34-20260214102532 LSD.pdf

REQUEST FOR PROPOSAL

Lawn Care Services

Laurel School District

Business Office Attn: Eunice Coleman

303 W. 8th Street Laurel, MS 39441

Contact: Dr. Christopher L. Mark, Director of Operations

Telephone: (601) 649-6392 Fax: (601) 649-6398 E-mail: cmark@laurelschools.org District URL: www.laurelschools.org

RFP #:03-2026

Submission Deadline: 2:00 pm Central Standard Time (CST) on or before March 9, 2026 http://www.laurelschools.org/

Laurel School District RFP #:03-2026

REQUEST FOR PROPOSALS-LAWN CARE FOR PRIMARY TERM BEGINNING

JULY 1, 2026, AND ENDING JUNE 30, 2029

The Laurel School Board invites you to submit a proposal for lawn care services and grounds maintenance for the Laurel School District for a term beginning July 1, 2026, and ending June 30, 2029, for (“Primary Term”). The successful bidder shall be required to execute a contract with the Laurel School in the form that is attached to this Request for Proposals. This invitation will be advertised in the MS Press, and specifications and guidelines may be obtained by contacting Eunice Coleman at 601-649- 6391 or email at ecoleman@laurelschools.org or visiting the Laurel School District website at the following address: https://www.laurelschools.org/. Official Bid Documents may also be downloaded, www.centralbidding.com. Bids may be received either in person, by mail or electronically until the date/time as stated below. If bids are submitted in person, it must be in a sealed envelope addressed to Eunice Coleman and stating on the outside of the envelope “SEALED BID FOR LAWN SERVICES”.

Electronic bids shall be submitted to Eunice Coleman at ecoleman@laurelschools.org. For any questions relating to the electronic bidding process, please contact Eunice Coleman at the Laurel School District at 601-649-6391. Electronic submittal of Bids is not required. Proposals must be received by the Laurel School District on or before 2:00 P.M. CDT on March 9, 2026 at the Laurel School District Business Office, 303 West 8th Street, Laurel, MS 39440, ATTN: Eunice Coleman, Purchasing. The Laurel School Board reserves the right to reject any and all bids either in whole or in part, or to reject a bid which is in any way incomplete or irregular and/or to waive any informality Proposals are to be in a sealed envelope clearly marked:

PROPOSALS- FOR LAWN CARE SERVICES AND MAINTENANCE FOR THE PRIMARY TERM

BEGINNING JULY 1, 2026 AND ENDING JUNE 30, 2029

GENERAL INFORMATION

Instructions A meeting will be held at the LSD Central Office located at 303 West 8th Street Laurel, MS 39440 on March 2 , 2026, beginning at 9:30 AM. At this time prospective vendors will be able to view the LSD campuses and ask questions regarding lawn care and grounds maintenance. This is the only time available for questions and review of LSD properties, no other pre-bid meeting will be offered.

Lawn Care Service and Maintenance Evaluation

Evaluation of proposals shall be based on what is the “best overall solution” for the Laurel School District. Cost will be only one factor used in the “best value proposal”. The Laurel School District will award this contract to the person or firm who submits the “most advantageous proposal”. The following matrix will be used to evaluate all proposals:

Price (low to high) 10 points Experience (comparable commercial properties) 15 points References (favorable) 5 points Equipment (sufficient) 5 points Total Possible Points 35 points http://www.centralbidding.com/ mailto:ecoleman@laurelschools.org

Consideration of Proposal

For any Proposal to be considered, the form of the Bid Proposal attached to this Request for Proposal’s must be completed and executed and returned to the Laurel School on or before 2:00 P.M. CDT on

March 9, 2026.

Required Contract

The party whose Bid Proposal is accepted shall be required to execute the following contract:

Lawn Care Services and Maintenance Contract

This agreement (hereinafter “Contract”) is entered into between _________________________, (hereinafter referred to as “Contractor”) and Laurel School District, 303 W. 8th Street, Laurel, MS 39440 (hereinafter referred to as “Customer”) for providing lawn care services and maintenance on campuses and grounds at the following school properties (hereinafter “ Property(ies)”)

Oak Park Elementary Nora Davis Elementary Laurel Upper Elementary Laurel Middle School Laurel Magnet School of the Arts Laurel High School Laurel School District (Central Office) Stanton Elementary Mason Elementary

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 and maintenance to the above referenced Properties (hereinafter “Work”).

