REQUEST FOR PROPOSAL

HYDROPONIC FARMS FOR CLASSROOMS

#378-HYDRO-DCS26

5 East South Street

Hernando, Mississippi 38632

PROCUREMENT SCHEDULE:

Public Notice to Newspaper November 4, 2025 Newspaper Run Dates November 6 and November 13, 2025 Release of RFP November 6, 2025 Deadline for Written Questions/Clarifications On/Before November 20, 2025, 12:00 pm, CST Addendum (if applicable) to be Issued to Bidders On/Before December 3, 2025

RFP Submission Deadline On/Before December 8, 12:00 pm, CST

Approval by Board-tentative January 8, 2026

TABLE OF CONTENTS

I. Purpose Page 2 II. Background Page 2 III. General Terms and Conditions

A. General Page 3 B. Clarifications Page 3 C. Pricing Page 3 D. Bid Preparation and Submission Pages 4-5 E. Conflicts of Interest Page 5 F. Modifications or Withdrawals of Bid Proposal Page 5 G. Evaluation of Bid Proposal Pages 5-6 H. Selection Process Page 6 I. Award of Contract Pages 6-8 J. Termination or Cancellation Page 8

IV. Scope of Services A. Contract Period Page 8 B. Objectives Page 8-9 C. Scope Pages 9 D. Confidentiality Page 9

V. Proposal Response Page 9-11 Exhibit A, B, C Pages 11-13

V. List of school locations and dock information Page 15

Sample Contract Page 17

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit qualified vendors to provide classroom hydroponic growing systems designed to support hands-on agricultural, nutritional, and environmental education in K-12 schools. The selected system should offer a self-contained, energy-efficient, and food-safe method for growing a variety of leafy greens and other produce year-round within a classroom or school environment.

The goal of this initiative is to enhance student learning through experiential education, promote healthy eating habits, and increase awareness of sustainable food production practices. The system should include all components necessary for successful operation—such as lighting, nutrient delivery, growing media, and educational support materials—and be scalable and serviceable within a school setting. We expect to purchase between 35-50 hydroponic growing systems.

This RFP seeks solutions that are turnkey, durable, and classroom-appropriate, aligning with the district’s goals of expanding farm-to-school programming, supporting nutrition education, and fostering student engagement through interactive STEM and wellness learning opportunities.

The purpose of the RFP is to solicit complete proposals in accordance with the Proposal Response format listed in the RFP, from agencies with expertise in classroom hydroponic growing systems and support. This RFP is designed to provide interested parties with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal’s content or exclude any relevant or essential information.

Respondents are at liberty and are encouraged to expand upon the specifications as to provide further evidence of service capability under any proposed agreement. Proposals will be evaluated, and each requirement will be scored.

The District reserves the right to reject any and all proposals or waive any non-statutory informality. The District further reserves the right to make the contract award deemed by the DeSoto County School District Board of Education to be in the best interest of the District regardless of Selection Committee’s evaluation and scoring.

The Board’s decision to accept or reject the contract will be final. Upon completion of the purchase process and selection, the DeSoto County School District will assume ownership of all materials provided as part of the proposal.

The Selection Committee is composed of highly qualified district staff. To maintain a fair and independent evaluation process, all committee members serve on a volunteer, non-stipend basis. Each member will personally review all materials submitted for approval. The District Administrator and Purchasing Manager will review all Committee evaluations and submit the final recommendation directly to the DeSoto County School Board of Education. This multi-level evaluation process, involving numerous people, guarantees to ensure each agency equity and fairness in the bidding, evaluation, and selection process. Respondents are strongly encouraged to carefully read the entire request for proposals.

II. BACKGROUND

DeSoto County School District, located in DeSoto County, Mississippi, is the largest school district in the state, serving students across 41 school sites, an alternative school, and two Career and Technical Education (CTE) centers. The district is committed to expanding Farm to School initiatives and providing students with hands-on learning experiences that connect the classroom to the cafeteria.

Through the integration of classroom hydroponic growing systems, students will explore STEM concepts while cultivating fresh, nutritious produce year-round. This initiative supports district wellness goals by promoting healthy eating habits, sustainability, and a greater understanding of where food comes from—creating meaningful connections between education, nutrition, and community.

III. GENERAL TERMS and CONDITIONS

A. General

1. Bidders shall make all investigations necessary to thoroughly inform themselves regarding the delivery of supplies and services as required by the solicitation. No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying from the requirements of the District or the compensation to the Bidder.

2. The terms and conditions of the Request for Proposal, the resulting contract(s) or activities based upon this Request for Proposal shall be construed in accordance with the laws of DeSoto County, Mississippi.

