2024_FY25_Practice Field Maintenance RFP.pdf

Rabun County Schools 963 Tiger Connector Rd

Tiger, GA 30576

(706) 212-4350

Fax (706) 782-6224

Dr. April Childers Superintendent

REQUEST FOR PROPOSAL:

PRACTICE FIELDS MAINTENANCE

PERTINENT DATES

March 15, 2024 Request for Proposal Issued

Mandatory On-Site Meeting by appointment before April 8, 2024

April 9, 2024 - 2:00pm Last day for Questions

April 10, 2024 Addendum posted (if needed)

April 15, 2024 Bids due 1:00pm - BOE county office

April 18, 2024 Recommendations Presented to Board

April 19, 2024 Award of Contract

July 1, 2024 Contract Beginning Date

Rabun County Schools

2024-FY25-PRACTICE FIELD MAINTENANCE RFP

The Rabun County School District is seeking proposals for an Athletic Field Maintenance contract for its educational facilities located in Tiger, Georgia. This Request for Proposal (RFP) is issued for the purpose of negotiating a contract for complete Athletic Field Maintenance services for the Rabun County School District. In this RFP, the vendor is referred to as the “Contractor” and the Rabun County School District as the “RCSS.”

INTERESTED PARTIES: RCSS desires to evaluate all possible options for administering and improving the athletic field maintenance operations of the RCSS. Interested parties may contact Jason Hogan at 706-212-4350 ext 5223 for bid information.

DEADLINE FOR PROPOSALS: The deadline for receiving proposals is April 15, 2024 at 1:00 PM. All bids must be received at 963 Tiger Connector Rd, Tiger GA 30576 before the deadline.

Faxed and emailed bids will NOT be accepted.

PROPOSAL SUBMISSION: A signed copy of the proposal must be submitted in a sealed envelope marked on the outside, “2024-FY25-PRACTICE FIELD MAINTENANCE RFP.” The sealed, marked envelope containing the copy of the proposal should be addressed to:

Jason Hogan

2024-FY25-PRACTICE FIELD MAINTENANCE RFP

Rabun County Schools 963 Tiger Connector Rd

Tiger, GA 30576

All proposals must be signed by an authorized representative of the Contractor in spaces provided within this RFP and must be returned with the proposal.

QUESTIONS/INQUIRIES: All inquiries, onsite meetings and requests for information regarding proposal submission shall be directed to Jason Hogan, Director of Operations, Rabun County Schools.

email – jhogan@rabuncountyschools.org with subject line “2024-FY25-Practice Field Maintenance

RFP”.

EQUAL OPPORTUNITY EMPLOYER: RCSS is an equal opportunity employer and reserves the right to refuse or reject any or all proposals.

WAIVER OF FORMAL DEFECT: RCSS may waive any technical or formal defect in any proposal not prepared and submitted in accordance with the provisions herein, and reject any or all proposals. RCSS will make the award to the most responsive Contractor in its own judgment and in the best interest of RCSS. The award may or may not be given to the Contractor with the lowest cost proposal. The RCSS reserves the right not to award a contract to any bidder.

mailto:jhogan@rabuncountyschools.org

CRITERIA FOR PROPOSAL ACCEPTANCE: Proposals will be evaluated and ranked with respect to criteria specifically developed to examine the technical competence and suitability of prospective providers. The contract will be awarded to the most qualified and responsible proposal for the most reasonable cost. In order to qualify as responsible, a prospective provider must meet the following criteria as it relates to this request for proposal:

1. Possess the adequate professional, technical and financial resources for performance of required services or have the ability to obtain such resources as required during performance of said services.

2. Possess the necessary experience and technical skills in the field.

3. Prove a satisfactory record of performance of services for other similar sized organizations.

4. Propose compensation that is considered fair and equitable to the level of effort to be expended.

5. Address all elements of the request of the proposal as specified in this document.

6. Possess experience with other educational institutions of a similar size.

PERIOD OF SERVICE REQUIRED: The RCSS desires a contract period of July 1, 2024, through June 30, 2025 with the option to renew each year up to 3 times. However, Georgia Code § 20-2-506 requires that any multi-year agreement with a school system “shall terminate absolutely and without further obligation on the part of the school system at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed.” However, “the contract may provide for automatic renewal unless positive action is taken by the school system to terminate such contract. The contract shall state the total obligation of the school system for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term if renewed.”

Accordingly, Contractor’s quote should estimate separately the costs of Practice Field Maintenance services for the following periods:

-July 1, 2025 to June 30, 2026;

-July 1, 2026 to June 30, 2027;

-July 1, 2027 to June 30, 2028.

The contract entered into between RCSS and the Contractor who submits the successful bid will provide for negotiated renewal in March of each year, subject to the provisions of Georgia Code § 20-2-506.

