Assignor_for_Youth_and_Adult_Athletics_Officials.pdf

RFP #26096

Greenville County Issue Date: March 27, 2026

Procurement Services Division Opening Date: April 27, 2026

ASSIGNOR FOR YOUTH AND ADULT

ATHLETICS OFFICIALS

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https:// procurement.opengov.com/portal/greenvillecounty/greenvillecounty

Robert Brewer, NIGP-CPP, CPPO, CPPB

Procurement Services Division Director https://secure.procurenow.com/portal/%7bproject.government.code%7d

Greenville County

Assignor for Youth and Adult Athletics Officials

I. Public Notice II. Introduction

III. Scope of Work IV. Instructions to Offerors V. General Information

VI. Insurance VII. Evaluation Phases

VIII. Terms and Conditions IX. Sample Contract X. Vendor Questionnaire

XI. Pricing Proposal

Attachments:

A - COG Sub W9

B - Sample Services Agreement

Title: Assignor for Youth and Adult Athletics Officials

1. Public Notice

Greenville County is soliciting sealed proposals in response to Assignor for Youth and Adult Athletics

Officials, subject to the conditions and all provisions set forth herein and attached. Sealed proposals will be received through the County’s online procurement portal located at https://procurement.opengov.com/portal/greenvillecounty until Monday, April 27, 2026, 3:00 pm, then publicly opened. The goods and/or services must be furnished as described and specified herein and submitted to Greenville County.

All inquiries regarding this proposal shall be submitted no later than Wednesday, April 22, 2026, 2:00 pm via the County’s online procurement Portal, located at https://procurement.opengov.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal. Offerors may also click “Follow” on this proposal to receive an email notification when answers are posted. It is the responsibility of the Offeror to check the website for answers to inquiries.

https://secure.procurenow.com/portal/greenvillecounty

2. Introduction

2.1. Summary

Greenville County seeks proposals from qualified sources capable of providing Officiating Assignor

Services for the County in compliance with all governing codes and applicable regulations. It is the

County's intent to contract with a firm responsible for coordinating the booking and staffing of officials for the athletic programs outlined in this solicitation.

The County expects the awarded vendor to provide officiating assignor services for approximately 800 games per year. The County reserves the right to award this contract to a single vendor or to multiple vendors by sport or sport category, whichever is deemed most advantageous to the County. Proposers may submit proposals for one or more sports programs. The County is not obligated to award all sports programs to a single assignor.

All proposals must include the following:

1. Details for the system used in evaluating, grading, disciplining, and implementing performance improvement plans for active officials

2. The pay schedule for officials if they are working as part of a shorthanded crew

3. A complete list of all training, certification, and continuing education requirements officials must complete, including but not limited to NAYS, head injury awareness, game management, and player safety.

2.2. Background

Greenville County Parks, Recreation and Tourism hosts approximately 800 games per year across four athletic programs. The assignor of record is responsible for scheduling all referees and officials for the following sports:

Adult programs include Basketball and Softball.

Youth programs include Spring Flag Football and Fall Tackle Football

Adult Basketball

Adult Softball

Youth Flag Football

Youth Tackle Football

Officials are scheduled across multiple facilities within Greenville County. The awarded vendor will serve as the primary point of contact for all officiating matters and will work directly with the County's

Athletics Department throughout the duration of the contract.

2.3. Contact Information

Anthony Dawson

Buyer

301 University Ridge, Suite N-2400

Greenville, SC 29601

Email: adawson@greenvillecounty.org

Phone: (864) 467-4954

Department:

PRT RECREATION

2.4. Timeline

Release Project Date March 27, 2026

Pre-Proposal Meeting (Non-Mandatory) April 14, 2026, 11:30am

Greenville County Procurement Services

301 University Ridge, Suite N-2400 Greenville, SC

29601

Question Submission Deadline April 22, 2026, 2:00pm

Proposal Submission Deadline April 27, 2026, 3:00pm

Review of Proposals April 27 - May 15

Tentative Date of Award May 22, 2026

Contract Negotiations May 22 - May 29

Issue Notice to Proceed May 29, 2026 mailto:adawson@greenvillecounty.org tel:(864)467-4954

3. Scope of Work

3.1. Overview

Greenville County seeks proposals from qualified sources capable of providing Officiating Assignor

Services for the County in compliance with all governing codes and applicable regulations. It is the

County's intent to contract with a firm responsible for coordinating the booking and staffing of officials for the athletic programs outlined in this solicitation.