3. Bidders are required to state exactly what they intend to furnish to the District via this solicitation and must indicate any variances to the terms, conditions or required services, of this Bid, no matter how slight.

4. Bidders are advised that the District endorses the participation and utilization of local contractors in its purchasing efforts. Accordingly, bid proposals of equal price and quality will be awarded to Bidders residing within the geographic area when available. This policy does not prohibit Bidders who reside outside the area from participating in the purchasing process as long as these Bidders can offer services at competitive pricing.

B. Clarifications

1. Where there appears to be variances or conflicts between the General Terms and Conditions and the Scope of Services outlined in this bid solicitation, the Scope of Services shall prevail.

2. If any Bidder contemplating submitting a Proposal under this solicitation is in doubt as to the true meaning of the requirements, the Bidder must submit a written request for clarification to the District’s Purchasing Manager by the date and time designated in the Procurement Schedule via email at dcs.purchasing@dcsms.org.

3. The Purchasing Manager for the District will work with the authorized agent of the District to respond to all inquiries and will render an official interpretation of the question in writing. A copy of the clarification will be given to all vendors that are known to have requested the bid documents. The District shall not be responsible for verbal interpretations offered by employees of the District.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

C. Pricing

1. If the Bidder is awarded a contract under this solicitation, the prices proposed by the Bidder shall remain fixed and firm during the term of the solicitation review and any subsequent contract renewals; provided, however, that the Bidder may offer discounts from this fixed price to the District at any time during the contractual term.

mailto:dcs.purchasing@dcsms.org

2. Bidders will neither include Federal, State, nor applicable local excise or sales taxes in the bid prices, as the District is exempt from payment of such taxes. Exemption documentation will be provided where applicable upon request.

3. The Bidder, by affixing its signature to this Proposal, certifies that its Proposal is made without previous understanding, agreement, or connection either with any persons, forms, or corporations offering a bid proposal for the same services, or with the District. The Bidder also certifies their Proposal is in all respects fair, without inside control, collusion, fraud, or otherwise illegal action.

4. Pricing will be based on the equipment specifications outlined in Section IV.

D. Bid Preparation and Submission

1. This document is a Request for Proposal (RFP). It differs from a Request for Quote or Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price.

Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the service, of which quality, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The Proposal evaluation criteria should be viewed as standards, which measure how well a Bidder’s approach meets the desired requirements and needs of the District.

2. Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified in the Procurement Schedule. All proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. Neither dating of the proposal , nor placing it in the mail by this date and time will meet legal requirements. The DeSoto County School Board of Education reserves the right to reject any and/or all proposals received and to waive any and all informalities.

3. If Bidder is hand delivering or mailing Proposals, it must be submitted in a sealed 8”x10” or larger envelope.

Please label the outside envelope or shipping box as follows or the bid may be rejected:

Attn: Jenifer Hale Hydroponic Farms for Classrooms

RFP #378-HYDRO-DCS26

December 8th, 2025, 12:00pm CST Name of Company submitting proposal

If Bidder will be submitting proposal electronically, please submit to www.centralbidding.com. For any questions relating to the electronic proposal submission process, please contact Central Bidding at 225- 810-4814.

4. Any proposal received after the opening date or time shall be refused and marked “Late Proposal” and returned to the bidder unopened. For this purpose, the official time for the proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the Bidder to ensure Proposals are received prior to the opening date and time.

5. The Proposal must be typed or legibly printed in ink. Use of pencil or erasable ink is not permitted.

6. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of RFPs at the originally advertised date and time, all RFPs received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised.

7. Bid Proposals must contain the signature of an authorized agent of the Bidder. If the Bidder’s authorized agent fails to sign the proposal, it shall be considered a non-responsive offer and shall not be considered.

8. Proposals should be as thorough and detailed as possible so that the District may properly evaluate the Bidder’s capabilities to provide the required products and services.

http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

9. Unit prices shall be provided by the Bidder on their proposal. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

10. The Bidder must include all information and supplemental documentation required in conjunction with this proposal. If the Bidder fails to supply any required information or documents, its proposal shall be considered non-responsive and shall not be considered.

11. Information packages should not contain promotional or display materials unless specifically required in the Scope of Services section. Informational packages must address the requirements as explained to aid evaluation. All questions posed by the RFP must be answered clearly and concisely.

12. This solicitation does not commit the District to pay any cost incurred by the Bidder or any other party in preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is the District obligated to procure or contract for such product or services.

13. The District reserves the right to waive any and all informalities in information packages if such waiver does not substantially change the offer or provide a competitive advantage to any Bidder.

E. Conflicts of Interest

1. It shall be understood and agreed that Bid Proposals submitted are offered independently of any other proposals.

2. In the event that an independent contractor or firm in conjunction with the District developed this RFP, neither the contractor, nor its principals or subsidiaries, shall be allowed to submit a proposal for this solicitation.

