279-20260114155855 CCSD.pdf

CCSD LAWN CARE 2026-2027 RFP #2526003

The Covington County School District invites you to submit a proposal for Lawn Care Services for SY25-26. This invitation will be advertised in the local newspaper and posted to the Mississippi State Bid Bank. Specifications and guidelines may be obtained by contacting Brad Skeen, Director of Operations at bskeen@covingtoncountyschools.org, or by visiting the Covington County School District website at https://www.covingtoncountyschools.org. Official bid documents may also be downloaded, and electronic bids may be submitted at www.centralbidding.com.

Bids shall be received until the date and time as stated below. For any questions relating to the electronic bidding process, please contact Covington County School District at 601-765-8247.

Electronic submittal of bids is not required. Proposals may be delivered to the Covington County School District Central Office, 108 Main Street, Collins, MS 39428, ATTN: Brad Skeen. Proposals must be submitted in a sealed envelope clearly marked:

REQUEST FOR PROPOSALS - LAWN CARE 2026-2027

RFP #2526003

BID & IMPLEMENTATION TIMELINE:

Posting Bid Notice to the State Bid Bank January 14, 2026 First Publication of the Bid Notice by the Newspaper January 14, 2026 Second Publication of the Bid Notice by the Newspaper January 21, 2026 Site Visit (Optional) January 29, 2026 @ 8:00 AM Bid Opening at Central Office February 4, 2026 @ 10:00 AM Recommendation to the Board February 9, 2026

PURPOSE AND NEED

The purpose of this bid is to furnish lawn care and grounds maintenance services for the Covington County School District. The Board reserves the right to reject any and all bids either in whole or in part, to reject a bid which is incomplete or irregular in any way, and to waive informalities or any part thereof.

INSTRUCTIONS

A site visit will be held at Mt. Olive Attendance Center on January 29, 2026, beginning at 8:00 AM.

At this time, prospective vendors will be able to view select CCSD campuses and ask questions regarding the lawn care specifications. This is the only opportunity for site access. Attendance is not mandatory but strongly encouraged.

Covington County School District Lawn Care Services Contract https://www.covingtoncountyschools.org/ http://www.centralbidding.com/

This agreement is entered into between:

(Hereinafter referred to as “Contractor”) and Covington County School District 108 Main St. (Hereinafter referred Collins, MS 39428 to as “Customer”)

For the Buildings:

Seminary Elementary, Middle, & High Schools Hopewell Elementary School Collins Elementary School (Hereinafter referred Collins High School, Alternative School, & CTE to as “Building”) Carver Education Complex Mt. Olive Attendance Center

IN CONSIDERATION of mutual benefits and covenants contained herein, Contractor and Customer agree as follows:

1. Employment. Customer hereby employs Contractor to provide lawn care services to the above referenced buildings.

2. Scope of Work. Contractor agrees to furnish all labor, equipment, and materials necessary to perform the services as outlined in Exhibit A: Lawn Care Specifications. Any change to the areas serviced must be requested in writing by the Customer or their designee and received by the Contractor prior to the effective date of the change.

3. Contractor Employees. Contractor shall perform the following duties:

a) Contractor shall use reasonable efforts to employ only persons skilled in the performance of lawn care services;

b) Contractor shall ensure all employees assigned to work on CCSD property report to the Covington County School District Central Office for a criminal background check prior to beginning work. The Contractor shall be responsible for the full cost of each background check, which must be paid at the time of processing. No employee may work on CCSD grounds without written clearance from the District..

c) Contractor shall cooperate with any law enforcement investigation involving District property or staff, including submitting employees to interviews or screenings as legally permissible.

d) Contractor shall furnish each employee with a form of identification showing the name of the employee and clearly showing that he is an employee of the Contractor;

e) Contractor shall direct its employees to be neatly attired during the performance of the services hereunder;

f) Contractor shall ensure employees refrain from smoking, using foul language, engaging in physical altercations, or interacting with students while on District property.

g) Contractor shall comply with and inform its employees of safety and health requirements necessary to comply with the 1970 Williams-Steiger Occupational Safety and Health Act

(OSHA);

h) Contractor shall designate a supervisor who will be instructed to check the quality of services provided by Contractor employees in performing this Contract;

i) Contractor shall comply with the Immigration Reform and Control Act of 1986;

j) Contractor must maintain a current business license in the State of Mississippi and provide proof of licensure upon request.

k) Contractor will be responsible for bodily injury and/or property damage caused as a result of services provided.

