26-P012R Palmetto Artisan Program Management

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: 26-P012R Proposals will be received until: July 10, 2026 @ 12:30pm
Proposal Title: Palmetto Artisan Program Management
Mailing Date: June 16, 2026 Direct Inquiries to: Robin B. Robinson
Vendor Name: FEIN/SS#:
Vendor Address:
City - State - Zip:
Telephone Number: Fax Number:
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 Palmetto Artisan
Program. 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 Robin B.
Robinson, no later than 2:00pm on June 26, 2026. Questions may either be faxed to
843-724-7354 or emailed to Robin B. Robinson, robinsonr@charleston-sc.gov.
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GENERAL INFORMATION
INTRODUCTION
The City of Charleston is inviting proposals and qualification statements from qualified
individuals, businesses or agencies to undertake management of the Palmetto Artisan Program
Management (PAP). This plan for management of the Program was created by citizens who along
with the City of Charleston have designed and managed the Palmetto Artisan Program
Management.
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: Robin B. Robisnon, City of Charleston, Procurement Division,
2 George Street, Suite 3600, Charleston, South Carolina 29401, or email to:
robinsonr@charleston-sc.gov. Written Questions may also be faxed to: 843-724-7354. All
questions must be received before 2:00pm on June 26, 2026. 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
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considered 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 (1) 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 (12:30pm on July 10, 2026) of their proposal by the City. Proposals
received after the scheduled due date and time will not be considered. Proposals must be
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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 proposal, including a list of standard limitations and
exclusions.
A narrative summary of all the deviations from the specifications. The detailed explanation
and description of price quotation deviations should be submitted.
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.
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 12 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
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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 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
* Any Addenda
COMPLETION OF REPONSES
Only information presented in the Proposal will be used to evaluate the services 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.
QUANTITY AND IDENTIFICATION OF PROPOSALS SUBMITTED
Each vendor must submit the following:
o One (1) original un-bound, single-sided Proposal labeled as "ORIGINAL"
o Four (4) bound, double-sided Proposals
o One (1) electronic copy on a flash drive. Please have submittal on flash drive divided into
two documents: 1) the proposal; and 2) the cost.
o The Vendor must mark on the envelope or box containing the proposal the follow
information: "26-P012R Palmetto Artisan Program Management"
o Note the RFP identification number on the outside of the envelope or box
o All Proposals, including original, copies and the flash drive, shall be submitted together in
one envelope or box
o Proposals must be submitted by mail or hand delivered to City of Charleston, Procurement
Division, 2 George Street, Suite 3600, Charleston, SC 29401, ATTN: 26-P012R.
No more than one proposal may be submitted by any Vendor.
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PROPOSAL EVALUATION PROCESS
An Evaluation and Selection Committee will be established to evaluate the Proposals and select a
proposal which represents the best value to the City. The Evaluation and Selection Committee
will be comprised of City personnel and any other persons as designated by the City. This
Committee will determine the responsiveness and acceptability of each proposal. The Evaluation
and Selection Committee may request additional information from Offerors.
The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received in
response to this RFP. Each Proposal received will first be analyzed to determine overall
responsiveness and completeness to this RFP. Each Proposal will then be evaluated based on
each of the criteria as outlined in Proposal Evaluation Criteria Factors, and after which identified
as either reasonably qualified or unqualified. A Proposal may be declared unqualified if it clearly
fails to demonstrate, in any of the listed areas, a standard that the City believes necessary to meet
the requirements set forth in this RFP.
Following their review of all submitted Proposals, the Selection Committee may select a shortlist
of the highest ranked reasonably-qualified Offerors. Shortlisted Offerors will be invited to
present their Proposal to the Evaluation and Selection Committee.
