Athletic Field Sports Lighting - LED Upgrade.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/greenvillek12sc

Greenville County Schools Procurement Department

2 Space Dr., Taylors, SC 29687-6072

Request for Proposals (RFP)

Description: ATHLETIC FIELD SPORTS LIGHTING - LED UPGRADE -

DESIGN-BUILD

Solicitation No: 327-14

Issue Date: September 18, 2026

Proposal Due By: October 12, 2026, 10:00 am

SOLICITATION TABLE OF CONTENTS

1. SCOPE OF SOLICITATION

2. GENERAL INSTRUCTIONS TO OFFERORS

3. SPECIAL INSTRUCTIONS TO OFFERORS

4. SCOPE OF WORK/SPECIFICATIONS

5. INFORMATION FOR OFFEROR TO SUBMIT

6. AWARD CRITERIA

7. EVALUATION CRITERIA

8. TERMS AND CONDITIONS

9. BIDDING SCHEDULE

10. VENDOR QUESTIONNAIRE

Attachments:

A - 327-14 - Athletic field sports lighting initial site visit map

B - 327-14 - Athletic fields LED Project Exhibit A

C - 327-14 - 260916GCSD Design-Build Sports Lighting RFP

D - 327-14 (Pre-Bid Sign-In Sheet)

1. SCOPE OF SOLICITATION

The School District of Greenville County (District) invites interested firms to submit a proposal response to provide Athletic Field Sports Lighting - LED Upgrade - Design-Build for Greenville County Schools in accordance with the Specifications and Terms and Conditions of this solicitation.

The Request for Proposal solicitation method shall be used to select one or more firms that meet the requirements of the solicitation.

This solicitation does not commit the District to award a contract, to pay any costs incurred in the preparation of the response to this solicitation or to procure any goods or services.

This solicitation does not require a security bond.

PERIOD OF PERFORMANCE

An award resulting from this solicitation will be for up to two (2) years from the date of award for final completion.

Solicitation Schedule

Release Project Date: September 18, 2026

Pre-Proposal Meeting (Non-Mandatory): September 28, 2026, 10:00am

Procurement Department Conference Room, 2 Space Drive, Taylors, South Carolina

29687. The entrance is identifiable with signage on the door of "Procurement", and on the building of "A4".

Initial Site Visits (Non-Mandatory):

Day 1, September 28, Begin immediately after Pre-proposal meeting, start at Wade

Hampton HS, progressing to Eastside HS, Riverside HS, Greer HS (Dooley Field), finishing at Blue Ridge HS. See solicitation attached map for stadium addresses.

Day 2, September 29, Begin at 10 AM at

Travelers Rest HS, progressing to Berea HS, Carolina HS, Greenville HS (Sirrine

Stadium), Southside HS, finishing at JL

Mann HS (offsite stadium). See solicitation attached map for stadium addresses.

Day 3, September 30, Begin at 10 AM at

Woodmont HS, progressing to Hillcrest HS, Fountain Inn HS, finishing at Mauldin HS.

See solicitation attached map for stadium addresses.

Proposers attending the site visits will meet at the home side gate of each stadium after check-in at the front office. These initial site visits are for general information only for the proposers to do basic evaluations of each site, note any issues that may generate questions, but will not be a complete analysis and/or review of all site conditions and requirements of this project. Additional site visits will be conducted with the selected Design-build proposer.

Question Submission Deadline: October 2, 2026, 10:00am

Response Submission Deadline: October 12, 2026, 10:00am

INQUIRIES

Questions or comments regarding this solicitation document or the process shall be submitted through the

Procurement Portal no later than 10:00 am on Friday, October 2, 2026.

After the Inquiry Deadline, the District will issue an addendum to address any questions or changes. Any addenda will be posted on the Procurement Portal. Questions and comments received after the Inquiry Deadline will not be addressed.

NOTE: No other District personnel or representative of the District shall be contacted regarding this solicitation or the evaluation process. Vendors that attempt to contact other District personnel or representatives or obtain information in any way other than the authorized method, which is through the Procurement Portal, may have that firm’s bid rejected.

2. GENERAL INSTRUCTIONS TO OFFERORS

DEFINITIONS

Except as otherwise provided herein, the following definitions are applicable to all parts of the solicitation:

AMENDMENT means a document issued to supplement the original solicitation document.

BOARD means the Greenville County School Board of Trustees

BUYER means the Procurement Officer or Procurement Department representative.

CHANGE ORDER means any written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual agreement of the parties to the contract.

CONTRACT See clause entitled Contract Documents & Order of Precedence.

CONTRACT MODIFICATION means a written order signed by the Procurement Officer, directing the contractor to make changes which the changes clause of the contract authorizes the Procurement Officer to order without the consent of the contractor.

CONTRACTOR means the Offeror receiving an award as a result of this solicitation.

