FY25_PARD_Guidelines_20241120.pdf

SOUTH CAROLINA DEPARTMENT

OF PARKS, RECREATION & TOURISM

GUIDELINES & APPLICATION PACKET

REVISED November 20, 2024

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SOUTH CAROLINA PARKS, RECREATION & TOURISM

1205 PENDLETON STREET, RM 203

COLUMBIA, SC 29201

Alesha C. Cushman - PARD Grants Coordinator 803-734-0185 acushman@scprt.com

The South Carolina Department of Parks, Recreation & Tourism (SCPRT) is an equal opportunity employer and through its programs does not discriminate against anyone based on color, race, national origin or disability. All participants in the Parks and Recreation

Development Fund will comply with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the American Disabilities Act of 1990

TABLE OF CONTENTS

mailto:acushman@scprt.com

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SECTION PAGE

INTRODUCTION

Program Summary 4

Apportionment and Notification 4

Eligibility 5

GENERAL ADMINISTRATION

Application Process 6

Project Match 6

Procurement Procedures (Attachment A) 7

Handicap Accessibility 7

Environmental Impact 7

Historical Significance 7

Control and Tenure 7

Application and Approval Process 7

Reimbursement 8

Post Completion 9

PARD ASSISTANCE

Planning 10

Development 10-11

Renovation 11

Ineligible Projects 12

PROJECT APPLICATION

Application Form 14-15

Required Attachments List 16

Historical Significance Certification Form 17

Endorsement Form 18

REIMBURSEMENT FORMS

Billing Data Sheet 20

Employee Time Sheet 21

Equipment Time Sheet 22

Procurement Checkoff List 23

ATTACHMENTS

Attachment A – State Procurement Guidelines

GuiGuiProcedures

Code of Laws

24-33

Attachment B – Code of Laws 34

Attachment C – Weighted Voting

VotingVotingAcknowledgement Sign

35-41

Attachment D – PARD Acknowledgement Sign 42-44

The PARK AND RECREATION DEVELOPMENT FUND (PARD) Program was created in 1987 by the General Assembly of South Carolina, signed by the Governor, and took effect on July 1, 1987. The basis of the grant program is found in Chapter 23 of Title 51 of the 1976 Code of Laws. PARD, which is administered by the Department of Parks, Recreation & Tourism (SCPRT), is intended to assist with permanent improvements of park and recreation facilities, which will be open to the general public.

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INTRODUCTION

PROGRAM SUMMARY

The PARD grant program is a non-competitive reimbursable grant program for eligible local government or special purposes district entities, which provide recreational opportunities within each county. The actual grant awards are made on a project-by-project basis.

Eligible project costs will be reimbursed at a rate of 80%. To determine your match requirement, multiply the grant award amount by 1.25:

EXAMPLE: Grant award $5,000.00 + match $1,250.00 = $6,250.00 Project Total

$5,000.00 x 1.25 = $6,250.00

6,250.00 x 80% = $5,000.00 Reimbursement

The funds are be used for permanent/semi-permanent improvements to public park and recreation facilities. Each application must have the endorsement of its county legislative delegation members whose combined weight factor is more than 50%.

APPORTIONMENT AND NOTIFICATION

PARD funds are generated from bingo taxes collected from July 1 – June 30 of each new fiscal year. The PARD funds are allocated to each county beginning July 1 of each new fiscal year. Each county will receive at least Twenty thousand dollars ($20,000.00). 75% of the remaining funds is distributed to the counties based on the county’s percent of the

State population as published in ‘Current Population Reports’ by the Bureau of the Census.

EXAMPLE: Funds collected July 1, 2005 – June 30, 2006 were the 2007 funds allocated to each county.

The remainder of the funds will go in the account of SCPRT, five percent of which may be used for the administration of the PARD program.

Under Proviso 49.10, PARD Funds may remain unexpended indefinitely; once a project is approved utilizing these funds, the project sponsor will have (3) years to complete and close out the project. Extensions will not be granted on approved projects past (3) years.

These funds will not be lost; they will revert back to the county account.

SCPRT will notify members of the General Assembly and eligible sponsors of the amount of funds available in their County area. SCPRT will mail out reports and notifications in July of each fiscal year. The July report will notify of new PARD allocations that have been made available along with new balance, and (3) detailed report showing approved projects. The

County Delegation must review all projects within the county area and complete the endorsement form for the approved project (s). The total amounts of all projects endorsed by the Delegation may not exceed the total amount of funds available to the “County Area”.

Grant awards must be made based on funds that have already been earned, and not on anticipated revenues.

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ELIGIBILITY

An eligible entity is any local government unit, including special purpose districts, which has provided parks or recreation services for at least twelve (12) months prior to the date of application. Such eligibility will be determined by SCPRT. The South Carolina Department of Parks, Recreation & Tourism is the only State agency eligible for funding. SCPRT will annually review all agencies and will assign each agency to a classification. These classifications are as follows:

CLASS “A”: a local unit of government that has as one of its primary responsibilities the provision of full-time park and recreation facilities and services open to the general public and has provided such for the previous twelve-month period. These entities have real property under their direct control, which they use for public recreation purposes, or schedule on-going activities of a comprehensive nature.

