110-20250829145629 HPS.pdf

HATTIESBURG PUBLIC SCHOOLS

ADVERTISEMENT FOR BIDS

Bid Number: 26-001 HPSD Athletics Field Management

To All Prospective Bidders:

Sealed bids/proposals for HPSD Athletics Field Management will be received by the Hattiesburg Public School District at the district’s Central Office located at 301 Mamie Street, Hattiesburg, MS 39401 until 10:00 a.m. (CST) on Friday, September 12, 2025, at which time they will be publicly opened.

Specifications are on file at the Central Office. To receive a copy of complete proposals and instructions, please contact Edith Stallings at edith.stallings@hattiesburgpsd.com.

Proposals submitted must comply with the specifications provided. The Hattiesburg Public School District reserves the right to amend the specifications, as necessary, and agrees to notify all who have requested bid packets.

The contract will be awarded to the lowest and best bidder, as defined in Miss.

Code Ann. §31-7-13. The Hattiesburg Public School District reserves the right to waive any and all informalities and to reject any and all bids.

All proposals must be submitted in a sealed envelope clearly marked "Bid 26-001 HPSD Athletics Field Management" and mailed or delivered to:

Hattiesburg Public School District Attn: Edith Stallings, Accounting Supervisor 301 Mamie Street Hattiesburg, MS 39401

Bids/proposals should include original and one electronic on USB drive if mailed or hand delivered. Proposals may be submitted electronically via www.centralbidding.com. For any questions related to the electronic bidding process, please call at Central Bidding at (225) 810-4814.

/s/ Robert Williams Superintendent of Education

To be published: August 29, 2025 September 5, 2025 mailto:edith.stallings@hattiesburgpsd.com http://www.centralbidding.com/

PROPOSAL

Superintendent/Board of Trustees Hattiesburg Public School District 301 Mamie Street Hattiesburg, MS 39401

Ladies and Gentlemen:

Having examined the specifications outlined on the attached sheets, my firm agrees to furnish and deliver items and provide services according to your specifications and instructions at the indicated prices. We/I, the undersigned, understand and accept the instructions and conditions under which this bid/proposal is being submitted.

This bid/proposal consists of a Proposal, Conditions/Specifications and Bid/Proposal Summary Sheets. We/I understand that a company officer's signature is required on each form and unless this has been done, our bids may be considered incomplete and therefore rejected. Also, included is a list of commercial references and other information required.

FIRM: _______________________ BY:_________________________

ADDRESS:____________________ TITLE:_______________________

STATE: ______________________ TELEPHONE: ________________

DATE:_____________________ CELL PHONE:________________

CONDITIONS/SPECIFICATIONS

The Board of Trustees of the Hattiesburg Public School District, Hattiesburg, Mississippi, will receive sealed bids/proposals in the Central Office Conference Room located at 301 Mamie Street, Hattiesburg, Mississippi, until Friday, September 12, 2025, 10:00 a.m. The Board of Trustees reserves the following rights:

1. To appoint or authorize a person or persons to evaluate bids/proposals act, and make decisions on matters pertaining to bids.

2. To reject any and/or all bids/proposals of any groups thereof and waive any informalities.

3. To adjust quantities of supplies or services involved under any item in accordance with the square foot pricing submitted as part of the bid/proposal.

The above bids/proposals will be opened in the Central Office Conference Room, 301 Mamie Street, Hattiesburg, Mississippi. All bids/proposals shall be submitted to this address on or before the above time and date. Envelopes containing bids/proposals shall be plainly marked "HPSD Athletics Field Management."

Any notations appearing on the outside of envelopes containing the sealed bids/proposals that are intended to amend the bids in any manner will not be considered.

No bids/proposals may be withdrawn for a period of ninety (90) days following the scheduled opening date or until the Board of Trustees approves the contract, whichever comes first.

Bidders must be licensed to do business in the State of Mississippi

The School Contact persons for Specifics and Site Visit: Stephen McCay -stephen.mccay@hattiesburgpsd.com or Jermaine Brown -jermaine.brown@hattiesburgpsd.com

Site Walkthrough:

An optional site walkthrough is scheduled for Friday September 5, 2025 at 9:00 a.m. at STEAM Academy, 176 WSF Tatum Drive, Hattiesburg, MS 39401.

