entity must be authorized
and/or licensed to do business within South Carolina. By submittal of a signed
statement of qualification, the respondent agrees to subject itself to the jurisdiction
and process of the courts of the State of South Carolina.
L. Unauthorized Aliens and Public Employment. By submittal of a signed statement
of qualification, the respondent is hereby certifying that the respondent is in
compliance with Chapter 14 of Title 8 of the South Carolina Code of Laws, 1976, as
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amended, or that this law is inapplicable to the respondent and the respondent's
subcontractors. The successful respondent agrees to provide the Town of Pendleton
with any documentation required to establish either: (a) Chapter 14 of Title 8 of the
South Carolina Code of Laws, 1976, as amended, is inapplicable to the successful
respondent or any subcontractor or sub-subcontractor of the successful
respondent; or (b) the successful respondent and any subcontractor or sub-
subcontractor of the successful respondent is in full compliance with Chapter 14 of
Title 8 of the South Carolina Code of Laws, 1976, as amended. The successful
respondent shall indemnify, hold harmless, and defend the Town of Pendleton
against any and all actions, proceedings, penalties or claims arising out of the
successful respondent's failure to strictly comply with Chapter 14 of Title 8 of the
South Carolina Code of Laws, 1976, as amended, or with any other employment,
labor or related law or regulation.
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