York Street Sidewalk Repairs

SIDEWALK REPAIRS - YORK STREET
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 and experienced contractors to remove
and replace the damaged sidewalk along the 100 block of N. York Street.
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 copy of a valid Certified General Contractor's 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: York Street
Sidewalk Repairs #739-03-11-03-25-26" by 2:00 p.m. on Wednesday March 25, 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 Physical address:
P.O. Box 1149 216 S. Catawba Street
Lancaster, SC 29721 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
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
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entire document is proprietary is unacceptable and will be disregarded. A statement that the costs
are to be protected is unacceptable and will not ne 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
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.
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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
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
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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.
Non-Appropriation of Funds
This agreement shall be subject to the availability and appropriation of funds by Administration and
City Council.
Excluded Bidders
Proposals from companies may be excluded for any of the following reasons:
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Reason to believe collusion exists among companies
The company is involved or has been in any litigation against the City
The company is in arrears on any existing contract or has defaulted on a previous contract
with the City
Lack of financial stability
Failure to perform under previous or present contracts with the City
Is currently debarred by the State of South Carolina Procurement Services
Local Purchasing
Contractor submitting proposals should keep in mind the City's goal of supporting local businesses
and supply houses for materials and labor whenever practicable, so long as pricing and other contract
conditions are not adversely affected.
It is the intent of the City of Lancaster to promote the use of local businesses within the local Lancaster
City/County area when possible. For purposes of determining the lowest responsible Contractor on
any qualifying contract valued at $10,000 or above, the City shall evaluate any proposal submitted
by a local Contractor by discounting its proposal by up to 2% of its actual proposal amount.
Local Purchasing adjustment factors can not apply to (a) Federally Funded Projects, (b) State Funded
Projects where the state restricts the use of local preferences under such circumstances; or (c) the
projects funded by Bond proceeds where ethe Bond covenants restrict the manner of procurement.
Customer Service
Please remember, although you are a contracted City service, you represent the City of Lancaster
during all work performed. The City of Lancaster expects its Contractors to be courteous and helpful
to staff as well as our citizens. Company Uniforms must be worn at all times and employees are to
look and act professional at all times.
The City of Lancaster reserves the right to cancel any contracts, agreements, purchasing or
distribution, etc. if they feel the project or purchasing may be in jeopardy due to the Contractor's
employee(s) history which may lead to ethical issues while working with the City.
III. SCOPE OF WORK
Selected Contractor shall provide all labor, materials, equipment, and supervision for repairs of the
sidewalk. All sitework shall be done in accordance with all applicable codes and standards.
The repair of the sidewalk shall consist of:
1. Approximately 236 linear feet of damaged sidewalk to be removed and replaced.
2. Sections to be replaced will be marked with a white X.
3. Price should include demolition and disposal of old sidewalk, repairing any subgrade
damage, pouring and finishing new concrete sidewalk, material cost, and labor cost.
4. Contractor is responsible for obtaining their own measurements as the City will not be
responsible for any incorrect measurements.
5. Contractor is responsible for providing their own barricades or cones to make sure the work
zone is safe for any potential pedestrian traffic.
6. The contractor shall be fully responsible for maintaining in good condition the surrounding
area, and at all times.
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7. The contractor shall guard against damage. Any damage caused by the Contractor shall be
repaired at no cost to the City and to the satisfaction of the City Representative.
8. Contractor will provide an estimated start date and end date for this project.
Clean Up
The Contractor shall remove all unusable materials and debris from the worksite at the end of each
workday and dispose of such items in an appropriate manner. Upon final completion, the Contractor
shall thoroughly clean up all areas where work has been involved.
Contractors may visit the site independently or contact Jonathon Carnes at (803) 288-0359 or
jcarnes@lancastercitysc.com to schedule a visit. Contractors are responsible for verifying site
conditions. No allowances will be made if a Contractor fails to adequately examine a location before
submitting a Proposal.
Following demolition, a full and thorough review will be performed. The Contractor will be required
to address and resolve any identified deficiencies within seven (7) days of notification of the
deficiencies by the City.
THIS AND PREVIOUS PAGES DO NOT NEED TO BE RETURNED
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By my signature on this solicitation, I certify that this firm/individual is properly licensed for providing the
services specified.
Company: ____________________________________________________________________________________
DBA: ________________________________________________________________________________________
Contact: _____________________________________________________________________________________
Physical Address: _____________________________________________________________________________
Mailing Address (if different): __________________________________________________________________
Office/Cell Number: ___________________________________________________________________________
Email: _______________________________________________________________________________________
Printed Name: _______________________________________________ Title: ___________________________
Signature: ___________________________________________________ Date: __________________________
ITEM DESCRIPTION PRICE
1. To supply all materials, equipment, labor and $____________________
supervision to repair the sidewalk as per the
description in this Invitation to Bid.
2. Estimated Start Date: ____________________
Estimated End Date: _____________________
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Any Deviations or Additional Charges/Fees should be noted below. (Please Print or Type)
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