Award:

The Hattiesburg Public School District will evaluate the bids and determine the best bid based on price, experience, and references of Contractor, and the quality of the bid concerning equipment proposed, etc. The Hattiesburg Public School District will be the sole judges of the lowest and best price for the services needed by the district. The contract will become effective on the date it is signed by all parties and will end no later than June 30, 2026.

mailto:stephen.mccay@hattiesburgpsd.com mailto:jermaine.brown@hattiesburgpsd.com

The Hattiesburg Public School District reserves the right upon successful completion of the first year to renew this contract for two additional years at the current contractual rate. These contract extensions would be awarded in one-year increments upon successful completion of each contract.

General Scope of Work:

A. The purpose of this project is to implement a field management program to the baseball field, practice field, and middle school football field in accordance with the specifications listed below:

a. Turf Rounds (at minimum 6 rounds)

i. Provide and make a spring pre-emergent application to the turf. This is to prevent summer weeds and crabgrass control.

ii. Provide and make an insecticide application. This is to provide 3 months flea control, 6 months mole cricket control, and 1 year of fire ant control.

iii. Provide and make a slow release fertilizer application to the turf.

iv. Provide and make a fall pre-emergent application for winter weeds to include a broadleaf herbicide.

v. Provide and make a winterization application that helps the plant build reserves for overwintering.

b. Insecticide Application

i. Provide and make an insecticide application.

c. Seeding

i. Provide and make a seeding application.

d. Fertilize Turf

i. Provide and make a fertilization application of turf.

e. Herbicide Application

i. Provide and make herbicide application.

f. Practice Field Repair

i. Provide repairs to the practice field that include but are not limited to leveling.

Proposal Format The Proposal shall be submitted in the following format with all the requested information and documentation. Failure to provide the required information and documentation may be grounds for rejection. Partial bids will not be accepted.

a. Executive Summary

The proposal shall include a brief introduction describing the experience of the Contractor, the size of the Contractor, and the services provided by the Contractor.

b. Contractor Experience The Contractor must provide references, with current contact information and work details of each contract. The following information shall be furnished for at least three (3) similar contracts, either completed or currently underway, by the Contractor.

c. Name of client’s entity

d. Name and telephone number of the client’s contract manager

e. Contract description

f. Duration of each contract

Location Address Price

Smokie Harrington Park

- baseball

Stadium Drive

Hattiesburg, MS 39401

High School Practice Field

Middle School Practice Field

526 Forrest Street

High School Practice Field - Repair

I hereby bid the sum of $ on the above-referenced service locations.

I understand that such a contract agreement will be for one (1) calendar year. I have inspected the service Area/Areas, and I accept the terms and provisions contained in the contract prescribed by Hattiesburg Public Schools on file in the office of the Superintendent of Education.

By

Date

SPECIFIC CONDITIONS

The contractor will be allowed full access to the fields pending practice and game schedules.

PRICES

Prices must be shown on the attached Bid/Proposal Summary Sheet supplied for this purpose. All bids must be FIRM PRICES, free of any escalator clauses.

Prices must include all taxes. Hattiesburg Public School District will furnish tax-exemption certificates for State and Federal taxes where applicable.

BILLING

Invoices are to be furnished for each month no later than the third working day of the following month. The cut off on the invoice must be made to include the week ending closest to the end of the month. Payment shall be made in accordance with Miss. Code Ann. §31-7-305, which allows payment within 45 days of receipt of a properly executed invoice, verified for completion.

The successful bidder shall report and cancel in writing with 30 days notice if services provided in this bid/proposal cannot be delivered.

INSPECTION

Labor, materials, equipment, and supplies furnished by Contractor shall be subject to inspection at any time by the Customer, his agent, or representative.

INSURANCE REQUIREMENTS

The following minimum insurance requirements must be met or the bid will be considered incomplete and therefore rejected.

Commercial General Liability - In an amount of $1,000,000.00 per occurrence with $ 2,000,000.00 aggregate;

(a) Commercial Auto Liability - Combined Single Limit in an amount of $1,000,000.00;

(b) Workers’ Compensation and Employer’s Liability Insurance:

Workers’ Compensation Limits: Statutory - State of Mississippi. Policy shall include a waiver of subrogation in favor of Hattiesburg Public School District.

Employers’ Liability: $ 100,000.00 Each Accident; $500,000.00 Disease Policy Limit; $ 100,000.00 Disease Each Employee;

(c) The Hattiesburg Public School District shall be named as an additional insured on the General Liability Policy and Automobile Policy;

and,

(d) Proof of coverage must be placed on file with the school district by the Contractor and kept current throughout the term of this Contract.

Bids/ Proposals will not be accepted unless they are accompanied by a current Certificate of Insurance showing the above coverage and must be verified by submission with the bid.

