RFI 2025-26-011 Delinquent Tax Advertising for Horry County Treasurer.pdf

Request for Information and Quotation

For

Delinquent Tax Advertising for Horry County Treasurer

RFIQ# 2 5-26-011

Due: 2:00 p.m., Wednesday, October 1, 2025

The Following Applies to this solicitation:

• Last Day for Questions: Tuesday, 23, 2025

• Pricing Sheet must be uploaded into the eBidding Software

• Required Bid Forms Packet must be submitted with responses to this

RFIQ.

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REQUEST FOR INFORMATION AND QUOTATION

# 2025-26-011 for

DELINQUENT TAX ADVERTISING FOR

HORRY COUNTY TREASURER

Instructions to Offeror:

All quotes shall be submitted electronically via Horry County’s ebidding software, https://www.bidnetdirect.com/south-carolina/horrycounty: no later than 2:00PM, Wednesday, October 1, 2025. No e-mail, fax, hand-delivered, telephone, or text quote submittals will be accepted. Offers received later than the 2:00 p.m. deadline will not be accepted. Required Forms Packet (with Request for Information and Quotation Pricing Form) MUST be completed and uploaded into the eBidding software.

Bid bonds, performance bonds, payment bonds, and insurance are NOT required for responses to this solicitation or the resultant contract.

Written consent from the Director of Procurement must be submitted should any changes to solicitation be made after the purchase order/contract has been awarded; otherwise, the responsibility for such changes shall be with the proposer. Verbal information obtained otherwise will not be considered.

Questions – All questions must be submitted via Horry County’s ebidding software prior to the last day for questions. Each question should be submitted individually within the “Q&A” section of the electronic bid software. All questions will be answered in the form of an addendum in the ebidding software. If it becomes necessary to revise any part of this RFIQ, an addendum will be published. All amendments issued by Horry County must be acknowledged by the proposer. It shall be the Proposer’s responsibility to ensure he has all addenda which have been issued by visiting Horry County’s ebidding software https://www.bidnetdirect.com/south-carolina/horrycounty

5. The deadline for submitting questions is 2:00 p.m., Tuesday, 23, 2025. All changes to this solicitation shall be published in via Addendum in the ebidding software. Verbal information obtained otherwise will not be considered in awarding of quotes.

6. Deviations - Any deviations from the scope of work (“requirements”) indicated herein must be submitted via question in the ebidding software.

Horry County Government

PROCUREMENT DEPARTMENT

www.horrycounty.org

Horry County Office of Procurement 103 Elm Street Conway, South Carolina 29526 Phone 843.915.5380 || Fax 843.365.9861

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7. Any quotation withdrawal or modification received after the established due date at the place designated for receipt of quotes is late. No late quote, late modification, or late withdrawal will be considered unless received prior to contract award, and the quote, modification, or withdrawal would have been timely but for the action or inaction of County personnel directly serving the procurement activity in accordance with Horry County Procurement Code and Regulation. (Please reference in its entirety by visiting http://www.horrycounty.org/portals/0/docs/procurement/CodeandReg.pdf)

Horry County reserves the right to reject any or all quotes. It further reserves the right to waive technicalities and informalities in proposals as well as to accept in whole or in part. The County will be the sole judge as to whether offers submitted meet all requirements contained in this solicitation.

8. The Contract shall be awarded to the lowest responsible and responsive quoter whose quote meets the requirements and criteria set forth in this solicitation document. The successful offeror will be required to agree to the provisions contained in the attached contract (sample copy attached) by executing a copy of that contract. This solicitation does not commit the County of Horry to award a contract, to pay any costs incurred in the preparation of the bid proposal, or to procure or contract for goods or services listed herein.

9. Grievance - Any actual or prospective Proposer who is aggrieved in connection with this procurement, or the award of a contract resulting from this procurement, may protest to the County Administrator. The protest shall be submitted in writing within fourteen (14) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto provided that grievance has been made in accordance with solicitation requirements. Please reference Subchapter 15-3: Bid Protests, of the Horry County Procurement Code and Regulation, by visiting: http://www.horrycounty.org/departments/procurement/bids.aspx.

10. Freedom of Information Statement – Procurement information shall be a public record to the extent required by Chapter 4 of Title 30, Code of Laws of South Carolina (1976, as amended) ( (The Freedom of Information Act), with the exception that commercial or financial information obtained in response to a “Request for Qualifications” which is privileged and confidential if so designated by the proposer shall be protected from disclosure. Such information must be clearly marked as “CONFIDENTIAL” by those submitting responses for each section of information so affected. Privileged and confidential information is information in specific detail not customarily released to the general public, the release of which might cause harm to the competitive position of the party supplying the information.