After the proposals are evaluated, the City will determine whether formal presentations and
interviews are necessary, and if so, which vendors may be invited to make a formal presentation
and/or sit for a panel interview. The City may choose not to require formal presentations or
interviews. The City may choose to contact officials from other jurisdictions regarding the
vendor, their prior work experience and their ability to successfully complete the scope of
services. The City may request clarification or additional information from a specific vendor in
order to assist in the City's evaluation of a proposal. Finally, the City may require changes in the
scope of services as deemed necessary by the City, before execution of the contract.
PROPOSAL EVALUATION CRITERIA FACTORS
The following weighted criteria will be used to evaluate the Proposals for purposes of selecting
the Offeror(s) to negotiate with or to shortlist.
Criteria Factors
* Compatibility of individual or agencies mission with that of the City of Charleston
and the Palmetto Artisan Program Management - including demonstrated
commitment to Gullah-Geechee cultural stewardship and equitable youth
engagement
* Management team's expertise in youth development, community outreach, and -
for the redesigned contract - demonstrated experience or credible plan for
delinquency prevention and intervention work
* Proposal for management services and budget
* Financial strength of team
* Demonstrated track record of community engagement in Charleston's historically
underserved neighborhoods.
* Proposed approach to Year 1 Redesign Planning Component: quality
of methodology, timeline, and collaboration framework with CPD Youth Outreach
and City divisions.
It is the Offeror's responsibility to effectively communicate their qualifications, services, and
products to the City by thoroughly responding to each requirement contained in this RFP.
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Palmetto Artisan Program Management
The City of Charleston is inviting proposals and qualification statements from qualified
individuals, businesses or agencies to undertake management of the Palmetto Artisan Program
(PAP). With this RFP, the City is seeking applicants who can continue providing the
programming to Palmetto Artisans in accordance with the principles of this RFP and also engage
with City staff and potentially other stakeholders to address the question of how the City can
reach unlicensed youth who continue to sell roses without a license. The City envisions offering a
1-year contract with 4 - 1 year options that is renewable upon successful execution of the
program and engagement with City staff. The City of Charleston is initiating this Request for
Proposals (RFP) because of its current oversight of the Palmetto Artisan Program and a desire by
all for improved relations between this longstanding tradition and today's business climate. This
contract is structured as a one (1) year base agreement with the option for four (1) additional one-
year extensions, contingent upon performance milestones and successful delivery of the Year 1
Redesign Proposal described herein.
Collaborations are encouraged by potential responders to create the most resourceful team.
Scope of Work
Palmetto Artisan Program
* Establish a program that supports youth entrepreneurs and places an emphasis on the
significance of the Gullah Rose tradition.
* Root the PAP in youth development principles with metrics and an evaluation system
with the goal of producing young entrepreneurs who are prepared to successfully
pursue various career pathways.
* Meet with City staff to discuss program objectives and metrics.
* Provide developmentally appropriate curricula and opportunities for each age bracket.
* Beyond entrepreneurial training, create and execute a youth training program that
could include the following: financial literacy training soft skill training, education
around the history of the Gullah Palmetto Rose tradition. This component shall be
treated as a program pillar - not supplemental content - and must be co-designed
with authentic Gullah-Geechee community voices. The contractor shall document
community partnerships supporting this component in all quarterly reports.
* Formalize a process for continued stakeholder input and involvement via advisory
boards. Both the Community Advisory Committee and Youth Advisory Committee
shall be structured to include the City of Charleston, Charleston Police Department
and the Gullah-Geechee community.
Create Community Advisory Committee.
Create Youth Advisory Committee.
* Create a branding and marketing plan.
* Work with City staff Market management to maintain a booth on Market premises,
and any additional selling areas.
* Schedule participants to work with adult supervision.
* Create and enforce a PAP code of conduct.
* Develop a mentorship component. Mentors must complete their background checks
and are expected to meet with their mentees, preferably at the mentee's school and at
points of sale (i.e., kiosks).
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* Maintain positive relationships with market vendors and brick-and-mortar businesses
in the Central Business District.