CLASS “B”: a local unit of government which has as one of its responsibilities the provision of park and recreation facilities and services open to the general public and has provided such for the previous twelve-month period.

CLASS “C”: a local unit of government which provides park and recreation facilities or services open to the general public as a secondary function and has provided these facilities or services for the previous twelve-month period.

CLASS “D”: all entities, that do not meet the requirements of one of the three (3) above described classes, or entities, that have lost their eligibility and as a result are ineligible for

PARD funds.

If an entity has never received PARD funds, the following must accompany a complete application. It is the sponsor’s responsibility to provide all documentation to prove eligibility:

Picture of recreational facilities maintained by the sponsor

Copy of agency’s budget showing expenditures for parks and recreation functions

Detailed description of how long property has been maintained along with an outline of future development.

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GENERAL ADMINISTRATION

APPLICATION PROCESS

Beginning in FY 24-25, applications for PARD funds must be made through SCPRT’s

Webgrants System. In order to apply through Webgrants, the person submitting the application must be registered in the Webgrants System. If the person submitting the application has not registered before in Webgrants for another SCPRT administered grant

(e.g., LWCF, RTP, TAG), then a New Registration must be created using the “Click Here to

Register” button on the Webgrants login screen. Once the New Registration is approved, then the application process may be started in Webgrants. If the person submitting the application has previously registered in Webgrants, they may log in using their Webgrants

Username and Password.

Once an applicant has logged into Webgrants, they should click on the Funding

Opportunities button on the left side of the screen. In the Funding Opportunities screen, please select the “Parks and Recreation Development Fund” option, then click the “Start

New Application” button.

The PARD application in Webgrants will require the same information as previous PARD applications, including the documentation listed below. These documents may be uploaded into their designated fields within the application.

An application for PARD funds must be complete to be approved. A complete application consists of the following:

_________ Project Application

_________ Endorsement Form from Delegation with original signatures with combined weight factor of more than 50%

_________ Copy of Deed and or lease of property

_________ Historical Significance Certification Form

_________ Site map of property with full address listed

________ Pictures (color) 8 ½ x 11 of the proposed site before development or renovation

Please keep in mind you must provide all the above for every application even if funding has been provided in the past to the same location. Projects are approved the 15th of every month, if your application is submitted after the 15th, the project will not be approved until the following month. Remember your project is not approved until you have confirmation from SCPRT through Webgrants. Any work done outside of the agreement date is not eligible for reimbursement.

PROJECT MATCH

PARD is a matching grant program and all projects must be matched by local government in an amount of at least 20%. All local matches will be in the form of cash, force account labor or equipment use costs for the actual construction of the project. Force account labor must be actual employees of the Town, City or County. The following are NOT eligible as a match for PARD funds: Volunteer labor or donated material, costs associated with the administration of the project, acquisition of real property, or interest on borrowed funds.

https://www.scprtgrants.com/logout.do

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PROCUREMENT PROCEDURES

*SEE ATTACHMENT A*

HANDICAP ACCESSIBILITY

All State funded projects must be made accessible to and useable by persons with disabilities. All projects must meet ADA Standards and must be constructed in conformance with the Uniform Federal Accessibility Standards (UFAS). Alteration of facilities that would prevent accessibility is prohibited.

Links: www.access-board.gov/ufas/ufas-html/ufas.htm

ENVIRONMENTAL IMPACT

It is the responsibility of the project sponsor to assure that any development, renovations, or improvements are environmentally sound. The sole responsibility for corrective action is with the sponsor.

HISTORICAL SIGNIFICANCE

It is the responsibility of the project sponsor to inform SCPRT if the planned project will have an impact on existing or potentially eligible National Historic Register sites.

CONTROL AND TENURE

The project sponsor must either own the site in fee simple title or have a lease/joint use agreement for a term commensurate with the duration of the agreement period indicating the sponsor has primary control and the purpose of the site is for public recreation.

APPLICATION AND APPROVAL PROCESS

A complete application must be submitted by the sponsor and the local legislative delegation. Once the delegation approves the amount of funds for your application, then the delegation must forward the complete application to SCPRT for approval. (Each legislative delegation has different guidelines in place i.e., when applications are due to them, amount of funds disbursed etc,) Once a complete application is received, SCPRT will evaluate the application to determine if the project is eligible for funding. Projects are approved by SCPRT by the 15th of every month. Any application received after the 15th will not be approved until the next month. PARD projects are not officially approved until the project sponsor receives a Project Agreement from SCPRT. You must then sign the project agreement and return one (1) copy to SCPRT. Any work completed outside the project period will not be approved for reimbursement.

The duration of the project agreement period is based on funds approved for your project.

During the agreement period the sponsor must ensure that the terms of the agreement are kept, that the facilities will be operated for the intended purposes, and that maintenance will be performed on a regular basis and remain open to the public. During the project agreement period the project sponsor may not transfer the rights, privileges or obligations

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SCPRT. Compliance responsibilities are listed on the back of the project agreement.