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REQUEST FOR INFORMATION AND

QUOTATION #2025-26-011

DELINQUENT TAX ADVERTISING FOR HORRY COUNTY TREASURER RESPONSE DUE DATE:

October 1, 2025 at 2:00 PM REQUIREMENTS:

1. Advertising must satisfy Section 12-51-40 (d) of South Carolina Code of Laws. By submitting a response to this solicitation, vendor certifies that they will meet this legal requirement.

2. Required type font/size: is Helvetica/5.8 Pt.

3. Contract will be awarded to only ONE vendor, based on the requirements of this formal solicitation.

4. Required publication dates are: November 13th, November 20th, and November 27th, 2025.

5. Electronic file of delinquencies will be ready for submission to the contracted vendor at any point prior to the publication dates.

6. The Treasurers office must receive a complete electronic or paper copy, of all ads, upon publication.

7. Publication must be distributed throughout Horry County, including the area east of the Intracoastal

Waterway.

8. Pricing shall be firm for each of the three required publications.

9. Estimated number of records for first publication is 4,500 with each subsequent publication being fewer records.

10. Publication quality may be considered in evaluating responses to this solicitation.

11. All respondents must submit a fully executed non-collusion affidavit (attached).

12. Successful respondent shall enter into a professional services contract with Horry (County (sample contract attached).

PRICING

A. Full page ad $___________________ each

B. Three-quarter (3/4) page ad $___________________ each

C. One-half (1/2) page ad $___________________ each

D. One-quarter (1/4) page ad $___________________ each

Optional electronic (Internet) ad $___________________ each

Signature of authorized representative Date

Company

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PROFESSIONAL SERVICES CONTRACT No.

This Contract for Professional Services (“Contract”), with an effective date of____________, is hereby entered into between HORRY COUNTY, a political subdivision of the State of South Carolina, whose Administrative Office is at 1301

Second Avenue, Conway, SC 29526 (“County”); and

______________________________ (“Provider”), a corporation organized and existing under the laws of the State of _______________ and authorized to conduct business in the County of Horry and in the State of South Carolina.

1. GENERAL TERMS OF CONTRACT

1.1. Headings: Headings to paragraphs in this Contract shall not interpret or alter the meaning of the words in the respective paragraph, nor any other provision of this Contract.

1.2. Time of Performance: The timely performance by Provider of the services described in this Contract is of the essence, and shall commence on the Effective

Date. Failure to perform timely, except for cause occasioned by Act of God, shall permit County to declare this Contract voided and of no further effect.

1.3. Arbitration: This contract is not subject to arbitration.

1.4. Dispute Resolution: If the parties hereto cannot settle any difference arising between them without litigation, any such litigation shall take place in the South

Carolina Circuit Court in Conway, South Carolina.

1.5. Merger, Amendment, and Waiver: This Contract contains all the terms of all agreements, oral or written, between the parties, and is the only document

RFI #2025-26-011 Delinquent Tax Advertising for Horry County Treasurer Page 5 of 15 containing all such terms. This Contract merges all prior contracts, agreements, and understandings between County and Provider concerning the scope of work described herein. The Scope of Services described in this Contract, and all other terms of this Contract, shall not be amended or varied except by a written instrument signed by a duly authorized signatory of County and Provider.

Forbearance by County from enforcing the strict terms of this Contract shall not be a waiver of any other term of this Contract, nor shall such forbearance entitle

Provider to rely upon such forbearance in the event of another similar breach by

Provider of the terms of this Contract. Any variance to the terms of this Contract shall be attached as an Exhibit hereto, and shall have effect as from the effective date thereof as set forth on such Exhibit.

1.6. Compliance with EEOC and other State and Federal Laws: To the extent set forth in the respective statutes, Provider shall comply with the provisions of:

1.6.1. Titles VI & VII of the Civil Rights Act of 1964;

1.6.2. Age Discrimination in Employment Act of 1967;

1.6.3. Title I of the Americans with Disabilities Act of 1990;

1.6.4. Equal Pay Act of 1963;

1.6.5. Fair Labor Standards Act of 1938;

1.6.6. Immigration Reform and Control Act of 1986;

1.6.7. South Carolina Payment of Wages Act, S.C. Code §§ 41-10-10 et seq.;

1.6.8 South Carolina Worker’s Compensation Act, S.C. Code §§ 42-1-10 et seq.;

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1.6.9 South Carolina Illegal Immigration Reform Act, including without limitation Chapters 14&29, Title 8, and Chapter 8, Title 41, S.C. Code of

Laws;

1.6.10 Part 681, Title 16 of the Code of Federal Regulations, Sections 114 and

315 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003; the

South Carolina Act 190 of 2008; Financial and Identity Theft Protection Act;

and the Horry County Privacy / Identity Theft Policy.

