Title: Provide Athletic Weather Alert System

Solicitation RFP No. 2027-004
Richland County Number
School District One Date Issued August 25, 2026
Procurement
Peyton Flewelling
REQUEST FOR Officer
PROPOSAL Phone 803-231-7039
E-mail Address peyton.flewelling@richlandone.org
DESCRIPTION: "Provide Athletic Weather Alert System"
The Term "Offer" Means Your "Bid" or "Proposal"
SUBMIT OFFER BY (Opening Date/Time): September 16, 2026 / 2:00 pm (ET)
NON-MANDATORY PRE-PROPOSAL MEETING September 3, 2026 / 12:00pm (ET)
NUMBER OF COPIES TO BE SUBMITTED: One (1) Original PDF and One (1) digital copy
QUESTIONS MUST BE RECEIVED BY: September 3, 2026 / 5 PM (ET) IN WRITING via email to:
peyton.flewelling@richlandone.org
Offers must be submitted in a sealed package. Solicitation Number and Opening Date must appear on package exterior.
SUBMIT YOUR SEALED OFFER TO THE FOLLOWING ADDRESS:
Procurement Services, Attn: P. Flewelling 2027-004
201 Park Street
Room 209
Columbia, S. C. 29201
CONFERENCE TYPE: NON-MANDATORY PRE-BID MEETING LOCATION:
DATE / TIME: September 3, 2026 / 12:00pm (ET) Virtual - Microsoft Teams Meeting
As appropriate, see "Conference - Pre-Bid/Proposal" & "Site Visit" provisions
AWARD& This solicitation, any amendments and award, will be posted at the following web address:
AMENDMENTS https://www.richlandone.org/departments/procurement-services/home
You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms
of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date
NAME OF OFFEROR (Full legal name of business submitting the offer)
OFFEROR'S TYPE OF ENTITY:
AUTHORIZED SIGNATURE
(Check one)
Small
(Person signing must be authorized to submit binding offer to enter contract on behalf of offeror Women
named above) Minority
TITLE (Business Title of person signing above) Other
(See provision entitled "Signing Your Offer")
PRINTED NAME (Printed name of person signing above)
Instructions regarding Offeror's Name: Any award issued will be issued to, and the contract will be formed with, the entity identified
as the offeror above. An offer may be submitted by only one legal entity. The entity named as the offeror must be a single and
distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or a division of a larger entity
if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.
STATE OF INCORPORATION (If Offeror is a corporation, identify the state of Incorporation.)
TAXPAYER IDENTIFICATION NO. (See "Taxpayer Identification Number" provision)
COVER PAGE (December 2017)

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
PAGE TWO
(Return Page Two with your Offer)
HOME OFFICE ADDRESS (Address for offeror's home NOTICE ADDRESS (Address to which all procurement and contract
office / principal place of business) related notices should be sent.) (See "Notice" clause)
Area Code Number Extension Facsimile
E-mail Address
PAYMENT ADDRESS (Address to which payments will be sent.) ORDER ADDRESS (Address to which purchase orders will be sent)
(See "Payment" clause) (See "Purchase Orders" and "Contract Documents" clauses)
Payment Address same as Home Office Address Order Address same as Home Office Address
Payment Address same as Notice Address (check only one) Order Address same as Notice Address (check only one)
ACKNOWLEDGEMENT OF AMENDMENTS
ACKNOWLEDGMENT Amendment Amendment Amendment Amendment Amendment Amendment Amendment Amendment
OF AMENDMENTS No. Issue Date No. Issue Date No. Issue Date No. Issue Date
Offeror acknowledges
receipt of amendment(s)
by number and its date
of issue.