3. In the event that this proposal request requires consulting services which may ultimately lead to the purchase of other products or services in the future, neither the selected consultant, nor its principals or subsidiaries, will be allowed to participate in the acquisition of these specific goods and services in the future.

F. Modifications or Withdrawals of Bid Proposal

1. Proposals may only be modified in the form of a written notice on company letterhead and must be received prior to the time and date set for the bid opening. Each modification submitted to the District’s Purchasing Department must have the Bidder’s name and return address and the applicable proposal number and title of the bid clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt by the District’s Purchasing Department will be considered the valid modification. All requests for bid modifications must be signed by a duly authorized agent of the submitting company. Telephone or email modifications or withdrawals will not be accepted. No changes shall be allowed after the Proposal are publicly opened. The DeSoto County School District shall not be responsible for any errors or omissions.

2. Bids may be withdrawn prior to the time and date set for the bid opening. Such requests must be made in writing on company letterhead and signed by a duly authorized agent of the submitting company. If a Bidder modifies or withdraws a Proposal, all documents shall remain the property of the District.

G. Evaluation of Bid Proposal

1. Each Selection Committee Member will evaluate the proposals based on technical compliance, performance, operation, support, training, curriculum and warranty and vendor experience (Exhibit A).

2. The fee proposals will be evaluated by the Purchasing Manager

3. The District reserves the right to reject any and/or all bid proposals or parts thereof, to waive informalities, irregularities, or technicality in the information packages, and to enter into such contract or contracts as shall be deemed in the best interests of the District.

4. The District reserves the right to reject proposals or parts thereof for the following reasons:

a. The Bidder misstates or conceals any material fact in their proposal

b. The Bidder’s proposal does not strictly conform to the law or requirement of the RFP

c. The Bidder’s proposal does not include documents including, but not limited to, certificates, licenses, information or specification sheets, bonds, and/or samples, which are required for submission with the bid proposal in conjunction with the General Terms and Conditions or Scope of Services

d. The bid has not been properly executed by signature of an authorized representative of the Bidder

5. A proposal may not be accepted from, nor any contract be awarded to, any person or firm which is in arrears to the District upon any debt or contract or which is a defaulter as surety or otherwise upon any obligation to the District

6. A proposal may not be accepted from, nor any contract awarded to, any person or firm, which has failed to perform faithfully any previous contract with the District, local, state, or federal governmental agency for a minimum period of one (1) year after the previous contract was terminated for cause

7. A proposal may be rejected if the Bidder is currently under suspension or debarment by any local, state, or federal government, and if the Bidder cannot so certify, then it shall submit along with the proposal a written explanation of why it cannot make such a certification

8. A proposal may not be accepted from, nor any contract awarded to, any person or firm, which has pending litigation against the District on the date and time that the bid opens

9. The award will be made to the Bidder that best meets the needs of the District based upon the evaluation criteria. Proposal award will not be made on the basis of price alone; additional criteria such as Bidder experience and references will also be considered. The District shall be the sole judge of these factors.

10. The District reserves the right to:

a. Accept or reject any and all bid proposals submitted by prospective agencies

b. Re-advertise this solicitation

c. Postpone or cancel the bid process for this solicitation

d. Determine the criteria and process whereby proposals are evaluated and awarded

H. Selection Process

1. The following criteria may be used to assist in selecting the successful contractor:

a. Completeness: Each response will be reviewed prior to the selection process for completeness and adherence to format.

b. Evaluation Process: The District will rely on its staff to formally evaluate each complete proposal.

The evaluation process will objectively grade the proposal on their merit and responsiveness according to the evaluation matrix found in Exhibit A. The District reserves the right however, to modify or not utilize this matrix if it is not deemed in the District’s best interest.

2. Preliminary evaluations will be performed by District personnel to determine if all of the mandatory requirements have been addressed. Bidders must be able to demonstrate their ability to perform the required services and provide the necessary supplies by completing the Proposal Response (Section V).

Failure to satisfactorily comply with these requirements may result in the proposal being rejected.

I. Award of Contract

1. It is the intent of the DeSoto County School District (DCSD) to enter into a contract/agreement for services based on the outcome of this RFP. The contract/agreement shall be for a period of one (1) year with the option to renew for two (2) additional one (1) year contracts with the same terms and conditions and pricing for additional units needed as the original contract/agreement contingent upon the mutual agreement of the Bidder and DCSD. Please see the attached example contract for reference. Bidder’s contract/agreement can also be used as long as all conditions can be agreed to by DCSD.

2. The District intends to award a contract that will begin January 8, 2026 and will end no later than January 8, 2027. The District retains its sole right to select a successful Bidder it deems is in its own best interest.