4. Customer Inspection. All labor, materials, and supplies furnished by the Contractor shall be subject to inspection at any time by the Customer, its agent, or representative. The Customer shall notify the Contractor in writing of any objections to the service performed within five (5) calendar days after the date the services in question were rendered. The Contractor shall have five (5) calendar days from receipt of such notice to remedy the deficiencies without being in default.

Failure of the Customer to provide written notice of objection shall constitute acceptance of the services for that instance, and the Customer shall not withhold payment for past services.

However, if notice is given and the Contractor fails to cure the deficiency, the Customer may withhold payment until satisfactory service is provided.

5. Insurance. Contractor shall maintain insurance of the following types and amounts:

a) Commercial General Liability - Combined Single Limit in an amount of $1,000,000.00 per occurrence with $2,000,000.00 aggregate;

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

c) Workers’ Compensation and Employer’s Liability Insurance:

a. Workers’ Compensation Limits: Statutory limits for the State of Mississippi; policy shall include a waiver of subrogation in favor of Covington County School District

b. Employers’ Liability: with minimum limits of $100,000 per occurrence, or as required by law. Coverage may be combined with the Contractor’s Workers’ Compensation policy.

d) The Covington County School District shall be named as an additional insured on the General Liability Policy and Automobile Policy; and,

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

6. Customer Non-Interference. The parties hereby mutually acknowledge that Contractor has a substantial investment in the training and preparation of its employees in order for the Contractor to fulfill its obligations hereunder.

a) Contractor must advise and discipline its employees for discussing employment matters with the Customer’s personnel;

b) During the term of the Contractor’s employment and for a period of three (3) months following the termination thereof, Customer agrees not to employ for the purpose of performing lawn care services on the Buildings, any employee of Contractor who performed services pursuant to this Contract;

c) Contractor shall waive the terms of the above items, in consideration of a mutually agreed fee paid to the Contractor for the employment of Management and/or Supervision staff.

7. Liability for Loss. Contractor shall be responsible for and shall indemnify and hold harmless

Customer from and against any and all claims, demands, liabilities, or damages which may be suffered by, accrued against, charged to, or recoverable from the Customer by reason of the sole negligence or proven dishonesty of Contractor, its employees or agents in connection with the performance of the services hereunder.

8. Miscellaneous.

a) This contract shall be governed by and construed in accordance with the laws of the State of Mississippi.

b) This contract constitutes the entire agreement of the parties. Any additions or changes hereto shall be in writing and signed by both parties;

c) The continuing covenants of the parties contained in this contract shall survive the termination thereof;

d) By signing below, the person executing this Contract on behalf of the Customer certifies they have full authority to bind the Customer to its terms.

e) If any portion of this Contract be legally adjudicated invalid or unenforceable, the parties do hereby covenant and agree that such portion or portions are absolutely and completely severable for all other portions of this Contract, and such other provisions shall constitute the agreement of the parties.

9. Terms of Service. The term of this Contract shall begin on March 2, 2026 and conclude on

November 30, 2026, or the date of the last home football game, whichever is later.

The Customer and Contractor may mutually agree, with Board approval, to renew the contract for up to four (4) additional annual terms, not to exceed a total contract term of five (5) years.

Either party may terminate this Contract with forty-five (45) calendar days’ written notice. All services must continue as agreed during the notice period.

Additional services or modifications must be mutually agreed upon in writing by both parties.

10. Work Hours. Contractor is required to schedule its services with the Director of Operations prior to the start of each service cycle. The Contractor shall use reasonable efforts to avoid interference with school operations or the daily routines of staff and students.