See "Amendments to
Solicitation" Provision
DISCOUNT FOR PROMPT 10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _______Calendar Days (%)
PAYMENT
See "Discount for Prompt
Payment" clause
PAGE TWO (December 2017) ****End of Page Two****
RFP No. 2027-004 Page 2 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
SOLICITATION OUTLINE
I. SCOPE OF SOLICITATION
II. INSTRUCTIONS TO OFFERORS
A. GENERAL INSTRUCTIONS
B. SPECIAL INSTRUCTIONS
III. SCOPE OF SERVICES / SPECIFICATIONS
IV. INFORMATION FOR OFFERORS TO SUBMIT
V. QUALIFICATIONS
VI. AWARD CRITERIA
VII. TERMS AND CONDITIONS
A. GENERAL
B. SPECIAL
VIII. BIDDING SCHEDULE / PRICE - BUSINESS PROPOSAL
IX. ATTACHMENTS TO SOLICITATION
RFP No. 2027-004 Page 3 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
I. SCOPE OF SOLICITATION
ACQUIRE SERVICES: The purpose of this solicitation is to acquire services complying with the enclosed description
and/or specifications and conditions. Ranked offers will be determined in accordance with the qualifications outlined.
MAXIMUM CONTRACT PERIOD (MODIFIED) - ESTIMATED: (October 1, 2026 - September 30, 2027). Any resulting
contract will begin on the date specified in the notice of award. See clause entitled "Term of Contract - Effective Date /
Initial Contract Period".
INITIAL CONTRACT PERIOD: [October 1, 2026 - September 30, 2031] The effective date of this contract is the first
day of the maximum contract period as specified on the final statement award. The "initial term" of this agreement is one
(1) year, effective date with four (4) additional one-year options to extend. Regardless, this contract expires no later than
the last date stated on the final award statement.
About Richland County School District One
Richland County School District One (hereafter referred to as "Richland One", "R1", "the district", or "RCSD1").
Ideally located in the center of the Palmetto State and just a short drive from the mountains and the beaches, Richland
One is great place to learn, live, work and play.
Our District covers 482 square miles and encompasses urban, suburban and rural neighborhoods in Columbia, South
Carolina's capital city. With more than 21,000 students enrolled, Richland One is the state's sixth-largest school district.
Recognizing that our students learn in different ways and have different interests, we offer an exciting and challenging
array of educational opportunities that include Montessori programs, International Baccalaureate programs, visual and
performing arts, foreign language, advanced academic programs, robotics and aerospace education. Many of our
programs serve as models for others across the state and nation.
Richland One's long-standing tradition of excellence dates to the District's earliest beginnings in the late-1800s. Year
after year, our graduates leave our schools and go on to attend some of the nation's most prestigious colleges and
universities. The Richland One Class of 2023 received more than $77 million in scholarships.
Our community consistently shows its commitment to nurturing educational excellence. Just walk into any of our schools
and you'll see evidence of the vigorous community support that our district enjoys. Thanks to Richland One voters, our
students go to school in state-of-the-art facilities built new or renovated through our Schools for the 21st Century bond
construction program. Community members from all walks of life - parents, retirees, elected officials, college students,
business people, military, faith-based organizations - also share their time and talents every day by serving as volunteers
in our schools.
Richland One is more than just a school district. We are a community of learners with one vision, one mission and one
common purpose - providing all of our students with a high-quality education.
Purpose and Scope of Solicitation
The purpose of this solicitation is to seek proposals from qualified vendors who can provide services for Richland County
School District One.
II. INSTRUCTIONS TO OFFERORS - A. GENERAL INSTRUCTIONS
DEFINITIONS, CAPITALIZATION, AND HEADINGS (Modified):
CLAUSE HEADINGS USED IN THIS SOLICITATION ARE FOR CONVENIENCE ONLY AND WILL NOT BE USED TO
CONSTRUE MEANING OR INTENT. EVEN IF NOT CAPITALIZED, THE FOLLOWING DEFINITIONS APPLY TO ALL
PARTS OF THE SOLICITATION, UNLESS EXPRESSLY PROVIDED OTHERWISE.
AMENDMENT means a document issued to supplement the original solicitation document.
BUSINESS means any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any
other legal entity.
CHANGE ORDER means any written alteration in specifications, delivery point, rate of delivery, period of performance,
price, quantity, or other provisions of any contract accomplished by mutual agreement of the parties to the contract.
CONTRACT See clause entitled Contract Documents & Order of Precedence.
RFP No. 2027-004 Page 4 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
CONTRACT MODIFICATION means a written order signed by the procurement officer, directing the contractor to make
changes which the clause of the contract titled "Changes," if included herein, authorizes the Procurement Officer to order
without the consent of the contractor.