3. All RFPs and related documents submitted to the District by Bidders are governed under the laws of the State of Mississippi.

4. The General Terms and Conditions, the Scope of Services, the Bidder’s proposal, written letters, addenda, and the Purchase Order are collectively an integral part of the contract between the District and the successful Bidder. The successful Bidder will be asked to enter into a contract with the District after the Board of Director’s approval which would conclude this process.

5. The District shall select the Bidder which, in its opinion, has made the best proposal, (not necessarily the lowest cost provider) and shall award the contract to that Bidder, which is deemed in the best interest of the District.

6. Indemnification: The successful Bidder shall assume the entire responsibility and liability to indemnify the DeSoto County School District, its elected and appointed officials, employees, volunteers, and others working on behalf of the District. To the fullest extent permitted by law, the successful Bidder agrees to defend, pay on behalf of, indemnify, and hold harmless the District against any and all claims, demands, suits, damages or losses, together with any and all outlay and expense connected therewith, including but not limited to attorney’s fees and court costs, that may be asserted or claimed against, recovered from or suffered by the District by reason of injury or loss, including but not limited to, personal injury, including bodily injury or death, property damage, including loss of use thereof, and economic damages arising out of or in any way connected or associated with any work and/or activities performed by the successful Bidder pursuant to the provisions of this Agreement. The successful Bidder obligation to indemnify the District contained in this Agreement is not limited by the amount or type of damages, compensation or benefits payable under any worker’s compensation acts, disability benefit acts, or other employee benefit acts.

The District shall not be liable or in any way responsible for any injury, damage, liability, claim, loss, or expense incurred by the successful Bidder, its officers, employees, subcontractors, and other affiliated with the successful Bidder, arising out of or in any way connected or associated with any work and/or activities performed by the Bidder pursuant to the provisions of this Agreement, except for and only to the extent caused by the negligence of the District. The successful Bidder expressly assumes full responsibility for any and all damages to the District Property arising out of or in any way connected or associated with any work and/or activities performed by the successful Bidder pursuant to the provisions of this proposal including, but not limited to, the activities of the Bidder, its officers, employees, subcontractors, and others affiliated with the Bidder. The successful Bidder shall ensure that its activities on the District Premises will be performed and supervised by adequately trained and qualified personnel and the Bidder will observe, and cause its officers, employees, subcontractors, and other affiliated with the Bidder to observe all applicable safety rules.

7. Award Requirements

a. Successful Bidder shall be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by, this contract which may include but is not limited to Equal Employment Opportunity Commission (EEOC), the Occupational Safety, Health Act (OSHA), and Title I and Title II of the Americans with Disabilities Act (ADA) regulations. No Bidder shall be excluded from consideration for award in conjunction with this solicitation on the basis of race, color, creed, national origination, handicap, or sex or be subjected to discrimination under any contractual award administered by the District.

b. The Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such contract to any person, company, or corporation without prior written consent of the District.

8. Payment

a. To be eligible for payment, all supplies and services covered under successful Bidder’s invoice must be completed and accepted by the District. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.

The awarded bidder agrees to receiving payment within forty-five (45) days from date of receipt of a properly submitted invoice, or within forty-five (45) days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

b. In no event shall any interest penalty or late fee accrue when payment is delayed because of disagreement between the District and successful Bidder regarding quantity, quality, time of delivery, or other noncompliance with the contract requirements for any product or service or the accuracy or correctness of any invoice.

J. Termination or Cancellation

1. In order to protect the vested interests of the District, and to ensure the efficient utilization of funds, the successful Bidder shall comply with all obligations contained in the General Terms and Conditions and the Scope of Services. With respect to these obligations, the District will report any non-compliance issues to the successful Bidder for corrective action. Continued non-compliance by the successful Bidder shall be the District’s justification for placing the Bidder’s contract on probation status or termination.

2. If the District, in whole or in part, is not satisfied with the performance of services or products supplied and agreed to with this RFP, it may terminate the contract/agreement after giving specific reason(s) by written notice to successful Bidder and offering opportunity for successful Bidder to correct specific reason(s) for dissatisfaction within a thirty (30) day period, date to be specified by the District.

3. In the event that the successful Bidder defaults on its contract or the contract is terminated for cause due to performance, the District reserves the right to enter into contract for the services and products with the next lowest and best Bidder associated with this RFP for the remaining term of the terminated/defaulted contract.

4. The contract/agreement entered into on behalf of this RFP shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for resolution of any dispute shall be DeSoto County, Mississippi. The successful Bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees, or the cost associated with any legal action initiated by the successful Bidder.

5. The District reserves the right to retract any part of these services without any obligation or penalty based upon availability of funds.