The County expects the awarded vendor to provide officiating assignor services for approximately 800 games per year. The County reserves the right to award this contract to a single vendor or to multiple vendors by sport or sport category, whichever is deemed most advantageous to the County. Proposers may submit proposals for one or more sports programs. The County is not obligated to award all sports programs to a single assignor.

All proposals must include the following:

1. Details for the system used in evaluating, grading, disciplining, and implementing performance improvement plans for active officials

2. The pay schedule for officials if they are working as part of a shorthanded crew, including the rate paid to the working official and how any remaining funds are reconciled.

3. A complete list of all training, certification, and continuing education requirements officials must complete, including but not limited to NAYS, head injury awareness, game management, and player safety

3.2. Sports Programs & Estimated Game Volume

Greenville County's Athletics Department operates four athletic programs for which officiating assignor services are required. Adult programs include Basketball 5v5 and Softball. Youth programs include

Spring Flag Football and Fall Tackle Football.

The total estimated game volume across all programs is approximately 800 games per year. The County also reserves the right to request officiating services for additional sports as needed.

Proposers shall use this estimate for pricing purposes only. Actual game and team counts may vary by season and the County does not guarantee any minimum number of games or teams.

Proposers may submit proposals for one or more sports programs. Each sport will be evaluated independently for award purposes

3.3. Scheduling & Assignment

The assignor shall schedule officials for all games across the adult and youth athletic programs. Required crew sizes vary by sport. Youth Flag Football and Adult Softball each require a two-official crew per game. Youth Tackle Football requires a three-official crew per game. Adult Basketball 5v5 requires a two-official crew per game.

The assignor shall provide the County's Athletics Department with a weekly schedule identifying all assigned officials, game times, and facility locations with reasonable advance notice prior to the week of play. The assignor shall maintain a scheduling system accessible to County staff and shall identify the platform or software used in their proposal, including how the County will access schedules, updates, and official rosters.

The assignor shall secure qualified substitute officials in the event of no-shows or last-minute cancellations. Every effort shall be made to fill vacancies before game time. The County's Athletics

Department shall be notified immediately when a game cannot be fully staffed.

All assigned officials shall report to game locations no later than 30 minutes prior to the scheduled game time.

The County reserves the right to award individual sports to separate vendors. Each sport will be evaluated independently for award purposes

3.4. Official Standards & Professional Conduct

The assignor shall maintain and enforce a formal system for evaluating and managing official performance. Proposals shall describe in detail how the assignor addresses each of the following:

1. Evaluation & Grading — how officials are assessed during and after games, who conducts evaluations, and how often

2. Disciplinary Procedures — the process for addressing complaints, rule violations, or unprofessional conduct

3. Performance Improvement Plans — how underperforming officials are identified and what corrective steps are taken before removal

4. Removal from Assignment — under what circumstances an official is removed and how quickly the County will be notified

The County reserves the right to request the removal of any official from the program at its sole discretion.

3.5. Knowledge of Rules & Local Compliance

All officials shall possess full knowledge of the applicable rulebooks and Local Rules established by

Greenville County for each sport. The assignor is responsible for ensuring all officials are briefed on Local

Rules prior to the start of each season and whenever rules are amended mid-season. Local Rules will be provided by the County's Athletics Department. The assignor shall not schedule any official for a sport in which that official has not demonstrated adequate rules knowledge.

3.6. Background Checks

All active officials shall be subject to an annual background check administered by Greenville County and paid for by Greenville County. The assignor is responsible for submitting a complete list of all active and prospective officials to the County's Athletics Department at the start of each contract year and whenever a new official is added to the roster at any point during the year.

No official may be scheduled to officiate any game until written confirmation of a clear background check has been received from Greenville County. If a new official is added mid-season the assignor shall notify the County immediately and allow sufficient processing time before scheduling that individual for any game.

Background checks shall be renewed annually. Officials who received a clear check in a prior year are not exempt from the annual renewal requirement. Greenville County reserves the right to disqualify any official based on background check results at its sole discretion.

3.7. Official Performance Management

The assignor shall maintain and enforce a formal system for evaluating and managing official performance. All proposals shall describe in detail how the assignor addresses each of the following areas.

Evaluation and grading shall address how officials are assessed during and after games, who conducts evaluations, and how frequently evaluations occur. Disciplinary procedures shall address the process for handling complaints, rule violations, and unprofessional conduct. Performance improvement plans shall address how underperforming officials are identified and what corrective steps are taken prior to removal. Removal from assignment shall address under what circumstances an official is removed from the program and how quickly Greenville County will be notified.

Greenville County reserves the right to request the removal of any official from the program at its sole discretion.

