36540_Jun_1_26_solicitation_doc.pdf

This is a Request for Proposals solicitation issued by Regional School District No. 4 Board of Education in Connecticut for Athletic Fields and Grounds Maintenance services at Valley Regional High School and John Winthrop Middle School in Middlesex County. The procurement encompasses two distinct service categories: Section C covers athletic fields maintenance including mowing, field lining, equipment maintenance, clay grooming, and irrigation monitoring, while Section D addresses lawn and grounds maintenance including general mowing, trimming, weeding, edging, pruning, mulching, and seasonal cleanups at both school locations and the District's Central Office in Deep River. A mandatory site visit and walkthrough is scheduled for May 15, 2026, at 9:00 AM, with a proposal submission deadline of May 28, 2026, at 2:00 PM at the District's Central Office. The vendor question-and-answer period runs from April 30, 2026, at 8:15 AM EDT through May 19, 2026, at 4:00 PM EDT, with inquiries directed to Robert Grissom at 860-526-2417, extension 1462, or rgrissom@reg4.k12.ct.us. The initial contract term extends from July 1, 2026, through June 30, 2029, with optional renewal periods available for years 4 and 5 through June 30, 2031, subject to District discretion and appropriated funds.

Qualified contractors must demonstrate a minimum of five years' practical experience in athletic field complex maintenance within USDA hardiness zones 5-7 and provide appropriate references. The District will evaluate proposals based on experience, references, service capability, responsiveness, and price, with price being an important but not sole determining factor. Pricing must be submitted for each contract year in both written and numerical format, with the first year price held firm for 60 days post-opening, and payment will be made in twelve equal monthly installments upon invoice receipt and District approval. Successful contractors must provide a performance and payment bond equal to 50% of Year One's proposed contract price and comprehensive insurance coverage including $1,000,000 Commercial General Liability, $1,000,000 Auto Liability, and $3,000,000 Umbrella/Excess Liability with the District named as additional insured, along with a W-9 form prior to contract execution. The solicitation contains no set-aside designations, indicating all vendors are eligible to submit proposals. The District reserves the right to award contracts for Sections C and D to different contractors and is exempt from federal excise taxes and Connecticut sales and use taxes. No estimated total contract value or budget range is disclosed in the available solicitation documents, and no incumbent vendors are identified.