CONTRACTOR means the Offeror receiving an award as a result of this solicitation.
COVER PAGE means the top page of the original solicitation on which the solicitation is identified by number. Offerors
are cautioned that Amendments may modify information provided on the Cover Page.
OFFER means the bid or proposal submitted in response this solicitation. The terms Bid and Proposal are used
interchangeably with the term Offer.
OFFEROR means the single legal entity submitting the offer. The term Bidder is used interchangeably with the term
Offeror. See bidding provisions entitled Signing Your Offer and Bid/Proposal As Offer To Contract.
PAGE TWO means the second page of the original solicitation, which is labeled Page Two.
PROCUREMENT OFFICER means the person, or his successor, identified as such on either the Cover Page, an
amendment, or an award notice.
YOU and YOUR means Offeror.
SOLICITATION means this document, including all its parts, attachments, and any Amendments.
Unit(s) identified on the Cover Page.
SUBCONTRACTOR means any person you contract with to perform or provide any part of the work.
US or WE means Richland County School District One.
WORK means all labor, materials, equipment, services, or property of any type, provided or to be provided by the
Contractor to fulfill the Contractor's obligations under the Contract.
AMENDMENTS TO SOLICITATION (Modified) (a) This solicitation may be amended at any time prior to opening. All
actual and prospective bidder's should monitor the following web site for the issuance of Amendments:
www.richlandone.org (Procurement Information) (b) Bidders shall acknowledge receipt of any amendment to this
solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space
provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder
received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain
unchanged.
AUTHORIZED AGENT: All authority regarding this procurement is vested solely with the responsible Procurement
Officer. Unless specifically delegated in writing, the Procurement Officer is the only government official authorized to
bind the government with regard to this procurement or the resulting contract.
AWARD NOTIFICATION: Notice regarding any award, cancellation of award, or extension of award will be posted at
the location and on the date specified on the Cover Page or, if applicable, the most recent notice of extension of award.
Should the contract resulting from this Solicitation have a total or potential value more than one hundred thousand dollars,
such notice will be sent electronically to all Offerors responding to the Solicitation. Unless a written notice of intent to
protest is timely filed pursuant to Section 11-35-4210(1)(b) or the award is otherwise suspended or canceled, the award
will be effective on the calendar day (including weekends and holidays) immediately following the seventh business day
after such notice is given
BID / PROPOSAL AS OFFER TO CONTRACT (Modified): By submitting Your Bid or Proposal, You are offering to enter
into a contract with Richland County School District One. Without further action by either party, a binding contract shall
result upon final award. Any award issued will be issued to, and the contract will be formed with, the entity identified as
the offeror on the Cover Page. An offer may be submitted by only one legal entity; "joint bids" are not allowed.
BID ACCEPTANCE PERIOD: In order to withdraw Your Offer after the minimum period specified on the Cover Page,
You must notify the Procurement Officer in writing.
BID IN ENGLISH & DOLLARS: Offers submitted in response to this solicitation shall be in the English language and in
US dollars, unless otherwise permitted by the Solicitation.
CERTIFICATE OF INDEPENDENT PRICE DETERMINATION: GIVING FALSE, MISLEADING, OR INCOMPLETE
INFORMATION ON THIS CERTIFICATION MAY RENDER YOU SUBJECT TO PROSECUTION UNDER SECTION 16-
9-10 OF THE SOUTH CAROLINA CODE OF LAWS AND OTHER APPLICABLE LAWS. (a) By submitting an offer, the
offeror certifies that-
RFP No. 2027-004 Page 5 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
(1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any
consultation, communication, or agreement with any other offeror or competitor relating to-
(i) Those prices;
(ii) The intention to submit an offer; or
(iii) The methods or factors used to calculate the prices offered.
(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any
other offeror or competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of
a negotiated solicitation) unless otherwise required by law; and
(3) No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit an
offer for the purpose of restricting competition.
