add_1_RFP Greene Co landscaping final 2025_09.pdf

RFP – Greene Co. School System Landscaping Proposal 1 | P a g e

101 East Third Street Greensboro, Georgia 30642 706-453-7688 Dr. Aaryn Schmuhl, Superintendent

REQUEST FOR PROPOSAL (RFP) – Greene Co. School System

Landscaping Proposal Addendum #1 - 10/21/2025 RFP Submittal Information

Proposals may be mailed, or hand delivered. All proposals shall be delivered in sealed envelopes. No faxed proposals will be accepted. Late proposals will not be accepted.

Location: Proposals will be accepted at the Greene County School System – Corry Boston Jackson Educational Complex (Board of Education / Central Office) located at 101 East Third Street, Greensboro, Georgia.

Date: Friday, October 31, 2025 Time Deadline: 2:00 PM

Please Complete the following and include with your proposal:

Company Name:

Address:

City, State: _______________________________________________ Zip: ________________________

FEIN: ________________________________ Telephone: ________________

Signature of Owner or Authorized Officer/Agent: __________________________________________

Type Name of Above: ___________________________________________________________________

Email: _________________________________________________________________

By my signature, I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity or person submitting an offer for the same materials, supplies, equipment, or service (s), and is in all respects fair and without collusion or fraud. I further agree to abide by all conditions of this invitation, Greene County School System rules, policies and procedures, and certify that I am authorized by the offeror to sign his response. In submitting an offer to the Greene County School System, I, as the respondent, offer and agree that if the offer is accepted, the Proposer will convey, sell, assign, or transfer to the Greene County School System, all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Georgia for price fixing relating to the particular commodity(s) or service(s) purchased or acquired by the Greene County School System. Upon approval by Board, the information contained herein shall constitute the contract between the Board and vendor.

Questions Regarding this RFP Should Be Directed to:

Ralph Boswell, Construction Manager, Greene County School System russell.brock@greene.k12.ga.us and also ralph@oconeeengineering.com

Please use both emails for questions to ensure that questions are received mailto:russell.brock@greene.k12.ga.us mailto:ralph@oconeeengineering.com

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September 25, 2025 Addendum #1 – 10/21/2025 MODIFICATIONS IN RED

All Proposers:

The Greene County School System invites proposals from General Contractors for “Greene Co. School System Landscaping Proposal”.

Attached is the Request for Proposals (“RFP”) instruction document. The written requirements contained in this RFP shall not be changed or superseded except by written addenda from the Greene County School System. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Greene County School System.

Proposals will be received no later than 2:00 PM on Friday, October 31, 2025. Proposals may be hand delivered or sent via United States Postal Service or other postal shipping carrier. Greene County School System is not responsible for proposals not delivered or received and it shall be the duty of the Proposer to ensure receipt. The Greene County School System will not accept faxed or emailed copies of proposals.

Hand delivered copies may be delivered between the hours of 8:00 AM to 12:00 PM and 1:00 PM to 4:00 PM (EDT) Monday through Friday, excluding holidays, furlough days, and inclement weather closing.

Greene County School System reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the best interest of the Greene County School System.

We look forward to receiving your proposal and appreciate your interest in working with the Greene County School System.

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TABLE OF CONTENTS

PAGE

Section 1 Schedule of Events ……………………………………………………………… 4

Section 2 Instructions to Proposers ………………………………………………………… 5-9

Section 3 General Conditions ……………………………………………………………… 10-13

Section 4 Mandatory Submittal Documents ………………………………………………... 14

Section 5 Project Summary ………………………………………………………………… 15-18

Section 6 Selection Process …………………………………………………

ATTACHMENTS

Proposal Form …………………………………………………………………... 20 - 21 Proposer Qualifications ………………………………………………………… 22 - 23 Georgia Security & Immigration Compliance Affidavit ………………………. 24 Non-Collusion Affidavit………………………………………………………… 25 Maps of GCBOE Properties ……………………………………………………… 26 – 31 Answers to Questions relating to RFP……………………………………………. 32 - 33

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SECTION 1

SCHEDULE OF EVENTS

The schedule of events set out herein represents Greene County School System’s best estimate of the schedule that will be followed. However, delays to the procurement process may occur which may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the questions deadline date, is delayed, the rest of the schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the RFP will be publicly posted prior to the closing date of this RFP. After the close of the RFP, Greene County School System reserves the right to adjust the remainder of the proposed dates, including the dates for evaluation, negotiations, award, and the contract term on an as needed basis with or without notice.

Release of Request for Proposals Thursday September 25, 2025

Mandatory Pre-Proposal Conference 101 East 3rd Street, Greensboro, GA 30642 Superintendent’s Conference Room

Tuesday October 14, 2025 10:00 AM

Deadline for written questions Email Questions to russell.brock@greene.k12.ga.us And ralph@oconeeengineering.com

5:00 PM Friday, October 17, 2025

Answers to questions submitted shall be posted to GA Procurement Registry “Greene Co. School System Landscaping Proposal”.

