Project Information

Bid Title

Purchase and delivery of a mobile LED trail-mounted jumbotron system

Issuing Agency

City of Florence

Location

South Carolina

Published Date

Apr 27, 2026

Closing Date

May 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-27

Original Source

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Bid Documents

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Project Description

bid number	bid description	cloising date	bid file
2026-27 Invitation to Bid: Jumbotron	The City of Florence is accepting sealed bids for the purchase and delivery of a mobile LED trail-mounted jumbotron system.	Mon, 05/11/2026	2026-27-invitation-to-bid.pdf

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INVITATION TO BID NO. 2026-27

JUMBOTRON

Sealed bids will be received in the office of Purchasing and Contracting in the City Center, 324 W.

Evans Street Florence, South Carolina, 29501 until May 11, 2026 at 2:00 pm from qualified vendors

for the purchase and delivery of one (1) mobile LED trailer-mounted jumbotron system to support

events, programing and community engagement pursuant to the specification in this invitation to bid.

Bids shall be opened promptly at the above-mentioned time and date and their contents will be made

public for the information of the bidder and other interested parties. The bid will not be awarded until

the Purchasing Agent and the applicable Department Director have had ample time to review each

bid.

Bids must be submitted in a sealed envelope with “Bid No. 2026-27 Jumbotron” clearly marked on

the outside of the envelope for easy identification by the City of Florence. Any bids received later

than the specified time will not be accepted/considered. The City will not be responsible for late

submission caused by the postal service, other carriers, or any other delivery problems regardless of

the reason. The City does not accept emailed or electronic bids. Bids submitted by mail, Federal

Express, United Parcel Service, etc. must meet these same requirements and should be addressed

to:

City of Florence

City Center

324 W. Evans Street

Florence, SC 29501-3430

The City of Florence under Title VI of the Civil Rights Act of 1964 and related statutes ensures that

no person shall on the grounds of race, color, national origin, sex, disability, and age, be excluded

from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any

program or activity it administers.

La ciudad de Florencia en el Título VI de la Ley de Derechos Civiles de 1964 y los estatutos, se

asegura de que ninguna persona por motivos de raza, color, origen nacional, sexo, discapacidad,

edad, ser excluido de participar en, ser negado los beneficios de, o ser de otra manera sujeto a

discriminación bajo cualquier programa o actividad que administra.

The City of Florence reserves the right to engage in discussions with any or all responsible bidders

who submit bids which appear to be eligible for award, for the purpose of clarification to assure full

understanding of and responsiveness to the Invitation to bid requirements herein.

This solicitation does not commit the City of Florence to award a contract/purchase order, to pay any

costs incurred in the preparation of a bid, or to procure or contract for services. The City of Florence

reserves the right to reject any and all responses, to cancel this solicitation, and to make an award

deemed in its own best interest.

Lynwood F. Givens

Purchasing Agent

MINORITY, WOMAN, AND VETERAN OWNED BUSINESS

Minority Business Owners (minority, woman and veteran owned businesses) will be afforded full

opportunity to submit bids in response to this invitation and will not be discriminated against on the

grounds of race, color, creed, sex or national origin in consideration for an award. It is the policy of

the City that minority business and women owned business enterprises (MBE/WBE/VBE) have an

opportunity to participate at all levels of contracting in the performance of City contracts to the extent

practical and consistent with the efficient performance of the contract.

The successful firm must ensure that all subcontractors, agents, personnel assigned by or

employees of prime firm and subcontractors are not discriminated against because of their race,

color, religion, sex or national origin. Bidders must make positive efforts to provide equal

employment opportunity for minority and women owned businesses.

