Project Information

Bid Title

25-P024W Recreation Sport Clinic

Issuing Agency

City of Charleston

Location

South Carolina

Published Date

Oct 28, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

25-P024W

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	25-P024W
Bid Title:	25-P024W Recreation Sport Clinic
Category:	Procurement Bids
Status:	Open

Description: All questions must be submitted in writing no later than 1:00 pm, November 10, 2025, to Vera White at For security reasons, you must enable JavaScript to view this E-mail address. .   Please see related document for details. Publication Date/Time: 10/28/2025 4:50 PM Closing Date/Time: 11/24/2025 12:30 PM Contact Person: Vera M. White whitev@charleston-sc.gov 843-965-4185 Fee: N/A Business Hours: 8:30am-5:00pm Fax Number: 843-724-7354 Related Documents: 25-P024W Recreation Sports Clinic

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The City of Charleston

Procurement Division

2 George Street, Suite 3600

Charleston, South Carolina 29401

P) 843-724-7312 F) 843-724-7354

www.charleston-sc.gov

Proposal Number: 25-P024W Proposals will be received until: November 24, 2025 @ 12:30pm

Proposal Title: Recreation Sports Clinic

Mailing Date: October 28, 2025

Direct Inquiries to: Vera M. White

Vendor Name:

FEIN/SS#:

Vendor Address:

City – State – Zip:

Telephone Number:

Fax Number:

Minority or Women Owned Business:

Are you a certified Minority or Women-Owned business in the State of South Carolina?

If so, please provide a copy of your certificate with your response.

 Yes  No

Authorized Signature: _____________________________ Title: __________________________

Date: _________________________

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid

for the same materials, supplies, equipment or services and is in all respects fair and without collusion or fraud. I agree to abide by all

conditions of this bid and certify that I am authorized to sign this bid for the bidder. This signed page must be included with bid

submission.

IMPORTANT

1. This solicitation seeks proposals responding to the Scope of Work for a Recreation Sports

Clinic. This solicitation does not commit the City of Charleston to award a contract, to pay

any costs incurred in the preparation of applications submitted, or to procure or contract for

the services. The City reserves the right to accept or reject any, all or any part of any

proposal received as a result of this Solicitation, or to cancel in part or in its entirety this

Solicitation if it is in the best interest of the City to do so. The City shall be the sole judge as

to whether proposals submitted meet all requirements contained in this solicitation.

2. Offeror may mail, or hand-deliver response to the Procurement Division. Do Not Fax in the

proposal response. Please show the solicitation number on the outside of any mailing

package. The City of Charleston assumes no responsibility for unmarked or improperly

marked envelopes. If directing any other correspondence to the Procurement Division not

related to the solicitation, please do not include the solicitation number on the envelope. If

the Bidder chooses not to respond to this solicitation, it is recommended to return the “No

Proposal Response Form” to our office.

3. DEADLINE FOR SUBMISSION OF OFFER: Any proposal or offer received after the

Procurement Director or his designee has declared that the time set for opening has arrived,

shall be rejected unless the offer has been delivered to the designated purchasing office or the

governmental bodies’ mail room which services that purchasing office prior to the proposal

opening.

4. Questions regarding this solicitation must be submitted in writing to Vera M. White no

later than 1:00pm on November 10, 2025. Questions may either be faxed to 843-724-7354

or emailed to Buyer’s Name, Vera M. White Email Address whitev@charleston-sc.gov .

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GENERAL INFORMATION

INTRODUCTION

The City of Charleston, South Carolina is soliciting proposals from qualified firms to provide

professional services and systems to assist in short term rental identification, monitoring, and

enforcement. This system shall identify Short Term Rentals (STR) including the physical address,

full name of the property owner, links to online advertisements or postings for the STR and the

option of a 24/7 complaint hotline and monitoring service for citizen reporting and complaints

related to STR violations.

PROCUREMENT PROCESS

The RFP (Request for Proposal) is not a bid. In the event the City elects to negotiate a contract

with the successful Vendor, any contract shall contain, at a minimum, the term and conditions (or

substantially the same term and conditions) as hereinafter stated. The City reserves the right, in its

sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or amend

this procurement process at any time. The final selection and contract negotiation rests solely with

the City.