End of day, Tuesday, October 21, 2025

Request for Proposals Due Date 2:00 PM (EST) October 31, 2025

Evaluation of Proposals October 31 – November 20, 2025

Projected Contract Award November 21, 2025

Implementation of Services November 21, 2025

Fall Break October 6 – October 10, 2025

Thanksgiving Break November 24 – November 28, 2025

Christmas Break December 22, 2025 – January 2, 2026

MLK Holiday January 19, 2026

Spring Break April 6, 2026 – April 10, 2026 mailto:russell.brock@greene.k12.ga.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

A. PREPARATION OF PROPOSALS

Proposals must be on the forms furnished within this RFP and completed in their entirety. Proposals must be submitted in a sealed envelope with your company name and “Greene Co. School System Landscaping Proposal” clearly marked on the outside of the envelope. Neither the purchaser nor any agent thereof on behalf of the purchaser will be obligated in any way by any Vendor response to this

RFP.

B. COMMUNICATION WITH GREENE COUNTY SCHOOL SYSTEM STAFF

1. All communications concerning this RFP must be submitted in writing to the Greene County School System. Email to russell.brock@greene.k12.ga.us (also ralph@oconeeengineering.com) is the preferred method of communication. Only written questions submitted via email will be accepted. Proposers are urged to review the specifications, requirements, and evaluation process prior to submitting a proposal.

By submitting a proposal, the Proposer is indicating their acceptance of the specifications, requirements, and evaluation process and will have no standing to protest the specifications, requirements, or evaluation process.

2. Obtaining Proposal Documents: Proposal Documents may be obtained electronically from the Greene County School System’s Procurement Site at https://www.greene.k12.ga.us/community/rfps-invitations-to-bid

C. DEFINITIONS

• The terms “Bidders” or “Vendor” or “Proposer” refers to those parties who are submitting proposals for the work set forth in this document.

• “Contract Documents” means the Agreement, the Proposer/Bidder’s proposal/bid document, the RFP/ITB/RFQ and such other documents as listed in the Agreement, including all amendments or addenda agreed between the parties;

• “Contractor” means the Bidder/Proposer awarded a Contract resulting from this RFP/ITB/RFQ.

• The term “Owner” refers to Greene County School System or its designated agent.

• Where the words “shall” or “must” are used, it signifies an absolute minimum function or capacity that, if not satisfied, may result in disqualification.

• “Should”, “may” or “is desirable” means desirable but not mandatory functions or capacities.

D. PROPOSAL FORM

Proposals must be submitted on the Form(s) included in this RFP, attached to these documents, extra copies of which are available. The acceptance of any or all alternates will be at the discretion of the Greene County School System.

E. INSURANCE AND BONDS

Contractor must submit with the bid/proposal certificates and/or other evidence of the following:

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01, including products and completed operations, with limits of no less than $1,000,000 per occurrence for bodily injury, personal injury, and property damage. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Symbol 1 (any auto), with limits no less than $1,000,000 per accident for bodily injury and property damage.

mailto:ralph@oconeeengineering.com

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3. Workers’ Compensation: Insurance as required by the State of Georgia, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.

OTHER INSURANCE PROVISIONS

The insurance policies are to contain, or be endorsed to contain, the following provisions:

a) Greene County School System, its officers, officials, employees, and volunteers are to be covered as additional insured’s on the CGL and automobile liability policies with respect to liability arising out of with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance.

b) Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to Greene County School System.

CLAIMS MADE POLICIES

If any coverage required is written on a claims made coverage form:

a) The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.

b) Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of contract work.

c) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.

d) A copy of the claims reporting requirements must be submitted to Greene County School System for review.

e) If the services involve lead-based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead-based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contractors Pollution Liability policy shall not contain mold exclusion, and the definition of Pollution shall include microbial matter, including mold.

ACCEPTABILITY OF INSURERS

Insurance is to be placed with insurers with a current A.M. Best rating of no less than A: VII, unless otherwise approved and acceptable to Greene County School System.

VERIFICATION OF COVERAGE

Contractor shall furnish Greene County School System with original certificates and amendatory endorsements or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by Greene County School System before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. Greene County School System reserves the right to require complete, certified copies of all required insurance policies, including endorsements that are required by these specifications at any time.

SUBCONTRACTORS

Contractor shall require and verify that all subcontractors maintain insurance that meets all the requirements stated herein.

a) If subcontractors will be used in the performance of this contract, vendor must complete and submit with its response the Primary Vendor/Subcontractor Utilization form.

b) Vendor shall not assign any duties to perform services nor to provide goods to Greene County School System under this contract to a subcontractor that is not listed in vendor’s response to this solicitation.