Proposers shall identify their guaranteed fill rate for scheduled positions and describe the remedies available to the County in the event that standard is not met

The assignor shall track and report all no-shows and unfilled positions in the end-of-season summary report.

3.8. Short Crew / No-Show Policy

The County shall pay the full per game rate as established in the pricing proposal Table 1 regardless of crew size. Proposers shall submit their short crew payment distribution method in the Notes column of

Schedule B and provide full details under the Submissions section. The County shall pay no more than the standard full crew invoiced rate regardless of the number of officials who appeared for the game.

Any difference between what the County pays and what is distributed to working officials is the assignor's sole responsibility to reconcile.

3.9. Meetings & Coordination

The assignor or a designated representative shall attend all Team Captain and Coach Meetings for adult and youth sports programs. Meetings may be held in person or virtually as directed by the County's

Athletics Department. The assignor or a designated representative shall also attend Youth Football

Coaches' meetings twice per year to address officiating questions and review Local Rules.

The assignor shall be available to County Athletics staff by phone or email within a reasonable timeframe during the season for scheduling issues, complaints, and game-day emergencies.

3.10. Reporting Requirements

The assignor shall provide the following reports to the County's Athletics Department throughout the duration of the contract.

On a weekly basis the assignor shall provide a complete official assignment schedule identifying all assigned officials, sports, facility locations, and scheduled game times for the upcoming week.

Within 24 hours of any game the assignor shall submit an incident report for any ejection, no-show, or notable on-field issue that occurred during that game.

At the conclusion of each season the assignor shall submit an end-of-season summary report for each sport. The summary shall include total games officiated, total no-shows, substitution rate, and a record of any disciplinary actions taken against officials during that season.

3.11. County Responsibilities

Greenville County's Athletics Department shall be responsible for the following in support of the awarded vendor.

Program and Scheduling Support

The County shall provide the assignor with a master game schedule for each sport prior to the start of each season including game dates, times, and facility locations. The County shall notify the assignor of any schedule changes, cancellations, or additions in a timely manner. The County shall provide registered team counts at the start of each season and upon any mid-season changes.

Rules and Local Rules

The County shall provide the assignor with all Local Rules for each sport prior to the start of each season and shall notify the assignor in writing of any Local Rule amendments with reasonable advance notice before implementation.

Background Checks

The County shall administer and pay for annual background checks for all active officials submitted by the assignor. The County shall provide written confirmation of background check clearance to the assignor prior to any official being scheduled. The County shall notify the assignor immediately if any official's background check results in disqualification.

Facilities

The County shall provide properly maintained facilities, fields, and courts for all scheduled games and shall ensure all facilities are accessible and properly equipped prior to scheduled game times. The

County shall provide the assignor with facility locations, access instructions, and any facility-specific rules or protocols.

Communication and Support

The County shall designate a primary point of contact within the Athletics Department for all assignor communications and shall respond to assignor inquiries within a reasonable timeframe during the season. The County shall notify the assignor of any participant conduct issues or complaints in a timely manner.

Meetings

The County shall schedule and coordinate all Team Captain and Coach Meetings and Youth Football

Coaches' Meetings with reasonable advance notice to the assignor and shall provide meeting agendas in advance so officiating topics can be adequately prepared for.

3.12. Payments and Invoicing

Officials' fees shall be paid directly to officials in cash at the game site prior to each game by the assignor or a designated representative. The County will not be responsible for any payment disputes between the assignor and individual officials.

The assignor shall invoice Greenville County for assignor fees once per season based on the number of registered teams per sport for that season. Seasons are defined as fall, winter, spring, and summer.

Invoices shall reference the sport, season, registered team count, and the applicable per-team rate.

The County's approved officials fee schedule is established as follows. These rates are non-negotiable and represent the total per game payment to be distributed to officials. The per-team rate shown is the basis for seasonal assignor fee invoicing.

Officials Fees:

Sport Per Team Total Forfeit Fee Approved GVL Co Rate

Youth Flag Football $35 $70 $70 ($35 per ref/$35 per team)

Youth Tackle Football 8U $75 $150 $150 ($50 per ref/$75 per team)

Youth Tackle Football 10U, 12U $75 $150 $150 ($50 per ref/$75 per team)

Adult Basketball 5v5 $30 $60 $60 ($30 per ref/$30 per team)

Adult Softball $30 $60 $60 ($30 per ump/$30 per team)

The forfeit fee for all sports is equal to the total per game rate as shown above. Forfeit fees shall be distributed in accordance with the assignor's established payment policy.

Proposers shall submit their short crew payment distribution method as required under Required

Response Item 2 and Schedule B. The County shall pay the full per game rate regardless of crew size.