The duration of the project agreement is as follows:

Projects valued at $5,000.00 or less: The agreement period will be for at least 5 years

Projects valued at $5,001.00 - $20,000.00: The agreement period will be for at least 5 years, plus one (1) additional year for each $1,000.00 with a maximum of 20 years.

Projects valued at $20,001.00 and above: The agreement period will be for 20 years.

Agencies that break leases or disregard any portions of the agreements on approved projects concerning the maintenance, operation and use, will be deemed ineligible for future PARD funds until these discrepancies are rectified.

REIMBURSEMENT

The sponsor must submit proper documentation for partial or final reimbursements. The sponsor must request reimbursement for work that is outlined in their project agreement only. The following documentation is needed:

• Signed Project Agreement must be on file with SCPRT.

• Billing data sheet

• Labor data sheet (if applicable)

• Employee time sheet (if applicable)

• Equipment time sheet (if applicable)

• Procurement documentation (copy of quotes, copy of bids, copy of contracts, etc.)

• Copies of Invoices

• Copies of canceled checks front and back, or front copy of check with a bank statement. SCPRT must see that money did come out of the sponsor’s bank account. If a credit card was used to purchase material, then we need a copy of the receipt along with monthly statement and copy of canceled check. If a direct deposit/wire transfer is made that documentation must be included to show the transfer to the vendor.

There can be several reasons for a delay or denial of reimbursement:

If proper documentation is missing at the time of payment request, the reimbursement will be delayed.

If dates on invoices and checks are prior to your project agreement date, your payment request will be denied.

If the project is not completed and open to the public at the time of inspection, your request could be delayed or denied depending upon circumstances.

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POST COMPLETION RESPONSIBILITIES

Upon notification from the sponsor through a final billing, SCPRT will be responsible for making a site inspection of the site prior to final reimbursement. The sponsor must abide to the following completion responsibilities (also outlined on the back of the project agreement).

1) The project sponsor agrees to operate the above described facilities in a nondiscriminatory manner with regards to race, color, creed, national origin, or handicap such that the general public is not prohibited except possibly during night hours when it might be deemed unsafe for use.

2) The Project Sponsor agrees to operate and maintain the above described facilities in a safe and useable manner for their intended purposes throughout the agreement period.

3) The Project Sponsor agrees to erect and maintain throughout the agreement period a sign which credits the State of South Carolina and the Parks & Recreation Development

Funds for assisting in the project. (See Attachment D)

4) In the event that any portion of this agreement is applied to leased property, the Project

Sponsor must provide SCPRT with an adequate lease to the subject property prior to the first billing request. If the lease is terminated for any reason prior to the expiration date of this agreement, the Project Sponsor agrees to relocate any improvements developed under this agreement to another site which would be open for public use. Any and all expenses for real estate, relocation and/or other expenses will be borne by the project sponsor.

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PARD ASSISTANCE

PLANNING

Eligible Planning Projects

Master Planning for future park and recreation facilities and programs.

Updating existing master plans for future recreation facilities and programs.

Evaluating specific portions of an existing master plan for future recreation facilities and programs to determine their current status.

Environmental impact studies of existing or proposed recreation facilities and programs.

Site specific evaluations of existing recreation facilities for purposes such as handicap accessibility, safety and management techniques.

Surveys and marketing studies to determine the need for future recreation facilities and programs.

Eligible Planning Costs

Cost of legal advertisement in newspapers for the purposes of procurement or notice of public meetings.

Consultant fees and charges

Printing costs

“In-House” labor for the development of plans, not to exceed 20% of the total project cost.

Upon completion of the planning project, one (1) copy of the final document must be forwarded to SCPRT along with required additional documentation for the final billing.

DEVELOPMENT

Development projects are site-specific improvements on public lands for recreation purposes. All construction, whether indoor or outdoor, must provide a new public recreational venue.

Eligible Development Projects

Development of new outdoor public recreation facilities.

Development of new indoor public recreation facilities.

Development of roads, parking areas, support facilities, utilities and other infrastructure for public recreation facilities.

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Improvement of natural resource features. Landscaping cost cannot exceed 50% of total grant.

Eligible Development Costs

Cost of legal advertisement in newspapers for the purpose of procurement

Architectural/Engineering/Construction Management fees. The total of which may not exceed 12% of the total project cost.

Site improvements including clearing, grading etc. in preparation for the development of recreation facilities.

Building materials, supplies, and specialty materials for construction of new facilities.

Contractual cost for construction affiliated with new structures.

“In-House” labor for the construction of new recreation facilities not to exceed 20% of the project cost.

RENOVATION

Renovation projects are site-specific improvements on public lands for recreation purposes.

All construction, whether indoor or outdoor, must alter facilities that currently exist. This alteration must increase the utility of the existing structure and not be routine maintenance of the facility.

Eligible Renovation Projects

Renovation of existing recreation structures to bring them to ADA standards.

Modifying existing structures, which are currently not being used for recreation purposes, such that after alteration their primary use will be for public recreation.