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c) If a subcontractor is removed from the contract at any time during the term, vendor must notify Greene County School System Office in writing with name of subcontractor, reason for removal and effective date.

d) If vendor desires to add a subcontractor at any time during the term of the contract, vendor must submit to Greene County School Systemin writing the following information on the subcontractor;

company name, address, telephone and fax number, service they will be providing and proposed effective date. Subcontractor may not begin providing service until approved by Greene County School System.

e) Vendor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.

SPECIAL RISKS OR CIRCUMSTANCES

Greene County School System reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.

F. CORRECTION

No erasure may be made on proposals. Prior to a proposal submission, errors may be stricken and corrections entered provided the person signing the solicitation initial the strikeover or addition. No alterations or amendments are allowed after a proposal opening or receipt of a proposal. Modifications to the proposal may be written on the outside of the envelope.

G. ADDENDUMS; TERMINATION OF SOLICITATION PROCESS

Greene County School System may revise a solicitation document by issuing a written addendum prior to its due date. A proposal shall make specific acknowledgement of all addendums. Greene County School System may terminate a solicitation process at any time prior to the award of the contract. Addendums must be signed and must accompany proposal response.

H. NON-RESTRICTIVE SPECIFICATIONS AND PROCEDURES

Greene County School System endeavors to use non-restrictive specifications whenever possible. Unless the solicitation specifically states otherwise, contractors are invited to inform the Greene County School System whenever specifications appear not to be fair and open. Greene County School System will be the ultimate determinant of the validity of specifications and procedures.

I. REQUESTS FOR ADDITIONAL INFORMATION

If any questions arise within the proposal documents, Proposer may submit to Russell Brock or Ralph Boswell, Construction Manager, Greene County Schools a written request for interpretation via e-mail.

Interpretation clarification of documents will generally be made by addendum. Copy of such addendum will be posted to the Georgia Procurement Registry. Greene County School System will not be responsible for any other explanation or interpretations.

J. TERMS, CONDITION, AND INSTRUCTIONS

Unless otherwise specified in the solicitation document, all terms and conditions outlined in the General Terms and Conditions contained herein are incorporated into and become a part of any awarded contract.

A Proposer may submit exceptions, but Greene County School System will not be bound thereto unless it so agrees, in writing. In addition, any exceptions material in nature may result in the bid/offer being deemed non-responsive and removed from consideration.

K. PREPAYMENT

Unless specified in the solicitation document, offers containing prepayment and/or progress payment requirements may be treated as non-responsive and excluded from consideration.

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L. TAXES

Greene County School System is prohibited from paying or reimbursing a contractor for any taxes that may be lawfully imposed on the contractor. Purchases by the Greene County School System are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificates will be furnished upon request.

M. IRREGULARITIES

Any deviations from the solicitation requirements, including but not limited to the General Terms and Conditions, are made at the Bidder’s risk, and Greene County School System reserves the right to reject any proposal containing such irregularities. Any such deviations should be conspicuously noted in the proposal. Correspondingly, Greene County School System reserves the right to waive irregularities when doing so would be in the best interest of the Greene County School System. Greene County School System further reserves the right to accept only a portion of a proposal and/or combine portions of two or more proposals, assuming the Contractors consent thereto.

N. RE-SOLICITATION

If at any time during the request for proposal process it is found that the integrity of the process has been compromised or that a substantial error has occurred, the solicitation may be terminated by Greene County School System, in its sole discretion. The request for proposal may thereafter be re-solicited if Greene County School System so desires.

O. REVISION OR WITHDRAWAL OF AN OFFER

A proposal may be revised or withdrawn by the Bidder prior to the opening date and time. After the proposal is opened and closed, Greene County School System may, in its sole discretion permit withdrawal when its best interest would be served.

Generally, withdrawal will only be allowed in cases where there has been an honest mistake not resulting from negligence with the mistake being clearly ascertainable. A proposal cannot be withdrawn after the contract has been awarded.

P. PROPOSER’S QUALIFICATIONS

Bidder may be required, before awarding of the contract, to show that they have the necessary facilities, ability, and financial resources to execute the work in a satisfactory manner and within the time specified;

that they have had experience in similar construction work; that they have past history and references which will ensure Greene County School System of their qualifications for executing the work.

Q. EXCEPTIONS

The submission of a proposal shall be considered an agreement to all the terms and conditions provided herein and in the various RFP documents, unless specifically noted otherwise in the proposal.

Any deviation from the specifications must be clearly identified on the appropriate bid form(s). If the proposer wishes to provide additional detail regarding the deviations in an accompanying letter, it should be noted on the appropriate bid form(s).

Greene County School System shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the RFP. If Greene County School System determines that the modifications or deviations from the specifications are not in compliance, the bid may be rejected.

Any and all deviations must be presented on a separate sheet of paper clearly titled with the wording

“DEVIATIONS”.