LOCAL AND MINORITY BUSINESS ENTERPRISE PURCHASING PROGRAM:

When lowest bid is the principal determining factor in a bid selection process it is the intent of the

City of Florence to provide preference first to local businesses within the City or County of

Florence; however, if no local business is eligible or able to participate, preference shall then be

provided by the City to minority business enterprises based on the following guidelines:

a. For purposes of this policy, a “local business” is defined as a person, firm, contractor,

corporation, or other business entity offering the services and/or products being bid by

the City that maintain a place of business and have a physical business address

located and operating within the City or County of Florence. The business must have

been established for not less than one year within the City or County of Florence and

have a valid City of Florence Business License for a minimum of 12 months prior to the

bid date.

b. For purposes of this policy, a minority business enterprise (MBE) is defined as an MBE

that is certified in accordance with South Carolina Regulations § 19-445.2160, as

authorized by §11-35-5270 the South Carolina Code of Laws, as amended.

c. When lowest bid is the principal determining factor in the selection process any “local

business” as defined in Subsection A above that submits a responsible and responsive

bid within 5% (if the business is located within the City of Florence) or 3% (if the

business is located within Florence County) of the non-local bidder who submitted the

lowest bid may match the bid submitted by the non-local bidder. A “local business” that

is within the percentage guidelines of the lowest bid received shall then be eligible for

award of the contract.

d. If the lowest bid is not a “local business” and a “local business” is within the percentage

guidelines of the lowest bid received, the “local business”, subject to the provision of

Subsection H below, shall be awarded the contract if it is willing to provide goods or

services at the same price of the lowest bid received.

e. If conditions of Subsections C above are met and the qualified “local business” declines

or is unable to match the lowest bid, then the option to do so moves to the next qualified

“local business”, if such business' bid is within the percentage guideline of the lowest

bid and is similarly responsible and responsive.

f. In the event there is no “local business” eligible or willing to match the lowest bid, the

lowest responsible and responsive bid submitted by an MBE, if any, would be allowed

the opportunity to match the bid submitted by the non-local bidder and thereby be

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awarded the contract when lowest bid is the primary determining factor in the bid

selection process.

g. If a procurement is to be made pursuant to state funding requirements, federal funding

requirements, bond covenants, or other outside funding source requirements which

prohibit or restrict local or MBE preference, then no local or MBE preference

consideration will be given.

h. The provisions for a local or MBE preference does not prohibit the right of the City to

compare quality of materials proposed for purchase and compare qualifications,

character, responsibility and fitness of all persons, firms, contractors, corporations, or

other business entities submitting bids. Accordingly, the local or MBE preference for a

particular procurement may be waived by the City Manager upon written

recommendation and justification by the Department Director.

INSTRUCTION TO BIDDERS

The successful bidder must be authorized to sell the stated product or perform the services outlined

in the specifications of this bid document.

All bids must be signed by an authorized officer or agent of the company submitting the bid.

The City will assume no responsibility for oral instructions or suggestions. All official correspondence

in regard to the specifications should be directed to and will be issued by the City Purchasing Agent.

DEFINITIONS: Responsible Bidder means a bidder who has the capability in all respects to fully

perform the stated requirements, and the integrity and reliability which will assure good faith

performance.

Responsive Bidder means a bidder who has submitted a bid which conforms in all material respects

to the Invitation to Bid.

PROTEST: Any actual or prospective vendor, bidder, or contractor who is aggrieved in connection

with the solicitation or award of a contract may formally protest to the Chief Financial Officer. The

protest shall be submitted in writing within seven (7) days after such aggrieved person or party has

received the bid tabulation or the intent to award letter.

DISPUTES: In cases of disputes as to whether or not an item or service quoted or delivered meets

the specifications, the decision of the City of Florence shall be final and binding on all parties. The

Purchasing Agent may request in writing, the recommendation of the head of the City agency using

the item or other objective sources.

DEVIATIONS: Any deviations from the specifications contained herein must be noted in detail on

the bidder’s bid response for the City of Florence’s consideration. Failure to submit documentation

of deviations shall be grounds for rejection of the item offered to the City of Florence.

CHANGES: Any changes in this Invitation to Bid after the purchase order/contract agreement has

been awarded must be with the written consent of the Purchasing Agent or the City Manager;

otherwise, the responsibility for such changes lies with the vendor.

INQUIRIES: Questions concerning this invitation to bid should be directed to the City Purchasing

Agent, Lynwood F. Givens in writing by e-mail at lgivens@cityofflorencesc.gov. The deadline for

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the submission of all inquiries is May 4, 2026 at 5:00 pm. Any changes to the specifications

in the bid package shall be in writing in an addendum. All Addendums will be posted on

the City of Florence website at https://www.cityofflorencesc.gov/public-bid-information It

will be the responsibility of bidders to periodically check the website for addendums.

OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and

prepared for the City of Florence pursuant to this contract/purchase order shall belong exclusively to

the City of Florence.

A complete copy of the City of Florence purchasing policies and procedures manual can be

downloaded from the City of Florence website at https://www.cityofflorencesc.gov/public-bid-

information.

SCOPE OF WORK

The City of Florence Parks, Recreation & Sports Tourism Department is seeking sealed bids

from qualified vendors for the purchase and delivery of one (1) mobile LED trailer-mounted

jumbotron system to support events, programing and community engagement.

SPECIFICATIONS

The proposed system must meet or exceed the following minimum specification:

1. Quantity: One (1)

2. Display Type: Mobile trailer-mounted LED display

3. Pixel Pitch: 3.9mm

4. Active Display Dimension:

I. Height: 10 feet

II. Width: 17 feet

5. Pixel Resolution:

I. Height: 768 pixels

II. Width: 1,280 pixels

6. Required Components & Features: The bid must include, at at minimum, the following

components

I. LED display screen (mounted on a mobile trailer

II. LED display content control system

III. Primary and backup processing systems

IV. Generator assembly

V. Production box with integrated audio system

VI. LRC speaker assembly

VII. All necessary electrical and data cabling for full system operation

7. Warranty Requirement: Warranty details, included beyond simple component repair

I. Three (3) tear parts warranty

II. Three (3) labor warranty

8. Delivery * Timeline

I. Bidders must provide an estimated delivery timeline from the date of award

II. Any setup, training, or commission services should be clearly identified

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CRITERA FOR AWARD

Firms are requested to submit two (2) copies of the bid. Bidders are encouraged to attach any

supplemental information such as drawings and specifications. The bid will be awarded to the lowest

responsible/responsive bidder that best meets the City of Florence’s specification/scope of work,

taking into consideration but not limited to the following:

1. Price

2. Timeliness

3. Warranty

The City shall have sole discretion in evaluating the bids and qualifications of

bidders. The City reserves the right to select the bids that it may determine to be in

the best interest of the City. The City also reserves the right to reject any and all

bids, including that of the selected Contractor if satisfactory contract negotiations

cannot be concluded.

Bid tabulations will be sent to all bidders via email and posted on the City of Florence website at

https://www.cityofflorencesc.gov/public-bid-information.

Before the award of contract/purchase order, any respondent may be required to show that they

have the necessary license, facilities, experience, ability, and financial resources to perform the work

in a satisfactory manner. Respondents may be required to furnish the City with sworn statements

as to their experience. No contract/purchase order will be awarded except to responsible offerors

capable of performing the class and type of work required.

TAXES

The City of Florence pays SC Sales Taxes in the amount of 8%. However, the City of Florence is

exempt from Federal Excise Taxes and will issue exemption certificates, if requested. INCLUDE

ALL APPLICABLE TAXES IN YOUR PROPOSAL COSTS.

SC ILLEGAL IMMIGRATION REFORM ACT

By signing this offer, you certify that your company will comply with, and will remain in compliance

with during the term of the agreement, the applicable requirements of Title 8, Chapter 14 of the

South Carolina Code of Laws and agree to provide to the City of Florence upon request any

documentation required to establish either:

(a) That Title 8, Chapter 14 is inapplicable to your company or your subcontractors or sub-

subcontractors; or

(b) That your company and your subcontractors or sub-subcontractors are in compliance with

Title 8, Chapter 14.

Pursuant to Section 8-14-60, your company shall agree to include in any

contracts with your subcontractor’s language requiring your subcontractors to:

(a) Comply with the applicable requirement of Title 8, Chapter 14, and

(b) Include in their contracts with the sub-subcontractors language requiring the sub-

subcontractors to comply with the applicable requirements of Title 8, Chapter 14.

REQUIRED INSURANCE INFORMATION

The firm shall agree to hold harmless, indemnify and defend the City of Florence, South Carolina, its

agents and employees from any claims for property damage or personal injury (including death

resulting therefrom). Such claims include, but are not limited to, actual, consequential, incidental or

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Commodity Codes

• NAICS 237990Other Heavy and Civil Engineering Construction
• NAICS 335122Commercial, Industrial, and Institutional Electric Lighting Fixture Manufacturing

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