Replacement of permanent improvements to parks and recreation facilities that have outlived a reasonable lifespan (i.e. playgrounds, basketball courts, tennis courts.)

Repairs to natural resource structures.

Eligible Renovation Costs

Cost of legal advertisement in newspapers for the purpose of procurement.

Architectural/Engineering/Construction Management fees, the total of which may not exceed 12% of the project amount.

Site improvements including clearing, grading, etc. in preparation of recreation facilities.

Building materials, supplies, and specialty materials.

Contractual costs of construction costs affiliated with renovations.

“In-House” labor for the renovation of existing recreation facilities, not to exceed 20% of the total project cost.

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Ineligible Projects for Development and Renovation

Museums, theaters, childcare facilities, meeting halls, libraries, retirement and senior citizen facilities and administrative offices are not eligible for PARD funding. Permit costs associated with construction are not eligible. Any construction or maintenance equipment and tools are not eligible (i.e.

lawnmowers, hammers, saw, gloves.)

There are numerous projects, that fall into a gray area depending on the intent or location of the project. Projects such as the installation of benches, decorative fountains, monuments and memorials, walkways and beautification of public property, may or may not be eligible depending on the specific project. SCPRT staff will make determinations on a case-by-case basis.

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SOUTH CAROLINA DEPARTMENT OF PARKS, RECREATION & TOURISM

PARK AND RECREATION DEVELOPMENT FUND

I. General Information

Project Sponsor____________________________________________

Mailing Address____________________________________________

Email__________________________________Zip________________

Contact Person_____________________________________________

Phone Number____________________Fax______________________

Project Name______________________________________________

County______________________________

Federal Identification Number____________________________

Congressional District #____________ PARD Class ______________

Amount of Funds Requested___________________________________

II. Project Description

This project will include the following work categories (Check the appropriate categories):

_____ Development of New Facilities _____ Renovation of Existing Facilities

_____ Planning

This project will include the following specific work elements (Check the appropriate elements):

_____ Athletic Fields _____ Athletic Courts _____ Multi-Purpose Courts

_____ Picnic Facilities _____ Swimming Facilities _____ Trails

_____ Boating/Fishing Facilities _____ Indoor Facilities

_____ Support Facilities _____ Consultant Services

_____ Other (describe)_________________________________________

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PROJECT APPLICATION, page 2.

III. Narrative Description Describe in sufficient detail the work to be accomplished under this project and how the work will be accomplished.

Proposed Site Location Park Name

Physical address of proposed site (Please include City, Town and Zip Code)

Latitude and Longitude (degrees/minutes/seconds/dir) of proposed site Pictures (color) 8 ½ x 11 of the proposed site before development or renovation.

Project Location Map

V. Time Table

Give a proposed time table for the accomplishment of this proposed work:

IV. Proposed Budget Breakdown for the Project:

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PROJECT APPLICATION, page 3

Attachments are needed with ALL applications, even if we have them on file with another project. Applications without all of the required information will be returned to the project sponsor and a complete package requested.)

Project Location Map - Provide a map showing the location of each project site. The map(s) is to be in sufficient detail (or written directions) so that the site(s) can be found without additional assistance. (Please remember we are not from your area).

Copy of the appropriate deed or lease/joint use agreement for each proposed site.

Provide an original document showing the endorsements of the County's Legislative Delegation showing a weight factor of more than 50%.

Historical Significance Certification Form.

Pictures (color) 8 ½ x 11 of the proposed site before development or renovation.

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HISTORICAL SIGNIFICANCE CERTIFICATION FORM

AGENCY NAME: _____________________________________________________

PROJECT NAME: _____________________________________________________

I hereby certify that the above named project:

(Select One)

____Will Not Have an impact on existing or potentially eligible National Register site(s).

____Will Have an impact on existing or potentially eligible National Register site(s).

Please explain:

PRINTED NAME

TITLE

SIGNATURE

DATE

(Form must be completed, signed and returned to us WITH the application.

Applications cannot be processed without this signed and dated form.)

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ENDORSEMENT FORM

We, the members of the ____________________County Legislative Delegation, endorse the following Project, Sponsor, and Amount for funding under the South

Carolina Park and Recreation Development Fund (PARD) Program.

Sponsor:_____________________________________________________

Project Name:________________________________________________

PARD Amount: $__________________

ENDORSEMENT: (Signatories combined weight factor must be greater than 50% for the above-mentioned county. Applications cannot be processed without weight factor listed.)

NAME (type or print)

SIGNATURE

WEIGHT

FACTOR

(Form must be completed, signed and returned to us WITH the application.

Applications cannot be processed without this signed and dated form.)

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REIMBURSEMENT FORMS AND

PROCUREMENT INFORMATION

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BILLING DATA SHEET

Project Number _________________________

Project Title: ___________________________________________________ Page Number: ________

Project Sponsor: ________________________________________________ Progress: ________ or Final_________

INVOICE

DATE

PAYEE

CHECK

NUMBER

DESCRIPTION OF ITEM(S)

TOTAL COSTS

Total Labor and Equipment cannot exceed 20% of the costs of this billing.