R. OPEN RECORDS

All information contained in proposals submitted to Greene County School System are subject to the Georgia Open Records Act. If Contractor claims that any information or documentation is exempt from public disclosure, Contractor shall clearly identify the specific item(s) it claims to be exempt and state the basis for exemption, including citation to the relevant section of the Georgia Open Records Act.

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S. AFFIDAVITS

Contractor must submit properly completed and executed E-verify Affidavit with the bid/proposal package.

T. FREIGHT CHARGES AND SHIPPING TERMS

All offers received must be F.O.B Destination with freight included in the purchase price, unless otherwise specified in the solicitation.

U. SPECIAL CONDITIONS

1. Each respondent shall submit all information requested, in the order specified in the Proposals Submission Requirements. Failure to do so may result in the proposal being rejected. Proposals shall be straightforward and concise and shall demonstrate the proposer’s ability to satisfy the requirements of the RFP.

2. This process is a Request for Proposal/Competitive Negotiation process. As such, only the names of the respondents shall be read at the closing of proposals. The Greene County School System reserves the right to negotiate on any or all components of each proposal submitted. The Greene County School System reserves the right to negotiate with one or more respondents in order to come to an acceptable contract agreement. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such will be kept confidential. The negotiation discussions will be held as confidential as well until such time as the award is completed.

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SECTION 3

GENERAL CONDITIONS

1. INCORPORATION INTO CONTRACT

These General Terms and Conditions shall apply to all proposals awarded by Greene County School System and are a part of the contract between the Contractor and Greene County School System unless deviation herein is noted in the solicitation documents (RFP) or otherwise specifically agreed to by the parties.

2. LOCATION OF SITES

The location of the work is on the following properties of the Greene County School System (Owner).

Carson Middle School, 1010 Main Street, Greensboro, GA 30642

AND

Greene County Elementary School, 1444 Town Center Parkway, Greensboro, GA 30642

AND

Greene County High School. 1002 South Main Street, Greensboro, GA 30642

AND

CBJ Office Complex 101 East 3rd Street, Greensboro, GA 30642

AND

Old Union Point Facility, 1401 Highway 77, Union Point, GA 30669

AND

Greene County History Museum, 201 East Greene Street, Greensboro, GA 30642

AND

Old GES School Site, 1441 Martin Luther King Drive, Greensboro, GA 30642

AND

Greene County Bus Facility, Kevin Roberts Way, Greensboro, GA 30642

3. WORKMANSHIP

All work shall be performed in a workmanlike manner and in compliance with the proposal and other contract documents. Greene County School System personnel may observe the work procedures and workmanship of the Contractor, but such observation will not relieve the Contractor from responsibility for performance.

4. CHANGE IN CONTRACT

Greene County School System will not be responsible for any change in the work involving extra cost unless approval in writing is furnished by Greene County School System before such work is begun.

5. INDEMNIFICATION

To the maximum extent permitted by law, Contractor agrees to hold Greene County School System harmless and to indemnify Greene County School System from every expense, liability or payment arising out of or through injury (including death) to any person or persons or damage to property arising out of or suffered through any act or omission of the Contractor or Subcontractor.

6. CONTRACTOR’S REPRESENTATIVE

Greene County School System reserves the right, without cause, to refuse to allow any representative of the Contractor to service the contract in any manner. In this event, the Contractor shall furnish another representative which is acceptable to Greene County School System.

7. GREENE COUNTY SCHOOL SYSTEM REGULATIONS

The Contractor and his representatives shall follow all applicable Greene County School System regulations while on Greene County School System property, including the no smoking and alcohol policy. Work shall not interfere with the activities of Greene County Primary School or its environment unless permission is given by the Greene County School System.

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8. GOVERNING LAW

The proposal process and any contract entered pursuant thereto shall be governed under the laws of the state of Georgia.

9. IMMIGRATION COMPLIANCE

Federal Immigration and Control Act - Contractor shall comply fully with and remain in full compliance with the Immigration and Control Act of 1986, as amended to date, including but not limited to all required employment and identity verification procedures and record keeping requirements.

In the event Contractor fails to comply in any respect with the requirements of the Immigration Reform and Control Act of 1986, Contractor shall indemnify Greene County School System and hold Greene County School System harmless from any and all penalties, fines, charges, assessments, claims, demands, actions, or causes of action by the United States Government or by any other entity or person, and agrees to pay any expenses incurred by the Contractor as a result of such failure.

Georgia Security and Immigration Act of 2006 - Contractor shall comply with the requirements of the Georgia Security and Immigration Act of 2006, as amended to date, and shall execute such affidavits or other documents reasonably required pursuant thereto.