IV. SCOPE OF SERVICES

A. Contract Period

The contract period will begin January 8, 2026 and will have an expiration date of January 8, 2027. The District and successful Bidder may agree to up to two (2) additional one-year terms; however, either party has the right to cancel services upon not less than thirty (30) days of a written notice to the other party. Both the District and the successful Bidder must agree to an extension prior to the expiration of contract. The successful Bidder will provide the District with a detailed pricing chart for all services and products.

B. Objectives

The objective of this Request for Proposal (RFP) is to procure self-contained, classroom-based hydroponic growing systems that support DeSoto County Schools’ mission to expand hands-on nutrition education, promote healthy eating habits, and integrate STEM-based learning into the K–12 curriculum. The district seeks reliable, high-quality hydroponic equipment that allows students to engage in year-round growing, harvesting, and tasting of fresh produce while reinforcing science, sustainability, and agricultural literacy concepts.

C. Scope

This RFP encompasses the provision, delivery, and support of fully integrated hydroponic growing systems to be utilized in classrooms and cafeteria environments across DeSoto County Schools.

The scope includes but is not limited to:

• Equipment Supply:

• Fully self-contained, mobile, vertical hydroponic growing systems designed for classroom and indoor use.

• Units must include submersible pump, energy-efficient LED lighting, recirculating water system, and durable food-safe panels.

• Starter Kits & Consumables:

• Initial three-month Starter Supply Kit with seeds, nutrients, pH adjusters, and grow medium.

• Grower Toolkit with all required maintenance and testing tools.

• Optional Fruiting Supply Box and Seed Bundles (e.g., Salad Greens, Power Greens, Classic Herbs, Fruiting, Warm Herbs) to allow for crop diversity and extended program growth.

• Educational Integration:

• Access to a digital learning platform with K–12 curriculum materials, lesson plans, and hands-on learning guides that align with academic standards.

• Integration of nutrition, wellness, and agricultural education components into classroom instruction.

• Training & Technical Support:

• Access to vendor-led training and on-demand technical assistance (phone, email, or chat).

• Guidance on assembly, maintenance, and troubleshooting.

• Warranty & Ongoing Service:

• One-year limited parts warranty and continued access to replacement supplies through an online portal.

The awarded vendor will collaborate with DeSoto County Schools Child Nutrition Department to ensure timely delivery, setup, and implementation across identified school sites while maintaining high standards of safety, efficiency, and educational value.

D. Confidentiality

The successful Bidder could have access to confidential information. Confidential information includes all information of the district relating to the district’s existing or potential non-public business strategies and existing or proposed bids. In addition, confidential information includes all personal identification and information of District management, employees, and students. At no time will any confidential information be disclosed to any one person including but not limited to legal or financial advisors and or immediate family. The successful Bidder agrees that all such information is confidential, and that the agency will not use or disclose such information to any outside person or entity for any reason whatsoever, without the district’s express written consent.

V. PROPOSAL RESPONSE

All proposals must be organized and tabbed to comply with the following sections:

1. Transmittal Letter:

The letter of transmittal should include:

a. An introduction of the agency, completed Vendor Information & Agreement Form (see Exhibit B) and list of any others authorized to deal with this proposal response

b. A general statement of interest and what sets your company apart from other potential respondents

2. Equipment & Technical Specifications

a. Does your equipment meet the requirements set forth Section IV? Please provide specifications for your proposed items.

b. What tools and starter supplies are included in your standard package (please itemize)?

c. List optional supply kits (3-month, 6-month, Fruiting Supply Box, Cleaning Tool Kit, etc.).

d. Provide available seed bundle varieties and quantities.

e. Do you offer replacement parts or consumables ordering? How are they fulfilled?

3. Performance & Operations

a. What is the maximum plant capacity per system?

b. What is the average harvest yield per cycle (lbs. per 28-day cycle)? Provide supporting data.

c. Describe cleaning and sanitation processes (materials, dishwasher-safe panels, algae prevention).

4. Support, Training, & Curriculum

a. What training resources and curriculum (K–12 STEM lessons, activity guides, etc.) are included?

b. Describe your technical support options (phone, email, chat, self-service).

5. Warranty, Vendor Experience & References

a. What warranty is provided (length, coverage, exclusions)?

b. How many K–12 or educational installations has your company completed in the past 3 years?

c. Provide at least two references from current school or institutional customers.

6. Fee Proposal

The district is interested in a fee for services and products arrangement under this agreement. All respondents must include a menu of fees for services and products in their proposal.

a. Fee proposals should enumerate any costs the district can expect to be charged and specify the types of materials and services that would generate any additional charges (such as adding additional farms) including ongoing costs, maintenance fees, technical support costs, implementation costs, and the number of and cost for recommended days of any professional development costs.

