Fire Extinguisher/SCBA Cylinder Service

Location:	South Carolina
Posted:	Mar 2, 2026
Due:	Apr 1, 2026
Agency:	City of Lancaster
Type of Government:	State & Local
Category:	42 - Fire Fighting, Rescue, and Safety Equipment
Solicitation No:	728-03-01-04-01-26
Publication URL:	To access bid details, please log in.

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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 soliciting competitive sealed bids from qualified, responsive, and

responsible bidders to services, inspect, and replace (as needed), all fire extinguishers in strict

accordance with the latest NFPA and SC State Standard Fire Codes and regulations

throughout the City.

The term of this agreement will begin on July 1, 2026 and end on June 30, 2029. Any anticipated

cost increases must be clearly stated for the contract period.

II. PROPOSAL PARAMETERS & GUIDELINES

Preparation and Submission:

 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:

Fire Extinguisher/SCBA Cylinder Service #728-03-01-04-01-26” by 4:00 p.m. on April 1st,

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

Bidders 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 Bidders 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 Bidder who submits a responsible and responsive

proposal taking into consideration compliance with stated terms, conditions, and

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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:

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

procurement shall not be subject to public disclosure under the Freedom of Information Act

(FOIA);however, the Bidder 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 Bidder 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 Bidder is unable to certify to any of the statements in this certification, such Offeror shall

attach an explanation to this proposal.

SubBidders:

The successful Bidder 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 Bidder 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 Bidder 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 Bidder

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.

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

Compensation Insurance, Automobile Liability Insurance and General Liability Insurance.

Certificate holder shall state the City of Lancaster.

The successful Bidder 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 Bidder(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.

Certificate of Insurance

The successful bidder 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 before any work under the contract begins.

City Business License

The successful bidder must possess or obtain a City of Lancaster business license. Such

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

Karen Proctor, Business Licensing Specialist at 803-289-1462 or kcproctor@lancastercitysc.com

to obtain a business license or for any business licensing related questions. All costs 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.

Indemnification and Hold Harmless

To the fullest extent permitted by South Carolina law, the Bidder/Vendor shall indemnify,

defend, and hold harmless the City, its elected officials, officers, employees, and agents from

and against any and all claims, damages, losses, liabilities, costs, and expenses (including

reasonable attorney’s fees) arising out of or resulting from damage to vehicles while in the

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care, custody, or control of the Bidder/Vendor, except to the extent caused by the sole

negligence of the City.

Invoicing and Payment

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

action are followed to ensure equal employment opportunities and fair employment

practices. The Bidder agrees not to discriminate against any employee or applicant for

employment because of 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 Bidder.

The Bidder 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 Bidder and subBidders; or (b) the compliance with this law by the Bidder and any

subBidders.

Conflict of Interest

All Bidders 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 Bidders must disclose the name of any City employee

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

the submission of this proposal, the Bidder 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

Bidder 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. Bidders are

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

Bid Number:	728-03-01-04-01-26
Bid Title:	Fire Extinguisher/SCBA Cylinder Service
Category:	Facility Services
Status:	Open

Fire Extinguisher/SCBA Cylinder Service

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