11. Compensation. Throughout the term of this Contract, Customer shall pay to the Contractor the sum of $___________per cycle based on specifications in accordance with the following terms:

a) Payment will be made no later than forty-five (45) days after the end of the month in which services were provided, provided that:

(1) There are no unresolved problems with the service as outlined in Section 4;

(2) A duplicate invoice is submitted to the Business Office within five (5) days of month-end;

(3) No unauthorized charges are included on the invoice,

(4) There is no liability and/or insurance problems with required coverages and limits.

b) Contractor’s rate assumes no work on the following holidays: Christmas Day, New Year’s Day, Independence Day, Thanksgiving Day, and Labor Day.

c) Extra services or special projects must be pre-approved by the Superintendent or Director of Operations at rates specified in the accepted bid.

d)

12. Assignment. This Contract may not be assigned or transferred without the prior written consent of both parties.

13. Licenses and Permits. It is the sole responsibility of the Contractor to obtain all necessary licenses and permits required by Federal, State, County, and Local regulations and ordinances.

14. Bankruptcy. In the event that the Contractor shall file bankruptcy, the Customer should be entitled to terminate the contract upon providing 5 days written notice to the Contractor.

IN WITNESS THEREOF, this contract has been executed on the dates listed under the signatures of the parties below and shall become binding when the fully executed contract is approved by the Covington County School District School Board.

Contractor Covington County School District

Print Print

Signature Signature

Date: _______________________ Date: _______________________

Exhibit A – Lawn Care Services Scope of Work

Scope of Work The Contractor shall perform the following services for all designated Covington County School District sites during each weekly mowing cycle, unless otherwise specified:

Each Weekly Cycle Includes:

1. Debris Removal: Remove and haul off all paper, trash, small limbs, and debris from the grounds prior to mowing.

2. Mowing: Mow all grassy areas on campus grounds, including areas between fences and public roads and in front and rear ditches. Maintain grass height between 2 and 3 inches. Mowing patterns should alternate weekly to prevent rutting and preserve turf health.

3. Edging: Edge all sidewalks, walkways, driveways, curbs, and ornamental beds for a crisp and clean appearance.

4. Trimming: Weed-eat around all buildings, poles, signposts, trees, shrubbery, fences, and other fixed structures. Grass height must match the mowed areas. Avoid scalping or creating bare spots around objects.

5. Fence Line Maintenance: Keep all fence lines clear of weeds, vines, and saplings throughout the contract period.

6. Blowing: Blow grass clippings off all hard surfaces including sidewalks, driveways, and patios after mowing and trimming.

7. Shrubbery Trimming (Twice per Year):

o Trim all shrubs during Spring Break (third week of March) and again during the first week of August.

o Shrubs must be trimmed to prevent contact with buildings and to maintain a neat, uniform appearance.

8. Mulching (Twice per Year):

o Apply pine straw or approved mulch to ornamental beds at front entrances during shrubbery maintenance weeks.

o Contractor shall supply all materials and labor.

Seasonal and Additional Services:

• Fall Leaf Clean-Up: During October and November, remove limbs and collect leaves as needed.

• Service Window: Mowing will begin no earlier than March 2 and conclude no later than November

30, unless extended due to growing conditions.

• Chemical-Free Groundskeeping: No use of Round-Up or any chemical weed killing agents is permitted on CCSD campuses at any time.

General Terms:

• Athletic fields are not included in this contract.

• All workers must be Mississippi residents and pass a Covington County School District background check.

• Contractor shall maintain all required liability insurance and Workers’ Compensation coverage throughout the contract term.

• All employees assigned to work on campus must undergo a background check at the Covington

County School District Central Office prior to beginning any work. Contractor shall cover the cost of all background checks, which must be paid at the time of screening. No employee is permitted to work on school grounds without District approval.

• The Contractor shall maintain sufficient equipment in good working condition to meet the demands of each service cycle. The equipment list submitted with the bid will be used to evaluate this capacity.

Lawn Care Service Evaluation Matrix

Criteria Description Maximum Points

Price (from lowest to highest)

Bidders will be ranked from lowest to highest total cost per cycle. Lower cost proposals will receive higher points, ensuring fiscal responsibility.