2. Scope of Work. Contractor agrees to supply all labor, equipment, and material necessary to perform the Work as outlined on Exhibit A attached hereto. Customer or its agent shall notify Contractor of any change in the areas to be serviced and the date such change shall become effective, said notice to be in writing and received by the Contractor before 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) Any and all current and future employees, agents, representatives and volunteers of Contractor and all such personnel of affiliates, contractors or subcontractors of Contractor who have direct contact with students on any campus or Property of the Customer must have a criminal background check and fingerprinting conducted by the Human Resources Department of the Customer before beginning performance of any of the Work to be provided by Contractor pursuant to the terms and conditions of this Contract. Previous background checks will not be accepted. No employee can begin Work until results have been received and shall have executed and delivered to LSD the Criminal Background Investigation Certification attached hereto as Exhibit B.

(c) Contractor shall comply with all provisions of Mississippi Code Annotated Sections 45-33-21 et seq. any other laws pertaining to the employment of sex offenders.

(d) Contractor shall cooperate with the Customer and the Laurel Police Department and submit employees to polygraph tests upon demand of the Customer if the Customer and/or the Laurel Police Department feels that it may help in solving cases involving the Customer or Contractor;

(e) 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;

(f) Contractor shall direct its employees to be neatly attired during the performance of the Work hereunder;

(g) Contractor shall insure no smoking, interactions with students, foul language, yelling or fighting on the Customer’s Properties;

(h) 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);

(i) Contractor shall designate a supervisor who will be instructed to check the quality of the Work provided by Contractor’s employees in performing this Contract;

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

(k) Contractor must maintain a license to do business in the State Of Mississippi;

(l) Contractor will be responsible for bodily injury and/or property damage caused as a result of the

Work provided.

4. Customer Inspection. Labor, materials, and supplies furnished by Contractor shall be subject to inspection at any time by the Customer, his agent, or representative. Customer shall notify Contractor of any objections it has to the Work performed within five (5) days after the date such Work in question was performed. Contractor shall have the right, within (5) days from the date of the Customer’s notice, to correct Customer’s objections as specified in said notice without being in default. Failure of the Customer to give notice in writing objecting to Contractor’s performance hereunder shall constitute acceptance of Contractor’s performance, and Customer shall have no right to withhold payment of any amounts hereunder for the past failure to perform on the part of the Contractor. If notice is given and Contractor fails to perform, the Customer has the right to withhold payment until such time as proper service is performed.

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;

Workers’ Compensation and Employer’s Liability Insurance:

(c) Workers’ Compensation Limits: Statutory-State of Mississippi. Policy shall include a waiver of subrogation in favor of Customer. Employers’ Liability: $100,000.00 Each Accident; $500,000.00 Disease Policy Limit; $100,000.00 Disease Each Employee;

(d) The Customer shall be named as an additional insured on the General Liability Policy and Automobile Policy;

(e) Contractor shall furnish a performance and payment bond in the amount of $450,000.00.

(f) Certification of Insurance must be placed on file with the school district by the Contractor and kept current throughout the term of this Contract.

6. Indemnification. Contractor shall indemnify, defend and hold harmless Customer and its trustees, officers, employees, agents, consultants and insurers (collectively and/or individually “Indemnitees) from and against any and all losses, damages, costs, expenses, including attorneys’ fees and court costs, or liability resulting from or relating to any and all personal injury (including death) or property damage or destruction, demands, claims, suits, costs, fines, penalties, proceedings, or actions of any kind or character (“Claims”) presented or brought against any of the Indemnitees and caused by, arising out of, or related to any (i) act or omission of, or (ii) violation of any federal, state or local statute, law, rule regulation or ordinance by , or (iii) performance of this Contact, including claims thereof by Contractor or any of its directors, officers, members, employees, agents, representatives, subcontractors, or anyone directly or indirectly employed by any of them, or anyone for whose acts any one of them may be liable (“Representative”) that is in any way associated with or connected with any obligation of Seller, right of any of the Indemnitees, or goods provided by Contractor to any of the

Indemnitees, in whatever manner the same may be caused and regardless of whether the same may be caused by or arise out of the joint, concurrent or contributory negligence of any of the Indemnitees;

provided, however, if any Claim is determined to have been caused by or to have arisen out of the sole gross negligence of the Indemnitees, then Contractor will not be liable under this Indemnification

Agreement. Contractor’s indemnity obligation will include (without limitation) court costs, reasonable attorneys’ fees, costs of investigation, costs of defense, expert fees and expenses, settlements, and judgments associated with any Claims. Contractor’s indemnification obligations will in no way be limited by any limitation on the amount or type of damages, or by any compensation or benefits payable by or for Contractor or any of the Representatives. Contractor will pay any and all attorneys’ fees, expenses, and costs incurred by any of the Indemnitees that relate to the enforcement of

Contractor’s indemnity requirements and obligations. In the event of any Claim by any person or entity of any of the Indemnitees against Contractor for or in any way relating to injuries to Contractor’s employees, Contractor hereby agrees to waive any defense and/or claim of worker’s compensation immunity or any other immunity. Contractor understands, agrees and acknowledges that the waiver described in this clause includes a waiver of any defense to any action by a person or entity of any of the Indemnitees for contribution against Contractor in which Contractor would or could otherwise assert that there is no common liability between any of the Indemnitees and Contractor for injuries to