Total This Billing: $_______________

Total Previous Billing: $_______________

Total To Date: $_______________ or create your own billing data sheet using a similar format

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EMPLOYEE TIME SHEET

PROJECT NUMBER:____________________

PROJECT NAME:________________________________________________

PROJECT SPONSOR:_____________________________________________

TIME PERIOD:_______________________

EMPLOYEE NAME:_______________________________________________

DATE HOURS SALARY TOTAL PAID

GRAND TOTAL $_____________

I certify that the above information is correct.

Signature of Supervisor___________________________________________

Typed Name of Supervisor_________________________________________

Indicate only those hours of the employee's time that is attributable to this project.

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EQUIPMENT TIME SHEET

PROJECT NUMBER:____________________

PROJECT NAME:________________________________________________

PROJECT SPONSOR:_____________________________________________

TIME PERIOD:_______________________

EQUIPMENT TYPE:_______________________________________________

DATE HOURS COST PER TOTAL

HOUR

GRAND TOTAL ___________

I certify that the above information is correct.

Signature of Supervisor

Indicate only those hours of the equipment's use time that is attributable to this project.

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P R O C U R E M E N T / R E I M B U R S E M E N T C H E C K L I S T

Project Name and Number:

Zero to $10,000.00

Invoice (must show correct amount charged and payee)

Proof of Payment (Canceled Check/Bank Statement/ACH)

$10,000.01 to $25,000.00

Three (3) Written Quotes Invoice

$25,000.01 & Up

SCBO Ad or Copy of Public Advertisement (i.e., Local Newspaper Ad)

Bid Specifications (relevant pages only, doesn’t have to be entire package, unless specifically requested)

Bid Tabulation Sheet (if low bid wasn’t awarded, must provide documentation showing why)

Award Notification (i.e., Notice of Award or Award Letter to Vendor) Signed Contract (relevant pages only, doesn’t have to be entire package, unless specifically requested) Change Order(s)

Invoice

Items of Importance:

• SCBO Ad, Bid Specifications, Bid Tab Sheet, Award Notification and Signed

Contract should be submitted when the vendor is awarded and the contract has been signed, to avoid any misplaced documentation.

• All Change Orders must be well documented, justified and within the scope of the project. This must be due to an unforeseen obstacle—ex, soil was found to be unstable and fill material was needed to stabilize trail surface.

• Invoices should be detailed and clearly tie back to the project.

• Invoices should not be paid until the work is performed or goods have been received.

• All Invoices related to a contract/agreement should reflect the project number, no matter what the dollar amount is.

• Invoices that are tied to a contract/agreement should be performed within the terms of the contract/agreement. For example, if a contract has been extended

(if this is allowed by the solicitation), a copy of the Change Order or Modification must be submitted.

• Proof of Payment must include either a canceled check (front and back) or, if paid by credit card, a credit card transaction receipt from the bank.

• Statements, Purchase Orders or Sales Orders won’t be accepted as Invoices.

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Attachment A

State Procurement Purchase Procedures

In order to receive reimbursements sponsors are required to follow and provide documentation of procedures for the purchase and/or rental of materials, equipment and contract services associated with any awarded grant. Project Sponsors must follow South Carolina’s established State Procurement Guidelines, (If your guidelines are stricter than SC State Procurement, you must provide those guidelines). Ensuring compliance with State Procurement Guidelines is the sole responsibility of the Project Sponsor. Failure to follow established procurement guidelines will result in reimbursement request being deemed ineligible for reimbursement (no exceptions).

PURCHASES LESS THAN $50,000.00

The following small purchase procedures must be utilized by Grantees in conducting procurements that are up to fifty thousand dollars in actual or potential value.

Procurement requirements must not be artificially divided by Project Sponsors so as to constitute a small purchase pursuant to this section.

Purchases not in excess of $10,000.00

Small purchases not exceeding ten thousand dollars may be accomplished without securing competitive quotations if the prices are considered reasonable. The purchasing office must annotate the purchase requisition: "Price is fair and reasonable" and sign.

The purchases must be distributed equitably among qualified suppliers.

Purchases from $10,000.01 to $25,000.00

Solicitation of written quotes from a minimum of three qualified sources of supply must be made and documentation of the quotes attached to the purchase requisition for a small purchase over ten thousand dollars but not in excess of twenty-five thousand dollars. The Project Sponsor must document at least three bona fide, responsive quotes (unless it has been advertised).

Project Sponsors must provide proof of solicitation that includes the date of solicitation, business names and addresses for each qualified supply source. Any project specifications provided to vendors must be included with the proof of solicitation. Project Sponsors must wait a minimum of seven calendar days from the date of the solicitation before determining a supply source to be non-https://www.scstatehouse.gov/code/t11c035.php

- 25 -responsive. Quotes may only be considered valid for 30 calendar days from the date of the quote submission, unless otherwise specified in the quote submission.

The award must be made to the lowest responsive and responsible sources.

Purchases from $25,000.01 to $50,000.00

Unless otherwise approved by SCPRT, all procurement transactions greater than $25,000.00 must be awarded by competitive sealed bidding (Invitation for Bids).