COVER PAGE means the top page of the original solicitation on which the solicitation is identified by number. Offerors are cautioned that Amendments may modify information provided on the Cover Page.

OFFER means the bid or proposal submitted in response this solicitation. The terms Bid and Proposal are used interchangeably with the term Offer.

OFFEROR means the single legal entity submitting the offer. The term Bidder is used interchangeably with the term Offeror. See bidding provisions entitled Signing Your Offer and Bid/Proposal As Offer To

Contract.

PROCUREMENT OFFICER means the person, or his successor, established by the District to facilitate each procurement.

RESPONSIBLE Bidder means a person who has the capability in all respects to perform fully the contract requirements, and the integrity and reliability, which will assure good faith performance, which may be substantiated by past performance RESPONSIVE Bidder means a person who has submitted a bid or offer, which conforms in all material aspects to the invitation for bids or request for proposals.

SOLICITATION means this document, including all its parts, attachments, and any Amendments.

SUBCONTRACTOR means any person having a contract to perform work or render service to

Contractor as a part of the Contractor's agreement arising from this solicitation.

WORK means all labor, materials, equipment and services provided or to be provided by the Contractor to fulfill the Contractor's obligations under the Contract

YOU and YOUR means Offeror.

AMENDMENTS TO SOLICITATION

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors (b) shall acknowledge receipt of any amendment to this solicitation through the Procurement Portal. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

AWARD NOTIFICATION

Notice regarding the District's intent to award a contract will be posted on the Procurement Portal. If the contract resulting from this Solicitation has a total or potential value in excess of fifty thousand dollars, such notice will be sent to all Offerors responding to the Solicitation and any award will be effective the day such notice is given. Should the contract resulting from this Solicitation have a total or potential value of one hundred thousand dollars or more, such notice will be sent to all Offerors responding to the Solicitation and any award will not be effective until the eighth day after such notice is given, once the intent to protest period has ended.

BID/PROPOSAL AS OFFER TO CONTRACT

By submitting Your Bid or Proposal, You are offering to enter into a contract with Greenville County Schools.

Without further action by either party, a binding contract shall result upon final award. Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. An Offer may be submitted by only one legal entity; "joint bids" are not allowed but partners may be identified in the bid response.

BID ACCEPTANCE PERIOD

In order to withdraw Your Offer after the minimum period specified in the solicitation, You must notify the

Procurement Officer in writing.

BID IN ENGLISH & DOLLARS

Offers submitted in response to this solicitation shall be in the English language and in US dollars, unless otherwise permitted by the Solicitation.

CERTIFICATION REGARDING DEBARMENT AND OTHER RESPONSIBILITY MATTERS

By submitting an Offer, Offeror certifies, to the best of its knowledge and belief, that-

A. Offeror and/or any of its Principals-

1. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency;

2. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract;

violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

3. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph (a)(l)(i)(B) of this provision.

4. Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any public (Federal, state, or local) entity.

B. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

1. Offeror shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award, Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

2. If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offer must submit a written explanation regarding its inability to make the certification. The certification will be considered in connection with a review of the Offeror's responsibility. Failure of the Offeror to furnish additional information as requested by the Procurement Officer may render the Offeror nonresponsive.

3. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

4. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly or in bad faith rendered an erroneous certification, in addition to other remedies available to the State, the

Procurement Officer may terminate the contract resulting from this solicitation for default.

CODE OF LAWS AVAILABLE

The South Carolina Code of Laws, including the Consolidated Procurement Code, is available at http://www.scstatehouse.net/code/statmast.htm. The South Carolina Regulations are available at:

http://www.scstatehouse.net/coderegs/statmast.htm.

COMPLETION OF FORMS / CORRECTION OF ERRORS

http://www.scstatehouse.net/code/statmast.htm http://www.scstatehouse.net/coderegs/statmast.htm

The vendor may access their submission through the Procurement Portal in order to replace with the updated package submission.

DEADLINE FOR SUBMISSION OF OFFER

Any offer received after the time set for opening has arrived, shall be rejected unless otherwise specified in the award criteria.

DISTRICT REGULATIONS

The bidder(s) and his representatives shall follow all applicable regulations while on District property, including the NO SMOKING, no weapons, and drug-free policies. No work shall interfere with school activities or environments unless an authorized employee for that location gives permission. All representatives of winning bidder must display identification tags (picture ID) at all times while on school grounds.

DRUG FREE WORK PLACE CERTIFICATION

By submitting an Offer, Contractor certifies that, if awarded a contract, Contractor will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, and Chapter 107 of the South Carolina Code of

Laws, as amended. The successful Vendor shall not permit its personnel, representative or any subcontractor or other personnel to possess upon District property or within any vehicle transporting students and staff, any alcoholic beverages, illicit/non-prescribed drugs, tobacco products or weapons. Alcoholic beverages, illicit/non-prescribed drugs, tobacco products and weapons are not allowed on District property at any time.