(b) Each signature on the offer is considered to be a certification by the signatory that the signatory-
(1) Is the person in the offeror's organization responsible for determining the prices being offered in this bid or proposal,
and that the signatory has not participated and will not participate in any action contrary to paragraphs (a)(1) through
(a)(3) of this certification; or
(2)(i) Has been authorized, in writing, to act as agent for the offeror's principals in certifying that those principals have
not participated, and will not participate in any action contrary to paragraphs (a)(1) through (a)(3) of this certification [As
used in this subdivision (b)(2)(i), the term "principals" means the person(s) in the offeror's organization responsible for
determining the prices offered in this bid or proposal];
(ii) As an authorized agent, does certify that the principals referenced in subdivision (b)(2)(i) of this certification have not
participated, and will not participate, in any action contrary to paragraphs (a)(1) through (a)(3) of this certification; and
(iii) As an agent, has not personally participated, and will not participate, in any action contrary to paragraphs (a)(1)
through (a)(3) of this certification.
(c) If the offeror deletes or modifies paragraph (a)(2) of this certification, the offeror must furnish with its offer a signed
statement setting forth in detail the circumstances of the disclosure.
CERTIFICATION REGARDING DEBARMENT AND OTHER RESPONSIBILITY MATTERS:
(a) (1) By submitting an Offer, Offeror certifies, to the best of its knowledge and belief, that-
(i) Offeror and/or any of its Principals-
(A) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by
any state or federal agency;
(B) Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against
them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a
public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the
submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, tax evasion, or receiving stolen property; and
(C) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of
any of the offenses enumerated in paragraph (a)(1)(i)(B) of this provision.
(ii) Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by
any public (Federal, state, or local) entity.
(2) "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having
primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager;
head of a subsidiary, division, or business segment, and similar positions).
(b) Offeror shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award, Offeror
learns that its certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.
(c) If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offeror must submit a written explanation
regarding its inability to make the certification. The certification will be considered in connection with a review of the
Offeror's responsibility. Failure of the Offeror to furnish additional information as requested by the Procurement Officer
may render the Offeror non-responsible.
RFP No. 2027-004 Page 6 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
(d) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to
render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an
Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business
dealings.
(e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed
when making award. If it is later determined that the Offeror knowingly or in bad faith rendered an erroneous certification,
in addition to other remedies available to the District, the Procurement Officer may terminate the contract resulting from
this solicitation for default.
DISTRICT PROCUREMENT CODE AVAILABLE (Modified): The District's Procurement Code, is available at:
www.richlandone.org
DISCLOSURE OF CONFLICTS OF INTEREST OR UNFAIR COMPETITIVE ADVANTAGE (Modified):
(a) You certify that, after reasonable inquiry, to the best of your knowledge and belief: (1) your offer identifies any
services that relate to either this solicitation or the work and that have already been performed by you, a proposed
subcontractor, or an affiliated business or consultant of either; and (2) there are no relevant facts or circumstances that
may give rise to an actual or potential organizational conflict of interest, as defined in S.C. Code Ann. Reg. 19-
445.2127, or that your offer identifies and explains any unfair competitive advantage you may have in competing for
the proposed contract and any actual or potential conflicts of interest that may arise from your participation in this
competition or your receipt of an award.
(b) If you, a proposed subcontractor, or an affiliated business or consultant of either, have an unfair competitive
advantage or an actual or potential conflict of interest, the District may withhold award. Before withholding award on
these grounds, the District will notify you of the concerns and provide a reasonable opportunity for you to respond. The
State may consider efforts to avoid or mitigate such concerns, including restrictions on future activities.
(c) The certification in paragraph (a) of this provision is a material representation of fact upon which the District will rely
when considering your offer for award
DEADLINE FOR SUBMISSION OF OFFER (Modified): Any offer received after the Procurement Officer or designee
has declared that the time set for opening has arrived, shall be rejected unless the offer has been delivered to the
purchasing office prior to the bid opening.
DRUG FREE WORKPLACE CERTIFICATION: By submitting an Offer, Contractor certifies that, if awarded a contract,
Contractor will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South
Carolina Code of Laws, as amended.