Contractor’s employees. The term “employees” also includes any and all leased employees, temporary employees and/or independent contractors. Any attorney retained by the Contractor must be approved by the Indemnitees. No settlement of a claim may be made unless the Indemnitees are completely, totally and finally released from any and all liability any and any and all costs and expenses and provided further that Indemnitees agree in writing to the settlement. In the event it becomes necessary for the Customer or the Indemnitee’s to retain an attorney to enforce the obligations of this Indemnity, the Contractor shall be liable and responsible for all of the Customer’s and/or Indemnitees legal fees, costs, expenses and all costs of court.

7. Miscellaneous.

(a) This Contract shall be construed in accordance with the laws of the State of Mississippi.

(b) This Contract constitutes the entire agreement of the parties and all additions or changes hereto shall be in writing;

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

(d) By the signatures below, the individuals executing this Contract on behalf of the Contractor and Customer represent and warrant that each has full power and authority to execute this Contract and has been duly authorized to do so;

(c) 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 remain in full force and effect and shall constitute the agreement of the parties.

8. Terms of Service. The terms of this Contract shall commence July 1, 2026, and shall continue until June 30, 2029,(hereinafter “the Primary Term”). The Customer and the Contractor may mutually agree ninety (90) days prior to the expiration of the Primary Term or any renewal term to extend the term of the Contract for a three (3) year renewal term (Renewal Term”) subject to the approval of the Customer. There shall be no more than four (4) Renewal Terms. In the event the Contract is renewed, the terms set forth herein shall remain in full force and effect unless modified in writing by both parties. Either party may terminate this Contract by providing the other party with forty-five (45) days advanced written notice to terminate the Contact. That upon serving written notice to the other party, the party desiring to terminate the Contract shall comply with all terms set forth herein until the expiration of the forty-five(45) day period. Thereafter any additional services must be mutually agreed upon by both parties.

9. Work Hours. Contractor is required to schedule its services with the Director of Operations prior to the beginning of each Cycle. A Cycle is defined on Exhibit A. The Contractor’s Work shall not interfere with the operation of the Customer.

10. Compensation. Throughout the term of this Contract, Customer shall pay to the Contractor the sum of $____________________per Cycle for Work satisfactorily completed in accordance with the following terms:

(a) Payment will be made no later than forty-five (45) days after the month that the Contract begins assuming:

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

(2) There is a duplicate copy of a bill for the appropriate amount presented to the Customer’s Business Office no later than five days after the end of the month;

(3) There are no additional charges on the bill that were not specifically approved by the Customer’s Superintendent or the Director of Operations;

(4) That all insurance policies and bond are in full effect; and

(5) That Contractor is not otherwise in default in performance of this Contract.

(b) Customer acknowledges that Contractor’s compensation is based on

Contractor not working on: Christmas Day, New Year’s Day, Independence Day, Thanksgiving Day, and Labor Day.

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

12. 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.

13. In the event that the Contractor files bankruptcy, the Customer may terminate the Contract upon providing 5 days written notice to the Contractor.

14. In the event the District directs its attorney to enforce the terms of this Contract by litigation or otherwise, the Contractor shall reimburse the District for its legal fees, costs, expenses, and court costs.

15. The continuation of this Contract is contingent upon the appropriation of funds to fulfill the requirements of the Contract by the Mississippi State Legislature, the federal government or other budgeting authority and the receipt of state and/or federal funds. If the Mississippi State Legislature or the federal government or other budgeting authority fails to appropriate sufficient funds to provide for the continuation of this Contract, this Contract shall terminate on the last day of the fiscal year for which appropriations were made. The termination shall be without penalty or expense to the Customer of any kind whatsoever, except as to the portions of payments for which funds were appropriated.

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 Laurel School District Board of Trustees.

Contractor Laurel School District

Dr. Michael Eubanks, Superintendent

Date: _______________________ Date: _______________________

Exhibit A – Lawn Care Services Scope of Work

The Scope of Work in this Exhibit A shall be performed by the Contractor at certain times and/or occasions during the term of this Contact as and when directed by the Customer’s Director of Operations which beginning and ending times and/or occasions are referred to in this Contract and its Schedule A as a Cycle. The Customer anticipates this Contract to require between 18-26 Cycles depending on its needs. Customer does not guarantee a specific number of Cycles. The Contractor shall furnish, at its cost and expense, all labor, materials, tools, and equipment necessary to perform the Work.

