Mobile Electronic Sign

Location:	South Carolina
Posted:	Mar 20, 2026
Due:	Apr 2, 2026
Agency:	City of Lancaster
Type of Government:	State & Local
Category:	99 - Miscellaneous
Solicitation No:	741-03-20-04-02-26
Publication URL:	To access bid details, please log in.

Bid Number:	741-03-20-04-02-26
Bid Title:	Mobile Electronic Sign
Category:	Signage
Status:	Open

Description:

The City of Lancaster is accepting sealed bids from qualified vendors for the purchase and delivery of a mobile electronic sign. The intent of this Invitation for Bids (IFB) is to procure a high-quality, portable electronic message board to support traffic control, public safety notifications, and community messaging needs. Vendors must demonstrate the ability to provide equipment that meets all specified technical requirements, along with any associated warranties, delivery, and support services as outlined in this solicitation.

Publication Date/Time:

3/20/2026 12:00 AM

Closing Date/Time:

4/2/2026 2:00 PM

Attachment Preview

Mobile Electronic Sign

Invitation For Bid

City of Lancaster

City Clerk’s Office

P.O. Box 1149

216 S. Catawba Street (29720)

Lancaster, SC 29721

I. OVERVIEW

The City of Lancaster is accepting sealed bids from qualified vendors for the purchase and delivery

of a mobile electronic sign. The intent of this Invitation for Bids (IFB) is to procure a high-quality,

portable electronic message board to support traffic control, public safety notifications, and

community messaging needs. Vendors must demonstrate the ability to provide equipment that meets

all specified technical requirements, along with any associated warranties, delivery, and support

services as outlined in this solicitation.

Any questions related to the bid submission must be submitted in writing and directed to City Clerk,

Kelli Stevens at kstevens@lancastercitysc.com.

II. PROPOSAL PARAMETERS & GUIDELINES

Preparation and Submission:

 A valid City of Lancaster Business License

 The City assumes no responsibility for unmarked or improperly marked envelopes.

 The City will not be responsible for any costs incurred to respond to this proposal request.

 Mail or deliver to the address noted in this document. The City is not responsible for delays

due to the Bidder’s choice of delivery service (USPS, UPS, FedEx, etc.).

 Electronic (email) or facsimile submissions will not be accepted.

 Responses not received by the time and date specified will not be opened or considered unless

the delay is the result of the City or its agents.

One copy of the proposal must be provided in a sealed envelope clearly marked “Response: Mobile

Electronic Sign #741-03-20-04-02-26” by 2:00 p.m. on Thursday, April 2nd, 2026. Electronic (email) or

facsimile submissions will not be accepted, and late submittals will be rejected. All questions must

be in writing and directed to Kelli Stevens at kstevens@lancastercitysc.com.

Proposals should be submitted to:

Kelli Stevens, City Clerk

P.O. Box 1149

Lancaster, SC 29721

Physical address:

216 S. Catawba Street

Lancaster, SC 29720

Errors in Proposal

Contractors or their authorized representatives are expected to fully inform themselves as to the

conditions, requirements, and specifications before submitting a proposal. Failure to do so will be at

the Contractors own risk. The City reserves the right to waive any informalities, technical defects,

and minor irregularities in proposals received.

Award Criteria

The City shall award the contract to the Proposer who submits a responsible and responsive proposal

taking into consideration compliance with stated terms, conditions, and specifications. The City

reserves the right to reject any or all proposals, and to accept any proposal submitted that best meets

the needs of the City in the sole judgement of the City.

Disclosure

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IFB – Mobile Electronic Sign

Trade secrets of proprietary information submitted by the Proposer in connection with a

procurement shall not be subject to public disclosure under the Freedom of Information Act (FOIA);

however, the Proposer must invoke the protection of this section prior to or upon submission of the

data or other materials, and must identify the specific area or scope of data or other material to be

protected and state the reasons why the protection is necessary. An all-inclusive statement that the

entire document is proprietary is unacceptable and will be disregarded. A statement that the costs

are to be protected is unacceptable and will not be honored.

Suspension and Debarment

The Contractor certifies, by submission of this proposal, that neither it nor its principal are presently

debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from

participation in the transaction by any federal, state or local agency. Where the Contractor is unable

to certify to any of the statements in this certification, such Offeror shall attach an explanation to this

proposal.

Subcontractors

The successful Contractor agrees that they shall not delegate, subcontract or assign all or any portion

of the project to any third party without the express written consent of the City Administrator.

Certificate of Insurance

The successful Contractor shall provide evidence of the required minimum insurance by providing

the City a copy of the Certificate of Insurance in forms acceptable to the Risk Manager for the City,

prior to any work under the contract begins.

The City of Lancaster shall be named as an additional insured. The policy shall be issued by an

insurer rated in the Best’s Insurance Guide with a financial rating of AAA or better. The policy shall

provide that the insurance coverage shall not be canceled or reduced by the insurance carrier without

the City having been given ten (10) days prior written notice.

Insurance

The Contractor will maintain general automobile liability insurance in the amount of $1,000,000 per

occurrence for each vehicle and $1,000,000 in aggregate for all vehicles which the Contractor brings

onto City property or use in any manner in the provision of any service, including transportation to

and from the site(s) where the services are rendered.

The Contractor will maintain general liability insurance in the amount of at least $1,000,000 per

incident/occurrence and $1,000,000 in aggregate for all incidents/occurrences during the policy

period.

The Contractor will maintain Workers Compensation insurance on all of the Company’s workers in

the amount of at least $1,000,000 per incident/occurrence and $1,000,000 in aggregate for all

incidents/occurrences during the policy period.