15 points

Experience (serving comparable properties)

Evaluation of prior experience maintaining similar-sized commercial or educational properties. More experience in K-12 or public sector work is preferred.

15 points

References (favorably rated) Based on quality of feedback from listed references regarding performance, reliability, and professionalism.

8 points

Equipment (adequacy and condition) Based on adequacy, condition, and availability of lawn care equipment as described in the bidder’s submitted list.

7 points

Responsiveness Completeness and professionalism of bid packet (signed documents, required attachments, clarity).

Total Possible Points 50 points

CRIMINAL BACKGROUND INVESTIGATION ACKNOWLEDGMENT

The undersigned does hereby certify to the Board of Trustees for the Covington County School District (“District”) as follows:

That I am a representative of _____________________________________ (“Contractor”), submitting a bid for lawn care services with the District. I am authorized to make this certification on behalf of the Contractor.

Contractor acknowledges and agrees to the following:

1. All employees of the Contractor and any subcontractors who may perform services on District property will be required to submit to a criminal background check conducted by the Covington County School District prior to performing any work.

2. Background checks must be conducted at the CCSD Central Office.

o Contractor will ensure that each employee reports in person for screening.

o No employee will begin work on District grounds until written clearance is received from

CCSD.

3. Contractor shall be responsible for paying all background check fees as set by the District.

4. Contractor will submit a complete employee list (Exhibit B) prior to work beginning, and will promptly present any new hires to the Central Office for screening before they are assigned to any CCSD location.

By signing below, the Contractor affirms understanding and acceptance of these requirements.

Dated: _____________________________

Contractor Signature: _______________________________________________________

Print Name: _______________________________________________________________

Title: _____________________________________________________________

SWORN TO AND SUBSCRIBED BEFORE ME this the ________ day of ________________, 20.

NOTARY PUBLIC: ______________________________________

My Commission Expires: _______________________________

Covington County School District Lawn Care Services Proposal – Bidder Assurances

Please initial each item listed below. If an item is not initialed, it will be understood that the Contractor does not agree to that item. These assurances will be considered as part of the proposal evaluation.

______ 1. Contractor acknowledges receipt of the RFP, Contract Language, and Scope of Work.

Contractor is submitting a signed contract, equipment list, and background check acknowledgment as part of the bid package.

______ 2. Contractor acknowledges receipt and review of the Lawn Care Service Evaluation Matrix.

______ 3. Contractor agrees to comply with Covington County School District’s background check policy, including submitting employees for screening at the CCSD Central Office and paying the required fees.

______ 4. Contractor agrees to submit a list of all employees who will perform work on CCSD campuses and to present any new employees for background checks prior to assignment.

______ 5. Contractor agrees to maintain the proposed prices for the duration of the contract period, including any approved extensions.

______ 6. Contractor has checked the Covington County School District website and State Bid Bank for any posted addenda and acknowledges receipt of any such updates.

______ 7. Contractor agrees to abide by all terms, conditions, and specifications set forth in this bid packet.

______ 8. Contractor agrees to provide a complete equipment list with this proposal to demonstrate capacity to meet service expectations.

______ 9. Contractor has included at least two references with contact information as part of the proposal package.

This form must be completed, signed, and submitted as part of the sealed proposal.

Dated: _____________________________

Contractor Signature: _______________________________________________________

Print Name: _______________________________________________________________

Title: ____________________________________________________________________

Bid Response Form

Bid Submitted By (Authorized Representative:

Company Name:

Mailing Address:

City, State, Zip:

Telephone Number:

Email Address:

Pricing Proposal:

• Cost per Cycle: $_____________________________

• Cost per hour additional work: $_____________________________

• Cost per hour equipment: $_____________________________

References (Minimum of 2:

Please attach the names and contact information (phone and/or email) of at least two current or recent commercial clients for whom you have provided lawn care services.

Educational or public sector clients preferred.

Bid Checklist:

• Signed Contract Attached: Yes ☐ No ☐

• Background Check Acknowledgement Form Attached: Yes ☐ No ☐

• Equipment List Attached: Yes ☐ No ☐

Signature of Authorized Representative Print Name of Authorized Representative

Date: __________________

Covington County School District