3.13. Insurance

The assignor shall meet and maintain all of Greenville County's insurance requirements for the full duration of the contract term.

Proof of current coverage shall be submitted to the County prior to the start of each contract year and upon request at any time during the contract term.

4. Instructions to Offerors

4.1. Pre-Proposal Meeting

A Pre-Proposal meeting is not scheduled for this project.

4.2. Pricing

Pricing must be based upon payment in thirty (30) days. Discounts for payment in less than thirty (30) days will not be considered in making award.

Discounts shall be stated in proposals as a percentage. Time in connection with discount offered will be computed from date of delivery of commodities to carrier, when inspecting and acceptance is at point of origin; or date of delivery at destination; or if laboratory inspection is made part of bid, from date of laboratory report.

Unit pricing will govern over extended pricing, unless stated otherwise. Pricing shall include packing.

Unless indicated by County, pricing must be firm.

Vendors shall use the Electronic Pricing Proposal Template

4.3. Bonding

Bonding will not be required for this project.

4.4. Statement of Qualifications

Vendor shall include the following with their response:

A. Company Overview and Background

Provide a brief description of the organization or individual, including years of experience providing athletic officiating and assignor services.

The County encourages responses from qualified individuals, small businesses, and organizations experienced in officiating recreational sports leagues.

B. Organizational or Individual Qualifications and Experience

Describe the qualifications and experience of the firm or individual responsible for providing officiating and assignor services.

Include:

Years of experience assigning officials

Sports currently serviced

Approximate number of games assigned annually

Experience with youth and/or adult recreational leagues

C. References https://procurement.opengov.com/governments/864/projects/246716/builder/create/document-editor?activeSection=8

Provide two (3) references from organizations for which similar officiating or athletic program services have been provided.

References may include municipalities, school districts, recreational leagues, or other athletic organizations.

Include the following for each reference:

Organization name

Contact person

Address

Telephone number

Email address

If applicable, include references from South Carolina governmental entities.

D. Understanding of Scope of Work

Provide a brief narrative demonstrating understanding of the County’s officiating and assignor service requirements, including scheduling, managing officials, and ensuring adequate game coverage.

E. Officiating Pool Capacity

Provide the approximate number of officials currently available in your officiating pool for each sport listed in the Electronic Pricing Proposal

4.5. Submission Procedures and Requirements

A. All submissions must be received by Monday, April 27, 2026 at 3:00 pm. Submissions will not be accepted after the deadline. There will be no exceptions. Responders submitting proposals shall be responsible for all cost of preparing such proposals. Information requested and not received at the time of submission may disqualify the submitted proposal.

B. Responders to this solicitation shall closely examine the specific requirements noted herein and the attached Terms and Conditions. Facsimile transmittals, hard copies, emails or offers communicated by telephone will not be accepted or considered.

C. Proposals shall be organized in the following manner with the subject headings and sequence indicated.

Section 1 – Statement of Qualifications (A-E)Include the following:Company overview and background

Organizational or individual qualifications and experience

Minimum three (3) references

Narrative demonstrating understanding of the Scope of Work

Officiating pool capacitySection 2 – Technical ApproachProvide a description of the proposed approach for delivering officiating and assignor services, including:

Recruitment and retention of officials

Scheduling and assignment procedures

Methods used to ensure adequate coverage for all scheduled games

Training and rules briefings provided to officials

Procedures for handling cancellations or official no-shows

Communication procedures with County Athletics staffSection 3 – Staffing PlanIdentify the individual(s) responsible for:Assigning officials

Managing scheduling systems

Coordinating with County staff regarding schedule updates and issuesSection 4 – Pricing

ProposalProvide pricing in accordance with the Pricing Proposal section of this solicitation

4.6. Inquiries and Addenda

Offerors shall submit all inquiries regarding this RFP via the County’s online procurement Portal, located at https://procurement.opengov.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal. Offerors may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries. The County will not be responsible for or bound by any oral instructions made by any employee(s) of the County in regard to this RFP.

Addenda Notification: This RFP represents the most definite statement Greenville County will make concerning information upon which proposals are to be based. Offerors are required to register for an account via the County’s online procurement Portal hosted by OpenGov. Once you have completed the registration, you will receive addenda notifications to your email by clicking “Follow” on this project.

