1544-20260612102620 MSD.pdf

MCCOMB SCHOOL DISTRICT

INVITATION FOR COMPETITIVE SEALED BIDS (IFB)

Lawn, Grounds, and Athletic Field Maintenance Services

Contract Term: July 1, 2026 – June 30, 2029

Issued pursuant to Miss. Code Ann. §31‑7‑13

MAIL OR DELIVER ALL RESPONSES TO:

McComb School District

695 Minnesota Avenue

McComb, MS 39648

1. Purpose

McComb School District (MSD) invites qualified lawn and grounds maintenance firms in Mississippi to submit sealed bids to provide comprehensive lawn, grounds, and athletic field maintenance services.

The District anticipates entering into a contract with the lowest and best bidder upon approval by the

McComb School District Board of Trustees.

2. Method of Procurement

This solicitation is issued as a Competitive Sealed Bid pursuant to Miss. Code Ann. §31‑7‑13. Award shall be made to the lowest and best bidder meeting all specifications and responsibility requirements.

3. Advertisement and Procurement Schedule

This IFB shall be advertised twice each week for two (2) consecutive weeks beginning Saturday, June 13, 2026 and Saturday, June 20, 2026, with advertisements running through June 26, 2026, in accordance with Mississippi Purchasing Law.

Bid Closing and Public Opening: June 29, 2026 at 4:00 PM

Location: McComb School District, 695 Minnesota Avenue, McComb, MS 39648

4. Bid Submission Requirements

Bids must be submitted in a sealed package clearly marked 'Bid – Lawn, Grounds, and Athletic Field

Maintenance Services' and delivered by mail or hand delivery no later than 4:00 PM on June 29, 2026.

Electronic or emailed submissions will not be accepted.

5. Requests for Clarification / Site Appointments

All requests for clarification or site appointments must be submitted in writing no later than June 15, 2026 to the Superintendent’s Office at 695 Minnesota Ave., McComb MS 39645.

6. Qualification Requirements

The Contractor shall furnish all labor, materials, equipment, and services necessary to fully perform the contract. Services shall be rendered a minimum of 32 times annually. Payment will be made monthly upon invoice submission.

The Contractor shall provide Certificates of Insurance for Workers’ Compensation, General Liability, and

Automobile Liability with minimum limits of $1,000,000 per occurrence. McComb School District must be listed as an additional insured with 30 days’ cancellation notice.

No oral changes shall be permitted. All changes must be in writing and signed by both parties.

7. Scope of Services and Locations

District Locations

• Administration Building – 695 Minnesota Avenue

• Kennedy Early Childhood Center – 207 South Myrtle Street

• Otken Elementary School – 401 Montana Avenue

• Summit Elementary School – 1201 Baldwin Street

• Higgins Middle School – 1000 Elmwood Street

• Denman Junior High School – 1211 Louisiana Avenue

• McComb High School – 310 7th Street

• Business & Technology Complex – 1003 Virginia Avenue

• Tiger Activity Complex/Alternative School – 906 Louisiana Avenue

• Summit Learning Center – 411 A St. Augustine Street

Athletic Fields

• Football Stadium Field and Stadium Grounds

• Football Practice Field

• Baseball Field (Outfield / Playing Surface)

8. Minimum Services and Standards

All mowing, trimming, cleanup, bed care, weeding, pruning, leaf removal, and fertilization shall be performed a minimum of 32 times per year. January–March and August–December: twice monthly.

April–July: weekly.

Additional detailed standards for mowing, trimming, tree and shrub care, cleanup, plant and bed care, weeding, pruning, leaf removal, and fertilization shall apply as outlined below:

Minimum Services and Standards (Restored Full Detail) Required Frequency / Seasonal Schedule

All mowing, trimming, clean-up, plant and bed care, weeding, mulching, pruning and leaf removal will be performed at least 32 times each year:

• January – March and August – December: Twice per month

• April – July: Once per week

These services may be performed more often if necessary to maintain a neat appearance.

Mowing

All lawns/grass shall be mowed, edged and trimmed around obstructions according to the schedule above and as often as necessary to maintain a neat appearance. During periods of heavy rain or drought, the mowing frequency may be allowed to change accordingly.

Mowing direction shall be alternated to provide a uniform look to the lawns.

Trimming

• Trimming around trees, beds, fences and other fixed objects in the lawn/grass shall be performed weekly and with each mowing.

• Trimming around sidewalks and curbs shall be performed every other mowing or as needed to maintain a sharp edge between the concrete areas and the lawn/grass.

• All primary entrances to all locations must be trimmed without chemicals including bus loading zones.

• The contractor may use herbicide to trim/edge sidewalks, curbs and fencing with a maximum width of two (2) inches.

• Damage to plant materials due to trimming shall be replaced by the contractor within 10 days.

Tree and Shrub Care

Trim branches from buildings. Maintain canopy. Remove dead/dying branches if possible. Report problem trees to Maintenance Department. No tree shall be removed without consultation with and permission from McComb School District. Large shrubs shall be maintained in similar manner.