1. DESCRIPTION OF SERVICES:

Areas to be Maintained-

a. Rabun County High School

Practice field.

b. Irrigation System:

The Contractor will maintain the irrigation systems at the practice field. This will include an agreed upon watering schedule to maintain the proper field. Contractor will not be responsible for irrigation system repair costs. Any repairs must have prior approval and a quote must be sent to the Facility/Maintenance Director before the service is to be performed. Contractor must present a detailed invoice showing labor and materials, date of repair and scope of work to the Facility/Maintenance Director for reimbursement by a check outside the monthly contract payment.

Equipment Required for Athletic Field Maintenance by Contractor:

All equipment listed below is required to be used and provided by the Contractor for field maintenance.

• Reel type mower – to maintain mowing heights of less than (1”) one inch.

• Mid-size tractor with turf tires – to spread fertilizer, seeds and other granular products needed year round as well as to apply sand top dressings.

Any other equipment needed and maintenance of all equipment is the cost and responsibility of the contractor.

No Equipment will be provided by RCSS.

Maintenance Practices Required by Contractor:

Applications of pre-emergents on a bi-annual schedule; early spring for summer weeds and early fall for winter weeds.

Continuous applications of post–emergent weed control when needed throughout the growing season.

Soil samples are taken on an as needed basis (at least once per year) to determine optimum fertilizer mixes for subsequent applications and for lime applications to each acceptable pH levels in soil. Soil sample results will be provided to RCSS for record keeping.

All fields are maintained at a growing height of 5/8” – ¾” through the growing season. Beginning in early fall, mowing heights are increased at minimal increments until winter dormancy (late November) of grass, when maximum height of cut is reached – approximately 1 1/4”.

All edges, i.e., fence lines, track edges; building edges, etc. are maintained with chemical applications to produce a “clean” edge around all areas.

Apply sand topdressing of all fields in early to late spring to reduce thatch problems and promote new growth. Subsequent topdressing needed for grade problems is applied in mid-summer.

Following or immediately prior to topdressing, provide aerification of all fields. Aerification is necessary to permit oxygen introduction below soil surface, but most importantly to reduce compaction. Special attention is required on “Center of field” areas due to heavy play in those areas.

“Patch” maintenance on these “Center of field” areas need to be fixed before spring practice each year. These services will be billed outside of normal contract and require prior approval from Facility/Maintenance Director. Contractor will have a licensed permit to maintain and use all chemicals used on all fields. All fields will be overseeded annually.

WHAT IS NOT INCLUDED in Contract Price.

The repair and costs of materials for irrigation systems (reports of needed repair will be directed to the Director of Facilities and Maintenance).

Any additional labor and equipment required to repair the above-mentioned areas due to natural disaster and/or activities by vandals or school system personnel.

WHAT IS INCLUDED

It is agreed that Contractor will have full use and accessibility to all field lighting.

All aspects of maintenance will be handled by Contractor including but not necessarily limited to:

mowing, edging, and management of schedule and distribution of chemicals and fertilizers, regular watering and management of irrigation systems.

All power equipment required will be furnished by contractor.

2. Contract Period:

The contract period for these services will be from a period following Rabun County Board of Education’s award and will be July 1, 2024 – June 30, 2025 with up to 3 negotiated renewals.

Prior to commencement of services, a calendar of the required services will be finalized which will ensure and guarantee superior workmanship within the specified parameters. Repeated failures of the aforementioned may result in the immediate termination of the contract. All damage to the fields by not performing correct chemical applications will be the responsibility of the contractor to replace or correct field issues.

3. Subcontractors:

The Contractor shall NOT employ subcontractors for this contract nor shall the contract be assigned without the written permission of the RCSS.

4. Insurance Requirements:

The Contractor will provide proof of and maintain insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with the work performed on behalf of the Board of Education by the contractor, his agents, representative, and employees. Proof of coverage as contained herein will be submitted fifteen (15) days prior to the commencement of work and such coverage will be maintained by the Contractor for the duration of the contract period; for occurrence policies. If at any time the policy lapses or is terminated, the Contractor will be subject to immediate termination.

A. General Liability Coverage will be as broad as: Comprehensive General Liability endorsed to include Broad Form, Commercial General Liability form including Products/Completed Operations.

Minimum Limits

● $1,000,000 General Aggregate Limit

● $1,000,000 Products & Completed Operations

● $1,000,000 Personal & Advertising Injury

● $1,000,000 Each Occurrence Limit

● $50,000 Fire Damage Limit

● $5,000 Medical Expense Limit

B. Automobile Liability Coverage sufficient to cover all vehicles and equipment owned, used or hired by the contractor, his agent(s), representative(s), and employees.

Minimum Limits

● $1,000,000 Combined Single Limit

● $1,000,000 Each Occurrence Limit

● $5,000 Medical Expense Limit

C. Worker’s Compensation Limits as required by the Workers Compensation Act of Georgia.

● Employer’s liability $1,000,000

D. Coverage Provisions

● All deductibles or self-insured retention will appear on the certificate(s).