Any vendor related actions involving or the possession of, any of the aforementioned items while on District property may cause a cancellation of any award/agreement, at no cost to the District. Criminal charges may apply. Personnel who appear to be under the influence of any substance shall not be allowed to transport or come into contact with students or enter or remain on District property.

DUTY TO INQUIRE

Offeror, by submitting an Offer, represents that it has read and understands the Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected to examine the Solicitation thoroughly and should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation. Failure to do so will be at the Offeror's risk. Offeror assumes responsibility for any patent ambiguity in the Solicitation that Offeror does not bring to the District's attention.

ETHICS CERTIFICATE

By submitting an offer, the offeror certifies that the offeror has and will comply with, and has not, and will not, induce a person to violate Title 8, Chapter 13 of the South Carolina Code of Laws, as amended

(ethics act). The following statutes require special attention: Section 8-13-700, regarding use of official position for financial gain; Section 8-13-705, regarding gifts to influence action of public official; Section 8-13-

720, regarding offering money for advice or assistance of public official; Sections 8-13-755 and 8-13-760, regarding restrictions on employment by former public official; Section 8-13-775, prohibiting public official with economic interests from acting on contracts; Section 8-13-790, regarding recovery of kickbacks; Section 8-

13-1150, regarding statements to be filed by consultants; and Section 8-13-1342, regarding restrictions on contributions by contractor to candidate who participated in awarding of contract. The District may rescind any contract and recover all amounts expended as a result of any action taken in violation of this provision. If contractor participates, directly or indirectly, in the evaluation or award of public contracts, including without limitation, change orders or task orders regarding a public contract, contractor shall, if required by law to file such a statement, provide the statement required by Section 8-13-1150 to the procurement officer at the same time the law requires the statement to be filed.

PROCUREMENT AUTHORITY

(a) All authority regarding the conduct of this procurement is vested solely with the responsible Procurement

Officer. Unless specifically delegated in writing, the Procurement Officer is the only government official authorized to bind the government with regard to this procurement. (b) Purchasing Liability. The Procurement

Officer is an employee of Greenville County Schools acting on behalf of the District pursuant to their

Procurement Code. Any contracts awarded as a result of this procurement are between the Contractor and

Greenville County Schools.

PROCUREMENT CODE AVAILABLE

The Greenville County Schools Procurement Code, is available at https://www.greenville.k12.sc.us/Departments/main.asp?titleid=procure.

PROTESTS

A. Solicitation - Any prospective bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the solicitation of a contract shall protest within fifteen (15) days of the date of issuance of the applicable solicitation document at issue.

B. Intent to Award - Any actual bidder, offeror, contractor, or subcontractor who is aggrieved in connection with the intended award or award of a contract shall state their intent to protest within seven (7) days of the date notification of award is posted in accordance with this code. A protest shall be in writing, submitted to the Chief Business Official, and shall set forth the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided. The actual protest grounds must be produced after notification within fifteen (15) days from the date of award notice.

PROTEST- ADDRESS

Any protest must be submitted in writing by mail or email to the Chief Business Official, Robin Stack, 301 E.

Camperdown Way., Greenville, SC 29601, or to rstack@greenville.k12.sc.us.

PUBLIC OPENING

Offers will be publicly opened at the Procurement Department, 2 Space Dr., Taylors, SC 29687, or any location specified in the last Addendum, whichever is applicable.

QUESTIONS FROM OFFERORS

(a) Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must submit their requests through the Procurement Portal no later than the date and time indicated in the

Solicitation Schedule of the submission date stated in the Scope of Solicitation. Oral explanations or instructions will not be binding. Answers will be furnished promptly through the Questions ans Answer section of the Procurement Portal and as an Amendment to the solicitation, if that information is necessary for submitting offers or if the lack of it would be prejudicial to other prospective offerors. (b) The District seeks to permit maximum practicable competition. Offerors are urged to advise the Procurement Officer - as soon as https://www.greenville.k12.sc.us/Departments/main.asp?titleid=procure mailto:rstack@greenville.k12.sc.us possible - regarding any aspect of this procurement, including any aspect of the Solicitation, which unnecessarily or inappropriately limits full and open competition.

REJECTION/CANCELLATION

The District may cancel this solicitation in whole or in part. The District may reject any or all proposals in whole or in part if it is in the best interest of the District to do so.

RESPONSIVENESS/IMPROPER OFFERS

A. Bid as Specified. Offers for supplies or services other than those specified will not be considered unless authorized by the Solicitation.