DUTY TO INQUIRE: Offeror, by submitting an Offer, represents that it has read and understands the Solicitation and that
its Offer is made in compliance with the Solicitation. Offerors are expected to examine the Solicitation thoroughly and
should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the
Solicitation. Failure to do so will be at the Offeror's risk. All ambiguities, discrepancies, errors, omissions, or conflicting
statements in the Solicitation shall be interpreted to require the better quality or greater quantity of work and/or materials,
unless otherwise directed by amendment. Offeror assumes responsibility for any patent ambiguity in the Solicitation that
Offeror does not bring to the District's attention. See clause entitled "Questions from Offerors."
ETHICS CERTIFICATE: By submitting an offer, the offeror certifies that the offeror has and will comply with, and has
not, and will not, induce a person to violate Title 8, Chapter 13 of the South Carolina Code of Laws, as amended (ethics
act). The following statutes require special attention: Section 8-13-700, regarding use of official position for financial gain;
Section 8-13-705, regarding gifts to influence action of public official; Section 8-13-720, regarding offering money for
advice or assistance of public official; Sections 8-13-755 and 8-13-760, regarding restrictions on employment by former
public official; Section 8-13-775, prohibiting public official with economic interests from acting on contracts; Section 8-
13-790, regarding recovery of kickbacks; Section 8-13-1150, regarding statements to be filed by consultants; and Section
8-13-1342, regarding restrictions on contributions by contractor to candidate who participated in awarding of contract.
The District may rescind any contract and recover all amounts expended as a result of any action taken in violation of
this provision. If contractor participates, directly or indirectly, in the evaluation or award of public contracts, including
without limitation, change orders or task orders regarding a public contract, contractor shall, if required by law to file such
a statement, provide the statement required by Section 8-13-1150 to the procurement officer at the same time the law
requires the statement to be filed.
MULTIPLE OFFERS: Offerors may submit more than one Offer, provided that each Offer has significant differences
other than price. Each separate Offer must satisfy all Solicitation requirements. If this solicitation is an Invitation for Bids,
each separate offer must be submitted or uploaded as a separate document and must clearly indicate that it is a separate
offer. If this solicitation is a Request for Proposals, multiple offers may be submitted or uploaded as one document,
RFP No. 2027-004 Page 7 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
provided that you clearly differentiate between each offer and you submit a separate cost proposal for each offer, if
applicable.
OMIT TAXES FROM PRICE (Modified): Do not include any sales or use taxes in your price that the District may be
required to pay.
PRICING (Modified): (a) Fixed Price. If a fixed price is required, award will not be made on an Offer if the total possible
price to the District cannot be determined. (b) Price Reasonableness: Any offer may be rejected if the Procurement
Officer determines in writing that it is unreasonable as to price. (c) Unbalanced Pricing. The District will analyze all offers
with separately priced line items or subline items to determine if the prices are unbalanced. Unbalanced pricing exists
when, despite an acceptable total evaluated price, the price of one or more line items is significantly over or understated.
The responsible procurement officer may reject an offer as unreasonably priced if she determines that unbalanced pricing
increases performance risk (e.g., it is so unbalanced as to be tantamount to allowing an advance payment) or could
result in payment of unreasonably high prices. S.C. Code Ann. Reg. 19-445.2122C.
OPEN TRADE REPRESENTATION: By submitting an Offer, Offeror represents that Offeror is not currently engaged in
the boycott of a person or an entity based in or doing business with a jurisdiction with whom South Carolina can enjoy
open trade, as defined in SC Code Section 11-35-5300.
PROTESTS: (a) If you are aggrieved in connection with the solicitation or award of the contract, you may be entitled to
protest, but only as provided in Section 11-35-4210. To protest the solicitation or an amendment, your written protest
must be received within fifteen Days of the date the applicable solicitation document is issued. To protest an award, (i)
written notice of your intent to protest must be received within seven Business Days of the date the award notice is
posted, and (ii) your actual written protest must be received within fifteen Days of the date the award notice is posted.
Time periods are computed in accordance with Section 11-35-310(13) and the definitions for Day and Business Day.