Clean-Up

Removal of all trash prior to mowing each occurrence. Grass clippings will be removed from all hard surfaces prior to departure each time contractor’s employees perform work at any location. All trash and debris is to be removed from the property before departure.

Plant and Bed Care

Maintain bed configurations. Maintain a trenched edge or cleared border. Excess soil/grass shall be removed from the property and not allowed back into the bed.

Weeding

Weeding in mulched beds shall be performed every week or as needed to maintain a neat appearance.

Physical weeding shall be the preferred method of removing unwanted plants in mulched beds, taking care to remove the root of these plants. Chemical control only as needed. Weeds in seams and cracks of sidewalks and curbs shall be sprayed with a broad spectrum herbicide as needed.

Pruning

Trees, shrubs and plants shall be pruned to maintain a natural appearance of the species with removal of non-variegated stems, stray shoots, suckers and dead, damaged or diseased wood in the spring after flowering or late summer depending on specific species requirements.

Leaf Removal

Leaves shall be removed from all locations as required.

Fertilization

Fertilize all lawns, beds and trees in accordance with species needs and agricultural best practices.

General Conditions and Provisions

1. In order to maintain a uniform appearance, all areas at any given location must be completed within 48 hours of starting. It will be necessary for the contractor to coordinate cuttings around school times and after hour events to avoid hazardous conditions.

2. The contractor will be responsible for any damages that may be caused to either school property or private property during the course of execution of their duties.

3. Contractor will hold harmless and indemnify McComb School District, its employees, officers and agents of and from any and all claims by third parties, including attorney’s fees and other expenses.

4. The contractor shall provide a comprehensive and detailed list of all equipment that will be utilized to fulfill this contract. The district will use this list to determine if sufficient resources exist to properly fulfill this contract.

5. McComb School District reserves the right to refuse any and all proposals. McComb School

District shall choose the lowest and best proposal using its sole discretion to evaluate all proposals based on the pricing, best overall value, completeness and content of the proposal, and the Contractor’s experience with similar projects and ability to provide the required services.

6. The District may terminate their participation in this contract in whole or part with thirty (30) days’ notice, for their convenience, or because of failure of the contractor to fulfill the contract obligations in any respect.

7. Scheduling/coordination: It will be necessary for the contractor to coordinate cuttings around school times and after hour events to avoid hazardous conditions.

Athletic Fields Standards

In addition to the minimum services and standards above, the Contractor shall maintain the following athletic areas:

• Football Stadium Field and Stadium Grounds

• Football Practice Field

• Baseball Field (outfield/playing surface and immediately adjacent maintained areas)

The Contractor shall maintain all athletic fields listed and coordinate scheduling around school activities to avoid hazardous conditions.

9. General Conditions and Provisions

1. All work at any given location must be completed within 48 hours of starting.

2. The Contractor shall be responsible for all damages to District or private property.

3. Contractor shall indemnify and hold harmless the District.

4. Contractor shall provide a detailed equipment list.

5. Award shall be made to the lowest and best bidder meeting specifications.

6. The District may terminate the contract with 30 days’ notice for convenience or cause.

10. Award and Records

The Superintendent shall present an award recommendation to the McComb School District Board of

Trustees. The decision and award rationale shall be entered into the official Board minutes. A complete procurement file shall be maintained.

11. Reservation of Rights

The District reserves the right to reject any or all bids or waive minor irregularities in accordance with

Mississippi law.

Applicants who respond to this Request for Proposal must submit the following information as part of the completed proposal:

1. Official Contact name, title, email address, phone number including area code, and address.

2. Contractor’s estimated rate to cut each location listed in the Scope of Services above.

3. Contractor’s estimated rate to landscape all locations listed in the Scope of

Services above.

4. Contractor’s standard billing rates for additional work/services that may be required outside the original Scope of Services indicated above such as storm-related clean up and replacing dead flowers and plants, pine straw and mulch.

5. Current or previous work (within the last 5 years) to that described in the Scope of

Services indicated above, including the name, address and contact for each organization referenced.

Attachment A – Pricing Sheet Template (Updated to Include Athletic Fields)

Vendor Name:

Primary Contact: Phone: Email:

A. District Locations (Rate to Cut Each Location)

Location Monthly Price Per-Cut Price (if offered)

Administration Building

Kennedy ECC

Otken Elementary

Summit Elementary

Higgins Middle

Denman JH

McComb High

Business & Technology Complex

Tiger Activity Complex/Alt School

Summit Learning Center

B. Athletic Fields (Required Separate Line Items)

Athletic Area Monthly Price Per-Service Price (if offered)

Football Stadium Field + Stadium Grounds

Football Practice Field

Baseball Field (Outfield/Grounds)

C. Additional Services (Billing Rates Required)

• Storm cleanup:

• Replacing dead flowers/plants:

• Pine straw:

• Mulch:

• Other (describe/unit rate):