B. Responsiveness. Any Offer which fails to conform to the material requirements of the Solicitation may be rejected as nonresponsive. Offers which impose conditions that modify material requirements of the

Solicitation may be rejected. If a fixed price is required, an Offer will be rejected if the total possible cost to the District cannot be determined. Offerors will not be given an opportunity to correct any material nonconformity. Any deficiency resulting from a minor informality may be cured or waived at the sole discretion of the Procurement Officer.

C. Price Reasonableness: Any offer may be rejected if the Procurement Officer determines in writing that it is unreasonable as to price.

D. Unbalanced Bidding. The District may reject an Offer as nonresponsive if the prices bid are materially unbalanced between line items or sub-line items. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work, and if there is a reasonable doubt that the bid will result in the lowest overall cost to the District even though it may be the low evaluated bid, or if it is so unbalanced as to be tantamount to allowing an advance payment.

RESTRICTIONS APPLICABLE TO OFFERORS

Violation of these restrictions may result in disqualification of your offer, suspension or debarment, and may constitute a violation of the state Ethics Act. (a) After issuance of the solicitation, all communications must be solely with the Procurement Officer. You agree not to discuss this procurement activity in any way with any other District employees, agents or officials. This restriction may be lifted by express written permission from the Procurement Officer. This restriction expires once a contract has been formed. (b) Unless otherwise approved in writing by the Procurement Officer, you agree not to give anything to any other District employees, agents or officials prior to award.

SIGNING YOUR OFFER

Every Offer must be signed by the individual with actual authority to bind the Offeror. (a) If the Offeror is an individual, the Offer must be signed by that individual. If the Offeror is an individual doing business as a firm, the Offer must be submitted in the firm name, signed by the individual, and state that the individual is doing business as a firm. (b) If the Offeror is a partnership, the Offer must be submitted in the partnership name, followed by the words "by its Partner," and signed by a general partner. (c) If the Offeror is a corporation, the

Offer must be submitted in the corporate name, followed by the signature and title of the person authorized to sign. (d) An Offer may be submitted by a joint venture involving any combination of individuals, partnerships, or corporations. If the Offeror is a joint venture, the Offer must be submitted in the name of the Joint Venture and signed by every participant in the joint venture in the manner prescribed in paragraphs (a) through (c) above for each type of participant. (e) If an Offer is signed by an agent, other than as stated in subparagraphs (a) through (d) above, the Offer must state that is has been signed by an Agent. Upon request, Offeror must provide proof of the agent's authorization to bind the principal.

SUBMITTING CONFIDENTIAL INFORMATION

For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word "CONFIDENTIAL" every page, or portion thereof, that Offeror contends contains information that is exempt from public disclosure because it is either (a) a trade secret as defined in

Section 30-4- 40(a)(l), or (b) privileged and confidential, as that phrase is used in Section 11-35-410. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the words "TRADE SECRET" every page, or portion thereof, that Offeror contends contains a trade secret as that term is defined by Section 39-8-20 of the Trade Secrets Act. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word

"PROTECTED" every page, or portion thereof, that Offeror contends is protected by Section 11-35-1810. All markings must be conspicuous; use color, bold, underlining, or some other method in order to conspicuously distinguish the mark from the other text. Do not mark your entire response (bid, proposal, quote, etc.) as confidential, trade secret, or protected. If your response or any part thereof, is improperly marked as confidential or trade secret or protected, the District may, in its sole discretion, determine it nonresponsive. If only portions of a page are subject to some protection, do not mark the entire page. By submitting a response to this solicitation or request, Offeror (1) agrees to the public disclosure of every page of every document regarding this solicitation or request that was submitted at any time prior to entering into a contract (including, but not limited to, documents contained in a response, documents submitted to clarify a response, and documents submitted during negotiations), unless the page is conspicuously marked "TRADE SECRET" or

"CONFIDENTIAL" or "PROTECTED", (2) agrees that any information not marked, as required by these bidding instructions, as a "Trade Secret" is not a trade secret as defined by the Trade Secrets Act, and (3) agrees that, notwithstanding any claims or markings otherwise, any prices, commissions, discounts, or other financial figures used to determine the award, as well as the final contract amount, are subject to public disclosure. In determining whether to release documents, the District will detrimentally rely on Offeror's marking of documents, as required by these bidding instructions, as being either "Confidential" or "Trade Secret" or

"PROTECTED". By submitting a response, Offeror agrees to defend, indemnify and hold harmless Greenville

County Schools, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney's fees, arising out of or resulting from the District withholding information that Offeror marked as "confidential" or "trade secret" or "PROTECTED". (All references to S.C. Code of Laws.)

