42-20250224075641 MARSHALL.pdf

MARSHALL COUNTY, MS SCHOOL DISTRICT

Grass Cutting

INTENT: The intent of this Request for Proposals is to select a qualified vendor or vendors to maintain lawns and landscaping at all school district campuses. It is not the intent of this specification to “write out” any vendor. MCSD would like to enter into an agreement based on results of this process with one vendor that would continue until March 31, 2026. The vendor’s ability to continue services through this date will be a part of the evaluation process for submitted bids.

GENERAL TERMS: The project will consist of one line item. The line item will be complete grass mowing, edging and trimming of all grass-covered areas (minus the actual game playing fields) on each of the district's 7 campuses (addresses provided below).

GUARANTEE: Qualified bidders should have any necessary licenses and insurance required by law in the state of Mississippi in order to provide this type of service.

Term of Contract: MCSD would like to enter into an agreement based on results of this bid with one vendor that would continue until March 31, 2026. This would require vendors to provide pricing determined through the bid process that would be valid through March 31, 2026. Please take this into consideration as you bid these items.

Location of Campuses:

H.W. Byers 4178 HWY 72 East Holly Springs, MS 38635

Galena Elementary School 4202 HWY 4 West Holly Springs, MS 38635

Byhalia Middle/Elementary School 172 HWY 309 North Byhalia, MS 38611

Byhalia High School 278 HWY 309 North Byhalia, MS 38611

Potts Camp School 7050 Church Ave Potts Camp, MS 38659

Mary Reid School 160 West Pontotoc Ave Potts Camp, MS 38659

Marshall County Schools Career and Technical Center 255 Mary Rahe Drive Holly Springs, MS 38635

The district will accept sealed bids until 10:00 a.m. on March 17, 2026 at the Marshall County School

District offices located at 122 S. Spring St., Holly Springs, MS 38635. Bids received after this deadline will not be considered. The bidding vendor is responsible for on time delivery of their proposal.

Vendors wishing to submit a bid electronically as allowed by MS State Procurement law should contact

Todd Sanderson at tsanderson@mcschools.us for instructions on how to submit.

Bids should be clearly marked:

MARSHALL COUNTY, MS SCHOOL DISTRICT

Grass Cutting

Bid Opening will take place on March 17, 2025 at approximately 10:15 a.m. Vendors are welcome to attend the opening.

The district contact for this project will be:

Jose Roman or Carrie Skelton

Director of Maintenance and Superintendent of Education

662-252-4271 joseroman@mcschools.us cskelton@mcschools.us

Notification of this RFP will be placed in The South Reporter on February 27, 2025 and March 6, 2025. Details of this RFP will also be available through the Mississippi Agency Bid Bank at agencybidbank.mississippi.org

Evaluation Process

All proposals must be received prior to the deadline. The Superintendent, Director of Maintenance and

Business Manager will read and evaluate each proposal. The evaluators will consider how well the proposed solution meets the needs of the District. It is important that proposals be clear and concise. The evaluation process is not designed to simply award the contract to the lowest vendor. Rather, it is intended to help the

District select the vendor with the best combination of attributes, including price, based on the evaluation variables.

The Criteria for Bid Evaluation Is As Follows:

Factor Points

Total Price of Goods and Services 55

Ability to Deliver in a Timely Manner 25

Prior Experience with the District 20

Description of Line Item 1: Mowing, Edging & Trimming

The winning bidder will be expected to mow all grass covered areas of the above mentioned campuses. Included in the mailto:joseroman@mcschools.us http://agencybidbank.mississippi.org/ required tasks will be edging of all sidewalks and string trimming of areas that cannot be reached with a conventional lawn mower. This service is required to be performed on an as needed basis, and need will be based on a reasonable evaluation of the appearance of these lawns. Only the athletic playing fields will be excluded from this requirement as they will be maintained by coaches and other school staff.