Exhibit A – SCORING CRITERIA Weighting Factor

Equipment & Technical Compliance: Evaluate the completeness of information and how closely it aligns with district needs, including supply kits, seed bundles, and replacement parts.

20%

Performance & Operations: Evaluate the system capacity, efficiency, yield, ease of operation, and maintenance requirements.

10%

Support, Training & Curriculum: Evaluate support structure, including access to training, curriculum, online resources, and technical assistance.

25%

Warranty & Vendor Experience: Evaluate warranty coverage, experience with educational or institutional hydroponic installations, and references.

10%

Financial Proposal: Cost of program proposed will have beneficial impact on district’s operating budget. Compare Proposer among other Proposers.

35%

Exhibit B

Vendor Information and Agreement Form Disproportionate Discipline Data Review, Professional Development and Coaching

December 8, 2025, at 12:00 pm, CST

Bid #378-HYDRO-DCS26

I/We propose to furnish and deliver the items for this Request for Proposal according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Request for Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

***Complete and include the following with RFP submission due December 8, 2025, by 12pm, CST***

• Contact Information Form (see above)

• Organizational Structure & Personnel response

• Questionnaire responses

• References

• Proposal Form

• New Vendor packet (if applicable)

• W-9

Exhibit C Hydroponic Farms for Classrooms

#378-HYDRO-DCS26

List of References Provide a list of at least three (3) references for which the agency has provided a similar program as requested in this RFP and whose complexities are similar to those presented in this proposal:

Reference #1

Customer Name: _____________________________________________________________________________

Address: ____________________________________________________________________________________

City/State/Zip: _______________________________________________________________________________

Contact Name: ______________________________________________________________________________

Contact Title: ________________________________________________________________________________

Telephone Number: __________________________________________________________________________

Email Address: _______________________________________________________________________________

Reference #2

Customer Name: _____________________________________________________________________________

Address: ____________________________________________________________________________________

City/State/Zip: _______________________________________________________________________________

Contact Name: ______________________________________________________________________________

Contact Title: ________________________________________________________________________________

Telephone Number: __________________________________________________________________________

Email Address: _______________________________________________________________________________

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

School Locations

District Office – 5 E. South St., Hernando MS 38632 Transportation Department – 2211 Central Pkwy, Southaven MS 38672 Child Nutrition – 325 Kapik Dr, Hernando MS 38632 Chickasaw Elementary – 6391 Chickasaw, Olive Branch MS 38654 Center Hill Elementary – 13662 Center Hill Rd, Olive Branch MS 38654 Hernando Elementary – 455 Riley St., Hernando MS 38632 Hernando Middle School – 805 Dilworth Lane, Hernando MS 38632 Hernando High School-1200 McIngvale Rd, Nesbit, MS 38651 Hernando Intermediate School- 700 Dilworth Lane, Hernando MS 38632 Hernando Hills Elementary – 570 McIngvale Rd, Hernando MS 38632 Oak Grove Elementary – 893 Oak Grove Rd, Hernando MS 38632 Hernando Middle School – 700 Dilworth Lane, Hernando MS 38632 Horn Lake Elementary – 6341 Ridgewood Dr, Horn Lake MS 38637 Horn Lake High School – 3360 Church Rd, Horn Lake MS 38637 Horn Lake Middle School – 6125 Hurt Rd, Horn Lake MS 38637 Walls Elementary – 6131 Delta View Rd, Walls MS 38680 Horn Lake Intermediate School – 6585 Horn Lake Rd, Horn Lake MS 38637 Olive Branch Elementary – 9549 Pigeon Roost, Olive Branch MS 38654 Olive Branch High School – 9366 E. Sandidge Rd, Olive Branch MS 38654 Olive Branch Middle School – 6530 Blocker St., Olive Branch MS 38654 Shadow Oaks Elementary – 3780 Shadow Oaks Pkwy, Horn Lake MS 38637 Olive Branch Intermediate School – 8631 E. Pigeon Roost, Olive Branch MS 38654 Southaven Elementary – 8274 Claiborne Dr, Southaven MS 38671 Southaven High School – 735 Rasco Rd. W., Southaven MS 38671 Hope Sullivan Elementary – 7985 Southaven Circle W., Southaven MS 38671 Greenbrook Elementary – 730 Rasco Rd E., Southaven MS 38671 Southaven Intermediate School – 175 Rasco Rd, Southaven MS 38671 Southaven Middle School – 899 Rasco Rd W., Southaven MS 38671 DeSoto Central Elementary – 2411 Central Pkwy, Southaven MS 38672 DeSoto Central Primary School – 3210 Getwell Rd, Southaven MS 38672 DeSoto Central High School – 2911 Central Pkwy, Southaven MS 38672 DeSoto Central Middle School – 2611 Central Pkwy, Southaven MS 38672 Pleasant Hill Elementary – 7686 Pleasant Hill Rd, Olive Branch MS 38654 Lewisburg Elementary – 1717 Craft Rd, Olive Branch MS 38654 Lewisburg Primary School – 1707 Craft Rd, Olive Branch MS 38654 Lewisburg Middle School – 2605 Hwy 305 South, Hernando MS 38632 Lewisburg High School – 1755 Craft Rd, Olive Branch MS 38654 Lewisburg Intermediate School – 1711 Craft Rd, Olive Branch MS 38654 Overpark Elementary – 8530 Forest Hill Irene, Olive Branch MS 38654 Center Hill High School – 13250 Kirk Rd, Olive Branch MS 38654 Center Hill Middle School – 8756 Forest Hill Irene, Olive Branch MS 38654 Lake Cormorant Elementary – 3285 Wilson Mill Rd W., Lake Cormorant MS 38641 Lake Cormorant High School – 10201 Star Landing Rd, Lake Cormorant MS 38641