SUBMITTING YOUR OFFER OR MODIFICATION

(a) Offers and offer modifications shall be submitted in sealed envelopes or packages (unless submitted by electronic means) - (1) Addressed to the office specified in the Solicitation; and (2) Showing the time and date specified for opening, the solicitation number, and the name and address of the bidder. (b) If you are responding to more than one solicitation, each offer must be submitted in a different envelope or package. (c) Each Offeror must submit the number of copies indicated on the Cover Page. (d) Offerors using commercial carrier services shall ensure that the Offer is addressed and marked on the outermost envelope or wrapper as prescribed in paragraphs (a) (1) and (2) of this provision when delivered to the office specified in the Solicitation. (e)

Facsimile or e-mail offers, modifications, or withdrawals, will not be considered unless authorized by the

Solicitation. (f) Offers submitted by electronic commerce shall be considered only if the electronic commerce method was specifically stipulated or permitted by the solicitation. (g) It is the Offerors responsibility to ensure that bids submitted by electronic commerce were received by the Procurement Officer.

TAX CREDIT FOR SUBCONTRACTING WITH MINORITY FIRMS

Pursuant to Section 12-6-3350, taxpayers, who utilize certified minority subcontractors, may take a tax credit equal to 4% of the payments they make to said subcontractors. The payments claimed must be based on work performed directly for a South Carolina state contract. The credit is capped at $25,000 per year or the total tax liability; whichever is lesser. The taxpayer is eligible to claim the credit for 6 consecutive taxable years beginning with the taxable year in which the credit is first claimed. There is no carry forward of unused credits.

The credit may be claimed on Form TC- 2, "Minority Business Credit." A copy of the subcontractor's certificate from the Governor's Office of Small and Minority Business (OSMBA) is to be attached to the contractor's income tax return. Taxpayers must maintain evidence of work performed for a State contract by the minority subcontractor. Questions regarding the tax credit and how to file are to be referred to: SC Department of

Revenue, Research and Review, Phone: (803) 898-5786, Fax: (803) 898-5888. The subcontractor must be certified as to the criteria of a "Minority Firm" by the Governor's Office of Small and Minority Business

Assistance (OSMBA). Certificates are issued to subcontractors upon successful completion of the certification process. Questions regarding subcontractor certification are to be referred to: Governor's Office of Small and

Minority Business Assistance, Phone: (803) 734-0657, Fax: (803) 734-2498. Reference: SC §11-35-5010 -

Definition for Minority Subcontractor & SC §11-35-5230 (B) - Regulations for Negotiating with State Minority

Firms.

UNIT PRICE

Unit price must be shown for each item. In determining award, unit prices will govern over extended prices unless otherwise stated.

WITHDRAWAL OR CORRECTION OF OFFER

Offers may be withdrawn by written notice received at any time before the exact time set for opening. If the

Solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for opening. A bid may be withdrawn in person by a bidder or its authorized representative if, before the exact time set for opening, the identity of the person requesting withdrawal is established and the person signs a receipt for the bid. The withdrawal and correction of Offers is governed by the District's

Procurement Code.

3. SPECIAL INSTRUCTIONS TO OFFERORS

PRE-PROPOSAL CONFERENCE

There is a pre-proposal meeting for this solicitation.

CLARIFICATION

Pursuant to Section (SC Section 11-35-1520), the Procurement Officer may elect to communicate with you after opening for the purpose of clarifying either your offer or the requirements of this solicitation. Such communications may be conducted only with offerors who have submitted an offer which obviously conforms in all material aspects to the solicitation. Clarification of an offer must be documented in writing and included with the offer. Clarifications may not be used to revise an offer or the solicitation.

4. SCOPE OF WORK/SPECIFICATIONS

SCOPE OF WORK

The awarded proposer(s) is expected to fulfill all of the requirements and duties contained in this solicitation as directed by the District’s Superintendent or his designee. A proposal shall consist of details for the provision and management of the services envisioned in the Specifications, in accordance with the requirements described in this solicitation. The detailed Specifications are provided in a later section.

The School District of Greenville County is located in the Upstate of South Carolina with approximately 78,000 students and 11,000 employees. The District was established in 1951. The District consists of more than 100 schools, career centers and other facilities. Proposers can gain more information on the District and its standards by entering the District’s website at www.greenville.k12.sc.us.

The scope of work includes, but is not limited to, the responsibilities listed in this RFP and any future authorized, amended documents related to this solicitation. If the proposer takes any exceptions to any part of the solicitation, include the exceptions with the proposal on a separate page titled “Exceptions to Proposal

Criteria.”

Description:

Upgrade/Replace High School Stadium Field Lighting Fixtures to LED at Fourteen (14) High Schools. Location information may be found in the attachments to this solicitation. The District reserves the right to add Fountain

Inn High School to the scope of work, subject to available funding and sufficient project budget.

The selected Design-build team will be given access to the GCSD document control system AerieHub for any available plans and information at each site.

Attachments:

The following attachments are included in this solicitation and may be found in the "Attachments" section.