Provider, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract.

Provider shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT-assisted contracts. Failure by Provider to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the County or aggrieved party deems appropriate.

1.7. By entering into this Contract, Provider affirmatively warrants that Provider is currently in compliance with such laws, and further warrants that during the term of this Contract, Provider shall remain in compliance therewith.

2. SCOPE OF SERVICES:

2.1. Provider shall perform those tasks set forth in Exhibit “A”, attached hereto and incorporated herein by reference. The anticipated scope of work shall be considered the minimum service to be provided under this Contract. If any term contained in Exhibit “A” shall conflict with any of the terms of this Contract, then such term as set forth on Exhibit “A” shall not bind County.

2.2. All services to be performed by Provider under this Contract shall be performed within the term set forth on Exhibit “A”, not to exceed five (5) years.

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3. PAYMENT FOR SERVICES:

3.1. The costs of services are set forth in Exhibit “B” of this Contract. The total projected cost of $__________ shall be a guaranteed maximum price (GMP) for the services to be provided. Provider’s invoice to County will be on a basis of net 30 days after receipt by County of invoice. [NOTE: there are other ways of structuring cost and payment].

3.2. Services not included in the Scope of Services constitute additional charges to

County, at rates and intervals to be agreed upon between County and Provider in a written Amendment executed by both parties prior to the performance of such services.

4. WARRANTIES OF PROVIDER AND COUNTY:

4.1. County warrants that:

4.1.1. County has the lawful authority required under State law and County’s

Ordinances to enter into and perform this Contract;

4.1.2. County shall not offer employment to any employee of Provider for a period of two (2) years after the termination, except for cause, of this

Contract.

4.2. Provider warrants that Provider has:

4.2.1. All necessary licenses and consents required for Provider to enter into and fully perform the Scope of Services set forth on Exhibit “A”, and is in good standing in the State of South Carolina;

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4.2.2. All required insurances, including Worker’s Compensation Insurance and

General Liability Insurance, to indemnify County against any and all claims arising under or as a result of the performance of this Contract, in at least the following amounts (or in those amounts, if specified, as set forth in

County’s Invitation to Bid or Request for Proposals, that formed the basis of the Scope of Services of this Contract):

Worker’s compensation shall include a minimum limit of $100,000 per accident and comprehensive general liability coverage shall provide minimum limits of liability of $1,000,000 per occurrence Combined Single Limit for Bodily Injury and Property Damage. This shall include coverage for premises/operations, products/completed operations, contractual liability, errors and omissions (professional liability), independent contractors and vehicles used in premises/operations. Insurance shall indemnify County against any and all claims arising under or as a result of the performance of the contract. The County shall be named as an additional insured on all liability policies. The County must be provided with notice prior to cancellation, modification or reduction in limits of any stipulated insurance.

4.2.3. No conflict of interest with any other contract with a third party that might cause a claim to arise against County by the entry into or performance of this

Contract by Provider.

4.3. Provider warrants that Provider shall throughout the term of this Contract:

4.3.1. Perform all tasks required under the Scope of Services with a degree of skill and care of reputable members of the same profession in South

Carolina;

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4.3.2. Maintain all insurances required by law or this Contract, including worker’s compensation, premises liability, general liability, and professional malpractice coverage in those amounts set forth herein;

4.3.3. Properly withhold from all wages, commissions, salaries, and fees paid by

Provider to third parties or employees, agents, or sub-contractors of

Provider, all amounts required by State or Federal law to be withheld for or on account of taxes, social security payments, or other withholdings mandated by law or regulation;

4.3.4. Ensure that any third party, employee, agent, or sub-contractor of

Provider shall comply with the terms of this Contract concerning employment discrimination, insurances, and withholdings, so far as concerns this Contract;

4.3.5. Comply with all lawful demands made pursuant to the South Carolina

Freedom of Information Act, S.C. Code § 30-4-10 et seq. or the Federal

Freedom of Information Act, 5 U.S.C.S. § 552;

4.3.6. Make no offer of employment to any County employee for a period of two (2) years after the termination of this Contract.