Ultimately, it is sole responsibility of each proposer to periodically check the site for any addenda at https://procurement.opengov.com/portal/greenvillecounty. No addenda will be issued later than five

(5) working days prior to the date for receipt for proposals except an addendum which, if necessary, postpones the date for receipt of proposals or cancels this RFP. Vendors shall acknowledge receipt of all addenda.

https://procurement.opengov.com/governments/864/projects/246716/builder/create/document-editor?activeSection=8

5. General Information

A. Proprietary Information – The County of Greenville is a public body and governed by the South

Carolina Freedom of Information Act. Documents submitted to the County relating to this

Solicitation are subject to requirements of the Freedom of Information Act and may be deemed public records.

B. Errors and Omissions – The Responder will not be allowed to take advantage of any errors or omissions in the Request for Proposals. Where errors or omissions appear in the RFP, the

Responder shall promptly notify the County of Greenville in writing of such error or omission it discovers. Any significant error, omission and/or inconsistency in the specifications are to be reported as soon as possible but no later than five (5) days before such time the response is to be submitted.

C. Withdrawal of Proposal – An official representative of a Responder may withdraw a

Responder’s response at any time prior to the proposal submission deadline. Acceptable proof establishing that he/she is the representative of the Responder must be provided.

D. Non-Endorsement – If the County awards a contract, the successful Responder shall not issue any news release or other statement relating to the award or servicing of the agreement which state or imply the County of Greenville’s endorsement of the successful Responder’s services.

6. Insurance

6.1. Insurance Requirements

The contractor is responsible for and must have all required insurance listed below and shall not commence work under the associated contract until it has obtained all insurance required, and the

County has approved such insurance in writing, nor shall the Contractor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained. All insurance policies shall be maintained for the life of the contract.

A. THE COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTERESTon all policies of insurance except Worker’s Compensation, Automobile Liability, and Professional Errors and

Omissions, as regards ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance. As a part of the certificate of insurance requirement the contractor shall also include acknowledgement and acceptance of the wavier of subrogation provision granted to Greenville County. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the

“Additional Insured” provision.

B. Certificates for all such policies of insurance shall be provided by the Contractor's insurance agent or broker to the County within 10 working days from the date of Notice of Award.

C. All Certificates of Insurance submitted shall provide on the face of the certificate reference to

County's RFP #RFP #26096.

D. Contractor will provide County a minimum of 30 days advance notice in the event the insurance policies (or an insurance policy) are canceled. Subcontractors approved to perform work on this project are subject to all of the requirements in this Section.

E. Contractor agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina, the following insurance policies:

1. Comprehensive General Liability:

a. $1,000,000 per occurrence - combined single limit /

b. $2,000,000 general aggregate, to include products and completed operations.

2. Automobile Liability:

a. $1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)

3. Statutory Worker's Compensation:

a. Coverage A - State of SC

b. Coverage B - Employers liability

i. $1,000,000 Each Accident

ii. $1,000,000 Disease, Per Employee

iii. $1,000,000 Disease, Policy Limit

c. Policies shall contain a waiver of subrogation in favor of and/or that applies to

Greenville County, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the contractor.

No deviation from this coverage’s will be accepted unless, in the County’s sole discretion, it is more advantageous to the County, i.e., $1,000,000 - a $2,000,000 or $5,000,000 limit would be acceptable.

7. Evaluation Phases

The proposals will be evaluated on the following criteria. Greenville County reserves the right to interview responders or have demonstrations to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders or demonstrations. If interviews or demonstrations are needed, a second phase of the evaluation process may be implemented at the

County's discretion. Point values are described below.

On a scale of 0-5 On a scale of 0-10

5 = High 10 = Outstanding

4 = Medium High 7-9 = High

3 = Average 4-6 = Average

2 = Low Average 1-3 = Low

1 = Low 0 = Non-responsive

0 = Non-responsive

7.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Pricing

How does the per-team pricing compare to current costs? And to other respondents?

0-10 Points 10 (25% of Total)

2. Professional Experience

How many years of relevant assigning experience on work of this scale and scope does the respondent have?

0-10 Points 10 (25% of Total)

3. Administrative Competency

How thoroughly are the training requirements for officials outlined? What is the evaluation system for officials? Is the organizational structure clear and concise? What is the method for scheduling officials and delivering a weekly schedule to Greenville County?

0-10 Points 10 (25% of Total)

4. Professional References

At least three professional references must be submitted with the proposal

(25% of Total)

7.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Oral Interview/Presentation (If conducted)

Oral interviews will not be scored on a separate matrix. Following each interview, individual evaluation committee members may adjust a proposer's Phase 1 written score by up to plus or minus 10 points based on the proposer's demonstrated knowledge, key personnel, and overall fit with the County's programs. The adjusted score becomes the proposer's final score for award purposes.