10. COMPLIANCE WITH LAWS

The Contractor will comply with all licensing laws applicable to their operation in the state of Georgia and any federal laws required for the purpose of doing business. Contractor shall, at its own expense, obtain all necessary permits, give all notices, pay all license fees and taxes, and comply with all applicable local, State and Federal Laws, ordinances, rules and regulations in connection with its performance under this contract.

Contractor further agrees that in the performance of the contract, it will comply with all laws, regulations, rules and policies that may apply to public education in general and the operation of Greene County School Systemin particular.

11. CONFIDENTIALITY

Contractor acknowledges that some material and information which may come into its possession or knowledge may consist of confidential and private information of Greene County School System, its students, or employees, the disclosure of which to or use by third parties may be damaging or in violation of applicable law. Contractor therefore agrees to hold such material and information in strictest confidence, not to make use thereof other than as is necessary for performance of this contract, and not to release or disclose any information to any other party except as may be required by law.

Contractor hereby expressly agrees to immediately remove any subcontractor or any of Contractor’s employees from performing any work in connection with this contract upon Greene County School System giving notice to Contractor that Greene County School System reasonably believes such person has failed to meet the confidentiality obligations or standards of this contract. Any employee or subcontractor so removed shall be replaced as provided under the staffing requirements of this contract.

Confidential information includes, but is not limited to, employee data, educational records, and information relating to health records, physician and provider notes, medical bills, claims and other written information of a personal nature, which is to be safeguarded to ensure that it is not improperly disclosed.

See, e.g., O.C.G.A. § 50-18-72, O.C.G.A. § 10-1-760, 34 CFR §99.31, 20 USC §1232 (g), 45 C.F.R. § 741.6(c)(3), 45 C.F.R. §84.14(d) and 20 U.S.C. §§ 1400-1491.

Nothing herein shall be construed to prevent Contractor from compliance with the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Contractor shall give Greene County School System reasonable notice of any request for information under the Georgia Open Records Act and shall comply with such reasonable direction as Greene County School System provides.

12. DISPUTES

The exclusive jurisdiction and venue for all disputes arising between the Contractor and Greene County School System in connection with the Proposal or any Contract condition shall be the Superior Court of Greene County, Georgia. Contractor and Greene County School System may mutually agree to mediation, arbitration, or other alternative dispute resolution as a precursor or alternative to suit in said

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Court. Contractor agrees to pay for Greene County School System’s costs; including any attorney’s fees and expenses of litigation, incurred in any litigation should Greene County School System be a prevailing party. Greene County School System shall be considered to be a prevailing party if the contractor’s lawsuit against Greene County School System is dismissed at any time for any reason, including without limitation a dismissal without prejudice.

13. OBLIGATIONS OF CONTRACTOR

A. Except as otherwise specifically noted, provide and pay for:

1. Labor, materials and equipment;

2. Tools, construction equipment and machinery;

B. Pay legally required sales, consumer and use taxes.

C. Give required notices.

D. Comply with codes, ordinances, rules, regulations, orders and other legal requirements of public authorities having jurisdiction over this work.

E. Promptly submit written notice to Russell Brock or Ralph Boswell, Construction Manager, Greene

County School System, of any observed variance of specified landscaping scope of work.

F. The Contractor shall have a supervisor on the project anytime any work is taking place.

14. CONTRACTOR NON-PERFORMANCE

In the event of a breach by Contractor, Greene County School System shall send to Contractor a written Notice of Default executed by one of its Officers by either hand delivery, fax or by U.S. Certified Mail;

except that in the event of an emergency affecting the safety of persons or property, Greene County School System may proceed as below without notice. Should Contractor fail to cure such default within three (3) days from receipt of the Notice of Default, then Greene County School System, may, without prejudice to any other rights or remedies Greene County School System may have under law, pursue any or all of the following remedies:

a) Supply such number of workers and quantity of materials, equipment and other facilities as Greene County School System deems necessary for the completion of the Contractor's obligations, or any part thereof which Contractor has failed to complete or perform after the aforesaid notice, and charge the cost thereof to Contractor, who shall be liable for the payment of same including reasonable overhead and profit; or

b) Contract with one or more additional contractors to perform such part of the Contractor's obligations as Greene County School System shall determine will provide the most expeditious completion of said obligations and charge the cost thereof to Contractor, who shall be liable for the payment of same, including reasonable overhead and profit; or

c) Withhold payment of any monies due Contractor pending corrective action to the extent required by and to the satisfaction of Greene County School System; or

d) Terminate this Agreement, in which event all costs incurred by Greene County School System in so performing the remainder of the Contractor's obligations, including reasonable overhead and profit, shall be deducted from any remaining amounts due or to become due to Contractor. In addition to other damages that may be incurred by Greene County School System, Contractor shall be liable for the payment of any reasonable amount by which such expense may exceed the unpaid balance of the Contract price.

The failure of Greene County School System to exercise any of its rights hereunder shall not be deemed to be a waiver of such rights or a waiver of any subsequent breach.