If a Project Sponsor intends to utilize an alternate delivery method, the Project

Sponsor must notify SCPRT and obtain a written determination of approval prior to solicitation.

Competitive Sealed Bidding (Invitation for Bids)

Competitive Sealed Bidding is the default method of procurement for transactions greater than $25,000.00 in which formal competitive sealed bids are processed and award is based on low bid only.

Written solicitation of bids or proposals must be made purchases over $25,000.00.

Bid Solicitation

Formal solicitations must be developed. The Invitation for Bids must include all procurement specifications and scope of work, if applicable. The procurement must be advertised at least once in the South Carolina Business Opportunities publication or through a means of central electronic advertising as approved by the designated board office. Bidders must be provided reasonable time to prepare their bids, no less than seven (7) calendar days after notice is provided.

Please note: SCPRT recommends allowing at least fourteen (14) calendar days for construction procurements and at least seven (7) calendar days for all other procurements.

A copy of the bid solicitation and written quotes must be attached to the purchase requisition.

The award must be made to the lowest responsive and responsible source or, when a request for proposal process is used, the highest-ranking offeror.

Receipt of Sealed Bids

Sealed written bids must be received by a designated date and time. All bids, including modifications, received before the time of opening must be kept secure and unopened. Prior to bid opening, information concerning the identity and number of bids received should not be shared with actual bidders, potential bidders or any third party not directly involved in the procurement transaction.

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Pre-Bid Conferences

Pre-bid conferences may be conducted. The conference should be held long enough after the Invitation for Bids has been issued to allow bidders to become familiar with it, but sufficiently before bid opening to allow consideration of the conference results in preparing their bids. Notice of the conference must be included in the notice of the solicitation.

Nothing stated at the pre-bid conference shall change the Invitation for Bids unless a change is made by written amendment. A potential bidder's failure to attend an advertised pre-bid conference will not excuse its responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense.

Pre-bid conferences may not be made mandatory without written justification by the Project Sponsor that the unique nature of the procurement requires a mandatory pre-bid conference and assurance that a mandatory pre-bid conference will not unduly restrict competition. Project sponsors should submit to SCPRT a copy of the pre-bid conference sign-in sheet along with other required procurement documentation.

Solicitation Modifications/Amendments

Every effort should be made to anticipate changes in solicitation requirements prior to the date of opening. The Project Sponsor must notify all prospective bidders of any modification or cancellation of solicitation requirements by posting the Solicitation Amendment on the same electronic site as the original Bid Solicitation. Actual and potential bidders must be allowed adequate time to change their bids following the posting of a solicitation amendment. Project sponsors may need to adjust the bid opening date to allow bidders sufficient time to change their bids.

Bid Opening

Bids must be opened publicly in the presence of one or more witnesses, at the time and place designated in the Invitation for Bids.

Bids must be accepted unconditionally without alteration or correction, except as otherwise authorized in the State’s Procurement Code. After bid opening, changes in bid prices or other provisions of bids prejudicial to the interest of the State or fair competition is not be permitted.

Bid Tabulation

All bids must be entered into a tabulation sheet signed, dated and witnessed. The amount of each bid, and other relevant information as may be specified by regulation, together with the name of each bidder, must be tabulated. The tabulation must be open to public inspection at that time. After evaluation of all bids, award must be made to the lowest responsive and responsible bidder.

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Discussions with Bidders

As provided in the Invitation for Bids, discussions may be conducted with apparent responsive bidders for the purpose of clarification to assure full understanding of the requirements of the Invitation for Bids. All bids, in the procuring agency's sole judgment, needing clarification must be accorded that opportunity.

Bid Award & Notice of Award

Unless there is a compelling reason to reject bids as prescribed by regulation, notice of an award or an intended award of a contract to the lowest responsive and responsible bidders whose bid meets the requirements set forth in the Invitation for Bids must be given by posting the notice at a location specified in the Invitation for Bids.

Please note: SCPRT recommends notifying all bidders via email in order to ensure timely notice of award or intent to award.

When only one response is received, the notice of intent to award and the delay of award may be waived. Before the posting of the award, the procuring agency may negotiate with the lowest responsive and responsible bidder to lower his bid within the scope of the Invitation for Bids.

Bid Award Protests

The Invitation for Bids and the notice must contain a bidder’s right to protest. Any actual bidder who is aggrieved in connection with the intended award or award of a contract shall protest to the appropriate procuring agency within ten days of the date award or notification of intent to award.

An award protest pursuant must be in writing and must be received by the appropriate procuring agency within the ten-day time limit. At any time after filing a protest, but no later than fifteen days after the date award or notification of intent to award is posted, whichever is earlier, a protestant may amend a protest that was first submitted within the time limits. A protest, including amendments, must set forth both the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided. See section 11-35-

4210 of the Code (Code of Laws - Title 11 - Chapter 35 - South Carolina Consolidated Procurement Code (scstatehouse.gov)

In the event of a timely protest, the Project Sponsor shall not proceed further with the solicitation or award of the contract until ten days after a protest decision is posted.