* Recruit participants by maintaining a presence in the Central Business District and
developing relationships with youth selling Palmetto Roses without licenses.
* The contractor shall establish and report on a formal outreach strategy targeting
unlicensed rose sellers throughout the peninsula and city. This strategy must include
defined outreach targets, engagement methods, and a referral-to-enrollment pipeline.
* Procure and provide palmetto fronds to program participants.
* Represent the Palmetto Artisan Program in media inquiries.
* Create an incentive system for participants who go above and beyond.
* The city will work with the selected vendor to ensure that locations are available for
the program participants during approved 'selling' days/hours in well-traveled areas.
Planning with City staff and Stakeholders
* The PAP program director will meet regularly with city staff and additional
stakeholders to provide input and data to assist with crafting a response that would
allow for the PAP, and potentially other city and community-based programs, to
engage unlicensed youth who are actively selling roses. This may include avenues for
participation in the PAP in future years, and/or connections to other city programs or
community programs.
* This planning process would be city-led but active participation would be a
requirement of the contract.
* The PAP Director will work with designated staff of the City of Charleston to
reenvision PAP to engage a broader range of youth, including those at risk of
delinquency, while preserving its cultural and entrepreneurial focus, providing input
and data on the current participants and outreach efforts.
* Identify developmentally appropriate service pathways, engagement strategies, and
partnerships needed to serve different age groups and goal areas (entrepreneurship,
mentoring, prosocial engagement, intervention).
City of Charleston Responsibilities
* Facilitate the planning process for any future programmatic considerations.
* The Charleston Police Department Developer of Youth Outreach will work alongside
the contractor on unlicensed seller engagement and intervention referrals.
* Ensure the Community Advisory Committee and Youth Advisory
Committee maintain a relationship with the City, independent of the contractor, so that
their institutional knowledge persists across vendor transitions.
* Work with the program manager to ensure that the locations at which youth can sell
are lucrative options.
* Work with the program manager to identify training locations within the city of
Charleston.
* Work with the program manager to expand selling options as deemed appropriate.
Required Documentation
1. Description of the agency indicating the agency's mission statement, the agency's
composition, and their size; location of the head and branch offices where the work
will be managed.
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2. Information regarding previous relevant projects, team members involved, references,
and financial viability related to the management services. Length of time the agency
has been in the youth business field or related management business, the qualifications
and experience of key personnel who will work on this project and the length of time
each staff member has been employed; also, the percent of time each staff member
will be involved.
3. General proposal for management and financial proforma including a general
budget. The proposal shall include preliminary proposals for program management
including a proforma for operation for 2 years.
4. Current financial information, e.g. annual reports and audited financial reports for the
last three (3) years.
ATTACHMENTS
Appendix A -Palmetto Artisan Program
Appendix B - Rules and Regulations for the Palmetto Artisan Program
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APPENDIX A
Palmetto Artisan Program Description
The mission of the Palmetto Artisan Program is to offer entrepreneurial skills and development
opportunities for youth to sell their art while serving as a complementary activity to the
community and tourism market.
The program operates Friday after school until 8pm and 8am-8pm Saturday and Sunday during
the school year. During holidays and school breaks, the program operates 7 days a week
from 10 am-8 pm. The program does not operate during the school year Monday thru Thursday.
Youth between the ages of 9-18 who are currently enrolled in school may apply and must
attend an initial training camp or program within 1 month of being enrolled. The training program
will orient youth to the Palmetto Artisan Program, offering a complete overview of its
purpose and the rules and regulations required to be a Palmetto Artisan. The training program
will be on-going and will provide training on customer service, business practices, and related
soft skills.
Qualifying youth must fill out a program application, and the parent or legal guardian
must sign their child's application form giving their permission for them to enroll. All applicants
will undergo a background check performed by the Charleston Police Department prior to
acceptance. Adult supervisors rotate through selling locations to assist youth,
provide supplies and address any issues.
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