QUESTIONS

Every effort has been made to insure that all information needed by the Offeror is included herein;

however, questions are allowed and encouraged to clear up any information as described herein, etc.

The City will not accept telephone calls or visits regarding this RFP. All questions shall be in

writing and addressed to: Vera White, City of Charleston, Procurement Division, 2 George

Street, Suite 3600, Charleston, South Carolina 29401, or email to: whitev@charleston-sc.gov.

Written Questions may also be faxed to: 843-724-7354. All questions must be received before 1:00

pm on November 10, 2025. No interpretation shall be binding upon the City unless in writing from

the City’s Corporate Counsel.

ORAL STATEMENTS

No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or

specifications stated in the resulting contract. The City of Charleston shall not be legally bound by

any amendment or interpretation that is not in writing.

NON-ENDORSEMENT

If a Proposal is accepted, the successful Offeror shall not issue any news releases or other statements

pertaining to the award or servicing of the agreement that state or imply the City’s endorsement of

the successful Offeror’s product or services.

PROPRIETARY INFORMATION

If an Offeror does not desire proprietary information in the Proposal to be disclosed, the Offeror

shall identify all proprietary information in the Proposal. This identification will be done by

individually marking each page with the words “Proprietary Information” or “Confidential” on

which such proprietary information is found. If the Offeror fails to identify proprietary information,

it agrees that by submission of its Proposal that those sections shall be deemed non-proprietary and

made available upon request through the Freedom of Information Act.

UNAUTHORIZED COMMUNICATIONS

Respondents’ contact regarding this RFP with employees or officials of the City of Charleston will

result in disqualification from this procurement process. Any oral communications are considered

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unofficial and non-binding with regard to this RFP. The only authorized contacts for this

procurement are any designated Procurement staff.

CONTRACTOR SOLELY RESPONSIBLE FOR PERFORMANCE

Vendor shall be responsible for the performance of the services required by the contract. Vendor is

an independent contractor and does not act as the City’s agent or employee.

DISQUALIFICATION OF OFFERORS

Offerors may be disqualified for any of the following reasons:

• Reason to believe collusion exists among the Offerors

• The Offeror is involved in any litigation against the City

• The Offeror is in arrears on any existing contract or has defaulted on a previous contract

with the City

• Lack of financial stability

• Failure to perform under previous or present contracts with the City

• Is currently debarred by the State of South Carolina Procurement Services

SUSPENSION AND DEBARMENT

The Offeror certifies, by submission of this proposal, that neither it nor its principals are presently

debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from

participation in this transaction by any federal, state or local agency. Where the Offeror is unable to

certify to any of the statements in this certification, such Offeror shall attach an explanation to this

proposal.

CONTRACT NEGOTIATIONS

The City will rank, based upon the evaluation criteria, all responsible and responsive Vendors. The

City will begin negotiations with the top ranked Vendors and will continue with negotiation down

the ranking until a satisfactory contract with the City is finalized, if any. The terms and conditions

of the contract will be no less advantageous than the provisions of this RFP or the Vendor’s

proposal. The City reserves the right to make a partial award or to split the award at its sole

discretion.

CONTRACT TERMS

The initial term of the Agreement shall be for one year. The City reserves the right to extend the

Agreement if the City determines the extension is in its best interest; said extension will be on an

annual basis and shall not exceed four (4) additional one (1) year periods.

VENDOR’S DUTY TO INSPECT & ADVISE AND DECLARE ALL COSTS

Each Vendor shall become fully acquainted with the City’s requirements and the scope of

commodities and/or services to be provided. Vendor shall have a duty to request any information

from the City as it deems necessary to prepare the RFP. No change order will be granted or

additional compensation permitted if based upon information the Vendor knew or should have

known as part of the Vendor’s duty to become acquainted with the City’s circumstances and

requirements.

RECEIPT OF PROPOSALS

Proposals must be submitted to and received by the City no later than the date and time specified

within this RFP. Offerors mailing proposals should allow a sufficient mail delivery period to insure

timely receipt (November 24, 2025 @ 12:30pm) of their proposal by the City. Proposals received

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after the scheduled due date and time will not be considered. Proposals must be completed and

delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. The

time and date stamp clock in the City Procurement Division is the official clock for determining

whether submittals are submitted on time. The City of Charleston is not responsible for delays in the

delivery of mail by the U.S. Postal Service or private couriers. It is the responsibility solely of the

Offerors to ensure that its proposal reaches the City of Charleston Procurement Division, by the

designated date and time. Proposals received after the scheduled due date and time will not be

considered.