15. TERMINATION WITHOUT CAUSE

Unless provided otherwise by the contract documents, Greene County School System may terminate this Agreement without cause upon no less than 30 days written notice to the Contractor. In such event, Greene County School System shall pay contractor for the work performed prior to the date of termination.

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16. SEVERABILITY

Any section, subsection, paragraph, term, condition, provision or other part of this contract which is held, found or declared to be voidable, void, invalid, illegal or otherwise not fully enforceable shall not void any other section, subsection, paragraph, term, condition, provision or part of this contract, and the remainder of this contract shall continue to be of full force and effect.

Any agreement of the parties to amend, modify, eliminate or otherwise change any section, subsection, paragraph, term, condition, provision or other term of this Contract shall not affect any other section, subsection, paragraph, term, condition, provision or part of the contract, and the remainder of this contract shall continue to be of full force and effect.

17. PUBLICITY

Contractor shall not prepare or disseminate any publicity relating to this contract, products sold or licensed, or the services performed under this contract without express written prior consent of Greene County School System. As used in this section, the term “publicity” includes but is not limited to advertisements, flyers, public announcements, pamphlets, press releases, reports, books, broadcasts, signs, and similar public information.

18. BACKGROUND CHECKS

Greene County School System may require background checks on any employee or subcontractor who will be working on Greene County School System property.

Background checks must be provided to the Greene County School System Human Resources Director upon request by the Greene County School System.

Firm agrees to comply with any request from the Greene County School System to remove any firm employee from Greene County School System property. Firm agrees to cooperate with the Greene County School System to the fullest extent practicable in any investigation of any actual or alleged misconduct of any firm employee in connection with any activity arising out of this Agreement.

Greene County School System may require a criminal background check, periodically, and ensure that all employees meet security requirements.

All necessary checks shall be completed prior to employee beginning work. Failure to do so may result in termination of contract.

19. NOTICES

Any notice given in connection with this Agreement shall be given in writing and shall be delivered either by hand to the party or by certified mail, return receipt requested, to the party, at the party’s address stated herein. Any party may change its address stated herein by giving notice of the change in accordance with this paragraph.

Authorized Representative & Title (Print or Type)

Authorized Representative (Signature)

Date

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SECTION 4

MANDATORY SUBMITTAL DOCUMENTS

All proposals received will become a part of the official contract file and may be subject to disclosure. A complete signed proposal must include the documents listed below.

Proposers are expected to examine the specifications and all instructions. Failure to do so will be at the Proposer’s risk. Each Proposer shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an employee of the company who is legally authorized to enter into a contractual relationship in the name of the company.

MANDATORY DOCUMENTS CHECKLIST:

Proposer must complete, execute, and include with the proposal the following mandatory documents:

� Cover Letter Cover letter introducing the company and include the corporate name, address and telephone number of the corporate headquarters and local office (if applicable).

� Proposal Form (Included in RFP Package)

� Proposer Qualifications Form (Included in RFP Package)

� Georgia Security & Immigration compliance Affidavit (Included in RFP Package)

� Certificates of Insurance Provide Certificates of Insurance coverage.

� Copy of W-9 � Copy of valid Georgia business license � Proposal Security Form (included in RFP Package) � Non-Collusion Affidavit (included in RFP Package)

Submit to:

Greene County School System Attention: Russell Brock, Assistant Superintendent 101 East Third Street Greensboro, GA 30642 Clearly marked:

“Greene Co. School System Landscaping Proposal”

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SECTION 5

PROJECT SUMMARY

Project Information

Times & Schedules

- Weekly maintenance April-October and Bi-Monthly (twice monthly) November - March.

(a) Proposers will propose a landscaping schedule as part of the proposal process

(b) Additional visits may be added by the Greene County School System. Please provide pricing for “full service” service calls and “special event” service calls in the unit pricing portion of the Proposal Form.

(c) Weather conditions may cause a rotation of cuts to be eliminated or rescheduled.

(d) The cutting/landscaping rotation will be submitted in the proposal to the Greene County

School System Business Department for approval.

- Greene County School System will provide Open House dates. Morning start times and afternoon end times will be provided by each school.

(a) Grass cutting operations are prohibited at all Elementary schools during recess or outdoor physical education (PE) classes. These times will be scheduled between the principal and crew leader.

(b) Grass cutting is prohibited at all schools during morning drop off and afternoon pick up.

Times to be coordinated with building principal.

- Open House (early August) should not be performed more than (3) days prior to open and will require additional edging (entire property), tree/shrub pruning and debris removal.

- Spring Cut (first cut of the season) will require additional edging (entire property), tree/shrub pruning and debris removal.