A. Every Cycle shall include the following work:

1. Pickup and haul off paper, debris, and tree limbs before grass is cut.

2. Mowing of grass in all areas between any fences and public roads including ditches. This includes the front and rear ditches at all schools. Alternate directions should be implemented before wheel ruts become noticeable. Mowing height on non-irrigated portions should be a minimum of two (2”) inches and a maximum of three (3”) inches.

3. Edge all sidewalks, walkways, curbs, driveways and ornamental beds.

4. Trim with a polyline handheld trimmer (weed eater) the grass around all buildings, shrubbery, trees and fence lines and around inaccessible portions of school grounds and other stationary objects to maintain the same thickness as the mowed portion of turf. Contractor shall take measures to prevent scalping or bare grounding around trees, light poles, sidewalks, curbs and other stationary objects.

5. Keep fences clear of all weeds, vines and small trees during the contract period.

6. Trim all shrubbery to maintain shrubbery from touching the buildings or other structures.

7. All ornamental beds, parking lot joints, sidewalks and curbs are to be kept grass, weed and leaf free. Ornamental beds will be kept weed free by hand weeding.

8. Blow and/or sweep grass clippings cut weeds and leaves from driveways, sidewalks, walkways, roadways, patios and ornamental beds and remove all of the same from the Properties will be performed by Contractor during each Cycle and as and when directed by the Customer.

B. Twice per year Contractor shall prune/trim limbs from small trees and low hanging limbs as and when directed by Customer’s Director of Operations and shall not be billed as a separate Cycle or as additional Work and is included in Contractor’s sum per Cycle stated in Paragraph 10 of this Contract.

C. Mulch all grounds on each Property, one week prior to the start of school and a second time during Spring Break. The Contractor will provide, at its cost and expense, the mulch and any needed supplies. Mulching shall not be billed as a separate Cycle or as additional Work and is included in Contractor’s sum per Cycle stated in Paragraph 10 of this Contract.

D. The Customer may request a quote for additional Work, special services, or projects outside of the services shown above. These requests will be discussed with the Contractor and a quote will be obtained for those projects. These services will not be a part of the annual Contract, but paid on an as-needed basis. Customer, within its sole discretion, may request quotes from other providers for this additional Work, special services, or projects or may solicit competitive bids.

EXHIBIT B

CRIMINAL BACKGROUND INVESTIGATION CERTIFICATION

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

That I am representative of ___________________________ (“Contractor”), currently under contract with the District; that I am familiar with the facts herein certified and am authorized and qualified to execute this certificate on behalf of Contractor.

Contractor certifies that all of its employees, as well as, employees of subcontractors, who may come into contact with students during the term of the contract with the District have had a criminal background check completed as well as a child abuse registry check and none have been located on the child abuse registry nor have any employees been found guilty of any crime of violence, serious felony, or offense listed in the District’s School Board Policy FGDB.

A complete and accurate list of Contractor’s employees and of all of its Subcontractors’ employees who may come in contact with District pupils during the course and scope of the Contract is attached hereto as Exhibit B.

The Contractor’s employees and employees of the Subcontractors that were located on the child abuse registry or who were convicted of a crime of violence, serious felony, or offense listed in the District’s School Board Policy FGDB are as follows:

1.

2.

3.

4.

By: _______________________________________ Signature

Title:______________________________________

SWORN TO AND SUBSCRIBED BEFORE ME this the ______________ day of _________________, 20___.

NOTARY PUBLIC

My Commission Expires:

Notary Public

BID PROPOSAL FORM

Bid Submitted By: _________________________________________________ Name of Company:

Mailing Address:_____________________________________________

Type of Company:___________________________________________________(Corporation, LLC, Partnership, Sole Partnership)

Social Security Number or Federal Taxpayer Identification Number:______________

Telephone Number:____________________________________________

Email Address:________________________________________________

Cost per Cycle: $_____________________________

By executing and submitting this proposal Contractor represents, warrants and covenants that Contractor has:

1. Read and fully understands the Request for Proposals including, but not limited to, the process for determining the successful proposal, the Lawn Care Services and Maintenance Contract, and the Bid Proposal Form.

2. Checked the Central Bidding website and Laurel School District website for any addenda and has received, reviewed, and understands such addenda, if any.

3. Agreed to execute the Lawn Care Services and Maintenance Contract, if Contractor’s proposal is accepted.

Signature of Authorized Representative:

Print or Type Name

Date: __________________

RFP Submission Checklist

The proposal packet must include the following items below. Initial next to each item.

o ____Completed and signed the checklist o ____Signed and dated RFP o ____Signed Exhibit B o ____Signed bid proposal o ____Price listed per site per cycle (evaluated) o ____Experience of comparable commercial properties (evaluated) o ____References (evaluated) o ____Equipment (evaluated) o ____RFP read in its entirety o ____Scope of Work read and understood

Contractor Signature

Date