• 327-14 - Athletic Field Sports Lighting Initial Site Visit Map

• 327-14 - Athletic Fields LED Project Exhibit A

• 327-14 - 260916GCSD Design-Build Sports Lighting RFP

Pre-Proposal Meeting

The District will conduct a Pre-Proposal Meeting for this solicitation as defined in the Solicitation Schedule section of this solicitation.

Attendance at the Pre-Proposal Meeting is strongly suggested.

Site Visits:

http://www.greenville.k12.sc.us/

Initial Site Visits (Non-Mandatory):

Day 1, September 28, Begin immediately after Pre-proposal meeting, start at Wade Hampton HS, progressing to

Eastside HS, Riverside HS, Greer HS (Dooley Field), finishing at Blue Ridge HS. See solicitation attached map for stadium addresses.

Day 2, September 29, Begin at 10 AM at Travelers Rest HS, progressing to Berea HS, Carolina HS, Greenville

HS (Sirrine Stadium), Southside HS, finishing at JL Mann HS (offsite stadium). See solicitation attached map for stadium addresses.

Day 3, September 30, Begin at 10 AM at Woodmont HS, progressing to Hillcrest HS, Fountain Inn HS, finishing at Mauldin HS. See solicitation attached map for stadium addresses.

Proposers attending the site visits will meet at the home side gate of each stadium after check-in at the front office. These initial site visits are for general information only for the proposers to do basic evaluations of each site, note any issues that may generate questions, but will not be a complete analysis and/or review of all site conditions and requirements of this project. Additional site visits will be conducted with the selected Design-build proposer.

Attendance at the Pre-Proposal Meeting and Site Visits is strongly suggested.

Additionally, site visits may be scheduled upon availability by contacting the Project Manager, Dennis

McCrary, at rdmccrary@greenville.k12.sc.us.

When visiting a school, potential proposers should first report to the school’s front office, provide both personal photo identification and business identification, and be escorted on a location tour by the project manager or by another designated District employee. The District will make no further arrangements for site visits. Note that a jobsite visit is an opportunity to review actual school conditions: a jobsite visit is not an opportunity to make verbal inquiries. Any bidder not adhering to the inquiry guidelines may cause their bid to be deemed Non-

Responsive.

Project Schedule:

This project is scheduled for execution beginning November 1, 2026, pending issuance of award and purchase order, and has a desired Contract End Date of Twenty-Four (24) months.

The project scheduling shall be coordinated with the project manager , to-be-determined with vendor proposals and field availability. See Construction Schedule attachment for options for schedule.

Warranty:

Warranty Requirements will be part of the proposal and evaluation process.

Additional Services Needed:

Training on LED lighting controls and customer support.

mailto:bguy@greenville.k12.sc.us

Liquidated Damages:

Liquidated Damages shall be required for this project.

Liquidated damages will be assessed to the vendor under the following circumstances: The vendor and GCSD project and program manager will agree on a site that is ready for the LED field lighting to be installed. A schedule will be provided by the vendor to complete the installation and provide a functional operational system per the plans and specs. If the vendor does not meet the schedule to turn the field back over to the school for use, liquidated damages will apply at a rate of $1,000.00 per day. Weather delays and any unforeseen issues will be accommodated.

GCSD Security Requirements:

GCSD security guard standards will be required anytime the vendor is working on a school site, including the summer and holidays. GCSD has a contract with security service firms to provide a standing security guard with building keys and alarm system access. The vendor will be required to provide the GCSD program and project managers with security schedules, directly contact the security firm(s) to request guards, and pay all costs to the security firms directly. A list of current security firms on contract will be provided with the awarded vendor's contract and purchase orders.

Performance and Payment Bonds

Performance and Payment Bonds shall be required for this project.

Evaluations:

Phase One (Written Proposals):

The District shall evaluate all written proposals based upon the Evaluation Factors set forth in the solicitation.

Proposers shall respond to each Evaluation Factor and explain, in detail, any additional services they propose to provide to the District. Each evaluation team member shall review the quality of each proposal based upon the established Evaluation Factors.

Following the initial evaluation of the written proposals, up to the five (5) highest-scoring proposers may be shortlisted and invited to participate in an interview with the GCS Selection Team.

Proposers shall identify costs associated with their proposed services in their proposal response. Undisclosed costs shall not be paid by the District at any time.

Phase Two (Interviews):

If selected for interviews, firms shall discuss, at a minimum, how their team is uniquely qualified to manage this project by addressing the Scope of Work, budget, schedule, and team members assigned to the project, and shall be ranked as follows:

o 1 = Exceeds requirements o 2 = Fully meets requirements o 3 = Meets most requirements, minor gaps o 4 = Meets some requirements, major gaps o 5 = Does not meet requirements

End of Section.

NOTE: Taking exceptions to the solicitation or changing the terms and/or conditions of the solicitation may cause the proposal to be determined “non-responsive” and therefore, not eligible for an award.