Pine straw

• 1 application per year (2 weeks before school year begins)

• CBJ central office complex, high school (front landscape area including parking lot plant beds), Carson Middle School (entrance sign, front entrance, & plant beds around round about) Union Point School (front entrance and plant beds), Greene County Elementary School (front entrance and all plant beds), Transportation Facility (flower beds), Greene County High School (front entrance and plant beds, etc)

Spray/Weed Control/Ants

• CBJ central office, High School (sodded area), Practice Football Field, Elementary School (sodded areas) 4 applications per year

• Ant control (front of all schools and play areas at Greene County Elementary and Carson Middle School)

• Keep all plant beds weed free (this is to be managed each visit)

• Keep all shrubbery on each property pruned as needed (typically 3 times per year)

• Remove sucker limbs from trees as needed (Crepe Myrtles)

• Keep parking lot curb clean of silt and debris to avoid vegetation growth

• Be able to work around test schedules

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• Promptly respond to any service calls (full service or special event service calls) within 24 hours o Example of “full service” call: It has been raining often and all the facilities need to be cut an additional time between regular cuts o Example (of “special event” call): Extra cut for an event at the football field, or an extra cut for board meeting at CBJ central office

• Keep old tennis court and parking lot weed free

• Edge all curbing and sidewalks at all properties

General

- An aerial map and address of each school location will be provided at the mandatory pre-proposal meeting.

- A maximum grass height of (2) inches will be required; any exceptions must be approved by a GCSS representative.

- All locations will be mowed, edged and weeded at each cut to include the following areas:

o All buildings, including portable classrooms o All paved areas o All trees and shrubs o All sidewalks, curbs and steps o All fence lines o All exterior playground equipment

- All paved areas, sidewalks, curbs and steps within (100) feet of all buildings will be edged with metal blade and blown free of grass clippings during each scheduled cut.

- Cutting and edging should be performed in a manner that eliminates or reduces grass clippings from entering parking areas.

- All debris, including litter and storm debris, will be removed from each site and disposed of properly before each cut.

- All cracks, joints and seams in paved and concreted areas must be treated with a pre-emergent and post-emergent weed control agent at a sufficient rate to eliminate/prevent weed growth. If the weed control agent requires a license to apply, it is the contractor’s responsibility to obtain said license. Weeds in flower beds and any other location must be adequately maintained.

- Mulch/pine straw for flower beds will be spread and/or delivered based upon need at a per load/bale rate

- Fertilization and chemical application of grass and plants will be completed using a schedule recommended by the contractor to ensure the grounds remain highly presentable.

Equipment

- The contractor must possess the following equipment:

(a) Commercial grooming mower equipped with discharge deflectors or mulching deck with no discharge.

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-all deflectors, mulching decks, and safety equipment must be in place and operating at all times while on GCSS property.

-all tires on equipment must be low-profile turf tires, to minimize damage to grounds during cutting.

(b) Push mowers equipped with discharge deflectors and mulching kits.

(c) Commercial weed trimmers with deflector guard.

(d) Gas powered backpack or hand held commercial blower.

(e) Items necessary to properly spread fertilizer/chemical applications

Damages

- Any Greene County School System or private property damage must be reported to the school principal and the Business Office immediately.

(a) Greene County School System property damage will be repaired, paid for by the Business

Department and deducted from the next contractor payment. Items include but are not limited to:

-sprinkler heads -broken or cracked windows -sports tracks -signage -fence/gates -damaged underpinning on modular classrooms

(b) Private property damage will be repaired and paid for by the Contractor. This repair will be coordinated between contractor and owner. Items include but are not limited to:

-broken automobile glass

-scratched and/or dented automobiles

-grass clippings and/or dirt on automobiles

Crew leader responsibilities

- Able to communicate (written and verbally) clearly and coherently with school administration and the Business Department representative.

- Should be on the premises at all times and able to be contacted at any time during a scheduled cut (Business representative to have all contact information).

- To notify the main office upon arriving at each school location, prior to grass cutting and when grass cutting is complete.

- Supply the main office with a complete list of all crewmembers on site during grass cutting.

- Crewmembers must wear uniforms or shirts that identify the Lawn Maintenance Company.

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- Making sure all Personal Protective Equipment, safety equipment and cutting guards are being used at all times.

- That the appropriate cutting speed is being observed to obtain optimal grass cutting. This is to assure that no grass is missed, laid down, or not cut.

- Periodically checking the blades on the mowers for proper sharpness to obtain maximum cutting ability.

- Areas that are not cut properly due to speed, dull blades, neglect or excessive clipping build up will be subject to call back at the contractor’s expense.

- Reporting all grass cutting issues and facility issues to the Assistant Superintendent during normal business hours (8:00 am – 4:30 pm, Mon. – Fri.) immediately upon findings.

- After hours issues will be reported to the Assistant Superintendent via cell phone.

Additional pricing may be requested for additional needs/wants as they may arise.