● The contractor’s insurance will be primary over any applicable insurance or self-insurance by the Board

● The contractor will provide thirty (30) days written notice to the Board of

Education before any cancellation, suspension or void of coverage in whole or part, where such provision is reasonable.

● Failure to comply with any of the reporting provisions of the policy(s) shall not affect coverage provided to the Board, its officers/officials, agents, employees, and volunteers.

● The insurer will agree to waive all rights of subrogation against the Board, its officers/officials, agent(s), employees, and volunteers for any act, omission, or condition of premises which the parties may be held liable by reason of negligence.

● The contractor will furnish the Board of Education certificates of insurance including endorsements affecting coverage.

5. Safety:

All contractors and subcontractors performing services for the Board are required and shall comply with all Occupation Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also all contractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

6. Payment for Services:

*Final payment of contract may be withheld pending satisfactory completion of contract requirements.

7. Termination for Cause: RCSS may terminate their participation in this contract in whole or in part for any reason, or because of failure of the Contractor to fulfill the contract obligations in any respect. Contractor will be notified in person, if possible, or by phone or email. A formal letter of termination will be provided. All financial obligations on behalf of the RCSS shall cease as of the date of termination. Payment for any outstanding services will be issued within ten days of termination, provided any property or resources belonging to the RCSS are in the possession of the RCSS (keys, equipment, etc.).

8. Equal Opportunity, Drug-Free Employer, E-Verify:

The Contractor must comply with all statutes of the Equal Opportunity Employer Act, be a Drug-Free Employer in the State of Georgia, and participate in the federal E-Verify program.

Contractor must submit a W9 and Contractor Affidavit under O.C.G.A. 13-10-91(b)(l) with its proposal.(forms attached) Contractor must drug test employees before employment and conduct criminal background as well as fingerprint checks according to Georgia’s requirements for school employees prior to the employee beginning allowed work or be present at any RCSS facility where students are present. No employee with a felony conviction or any conviction of sex crime, crime of moral turpitude, or any crime against a child may be assigned by Contractor to a RCSS facility. Copies of drug tests and background tests must be permanently maintained on file by the Contractor and must be made available for inspection by the RCSS upon request.

Proposal Sheet

Contract Price Quotation for Athletic Field Maintenance Proposal Deadline is April 15, 2024, 1:00 PM

1. Total Contract Price for Practice Field Maintenance for July 1, 2024 thru June 31, 2025 $ ______________________

2. Total Contract Price (estimate) for Practice Field Maintenance for July 1, 2025 thru June 31, 2026 (if renewed) $ ______________________

3. Total Contract Price (estimate) for Practice Field Maintenance for July 1, 2026 thru June 31, 2027 (if renewed) $ ______________________

4. Total Contract Price (estimate) for Practice Field Maintenance for July 1, 2027 thru June 31, 2028 (if renewed) $_______________________

Name of Company _____________________________________________________

Address ______________________________________________________________

Telephone/Fax Numbers _________________________________________________

Email Address _________________________________________________________

Company Website ______________________________________________________

Authorized Company Representative (type or print)

Title/Position _____________________________________________

Signature of Authorized Company Representative

Date ________________________________

Appendix A

Agreement between Rabun County Board of Education and

Name of Individual or Business

Any contractor or service provider submitting a proposal or bid, accepting a Purchase Order, and/or entering into any contract for the physical performance of services with the Rabun County Board of Education, by signature and witness herein affirms, attests and declares that they are in compliance with O.C.G.A. 13-10-90.

Paragraph (a)

__________________________________ at ___________________________________ Name of Individual or Business Address of Individual or Business has registered with, is authorized to use, and uses the federal work authorization program.

Paragraph (b)

The User Identification Number and date of authorization for

__________________________________ is:

Name of Individual or Business

User ID # ___________________________________

Date of Authorization ____________________________

Paragraph (c)

______________________________________ will continue to use e-verify Name of Individual or Business for any contracted services performed for the Rabun County Board of Education..

Hereby attested, affirmed, and declared by below individual signature or signature of authorized agent of:

Name of Individual or Business

Printed Name

Signature

Date

Notarized and Witnessed:

Printed Name of Registered Notary

Signature of Registered Notary

Affixed Seal and Date of Witness

PRACTICE FIELD MAINTENANCE RFP 2024-25 - Rabun County Schools

Please include an annual plan of maintenance based on prior experience.

Bid Scoring:

• Technical/Service Solution Proposed = 20%

• Support/Emergency Solution Proposed = 20%

• Previous Experience, Vendor Qualifications, References, and proposed Implementation Plan = 20%

• Sprinkler Service Solution Proposed = 15%

• Total Cost Based on Contract terms = 25%