DISTRICT CALENDAR AND INFORMATION

Proposers can obtain more information on the District, its calendar and standards by entering the District’s website at www.greenville.k12.sc.us.

POSTPONMENTS

A proposal recording meeting or a pre-proposal conference shall be postponed if the District’s Procurement

Department is closed for any of the following reasons: (1) Causes beyond the control of the District (e.g., fire, flood, weather conditions, etc.), or (2) Emergency or unanticipated events that interrupt normal District or

Procurement operations. The postponed event (opening or conference) shall automatically be rescheduled to the next full and complete District business day after the published date. A District business day does not include a day starting after an announced opening delay or a closure. Firms should consult the District’s INFO

Line (864-355-3100) or local media regarding closures.

5. INFORMATION FOR OFFEROR TO SUBMIT

PROPOSER GENERAL INFORMATION

Proposers shall explain, in detail, any additional service that they wish to provide the District. Proposers shall provide all costs to the District in their proposal. Undisclosed costs shall not be paid at any time.

Proposers shall respond to each of the following areas in the Vendor Questionnaire.

INSTRUCTION FOR SUBMITTAL OF PROPOSAL

Proposers shall submit their bid through the Procurement Portal no later than 10:00 am on Monday, October 12, 2026.

By submitting a solicitation response, the Vendor acknowledges that it has had the opportunity to inquire about the District’s Procurement Code and Regulations, this solicitation and other pertinent District policy.

Sales Tax requirements for pricing will be described on the bid form and/or in the scope of work section of this solicitation.

The submitted sealed proposal must be signed by an authorized individual who may bind the Vendor to provide the service(s) and/or product(s) in accordance with the specifications contained in this RFP.

http://www.greenville.k12.sc.us/

The official due time for a solicitation response is maintained according to the Procurement Portal.

Faxed or emailed proposals shall not be accepted.

SOLICITATION SECURITY

If the District requires Solicitation Security for this project, the requirement will be specified in the Scope of Work.

If Solicitation Security is required, it must be submitted either in person or by U.S. Mail to:

Greenville County Schools – Procurement Department 2 Space Drive Taylors, SC 29687

Acceptable forms of Solicitation Security include a check, cashier’s check, or bid bond, as specified in the solicitation.

Any security deposit submitted by check will be available for pickup at the Procurement Department in accordance with the terms of the solicitation.

SOLICITATION AND PERFORMANCE CONDITIONS

Unless stated otherwise herein, the governing language of the relationship and project performance between the

District and the awarded firms resulting from this solicitation shall be comprised of the solicitation documents, including any attachments, amendments and/or addenda. In the event of a conflict, the solicitation document shall govern.

SUBCONTRACTING

No portion of this contract shall be subleased, assigned, transferred, or conveyed without the expressed prior written approval from a GCS Procurement Officer. Proposed subcontractors shall be identified in the bid.

PROPOSAL RESPONSE CERTIFICATION

Interested Vendors are hereby notified that a “Proposal Response Certification” statement is included within the solicitation and that by signing the certification statement, with no alterations allowed, the Vendor agrees to be bound by the terms and conditions of the solicitation and by the District’s General Terms and Conditions included herein by reference. The Proposal Response Certification statement that is included with this solicitation shall be signed and returned with the proposal. Should a Vendor decide not to sign the Certification

Statement, the reasons for the decision shall be noted on a separate page to be included within the sealed proposal.

An interested Vendor that submits a proposal that contradicts this solicitation and which is not in compliance with the requirements of this solicitation, including the District’s General Terms and Conditions, acknowledge and understand that, by doing so, its proposal may be deemed nonresponsive by the District.

A Vendor who takes exceptions to any portion of this solicitation may be deemed “non-responsible” and may not be eligible for an award. The rights and authority of such determination are reserved solely by the

Procurement Officers of the District’s Procurement Department.

6. AWARD CRITERIA

EVALUATION OF PROPOSALS

All proposals will be reviewed for the purpose of determining responsiveness. Any proposal that does not meet the salient requirements of the RFP will be deemed non-responsive. To determine responsibility, all information provided by the Vendor concerning its availability to perform fully the contract requirements, including the integrity and reliability of the Vendor, will be reviewed. This project is on a critical timeline, and a vendor’s ability to provide the service / product within the specified period of time will be examined and included in the evaluation. The submission of a proposal for review does not necessarily qualify the Vendor as being responsible or the proposal as being responsive. Failure to provide specific information as requested for use in an evaluation will cause the bid to be disregarded.

The proposal responses will be evaluated based on the factors as detailed in this solicitation. The Vendor deemed by the District as responsible and whose proposal is the most favorable to the District may be awarded the contract if all other terms and conditions are acceptable to the District and if in the District’s best interest.