Any discussions regarding price with GCSS employees or other Proposers prior to the proposal review is expressly forbidden and will result in disqualification of your proposal.

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SECTION 6

SELECTION PROCESS

The Greene County School System intends to award a contract after evaluating and scoring the proposals. Proposals not meeting minimum eligibility requirements or found to be incomplete will not be considered. Proposals not deemed within the competitive range will not be considered. The Greene County School System may disqualify any proposal if it is deemed to be in the best interest of the school system.

EVALUATION CRITERIA

Evaluation of proposals will be based on a combination of the factors as shown in the RFP scoring matrix shown below. No single factor will determine the final decision. Greene County School System will review and score the proposals from October 31 – November 20, 2025. Greene County School System reserves the right to seek additional information that may be needed from all respondents in order to clarify the proposal(s). Such informative information shall be provided to Greene County School System at no cost and within two (2) working days. Greene County School System encourages proposals in accordance with the requirements outlined in this document. Alternate proposals will be considered solely at the discretion of Greene County School System.

Proposal Evaluation RFP’s will be evaluated per the scoring matrix listed.

CRITERIA Possible points

1. Firm reputation, references, work of a similar nature, and ability to perform work as defined in RFP

2. Adherence to RFP requirements to include submission of all required information

3. Location of firm. Preference will be given to firms with headquarters or a branch office in the City of Greensboro, Greene County, and surrounding counties.

4. Firm’s past performance with Greene County School System and/or nearby school districts and/or municipal governments.

(Supply references from at least 3 school districts/municipalities within a 40-mile radius of Greene County School System Central Office.)

5. Project Cost {(Lowest Price/Current Price) x Points Possible} = Score

TOTAL 100

Grading Criteria

1) Subtract 5 points for each example of the following:

a. Negative references (-5 points each / -10 points max)

b. Inability to give work of a similar nature (-5 points)

2) Subtract 3 points for each example of missing / incorrect required RFP info.

3) Headquarters or branch office in City of Greensboro or Greene County will receive 20 points. Headquarters or branch office in surrounding (bordering) counties will receive 15 points. Firms that do not meet these criteria will have points deducted based on the following formula: {(Closest Firm Distance (from GCSS)/Current Firm Distance) x Points Possible} = Score

4) Points will be awarded based on the following:

a. Successful projects with Greene County School System = 7 pts each (20 points max)

b. Successful projects within 40 miles of GCSS = 5 pts each

c. Successful projects within 80 miles of GCSS = 2 pts each

5) Points will be awarded based on the following: {(Lowest Price/Current Price) x Points Possible} = Score

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PROPOSAL FORM

1.01 TO:

A. Submit in a sealed envelope, plainly showing offeror's business license name and number, description of the Work and the proposal submission date:

Greene County School System Attention: Russell Brock, Assistant Superintendent 101 East Third Street Greensboro, GA 30642 Clearly marked: “Greene Co. School System Landscaping Proposal”

B. Offerors shall keep the Proposal Form intact and return all pages when submitting the Proposal.

C. Failure to submit the complete Proposal Form may invalidate the Proposal.

1.02 FOR:

A. Project: Greene Co. School System Landscaping Proposal Locations: Location of sites as listed in SECTION 3 – Item #2

1.03 DATE: ________________ (OFFEROR TO ENTER DATE)

1.04 SUBMITTED BY: (BIDDER TO ENTER NAME AND ADDRESS)

A. Offeror's Full Name _____________________________________________________

1. Address ________________________________________________________

2. City, state, Zip ___________________________________________________

3. Phone, Fax, E-mail ________________________________________________

1.05 OFFER

A. Having examined the Place of The Work and all matters referred to in this Request for Proposal for the above-mentioned landscaping services, we, the undersigned, hereby offer to enter into a Contract to perform the Work for the Sum of:

B. _________________________________________________________________________dollars per year ($__________________________), in lawful money of the United States of America.

Lump sum will be divided into twelve equal payments to be billed at the end of each month of service.

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C. UNIT PRICES:

“Full Service” service call (cut all facilities) $___________ per trip

“Special Event” service call (typically one facility) $___________ / hour/man

Fall / Spring annual plants $___________ per flat (installed)

Pine Straw application (beyond 1 annual) $___________ per bale (installed)

Irrigation repair service call $___________ / hour/man

D. All applicable federal taxes are included and State of Georgia taxes are included in the Proposal Sum.

1.06 ACCEPTANCE

A. This offer shall be open to acceptance and is irrevocable for thirty days from the proposal closing date.

B. If this proposal is accepted by Greene County School System within the time period stated above, we will begin landscaping services within _________ calendar days from the notice to proceed.

1.11 PROPOSAL FORM SIGNATURE(S) The Corporate Seal of

(Proposer - print the full name of your firm) was hereunto affixed in the presence of:

(Authorized signing officer, Title)

(Seal)

(Federal Tax ID)…