Summary

This is a Request for Proposals (RFP) 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. The procurement encompasses two 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. The solicitation opened April 30, 2026, at 8:00 AM EDT and closes May 28, 2026, at 2:00 PM EDT. A mandatory site visit and walkthrough is scheduled for May 15, 2026, at 9:00 AM. 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. The initial contract term extends from July 1, 2026, through June 30, 2029, with optional renewal periods 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. 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. 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. Payment will be made in twelve equal monthly installments upon invoice receipt and District approval. The District reserves the right to award contracts for Sections C and D to different contractors. No specific estimated total value or budget is disclosed in the available documentation, and the solicitation contains no set-aside designations, indicating all vendors are eligible to submit proposals. The District is exempt from federal excise taxes and Connecticut sales and use taxes.