(100% of Total)

8. Terms and Conditions

8.1. Safety, Health, and Security

Contractor shall be solely responsible for its activities, that of its employees on the site and activities of its consultants, contractors and/or subcontractors for maintaining a safe job site. Contractor’s activities and activities of its consultants, contractors and/or subcontractors shall comply with all local, state, and federal safety regulations and their enforcement agencies. Contractor shall at all times conduct its operations under this Contract in a manner to avoid risk of endangerment to the health and safety of persons and property. The Contractor shall have sole responsibility for implementing its safety and health programs, taking all safety and health precautions necessary and continuously inspecting all equipment, materials and work to prevent, discover, determine and correct any conditions which might result in personal injury, equipment damage or damage to property or the public. Contractor’s safety, health and security programs shall be in compliance with all regulatory requirements and shall furnish accident, incident, injury, and other records and reports required by the Occupational Safety and Health

Administration, State and Local laws, or by the County.

8.2. Response Opening and Award:

Responses shall be publicly opened and only the names of the offerors disclosed at the opening. For

IFBs, the name of the responder as well as the price will be disclosed. However, no decision will be made until Procurement Services and the user Division have had ample time to review each response. Award will be made at the earliest possible date. The County reserves the right to award in whole or in part, by item, group of items, geographic area or by section where such action serves the County’s best interest.

The contract will be awarded to the response that meets the requirements and criteria set forth in the

Solicitation. No response may be withdrawn for a period of sixty (60) days after the opening date.

Submissions will not be accepted after the deadline. There will be no exceptions. By submission of a response, you are guaranteeing that all goods and services meet the requirement of the solicitation during the contract period.

8.3. Rights Reserved by Greenville County:

Greenville County reserves the right to reject any and all responses, any portion thereof, and waive any technicalities. Accordingly, the right is reserved to make awards in the best interest of the County.

Integrity, reputation, experience and past performance will be heavily weighed in response evaluation.

This solicitation does not commit the County of Greenville to award a contract, to pay any costs incurred in the preparation of the response, or to procure or contract for goods or services listed herein.

8.4. Responders Qualification:

Responders must, upon request of the County, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The County reserves the right to make the final determination as to the responder’s ability to provide the products or services requested herein.

8.5. Responders Responsibility:

Each responder shall be fully acquainted with the conditions relating to the scope and restrictions attending the execution of the work under the conditions of this response. It is expected that this will sometimes require on-site observation. The failure or omission of a responder to be acquainted with existing conditions shall in no way relieve the responder of any obligations with respect to this response or to any contract as a result of this response.

8.6. References:

The County requires responders to list at least three (3) references including their company name, name of contact, address, telephone number, and email address of contact person with whom the responder has performed or provided similar work, service or product. The reference may be contacted to fill out a short questionnaire on the work with that company. If the reference does not complete the questionnaire by the time requested, the County may ask the responder to give an alternate reference.

The County asks that responders do not list County representatives or departments as a reference.

8.7. Waiver:

The County reserves the right to waive any Instructions to Responders, General or Special Terms and

Conditions, specifications, or technicalities when it is deemed to be in the best interest of the County to do so.

8.8. Rejection:

Greenville County reserves the right to reject any response that contains prices for individual items or services that are inconsistent or unrealistic when compared to pricing of like responses; or ambiguous responses which are uncertain as to terms, delivery, quantity, or compliance with specifications may be rejected or otherwise disregarded if such action is in the best interest of the County.

8.9. Response Signature and Solicitation Alterations:

The responder shall sign the response correctly or the response may be rejected. If the response shows any omissions, alteration of form, unauthorized additions, a conditional response or any irregularities of any kind, the response may be rejected.

8.10. Specification Changes, Additions and Deletions:

Responders are required to register for an account via the County’s online procurement Portal hosted by OpenGov. Once responder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each responder to periodically check the site for any addenda at https://procurement.opengov.com/portal/greenvillecounty.

The County of Greenville shall not be responsible for any verbal information given by any employees of the County of Greenville in regard to this proposal.

8.11. Response Changes:

Responses, amendments thereto or withdrawal requests received after the advertised time for response opening, shall be void regardless of when they were submitted.

8.12. Response Price:

The price presented as a result of these specifications shall be for the contract period. The response shall be acceptable for sixty (60) days from the date of opening. All prices and notations shall be printed in ink or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the response. Erasures or use of typewriter correction fluids may be cause for rejection. No response shall be altered or amended after specified time for opening.

8.13. Federal, State and Local Laws:

The contractor assumes full responsibility and liability for compliance with any and all local, state and federal laws and regulations applicable to the contractor and its employees including, but not limited to, compliance with the EEO guidelines, the Occupational Safety and Health Act of 1970, and minimum wage guidelines.

