Assignor for Youth and Adult Athletics Officials

Greenville County, South Carolina, through its Procurement Services Division, is issuing Request for Proposal #26096 to procure officiating assignor services for approximately 800 youth and adult athletic games annually across four primary sports programs: Youth Flag Football, Youth Tackle Football, Adult Basketball 5v5, and Adult Softball. The awarded vendor(s) will be responsible for coordinating the booking and staffing of officials, managing substitute official placement for no-shows, conducting annual background checks on all active officials, providing weekly schedules to the Athletics Department, attending coach and captain meetings, and ensuring compliance with all applicable County insurance requirements and governing codes. Proposals must include detailed information on the system used for evaluating, grading, disciplining, and implementing performance improvement plans for officials; pay schedules for officials working shorthanded crews; and a comprehensive list of all required training, certification, and continuing education requirements including NAYS certification, head injury awareness, game management, and player safety training. The County may award the contract to a single vendor or multiple vendors by sport or sport category, and proposers may submit proposals for one or more sports programs. The evaluation process consists of Phase 1 scoring on four equally weighted criteria (pricing comparison, professional experience, administrative competency, and professional references) with Phase 2 potentially including oral interviews where scores may be adjusted. Critical deadlines include a mandatory question submission deadline of April 22, 2026 at 2:00 p.m., proposal submission deadline of April 27, 2026 at 3:00 p.m., a non-mandatory pre-proposal meeting on April 14, 2026 at 11:30 a.m., tentative award date of May 22, 2026, contract negotiations May 22-29, 2026, and Notice to Proceed issuance on May 29, 2026.

Pricing is established by the County on a non-negotiable, per-team assignment basis at $70 for Youth Flag Football, $150 for Youth Tackle Football, and $60 for both Adult Basketball 5v5 and Adult Softball, with the County paying the full per-game rate regardless of crew size and the assignor responsible for reconciling differences between County payments and amounts distributed to working officials. Officials' fees are paid directly by the assignor in cash at game sites prior to each game, while assignor fees are invoiced once per season based on registered team counts. The awarded contractor must maintain comprehensive general liability insurance ($1,000,000 per occurrence/$2,000,000 general aggregate), automobile liability ($1,000,000 per occurrence), and workers' compensation coverage with the County named as additional insured. The Sample Services Agreement template indicates the contract period begins upon issuance of the Notice to Proceed with provisions for annual renewal for up to four additional one-year terms at the County's election, and may be terminated for convenience by either party with appropriate written notice. All vendors must submit a completed County of Greenville Substitute Form W-9 as a condition of contract award and payment authorization. No specific set-aside designations or restrictions on bidder types are identified in the procurement documents provided, and no incumbent vendor information is disclosed.