Both protests and notices of intent to protest must be received by the appropriate Chief Procurement Officer (CPO). See
clause entitled "Protest-CPO." (b) Pursuant to Section 11-35-410, documents directly connected to a procurement
activity may be available within five days after request. All document requests should be directed to the CPO. If a protest
is pending, the protestant's lawyer may access otherwise unavailable information by applying to the CPO for the issuance
of a protective order. Additional information is available at www.procurement.sc.gov/legal
PROHIBITED COMMUNICATIONS AND DONATIONS (Modified) Violation of these restrictions may result in
disqualification of your offer, suspension or debarment, and may constitute a violation of law.
(a) During the period between publication of the solicitation and final award, you must not communicate, directly or
indirectly, with the District or its employees, agents or officials regarding any aspect of this procurement activity, unless
otherwise approved in writing by the Procurement Officer. All communications must be solely with the Procurement
Officer. [R. 19-445.2010]
(b) You are advised to familiarize yourself with Regulation 19-445.2165, which restricts donations to a governmental
entity with whom you have or seek to have a contract. You represent that your offer discloses any gifts made, directly or
through an intermediary, by you or your named subcontractors to or for the benefit of the District during the period
beginning eighteen months prior to the Opening Date
PUBLIC OPENING: Offers will be publicly opened at the date / time and at the location identified on the Cover Page, or
last Amendment, whichever is applicable.
QUESTIONS FROM OFFERORS (Modified): (a) Any prospective offeror desiring an explanation or interpretation of the
solicitation, drawings, specifications, etc., must request it in writing. Questions regarding the original solicitation or any
amendment must be received by the Procurement Officer no later than five (5) days prior to opening unless an earlier
date is stated on the Cover Page. Label any communication regarding your questions with the name of the Procurement
Officer, and the solicitation's title and number. Oral explanations or instructions will not be binding. [See R. 19-
445.2042(B)] Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other
prospective offerors as an amendment to the solicitation, if that information is necessary for submitting offers or if the lack
of it would be prejudicial to other prospective offerors. See clause entitled "Duty to Inquire." We will not identify you in
our answer to your question. (b) The District seeks to permit maximum practicable competition. Offerors are urged to
advise the Procurement Officer -- as soon as possible -- regarding any aspect of this procurement, including any aspect
of the Solicitation that unnecessarily or inappropriately limits full and open competition.
REJECTION/CANCELLATION (Modified): The District may cancel this solicitation in whole or in part. The District may
reject any or all proposals in whole or in part.
RESPONSIVENESS : (a) Award will not be made on a nonresponsive offer. An offer is nonresponsive (i) if it does not
constitute an unambiguous offer to enter into a contract with the District, or (ii) if it imposes conditions inconsistent with,
or does not unambiguously agree to, the solicitation's material requirements. (b) Bid as Specified. Offers for supplies or
services other than those specified will not be considered unless authorized by the Solicitation.
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Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
SIGNING YOUR OFFER: Every Offer must be signed by an individual with actual authority to bind the Offeror. (a) If the
Offeror is an individual, the Offer must be signed by that individual. If the Offeror is an individual doing business as a
firm, the Offer must be submitted in the firm name, signed by the individual, and state that the individual is doing business
as a firm. (b) If the Offeror is a partnership, the Offer must be submitted in the partnership name, followed by the words
"by its Partner," and signed by a general partner. (c) If the Offeror is a corporation, the Offer must be submitted in the
corporate name, followed by the signature and title of the person authorized to sign. (d) An Offer may be submitted by a
joint venture involving any combination of individuals, partnerships, or corporations. If the Offeror is a joint venture, the
Offer must be submitted in the name of the joint venture and signed by every participant in the joint venture in the manner
prescribed in paragraphs (a) through (c) above for each type of participant. (e) If an Offer is signed by an agent, other
than as stated in subparagraphs (a) through (d) above, the Offer must state that it has been signed by an Agent. Upon
request, Offeror must provide proof of the agent's authorization to bind the principal.