8.14. Tie Bids:

In the case of tie bids, the County reserves the right to make the award based on the factors outlined in

Section 7-305(9) of the Greenville County Code of Ordinance (Chapter 7, Article VIII), or in what it considers to be in the best interest of the County.

8.15. Deduction and Holdbacks:

In addition to the County’s right of termination, the County shall be entitled to full reimbursement for any costs incurred by the County by reason of the contractor’s failure to perform or to satisfactorily perform its responsibilities and duties. Such costs may include, but are not limited to, the cost of using the County’s employees or employees of any other entity to perform the obligations of the contract. The

County may obtain any such reimbursement by deduction from payments otherwise due to the contractor or by any other proper and lawful means. All deductions from any money due the contractor are to be as liquidated damages and not as a penalty. It is the County’s intent to give the contractor a reasonable opportunity whenever practicable, to correct any such failure to perform or satisfactorily perform its responsibilities and duties. In no circumstances shall any uncorrected situation extend for more than five days. The County will make the following deductions from the contract sum in the event that the contractor fails to perform any of the required work within the required time limits in the event the County carries out the work using its forces or another contractor.

A. For use of County’s forces – actual cost involved.

B. For use of another contractor – the amount charged by said contractor.

The County reserves the right to hold back and/or withhold part of complete payments for unsatisfactory work, deficiencies, etc. until said defects are satisfactorily corrected or cleared.

8.16. Evaluation Criteria:

The proposals will be evaluated using the criteria listed in the Evaluation Phases included in this RFP.

Greenville County reserves the right to interview responders or ask for demonstrations to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders or demonstrations.

8.17. Quality:

Unless otherwise indicated in this solicitation it is understood and agreed that any items offered or shipped on this solicitation shall be new and in first class condition unless otherwise indicated herein.

8.18. Affirmative Action - Small, Disadvantaged and Minority Businesses (SDMB):

A. Vendors submitting responses are encouraged to solicit small, disadvantaged and minority businesses participation in fulfilling their contract. Indicate in your response any SDMB areas of involvement for monitoring purposes.

B. The successful vendor will take affirmative action in complying with all Federal and State requirements concerning fair employment and treatment of all employees, without regard or discrimination by reason of race, color, religion, age, sex, national origin or physical handicap.

8.19. Default:

In case of default by vendor the County may procure the item or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the vendor or by proceeding against the vendor’s performance bond, if any, and/or by suit against vendor.

8.20. Termination for Cause:

Any awarded contract is subject to termination for failure to comply with the specifications, terms and conditions by the County or the contractor upon written notice by registered mail. Such termination will be effective not less than ten (10) days nor more than sixty (60) days after receipt of such notice from the County nor less than thirty (30) days nor more than sixty (60) days after receipt by the County from the contractor. Receipt of notice by one party to terminate the contract will nullify any subsequent reciprocal notice by the receiving party prior to the announced termination date. In the event of termination, the County shall be responsible to pay the contractor only for work satisfactorily completed upon the effective date of termination and shall not be responsible for any other charges.

8.21. Termination for Convenience:

Greenville County may terminate for convenience any contract resulting from this solicitation by providing sixty (60) calendar days advance written notice to the vendor.

8.22. Non-Appropriation:

Any contract entered into by the County resulting from this solicitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year.

https://secure.procurenow.com/portal/greenvillecounty/projects/246716/document?section=2357008

8.23. Incorporation of Proposal into Contract:

The terms, conditions, and specifications of this proposal and the selected firm’s response are to be incorporated, in total, into the contract.

8.24. S.C. Law Clause:

Upon award of contract under this response, the person, partnership, association or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business with this State. Notwithstanding the fact that applicable statutes may exempt or exclude the successful bidder from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed response, the responder understands and agrees to be bound to the jurisdiction and process of the courts of the State of South Carolina, as to all matters and conflicts or future conflicts under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the

State.

8.25. Illegal Immigration Reform Act Compliance:

By submitting an offer, Contractor certifies that it will comply with the applicable requirements of Title

8, Chapter 14 of the South Carolina Code of Laws (originally enacted as Section 3 of The South Carolina

Illegal Immigration Reform Act , 2008 S.C. Act No. 280) and agrees to provide upon request any documentation required to establish either: (a) the applicability of Title 8, Chapter 14 to Contractor and any subcontractors or sub-subcontractors; or (b) the compliance with Title 8, Chapter 14 by Contractor and any subcontractor or sub-subcontractor. Pursuant to Section 8-14-60, “A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both.” Contractor agrees to include in any contracts with its subcontractors language requiring the subcontractors to (a) comply with the applicable requirements of

Title 8, Chapter 14, and (b) include in any contracts with the sub-subcontractors language requiring the sub- subcontractor to comply with the applicable requirements of Title 8, Chapter 14. In the event any contractor, subcontractor and/or sub-subcontractor is found not to be in compliance with the SC

Immigration Reform Act [hereinafter "The Act"], the contractor agrees to fully indemnify the County for any loss suffered by the County as a result of such contractor, subcontractor or sub-subcontractor's failure to comply with the Act.