The Contractor will provide in a form acceptable to the City, certificates of Worker’s Compensation

Insurance, Automobile Liability Insurance and General Liability Insurance

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IFB – Mobile Electronic Sign

The successful Proposer shall furnish the City, upon agreement, with a copy of a certificate of

insurance evidencing policies required in the paragraphs above. Such certificate shall specifically

indicate that the Insurance includes all extensions of coverage required above. If coverage on said

certificate(s) is shown to expire prior to completion of all terms of the Contract, the successful

Proposer(s) shall furnish a certificate of insurance evidencing renewal of such coverage to the City.

The certificate of insurance shall be required in advance of the Contract execution.

Contact Safety Manager, Tim Harper at 803-320-3005 or tharper@lancastercitysc.com for questions

regarding limit requirements or COI.

Indemnification

The successful Contractor shall indemnify and hold the City of Lancaster harmless from and against

all liability, loss, damages or injury, and all cost and expenses (including attorney’s fees and cost of

any suit related thereto), suffered or incurred by the City, to the extent arising from the Contractor’s

negligent acts or omission, or breach of any term, covenant, representation, or warranty of this

Agreement.

The Contractor shall exercise every necessary precaution for the safety of the work site and the

protection of any kind and all persons and/or property adjacent to the worksite. Any damage

incurred by the Contractor during the installation and/or removal must be reported immediately to

the City’s Sanitation and Maintenance Operations Supervisor, Jonathon Carnes at (803) 288-0359.

City Business License

A City Business License is not required to submit a proposal; however, the successful Contractor

will be required to obtain a City Business License before work on the project may begin. Such

business license is required to be maintained throughout the duration of the contract. Contact

Karen Coffey, Business Licensing Specialist at 803-289-1462 or kscoffey@lancastercitysc.com to

obtain a business license or for any business licensing related questions. All cost for required

bonding, permits, licenses, etc. shall be done by the respondent. The City reserves the right to hold

payment of goods/services until a City Business License is received.

Invoicing and Payment

The successful Contractor shall be paid upon submission of proper invoices to the City of Lancaster

Accounts Payable Department by email at accountspayable@lancastercitysc.com or by mail at P.O.

Box 1149, Lancaster, SC 29721 at the price stipulated on the contract, within thirty (30) days of

submission of the proper invoice. Invoices shall contain the Purchase Order Number and are to be

submitted by the company shown on the Purchase Order within fifteen (15) calendar days.

Compliance

The Contractor shall fully comply with all applicable federal, state, county, or municipal laws, rules,

regulations, ordinances, including the Americans with Disabilities Act (“ADA”) and the regulations

promulgated thereunder, including ADA Title II, and shall hold the City harmless from any liability

resulting from failure of such compliance.

The Contractor certifies that all federal, state, county, or municipal orders regarding affirmative

action are followed to ensure equal employment opportunities and fair employment practices. The

Contractor agrees not to discriminate against any employee or applicant for employment because of

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IFB – Mobile Electronic Sign

race, religion, color, sex, gender identity, sexual orientation, age, handicap, or national origin;

however, some conditions may be a bona fide occupational qualification reasonably necessary for

the normal operations of the Contractor.

The Contractor will comply with the requirements of Chapter 14, Title 8 of the South Carolina Code

of Laws titled Unauthorized Aliens and Public Employment and agrees to provide the City of

Lancaster any documentation required to establish either; (a) the applicability of such law to the

Contractor and subcontractors; or (b) the compliance with this law by the Contractor and any

subcontractors.

Conflict of Interest

All Contractors must disclose with their proposal the name of any officer, director, or agent who is

also an employee of the City of Lancaster or becomes a City of Lancaster employee during the

duration of the project. Further, all Contractors must disclose the name of any City employee who

owns directly or indirectly, an interest in the Contractor’s firm or any of its branches. With the

submission of this proposal, the Contractor certifies that the proposal submitted was made without

fraud, that it has not offered or received any kickbacks or inducements in connection with the offer,

and that it has not conferred on any public employee, or public official. The Contractor certifies with

the submission of a proposal that no relationship exists between itself and the City, another person,

or organization that interferes with fair competition or constitutes a conflict of interest with respect

to a contract with the City. Contractors are specifically directed not to contact any other City

personnel for meetings, conferences, or technical discussions related to this request unless otherwise

stated in this document. Failure to adhere to this policy may be grounds for rejection of your

proposal.

MWBE Statement

It is the policy of the City of Lancaster to provide minorities and women equal opportunity for

participating in all aspects of the City’s contracting and procurement programs. It is also the policy

of the City of Lancaster to prohibit discrimination against any person or business in pursuit of these

opportunities based on race, color, sex, gender, national origin, religion, age, disability, marital status,

sexual orientation, gender identity, genetic information, or other legally protected classifications.

Pricing

Prices for all goods and/or services shall be firm for the duration of this contract. Prices shall be all

inclusive: No price changes, additions, or subsequent qualifications will be honored during the

contract without prior approval from the City Administrator. All prices must be written in ink or

typewritten. Pricing on all transportation, freight, and other charges are to be prepaid by the

Contractor and included in the proposal prices. If there are any additional charges of any kind, other

than those mentioned above, specified or unspecified, the Contractor MUST indicate the items

required and attendant costs or forfeit the right to payment for such items.

Fair Labor Standards Act

No Contractor or subcontractor holding a service contract with the City for any dollar amount shall

pay any of its employees working on the contract less than the minimum wage specified in section

6(a)(1) of the Fair Labor Standards Act 29 U.S.C. 206. Failure to meet this requirement may result in

contract termination by the City.

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IFB – Mobile Electronic Sign

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Mobile Electronic Sign

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See also