DISTRICT OFFICE CLOSINGS (Modified): If an emergency or unanticipated event interrupts normal District processes
so that offers cannot be received at the office designated for receipt of bids by the exact time specified in the solicitation,
the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation
on the first workday on which normal District processes resume. In lieu of an automatic extension, an Amendment may
be issued to re-schedule bid opening. If District offices are closed at the time a pre-bid or pre-proposal conference is
scheduled, an Amendment will be issued to re-schedule the conference. Useful information may be available at:
http://www.richlandone.org
DISCLOSURE OF YOUR BID / PROPOSAL & SUBMITTING CONFIDENTIAL DATA (a) According to Section 11-35-
410, any person submitting a document in response or with regard to any solicitation or other request must "comply with
instructions provided in the solicitation for marking information exempt from public disclosure. Information not marked as
required by the applicable instructions may be disclosed to the public. "IF YOU IDENTIFY YOUR ENTIRE RESPONSE
AS EXEMPT FROM PUBLIC DISCLOSURE, OR IF YOU DO NOT SUBMIT A REDACTED COPY AS REQUIRED, THE
DISTRICT MAY, IN ITS SOLE DISCRETION, DETERMINE YOUR BID OR PROPOSAL NONRESPONSIVE AND
INELIGIBLE FOR AWARD.
(b) By submitting a response to this solicitation or request, Offeror agrees to the public disclosure of every page, or portion
thereof, of every document regarding this solicitation or request that was submitted at any time prior to entering into a
contract (including, but not limited to, documents contained in a response, documents submitted to clarify a response, and
documents submitted during negotiations), unless the page, or portion thereof, was redacted and conspicuously marked
"Trade Secret" or "Confidential" or "Protected," (2) agrees that any information not redacted and marked, as required by
these bidding instructions, as a "Trade Secret" is not a trade secret as defined by the Trade Secrets Act, and (3) agrees
that, notwithstanding any claims or markings otherwise, any prices, commissions, discounts, or other financial figures
used to determine the award, as well as the final contract amount, are subject to public disclosure.
(c) If your offer includes any information that you claim is exempt from public disclosure, you must submit one complete
copy of your offer from which you have removed or concealed such information (the redacted copy). Except for the
information removed or concealed, the redacted copy must be identical to your original offer.
(d) Do not mark your entire response (bid, proposal, quote, etc.) as confidential, trade secret, or protected. If only portions
of a page are subject to some protection, do not redact the entire page. The redacted copy must reflect the same
pagination as the original and show the empty space from which information was redacted. The Procurement Officer must
be able to view, search, copy and print the redacted copy without a password. If your response, or any part thereof, is
improperly marked as confidential or trade secret or protected, the District may, in its sole discretion, determine it
nonresponsive.
(e) On the redacted copy, you must identify the basis of your claim by marking each redaction as follows: You must
separately mark with the word "CONFIDENTIAL" every page, or portion thereof, that you redacted and claim as exempt
from public disclosure because it is either (1) a trade secret as defined in Section 30-4-40(a)(1) of the Freedom of
Information Act, or (2) privileged and confidential, as that phrase is used in Section 11-35-410. You must separately mark
with the words "TRADE SECRET" every page, or portion thereof, that you redacted and claim as exempt from public
disclosure as a trade secret pursuant to Section 39-8-20 of the Trade Secrets Act. You must separately mark with the
word "PROTECTED" every page, or portion thereof, that you redacted and claim as exempt from public disclosure
pursuant to Section 11-35- 1810. All markings must be conspicuous; use color, bold, underlining, or some other method
in order to conspicuously distinguish the mark from the other text.
(f) In determining whether to release documents, the District will detrimentally rely on your redaction and marking of
documents, as required by these bidding instructions, as being either "Confidential" or "Trade Secret" or "Protected." By
submitting a response, you agree to defend, indemnify and hold harmless the District, the State of South Carolina, its
agencies, officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney's
fees, arising out of or resulting from withholding information by the District, that you have redacted or marked as
"Confidential" or "Trade Secret" or "Protected." (All references to S.C. Code of Laws.)
RFP No. 2027-004 Page 9 of 30

Richland County School District One
Request for Proposal: Provide Athletic Weather Alert System
SUBMITTING A PAPER OFFER OR MODIFICATION (Modified): Unless specifically instructed otherwise in the
solicitation, you should submit your offer or modification on paper. If you submit a paper offer or modification the following
instructions apply. (a) All prices and notations should be printed in ink or typewritten. Errors should be crossed out,
corrections entered and initialed by the person signing the bid. Do not modify the solicitation document itself (including
bid schedule). (b) (1) All copies of the offer or modification, and any other documents required to be submitted with the
offer shall be enclosed in a sealed, opaque envelope or package. (2) Submit your offer or modification to the address on
the Cover Page. (3) The envelope or package must show the time and date specified for opening, the solicitation number,
and the name and address of the bidder. If the offer or modification is sent by mail or special delivery service (UPS,
Federal Express, etc.), the outermost envelope or wrapper must be labeled "OFFER ENCLOSED" on the face thereof.