Campus Bid Price per Cut

H.W. Byers 4178 HWY 72 East

Potts Camp School 7050 Church Ave Potts Camp, MS 38659

Mary Reid School 160 West Pontotoc Ave Potts Camp, MS 38659

Galena Elementary School 4202 HWY 4 West

Marshall County Schools Career and Technical Center 255 Mary Rahe Drive

Byhalia Middle/Elementary School 172 HWY 309 North Byhalia, MS 38611

Byhalia High School 278 HWY 309 North Byhalia, MS 38611

Total Price per Cut for all Campuses:

Standard Terms and Conditions

Items listed below apply to and become a part of the terms and conditions of this proposal unless superseded by any supplemental specifications or special conditions enclosed or attached hereto, in which case the attached or enclosed conditions will prevail.

● Proposals must be received by the MCSD Office of Superintendent by the date and hour specified. No fax copies will be accepted.

● Any catalog, brand name, or manufacturer’s reference used in the proposal is descriptive and not restrictive. Such reference is intended to indicate the type and quality desired. Proposals on brands of like nature and quality will be considered. If proposing on other than enclosed specifications, proposal must show manufacturer, brand, model, a complete description, etc. of item being offered.

● No right or interest in this contract shall be assigned or delegation of any obligation made by vendor without the written permission of the MCSD. Any attempted assignment or delegation by vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

● Prices quoted should be F.O.B. destination, assembled and installed. The title and risk of loss of the goods shall not pass to buyer until buyer actually receives and takes possession of the goods at the point or points of delivery specified.

● MCSD assumes no liability for goods delivered in damaged or unacceptable condition. The vendor must handle all claims with carriers, and in the case of damaged goods, shall provide for replacement goods immediately upon notification of damage at no additional cost to MCSD.

● Vendor guarantees equipment or product offered will meet or exceed specifications identified in this proposal invitation. The vendor shall, upon request, replace any equipment or product proved to be defective and make any and all adjustments necessary without any expense to MCSD. If at any time, the equipment or product cannot satisfactorily meet the requirements of the MCSD, the vendor shall promptly remove such equipment or product without any further expense to the District.

● Vendor warrants that the product(s) sold to MCSD shall conform to the standards promulgated by the

U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) of 1970. In the event the product does not conform to OSHA standards, MCSD may return the product for correction or replacement at the vendor's expense. In the event the vendor fails to make the appropriate correction within 90 days, corrections made by the District will be at the vendor's expense.

● When delivery delay can be foreseen, the vendor shall give prior notice to the authorized purchasing agent, who shall have the right to extend the delivery date if reasons for delay appear acceptable. The vendor must keep the authorized purchasing agent informed at all times of the status of the order. Default on promised delivery, without acceptable reasons, or failure to meet specifications authorizes the District to purchase goods elsewhere and charge any increase in cost and handling to the defaulting vendor.

Every effort will be made by MCSD to locate the goods at the same or better price as originally contracted.

● Delivery shall be made during normal school hours and at a designated location unless prior approval has been obtained from authorized district personnel.

● MCSD is exempt from federal excise, state, and local taxes. Do not include tax in any proposal totals. A tax exemption certificate will be furnished upon request.

● Invoices shall be sent directly to the MCSD Business Office, Attn: Accounts Payable, 122 S. Spring St., Holly Springs, MS 38635. Payments are processed after the Business Office has been notified that the items have been received in good condition and no unauthorized substitutions have been made. Invoices must detail the items delivered and must reference the Marshall County School District Purchase Order number.

● If insurance and/or workmen’s compensation is required by MCSD for any proposal item(s), proof of insurance and /or workmen’s compensation should be submitted. The District reserves the right to review all insurance policies pertaining to proposal item(s) to guarantee that the proof coverage is obtained by the vendor.

● The agreement shall be governed by Mississippi Code 1972 Annotated and is effective and in force on the date of this agreement.

● Both parties agree that venue for any litigation arising from this agreement shall lie in Marshall County, MS.

Payment Terms

● MCSD will not provide any payment, partial or full, any earlier than 30 days after MCSD accepts the work performed under the contract. MCSD reserves the right to withhold payment in circumstances outlined in the contract terms.