Lake Cormorant Middle Schools – 3203 Wilson Mill Rd, Lake Cormorant MS 38641 Career Tech West – 1005 Kuykendall Lane, Horn Lake MS 38637 Career Tech East – 8890 Deerfield Dr, Olive Branch MS 38654 DCAC/Magnolia – 6870 E. Center, Horn Lake MS 38637

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

DESOTO COUNTY SCHOOL DISTRICT

CONTRACT FOR SERVICES

CONTRACTOR: ____________________________ SS#_____________________

Address: ___________________________________ ___________________________________ Tax ID#_________________

Phone: ___________________________________

This agreement is effective as of ___________________, and terminates on ______________________. This agreement may be renewed for up to two (2) additional one (1) year terms, upon approval of the DeSoto County School Board.

This contract is made by and between DESOTO COUNTY SCHOOL DISTRICT, 5 East South Street, Hernando, MS 38632, (hereinafter referred to as DCSD) and ___________________________, (hereinafter referred to as CONTRACTOR).

In consideration of the mutual benefits to be derived from this Contract, the parties hereto covenant and agree as follows:

1. DESCRIPTION OF WORK

DCSD hereby contracts with CONTRACTOR to perform the following services:

_______ Please check if description of services is attached.

2. PERFORMANCE

CONTRACTOR hereby agrees to perform the services herein described in Paragraph 1 above in a proper, workmanlike, and dignified manner; warrants that he/she is able to and will perform such services in a manner acceptable to DCSD; and agrees to make all additions, deletions and/or changes that may be required by DCSD, as a condition precedent to the acceptance of such Specified Services by DCSD.

3. COMPENSATION

As full consideration for the services to be performed under this Contract, and for all rights, properties, and privileges vested in DCSD by the terms of this Contract, DCSD agrees to pay CONTRACTOR using the following payment terms:

The total amount of this contract shall not exceed $_______________________.

(total contract maximum)

($ _________ per hour x _______hours = $__________ per day x_________ days), payable as follows:

Original invoices should be submitted to ______________________________________________, on or before the monthly due date each month. FAXED INVOICES OR TIME RECORDS WILL NOT BE ACCEPTED. If invoices are received after the monthly due date or invoices are turned in without proper time records, invoices will not be entered for payment until the next month. Invoices are paid within 45 days of receipt of invoice, and checks are issued after Board of Education approval at the regular monthly meeting.

DCSD will not pay mileage or travel expense.

4. INDEPENDENT CONTRACTOR

Based upon the Internal Revenue Code, the CONTRACTOR has been classified as an independent contractor, is exempt from any overtime and assumes all responsibility for reporting any earnings to Federal and State authorities, as required by law. CONTRACTOR agrees to pay all applicable income taxes pursuant to State and Federal laws; and agrees to provide proof thereof, if requested. No act performed or representation made, whether oral or written, by the CONTRACTOR with respect to third parties shall be binding upon DCSD.

The CONTRACTOR shall perform all services as an independent contractor and shall discharge all of its liabilities as such. CONTRACTOR agrees to wear an identification badge issued by DCSD while on DCSD campuses/property. CONTRACTOR agrees not to serve as an educational advocate or representative of a parent for any DCSD student. CONTRACTOR agrees to manage time/schedule in order to meet the goals of the service within the constraints of the school day when students are present for instructional purposes.

5. INDEMNIFICATION

CONTRACTOR hereby waives and agrees to indemnify and hold harmless the DeSoto County Board of Education, and the District, its officials, agents, employees, and volunteers (hereinafter collectively referred to as “Indemnities”), against any and all claims of injuries, death, damage to property, liabilities, judgments, costs and expenses which may otherwise accrue against Indemnities as a result of the acts or omissions of Contractor’s employees or agents in performing this contract.