Vendors must clearly mark the words “Confidential” or “Protected” next to each section of the proposal that the Vendor considers to be proprietary or may contain confidential information. In no manner or situation will pricing be considered confidential. The District shall have the sole, exclusive right to determine whether such confidential notations are valid and subject to public release. Entire documents shall not be marked as

“confidential” or “protected”.

The District may request written or oral clarifications of any offer received. However, the District may, at its sole discretion, refuse to accept in full or partially, the response or clarification given by any Vendor.

Vendors are cautioned that the evaluators are not required to request a clarification of the proposal; therefore, all offers should be complete and reflect the most favorable terms to the District. The District reserves the right to reject any and all offers when such rejection is deemed to be in the best interest of the District.

The District reserves the right to accept or reject, in part or in entirety, any or all proposals or portions of proposals submitted by any Vendor and to waive any informalities or technicalities so as to purchase in the best interest of the District. The District reserves the right to interpret the acceptability of the proposed services and supplies when meeting the intent for use as determined by the end user.

The District reserves the right to negotiate with all responsible Vendors and to cancel in part or in entirety, this solicitation if it is in the best interest of the District. This solicitation does not commit the District to negotiate, hold discussions, award a contract, pay any costs incurred in the preparation of the response to this solicitation or to procure any services and/or supplies.

EVALUATION FACTORS

Selection will be based upon the following criteria shown in the EVALUATION CRITERIA, Section 7, in order of importance. The proposer shall respond to each evaluation factor. The quality of the response for each factor will be reviewed by each evaluation team member for each proposal. An overall team evaluation and ranking will be determined based upon this process.

The District will evaluate all proposals based upon the Evaluation Criteria set forth in the solicitation. The overall highest ranked, responsible proposer may be awarded a contract if all other terms and conditions of the proposal are acceptable to the District and if in the District’s best interest.

https://procurement.opengov.com/portal/greenvillek12sc/projects/301135/document?section=2886717

The District’s evaluation team may request written or oral clarifications of any offer received. However, the

District may, at its sole discretion, refuse to accept in full or partially the response to a clarification request provided. Proposers are cautioned that the evaluators are not required to request clarification; therefore, all offers should be complete and reflect the most favorable terms. The District reserves the right to reject any and all offers when such rejection is deemed to be in the best interest of the District.

AWARD

At the official due time, only the names of the proposers will be publicly read aloud. No further information will be provided at the opening in accordance with the District’s Procurement Code. Attendance at the public recording is not required in order to have a proposal evaluated.

An award may be made to one (1) responsible firm in order to meet the District’s requirements. After proposal review and evaluation, an award may be issued to the overall highest-ranked, responsible firm whose responsive proposal is determined to be the most advantageous to the District, taking into consideration the evaluation and the terms of this solicitation. The right is reserved to reject any and all, or portions of, proposals received. In all cases, the District will be the sole judge as to whether a proposal has or has not satisfactorily met the requirements of the solicitation. The District is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous, nor will the District be required to furnish any information regarding the solicitation.

Failure to receive business as a result of this solicitation is not subject to contract controversy.

The Scope of Work/Program Specification section details the period of performance and responsibilities.

The District will evaluate the awarded firm during the period of performance in order to determine if the

District’s standards and goals contained in the solicitation are being met. When applicable, the District may also evaluate the awarded firm’s performance, pertinent records, cost reporting, compliance with deadlines and timeframes, schedule adherence, quality control, communications with District representatives and professionalism. Precise criteria for evaluation of performance will consist, at a minimum, of the terms of this solicitation and others may be developed after award of the contract.

Prices must remain in effect during evaluation for a minimum for ninety (90) calendar days from the due date. Prices submitted shall be inclusive of all costs that the proposer expects the District to pay. The proposing entity’s prices shall include all services and ancillary requirements required to perform the services in accordance with the solicitation.

After the contract is awarded, no additional costs will be considered. Hidden or undisclosed costs will not be accepted.

Proposers that submit a price(s) and then change the price(s) or service(s)/product(s) at a later time may have the proposal rejected or the award cancelled at no cost to the District.

The award statement will be publicly posted in the lobby of the Procurement Department, 2 Space Drive, Taylors, South Carolina. The public may review this statement during regular office hours. The award will also be posted on the Procurement Department website. Actual proposers may be mailed a copy of the Intent to

Award document. Interested parties may call the Procurement Department at (864) 355-1279 to determine if an award has been posted.

Interested parties are responsible for physically confirming the posting of any Intent to Award document.

Contract Termination for Cause

The District reserves the right to terminate this solicitation or resulting agreement upon a thirty (30) calendar day notice when in the best interest of the District at no cost to the District. Termination of any contract by the

District for cause, non-performance, default or negligence on the part of the successful proposer shall be a retained right. Termination costs levied against the District shall not apply and the thirty (30) calendar day termination notice requirement shall be waived. The default provisions shall apply when a contract is terminated for cause.

The District reserves the right…