5. OWNERSHIP OF PROJECT MATTER: Unless otherwise agreed between

County and Provider, and approved by County’s attorney:

5.1. All plans, reports, surveys, and other professional work product of Provider concerning this Contract (but not internal working files, drafts, memoranda, and

RFI #2025-26-011 Delinquent Tax Advertising for Horry County Treasurer Page 10 of 15 equipment) shall become the property of County during and at the completion or termination of this Contract;

5.2. All materials supplied or loaned by County to Provider during the term of this

Contract shall remain the property of County;

5.3. All intellectual property provided to County by Provider and originating from this Contract shall become and remain the property of County, and Provider shall not, without the written consent and license from County, use such intellectual property for another commercial purpose;

5.4. County shall not become the owner, assignee, or licensee of any standard routine, programs, development tools, techniques, interfaces, texts, or other work existing prior to the date of this Contract that may be used by Provider in providing the services or intellectual property subject to this Contract, except as may be specifically agreed in writing between the parties.

6. EARLY TERMINATION OF CONTRACT: County and Provider shall have the right, upon sixty (60) days written notice, to terminate this Contract, and thereafter

County shall have no obligation to pay for services provided to County except up to the effective date of termination of this Contract. In the event Provider exercises its right to terminate this Contract, Provider will not cease services for a reasonable period of time, not to exceed One-Hundred Twenty (120) days, to allow County to procure another provider.

7. INDEPENDENT CONTRACTOR STATUS: Provider shall not, by entering into this Contract, become a servant, agent, or employee of County, but shall remain at all

RFI #2025-26-011 Delinquent Tax Advertising for Horry County Treasurer Page 11 of 15 times an independent contractor to County. This Contract shall not be deemed to create any joint venture, partnership, or common enterprise between Provider and

County, and the rights and obligations of the parties shall not be other than as expressly set forth herein.

8. NOTICES TO PARTIES: All notices to each party to this Contract, except routine notices of performance of the Scope of Services during the Contract term, shall be in writing, and sent as follows:

8.1. To County:

8.1.1.

with a copy to:

Horry County Attorney

1301 Second Avenue

Conway, SC 29526

(Tel: 843-915-5270; fax 843-915-6270)

8.2. To Provider:

8.2.1.

with a copy to:

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8.3. Form of Notice: All notices required or permitted under this Contract shall be effective:

8.3.1. On the third (3rd) business day after mailing by depositing the notice in the United States Mail, certified mail, return receipt requested, postage prepaid, addressed as set forth above; or on the day of receipt of such notice

(whether by mail, courier, hand delivery, or otherwise), whichever is the earlier date of receipt; or

8.3.2. On the first day after receipt of a facsimile transmission of the written notice, with delivery confirmed, provided that such notice is also thereafter sent by first class mail as set forth above.

9. INDEMNIFICATION AND HOLD HARMLESS AGREEMENT: The Provider will indemnify and hold harmless the County and its agents and employees from and against all claims, damages, losses and expenses, including attorney's fees arising out of or resulting from the performance of the Work provided that any such claims, damage, loss, or expense is attributable to bodily injury, sickness, disease or death, injury to or destruction of tangible property, including the loss of use resulting therefrom, and is caused by any negligent or willful act or omission of the Provider, and anyone directly or indirectly employed by it or anyone for whose acts any of them may be liable. In any and all claims against the County or any of their agents or

RFI #2025-26-011 Delinquent Tax Advertising for Horry County Treasurer Page 13 of 15 employees by an employee of the Provider, and anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way to the amount or type of damages, compensation or benefits payable by or for the Provider under the workman's compensation acts, disability benefit acts, or other employee benefit acts.

The obligation of the Provider under this paragraph shall not extend to the liability of the County or its agents or employees arising out of reports, surveys, change orders, designs, or specifications that are un-attributable to the Provider.

10. ASSIGNMENT: Provider shall not assign, permit the assumption of or in any manner transfer any interest in this Contract, or any part thereof, without the prior written consent of the County. If Provider assigns, permits the assumption of or in any manner attempts a transfer of its interest in this Contract, County, in its sole discretion, may declare this entire Contract null and void.

IN WITNESS WHEREOF, the parties have executed this Contract in three (3) originals, each of which shall be deemed to be an original on the Effective Date first above written.

Provider:

By (signature): ___________________________________ Date: _______________

Print Name: _____________________________________

Title: _________________________________________

Witness: _______________________________________

County:

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By (signature): ___________________________________ Date: _______________

Print Name: _____________________________________

Title: _________________________________________

Witness: _______________________________________

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