(c) If you are responding to more than one solicitation, submit each offer in a separate envelope or package. (d) Submit
the number of copies indicated on the Cover Page.(e) Facsimile or e-mail offers, modifications, or withdrawals, will not
be considered unless authorized by the Solicitation.
VENDOR REGISTRATION MANDATORY: You must complete a District vendor application to be eligible to submit an
offer. The application will be provided as an attachment to the solicitation or it is available on our District website.
WITHDRAWAL OR CORRECTION OF OFFER (Modified): Offers may be withdrawn by written notice received at any
time before the exact time set for opening. If the Solicitation authorizes facsimile offers, offers may be withdrawn via
facsimile received at any time before the exact time set for opening. A bid may be withdrawn in person by a bidder or its
authorized representative if, before the exact time set for opening, the identity of the person requesting withdrawal is
established and the person signs a receipt for the bid.
II. INSTRUCTIONS TO OFFERORS - B. SPECIAL INSTRUCTIONS
AUTHORITY APPROVAL REQUIRED (Modified): Any award over $250,000 is subject to prior approval by the Richland
County School District One Board of School Commissioners. Regularly scheduled meetings ordinarily occur pursuant to
a published schedule.
CONFERENCE - PRE-BID/PROPOSAL: Due to the importance of all offerors having a clear understanding of the
specifications and requirements of this solicitation, a non-mandatory conference of potential offerors will be held on the
date specified on the Cover Page. Bring a copy of the solicitation with you. Any changes resulting from this conference
will be noted in a written amendment to the solicitation. Your failure to attend will not relieve the Contractor from
responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to
successfully perform the work without additional expense to the District. The District assumes no responsibility for any
conclusions or interpretations made by the Contractor based on the information made available at the conference. Nor
does the District assume responsibility for any understanding reached or representation made concerning conditions
which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding
or representation is expressly stated in this contract.
Conference Time and Date: September 3, 2026 / 12:00pm ET Virtually (link- Microsoft Teams Meeting)
CONTENTS OF OFFER (RFP): (a) Offers should be complete and carefully worded and should convey all of the
information requested. (b) Offers should be prepared simply and economically, providing a straightforward, concise
description of offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and
clarity of content. (c) The contents of your offer must be divided into two parts, the technical proposal and the business
proposal. Each part should be bound in a single volume. (d) If your offer includes any comment over and above the
specific information requested in the solicitation, you are to include this information as a separate appendix to your offer.
Offers which include either modifications to any of the solicitation's contractual requirements or an offeror's standard
terms and conditions may be deemed non-responsive and not considered for award.
ELECTRONIC COPIES - REQUIRED MEDIA AND FORMAT (MODIFIED): In addition to your original offer, you must
submit an electronic copy or copies on compact disk (CD), DVD, or USB drive. Submit the number of copies indicated on
the cover page. Each copy should be on separate media. Your business and technical proposals must be on separate
media. Every disk or USB drive must be labeled with the solicitation number and the offeror's name and specify whether
its contents address technical proposal or business proposal. If multiple-disk sets are provided, each disk in the set must
be appropriately identified as to its relationship to the set, e.g., 1 of 2. The electronic copy must be identical to the original
offer. File format shall be compatible with Microsoft Office (version 2003 or later), or Adobe Acrobat or equivalent Portable
Document Format (pdf) viewer. The Procurement Officer must be able to view, search, copy and print electronic
documents without a password.
MAIL PICKUP (MODIFIED): The District mail room picks up all mail from The US Postal Service once daily around 8:30
a.m. (excluding weekends and holidays). See provision entitled Deadline for Submission of Offer.
RFP No. 2027-004 Page 10 of 30