There are no protest rights under S.C. Code §11-35-410 for awards under $50,000.00.

https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.scstatehouse.gov%2Fcode%2Ft11c035.php&data=04%7C01%7Cacushman%40scprt.com%7C43c2bf4e72ed44b692c608d969660de3%7C10e08f5d73be401fbd676f4597a63ec1%7C0%7C0%7C637656709330852869%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=nmh2lCXRn1%2FEbgtzY4FV1%2FPl9nEqmCUuaOnQHdcZ%2B90%3D&reserved=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.scstatehouse.gov%2Fcode%2Ft11c035.php&data=04%7C01%7Cacushman%40scprt.com%7C43c2bf4e72ed44b692c608d969660de3%7C10e08f5d73be401fbd676f4597a63ec1%7C0%7C0%7C637656709330852869%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=nmh2lCXRn1%2FEbgtzY4FV1%2FPl9nEqmCUuaOnQHdcZ%2B90%3D&reserved=0

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Cancellation of Invitation for Bids Prior to Award

When it is determined prior to the notification of intent to award or issuance of an award, whichever is earlier, but after bid opening, that the requirements related to the solicitation specifications have not been met, the Invitation for Bids shall be canceled. Acceptable reasons for cancellation of Invitation for Bids include revised scope of work; supplies, services or construction being procured are no longer necessary; or all otherwise acceptable bids are at unreasonable prices. The reasons for cancellation, supported with documentation sufficient to satisfy an external audit, must be made a part of the project file.

If the Invitation for Bids is canceled prior to bid opening, bids must be returned to the bidders.

As a general rule after bid opening, an Invitation for Bids should not be canceled and re-advertised due solely to increased quantities of the items being procured.

Award should be made on the initial Invitation for Bids and the additional quantity required should be treated as a new procurement.

Bid Correction & Withdrawal

Correction or withdrawal of inadvertently erroneous bids before bid opening may be permitted in accordance with State Procurement Regulations. After opening, bids must not be corrected or withdrawn. All decisions to permit the correction or withdrawal of bids must be documented by a written determination of appropriateness made by the Project Sponsor and a written statement from the respective bidder.

TRANSACTIONS GREATER THAN $50,000.00

Unless otherwise provided by law and approved by SCPRT, all procurement transactions greater than $50,000.00 must be awarded by competitive sealed bidding (Invitation for Bids). If a Project Sponsor intends to utilize an alternate delivery method, the Project Sponsor must notify SCPRT and obtain a written determination of approval prior to solicitation.

Competitive Sealed Bidding (Invitation for Bids)

Competitive Sealed Bidding is the default method of procurement for transactions greater than $50,000.00 in which formal competitive sealed bids are processed and award is based on low bid only.

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Bid Solicitation

Formal solicitations must be developed. The Invitation for Bids must clearly define all project specifications, including scope of work, delivery or performance schedule, and inspection and acceptance requirements. Bid responsiveness must be determined based on the specifications provided in the Invitation for Bids.

All sealed bid solicitations must be advertised in South Carolina Business

Opportunities (SCBO) or a means of central electronic advertising as approved by SCPRT. Adequate notice of the Invitation for Bids must be given at a reasonable time before the date set forth in it for the opening of bids, no less than fourteen

(14) calendar days for construction projects and seven (7) calendar days for all other procurements.

Please note: SCPRT recommends allowing at least twenty-one (21) calendar days for construction procurements and at least fourteen (14) calendar days for all other procurements.

Receipt of Sealed Bids

Sealed written bids must be received by a designated date and time. All bids, including modifications, received before the time of opening must be kept secure and unopened. Prior to bid opening, information concerning the identity and number of bids received should not be shared with actual bidders, potential bidders or any third party not directly involved in the procurement transaction.

Pre-Bid Conferences

Pre-bid conferences may be conducted. The conference should be held long enough after the Invitation for Bids has been issued to allow bidders to become familiar with it, but sufficiently before bid opening to allow consideration of the conference results in preparing their bids. Notice of the conference must be included in the notice of the solicitation.

Nothing stated at the pre-bid conference shall change the Invitation for Bids unless a change is made by written amendment. A potential bidder's failure to attend an advertised pre-bid conference will not excuse its responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense.

Pre-bid conferences may not be made mandatory without written justification by the Project Sponsor that the unique nature of the procurement requires a mandatory pre-bid conference and assurance that a mandatory pre-bid conference will not unduly restrict competition. Project sponsors should submit to SCPRT a copy of the pre-bid conference sign-in sheet along with other required procurement documentation.

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Solicitation Modifications/Amendments

Every effort should be made to anticipate changes in solicitation requirements prior to the date of opening. The Project Sponsor must notify all prospective bidders of any modification or cancellation of solicitation requirements by posting the Solicitation Amendment on the same electronic site as the original Bid

Solicitation. Actual and potential bidders must be allowed adequate time to change their bids following the posting of a solicitation amendment. Project sponsors may need to adjust the bid opening date to allow bidders sufficient time to change their bids.