6. SPOILATION

CONTRACTOR shall promptly notify DCSD of all potential claims that arise from or result from this Contract. CONTRACTOR shall also take all reasonable steps to preserve all physical evidence and information that may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and grants to DCSD the opportunity to review and inspect the evidence including the scene of any accident.

7. COPYRIGHTS (if applicable) CONTRACTOR agrees that all new materials or processes developed, all inventions, new instructional concepts, techniques, scripts and/or work products created, devised, or produced under, or in the performance of, this Contract shall be and are the exclusive property of DCSD, in perpetuity.

8. TERMINATION

The DCSD, by written notice, may terminate this contract, in whole or in part, if funds supporting this contract are reduced or withdrawn. To the extent that this contract is for services, and if so terminated, the DCSD shall be liable only for payment in accordance with payment provisions of this contract for services rendered prior to the effective date of termination. The DCSD, in whole or in part, may terminate this contract for cause by written notification. Furthermore, the DCSD and the CONTRACTOR may terminate this contract, in whole or in part, upon mutual agreement. The DCSD or the CONTRACTOR may terminate this agreement for any reason after giving thirty (30) days written notice specifying the effective date thereof to the other party.

9. MODIFICATIONS OR AMENDMENT

Modifications or amendments to this Agreement may be made upon mutual agreement of the parties, in writing, signed by the parties hereto, and approved by the DeSoto County School Board. The parties agree to renegotiate this agreement if Federal and/or State revisions of any applicable laws or regulations make changes in this agreement necessary.

10. ACCESS TO RECORDS

The CONTRACTOR agrees to maintain reasonable records in connection with the services provided herein, including evidence that services were performed. Verification shall be by signature of school personnel on daily time records that will be turned in to the District Office, along with any and all monthly invoices. The CONTRACTOR agrees that DCSD, or any of its duly authorized representatives, at any time during the term of this agreement, shall have access to, and the right to audit and examine any pertinent books, documents, papers, and records of CONTRACTOR related to CONTRACTOR'S charges and performance under this agreement. CONTRACTOR shall keep such records for a period of three (3) years after final payment under this agreement, unless the DCSD authorize earlier disposition thereof. CONTRACTOR agrees to refund to DCSD any overpayments disclosed by any such audit. However, if any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records shall be retained until completion of the action and resolution of all issues which arise from it.

11. EQUAL OPPORTUNITY EMPLOYER

The CONTRACTOR understands that the DCSD is an equal opportunity employer, and therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other consideration made unlawful by Federal, State, or local laws. All such discrimination is unlawful, and the CONTRACTOR agrees, during the term of the agreement, that the CONTRACTOR will strictly adhere to this policy in its employment practices and provision of services.

12. NON-DISCRIMINATION

CONTRACTOR shall comply with Title VI and Title VII of the Civil Rights Act of 1964 (42 U.S.C.

§2000d et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 701 et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C. 1681-1688), the Age Discrimination Act of 1975 (42 U.S.C.

6101-6107), and other civil rights laws applicable to recipients of Federal financial assistance.

13. APPLICABLE LAW

This contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflict of law provisions; and any litigation with respect thereto shall be brought in the courts of the State of Mississippi. CONTRACTOR shall comply with, and all activities under this agreement and shall be subject to all applicable Federal, State of Mississippi, and local laws and regulations, including but not limited to all HIPPA and FERPA requirements and all policies of the DeSoto County School Board, as now exist, and as may be amended or modified.

14. ASSIGNMENT

CONTRACTOR shall not assign nor subcontract in whole or in part, its rights or obligations under this agreement without prior written consent of DCSD, and approval of the DeSoto County School Board. Any attempted assignment without said consent shall be void and of no effect.

15. AUTHORITY TO CONTRACT

CONTRACTOR warrants (a) that entry into and performance under this agreement is not restricted or prohibited by any loan, security, financing, contractual, or other agreement of any kind; and (b) notwithstanding any other provision of this agreement to the contrary, that there are no existing legal proceedings or prospective legal proceedings, either voluntary or otherwise, which may adversely affect its ability to perform its obligations under this agreement.

16. INSURANCE

CONTRACTOR agrees to maintain and provide at CONTRACTOR’s expense, and without the assistance of DCSD, all licenses, bonding and liability insurance required pursuant to Federal, State and local laws and policies of the DeSoto County School Board. CONTRACTOR hereby agrees to furnish Workers’ Compensation Insurance. Written verification of insurance must be submitted to DCSD Business Department prior to any services being performed under this contract.

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