8.26. Assignment Clause:

Successful responder will be required to give the County ninety (90) days’ notice in the event of a change in the ownership of this contract. The County is under no obligation to continue this contract with an assignee. No contract or its provisions may be assigned, sublet, or transferred without the written consent of the County.

8.27. Indemnification:

Contractor agrees to defend, indemnify and save harmless the County and all County officers, agents and employees from and against any loss, damage, claim or action, including all expenses incidental to such claim and action, to the extent arising from any negligent acts or omissions by Contractor, its agents, staff, consultants and contractors employed by it, in the performance of the services under this

Agreement. Contractor shall not be responsible for any loss, damage, or liability to the extent arising from acts of the County, its agents, staff, and other consultants employed by it.

8.28. Deviations from Specifications:

Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and successful responder will be held responsible therefore. Deviations must be explained in detail on separate attached sheets(s). The listing of deviations, if any, is required but will not be construed as waiving any requirements of the specifications. Deviations found in the evaluation of the response and not listed may be cause for rejection. Responders offering substitute or equal items must provide information sufficient enough to determine acceptability of item offered.

8.29. Minor Deviations:

The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor.

8.30. Contractor License Requirement:

The contractor shall procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of his business. Contractor shall keep fully informed of existing and future Federal, State, and Local Laws, ordinances and regulations which in any manner affect the fulfillment of his contract and shall comply with the same.

8.31. Conflict of Interest Statement:

The contractor may become involved in situations where a conflict of interest could occur due to individual or organizational activities within the County. The vendor, by submitting a response, is in essence assuring the County that the company, and/or subcontractors, is in compliance with all federal, state, and local conflict of interest laws, statutes, and regulations.

8.32. Contracts:

The County reserves the option to prepare and negotiate its own contract with the vendor, giving due consideration to the stipulations of the vendor’s contracts and associated legal documents. Vendors should include with their submittal a copy of any proposed standard contract.

8.33. Contractor Liability:

The contractor assumes full responsibility for all injuries to, or death of any person and for all damage to property, including property and employees of the County and for all claims, losses or expense which may in any way arise out of the performance of the work, whether caused by negligence or otherwise;

and the contractor shall indemnify and save the County harmless from all claims, losses, expense, or suits for any such injuries, death or damages to property, and from all liens, losses, expenses, claims or causes of action of any sort which may arise out of the performance of the work, and shall defend, on behalf of the County and suit brought against the County for attorney’s fees and for all other expenses incurred by the County in connection with or as a result of any such suit, claims, or loss. Under no circumstances and with no exception will Greenville County act as arbitrator between the contractor and any subcontractor. The contractor will be solely responsible for compliance with building code requirements, all dimensions, and all conditions relating to his work under this contract. Workmanship shall be first quality in every respect. All measures necessary to ensure a first class job shall be taken.

8.34. Sub-Contracting:

The contractor shall not subcontract any portion of this contract without proper written approval from the County.

8.35. Non-Collusion:

The contractor expressly warrants and certifies that neither the Contractor nor its employees or associates has directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in conjunction with this response.

8.36. Prohibition of Gratuities:

Neither the contractor nor any person, firm or corporation employed by the contractor in the performance of the contract shall offer or give, directly or indirectly, to any employee or agent of the

County, any gift, money, or anything of value, or promise any obligations, or contract for future reward or compensation at any time during the term of this contract.

8.37. Publicity Releases:

Contractor agrees not to refer to the award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the user. The contractor shall not have the right to include the County’s name in its published list of customers without prior approval of the County. With regard to news releases, only the name of the County, type and duration of contract may be used and then only with prior approval of the County. The contractor also agrees not to publish, or cite in any form, any comments or quotes from the County Staff unless it is a direct quote from the Public Information Officer.

8.38. Public Record:

The County of Greenville is a public body and governed by the South Carolina Freedom of Information

Act. Documents submitted to the County relating to this Solicitation are subject to requirements of the

Freedom of Information Act and may be deemed public records.

8.39. Precedence:

In the…