Late Proposal documents will not be accepted under any circumstances.

PROPOSAL SUBMITTAL REQUIREMENTS

To assure similarity in proposal presentation and allow the Selection Committee to easily compare

competing proposals, Offerors shall include, in the order described, the material indicated below. It

is not the intent of the City of Charleston to constrain Offerors with regard to content, but to assure

that the specific requirements set for in this RFP are addressed in a uniform manner amenable to

Evaluation and Selection Committee review. Offerors may include additional information sections

or appendices if desired, to present additional pertinent information. Offerors should submit

information in a concise and responsive manner for every requirement. Non-responsive or

incomplete submittals or inability to meet City requirements set forth may lead to disqualification of

the Offeror’s submittal.

Only information presented in the Proposal will be used to evaluate the submittals. Responses

shall be completed in accordance with the requirements in the RFP. Statements made by an

Offeror shall be without ambiguity, and with adequate elaboration, where necessary, for clear

understanding.

Specific Requirements

Proposals should be as thorough and detailed as possible so that the City may properly evaluate the

Offeror's capabilities to provide the required services. Offerors are required to submit the following

items as a complete proposal:

➢ Complete response to RFP, signed, completed and submitted as required with a

detailed outline and description of proposed plan designs, including a list of standard

limitations and exclusions.

➢ The completed Contractor Data Sheet (cover page)

➢ A detailed outline and description of proposed program administration and services.

➢ A narrative summary of all the deviations from the specifications. The detailed explanation

and description of price quotation deviations should be submitted as required in the RFP.

➢ The completed Questionnaire.

➢ Copies of all documents requested in this RFP as well as samples of claim forms, additional

reports, booklets, communication materials, etc. that may assist in the evaluation of this RFP;

this does not include “sales pieces” as described below.

➢ The submission of the Price Quotations.

➢ Sealed package marked on the outside with the Offeror's name, address, and the solicitation

number.

➢ All submittal forms.

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PROPOSAL FORMAT

Proposals are to be prepared in a manner design to provide the Selection Committee with a

straightforward presentation of the capability to satisfy the requirements of this RFP.

All documentation submitted with the proposal shall be in a single volume. Documentation must be

on 8 ½ x 11 pages.

Include the following items:

o RFP Cover Page listing title of project, RFP number, date of submittal, and name of company

o List of lead contact(s) for the City

o List of Qualifications and References: provide at least (4) municipal projects for a client in the

past year. References are provided with accurate and up-to-date contact information.

*Reference form is provided.

o W/MBE Good Faith Effort Form and appropriate Affidavit

o Acknowledgement of any issued Addenda

o Proposal must be signed by an official authorized by the vendor’s company to contractually bind

the vendor.

RESPONSE FORMAT AND ORGANIZATION

To assure similarity in proposal presentation and allow the evaluation team to easily compare

competing proposals, Offerors shall include, in the order described, the material indicated below. It

is not the intent of the City to constrain Offerors with regard to content, but to assure that the specific

requirements set forth in this RFP are addressed in a uniform manner amenable to Evaluation and

Selection Committee review. Offerors may include additional sections or appendices if desired, to

present additional pertinent information. Offerors should submit information in a concise and

responsive manner for every requirement and every question. Non-responsive or incomplete

answers to information requests and/or City requirements may lead to disqualification of the

Offeror’s submittal.

REQUIRED FORMS AND SIGNATURE PAGES

Offerors shall include as an appendix, all ancillary forms required in this Request for Proposal

(RFP). Required forms include, but are not limited to the following:

• RFP Cover Page

• Certificate of Familiarity

• W/MBE Good Faith Effort Form and appropriate Affidavit

• Any Addenda

COMPLETION OF REPONSES

Only information presented in the Proposal will be used to evaluate the proposal that best fits the

needs of the City.

Responses shall be completed in accordance with the requirements of this RFP. Statements made by

an Offeror shall be without ambiguity, and with adequate elaboration, where necessary, for clear

understanding.

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