Bid Opening

Bids must be opened publicly in the presence of one or more witnesses, at the time and place designated in the Invitation for Bids.

Bids must be accepted unconditionally without alteration or correction, except as otherwise authorized in the State’s Procurement Code. After bid opening, changes in bid prices or other provisions of bids prejudicial to the interest of the State or fair competition is not be permitted.

Bid Tabulation

All bids must be entered into a tabulation sheet signed, dated and witnessed. The amount of each bid, and other relevant information as may be specified by regulation, together with the name of each bidder, must be tabulated. The tabulation must be open to public inspection at that time. After evaluation of all bids, award must be made to the lowest responsive and responsible bidder.

Discussions with Bidders

As provided in the Invitation for Bids, discussions may be conducted with apparent responsive bidders for the purpose of clarification to assure full understanding of the requirements of the Invitation for Bids. All bids, in the procuring agency's sole judgment, needing clarification must be accorded that opportunity.

Clarification of a bidder's bid must be documented in writing by the procurement officer and must be included with the bid. Documentation concerning the clarification must be subject to disclosure upon request as required by S.C. Code §11-35-410.

Bid Award & Notice of Award

Unless there is a compelling reason to reject bids as prescribed by regulation, notice of an award or an intended award of a contract to the lowest responsive and responsible bidders whose bid meets the requirements set forth in the

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Invitation for Bids must be given by posting the notice at a location specified in the Invitation for Bids.

For contracts with a total or potential value greater than $50,000 but less than

$100,000, notice of the award of a contract must be given by posting and must be sent to all bidders responding to the solicitation on the same day that the notice is

For contracts with a total or potential value of $100,000 or more, notice of an intended award of a contract must be given by posting the notice for ten days before entering into a contract and must be sent to all bidders responding to the solicitation on the same day that the notice is posted. The posting date must appear on the face of all these notices. If no award protests are received within ten days after notice is given, an agency may enter into a contract.

Please note: SCPRT recommends notifying all bidders via email in order to ensure timely notice of award or intent to award.

When only one response is received, the notice of intent to award and the delay of award may be waived.

Before the posting of the award, the procuring agency may negotiate with the lowest responsive and responsible bidder to lower his bid within the scope of the Invitation for Bids.

Bid Award Protests

The Invitation for Bids and the notice must contain a bidder’s right to protest. Any actual bidder who is aggrieved in connection with the intended award or award of a contract shall protest to the appropriate procuring agency within ten days of the date award or notification of intent to award.

An award protest pursuant must be in writing and must be received by the appropriate procuring agency within the ten-day time limit. At any time after filing a protest, but no later than fifteen days after the date award or notification of intent to award is posted, whichever is earlier, a protestant may amend a protest that was first submitted within the time limits. A protest, including amendments, must set forth both the grounds of the protest and the relief requested with enough particularity to give notice of the issues to be decided.

In the event of a timely protest, the Project Sponsor shall not proceed further with the solicitation or award of the contract until ten days after a protest decision is

There are no protest rights under S.C. Code §11-35-410 for awards under $50,000.00.

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Cancellation of Invitation for Bids Prior to Award

When it is determined prior to the notification of intent to award or issuance of an award, whichever is earlier, but after bid opening, that the requirements related to the solicitation specifications have not been met, the Invitation for Bids shall be canceled. Acceptable reasons for cancellation of Invitation for Bids include revised scope of work; supplies, services or construction being procured are no longer necessary; or all otherwise acceptable bids are at unreasonable prices. The reasons for cancellation, supported with documentation sufficient to satisfy an external audit, must be made a part of the project file.

If the Invitation for Bids is canceled prior to bid opening, bids must be returned to the bidders.

As a general rule after bid opening, an Invitation for Bids should not be canceled and re-advertised due solely to increased quantities of the items being procured.

Award should be made on the initial Invitation for Bids and the additional quantity required should be treated as a new procurement.

Bid Correction & Withdrawal

Correction or withdrawal of inadvertently erroneous bids before bid opening may be permitted in accordance with State Procurement Regulations. After opening, bids must not be corrected or withdrawn. All decisions to permit the correction or withdrawal of bids must be documented by a written determination of appropriateness made by the Project Sponsor and a written statement from the respective bidder.

SMALL PURCHASE PROCEDURES/MINOR CONSTRUCTION ($10,000.01–

$100,000)*

1. For construction, the Agency may make written requests for written quotes from a minimum of three qualified sources and receive bona fide responsive and responsible quotes from three sources;

or the Agency may provide adequate public notice in SCBO.

2. The advertisement for written quotes in SCBO should be listed under the

“Minor Construction” section.

3. The Agency must award to the lowest responsive and responsible source.

4. The Agency should make the purchase on a purchase requisition form (form example) with the following attached in the Agency file:

a) A copy of the written solicitation and written quotes; and

b) A statement documenting that the procurement is to the advantage of the State (price and other factors considered), including the administrative cost of the purchase.

https://www.state.sc.us/forest/requisition.pdf https://www.state.sc.us/forest/requisition.pdf

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*See Chapter 8 (page 2) of the Manual for Planning and Execution of State…