DAMAGE CAUSED BY SUCCESSFUL BIDDER

The Hattiesburg Public School District will hold the successful bidder responsible for damage caused to the buildings or assets of the Hattiesburg Public School District under all conditions. In addition, the successful bidder will be responsible for damages to property of others located on property of Hattiesburg Public School District.

Unless the detailed information is furnished, your bid will be considered incomplete and therefore rejected.

GENERAL RULES AND CONDITIONS

This Agreement between Hattiesburg Public Schools (HPS) and _____________ (Contractor). Hattiesburg Public Schools is a public school distinct subject to the laws of the State of Mississippi. The Contractor acknowledges that HPS does not waive, relinquish, or forfeit any rights, benefits, protection, guaranties, or prohibitions that may be provided under any state or federal law, statute, regulation or policy. The parties agree that this Addendum shall be deemed incorporated by reference into the Contract, and the following terms and conditions shall take precedence over and govern all other terms and conditions in the Contract:

1. Governing Law/Venue. The Contract is governed by the laws of the State of Mississippi. The federal or state courts for Forrest County, Mississippi, shall be the sole and exclusive jurisdiction and venue for any action related to this Contract. Any provision which purports to establish a venue outside the State of Mississippi is deleted.

2. Immunities. The District does not waive its sovereign immunity.

3. Attorneys and Collection Fees. Any references to payment of attorney or collection fees by the District are deleted.

4. Unauthorized Payments. The District does not agree to pay extra compensation, fees, or allowances after service has been rendered or a contract has been made, or for any payment not authorized by law.

5. Governmental Entity. The Contractor recognizes and acknowledges that the District, as a political subdivision of the State of Mississippi, enters into this Contract only to the extent authorized by Mississippi law, including the opinions of the Attorney General of Mississippi. Any provision to the Contract that is not authorized by or is inconsistent with Mississippi law, including the opinions of the Mississippi Attorney General, is invalid and deleted.

6. Control of Litigation. Any provision giving the Contractor exclusive control over litigation is deleted.

7. Time Limitations. Any provision limiting the timeframe upon which the District can bring a claim or suit is deleted.

8. Arbitration. The District does not agree to submit to binding arbitration or mediation.

9. Term. The term of the Contract shall be for the term stated in the Contract itself. Any reference to an automatic renewal of the term of the Contract is deleted. All renewals shall be in writing and agreed to by the parties.

10. Availability of Funds. The continuance of the Contract with the District is based upon the availability of funds. Therefore, the District can cancel this Contract with thirty (30) days' notice to the Contractor at the end of the fiscal period if the funding authority does not appropriate funds. In such an event, any property covered by a lease shall be returned to the lessor.

11. Payment by the District. A District Purchase Order shall be issued for the services provided under this Contract. Payments to the Contractor shall be made only upon completion of services or per the scope of work. Detailed invoice(s) shall note the Purchase Order number and be sent to Hattiesburg Public School District, Attn: Accounts Payable, 301 Mamie St., Hattiesburg, MS 39401 or emailed to billling@hattiesburgpsd.com. All billing will be in accordance with MS Code §31-7-305. Payments will be made to the contractor within 45 days from the date the invoice is received at the district office, provided all is satisfactory based on the Contract requirements. The invoice shall show complete details of services rendered. Any provision that requires the District to pay the Contractor any late charges, fees or penalties is governed by Miss. Code Ann. §31-7-305. Any provision that requires the District to pay a deposit is deleted or must be negotiated and stated in the Contract itself.

12. Tax-Exempt Status. The Contractor is liable for all taxes arising from, related to, or in connection with the Contract or the performance of the Contract.

Pursuant to Mississippi law, the District is exempt from state sales and use tax.

13. Indemnification. Any references to the District indemnifying, defending or holding harmless the Contractor or any other party are deleted.

14. Disclaimer of Warranties. The District does not waive, disclaim or exclude any warranties of any other party to the Contract, including, without limitation, such other party's warranties of merchantability or fitness for a particular use or any common law warranties to which the District is entitled.

15. Waiver of Claims, Remedies or Damages. The District does not waive any claim or cause of action (present, past or future). The District does not waive any type or category of remedies or damages.

16. Limitation of Liability/Damages. Any reference to limiting HPS’s damages to the contract price or any other set amount has been deleted.

17. Liquidated Damages. Any references to payment of liquidated damages by the District are deleted.

FIRM: _______________________ BY:_________________________

ADDRESS:____________________ TITLE:____________________

STATE: ______________________ TELEPHONE: _______________

DATE:_____________________

mailto:billling@hattiesburgpsd.com