INVITATION TO BID Lawn Care FINAL.pdf

REGIONAL SCHOOL DISTRICT #4

REQUEST FOR PROPOSALS

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

AT

VALLEY REGIONAL HIGH SCHOOL AND JOHN WNTHROP MIDDLE SCHOOL

April 30, 2026

The Regional School District No. 4 Board of Education of the State of Connecticut (“RSD 4 Board”) hereby invites the submission of sealed Proposals for Athletic Fields and Grounds Maintenance at Valley Regional High School and John Winthrop Middle School. Specifications may be obtained on the Regional School District 4 website at www.reg4.k12.ct.us under “Request for Proposals”

Regional School District #4 will receive One (1) original and one (1) copy of a sealed proposal on or before 2:00PM, on Thursday, May 28, 2026 at the Office of the Superintendent located at 1 Winthrop Road, Deep River, CT 06417. At such time, the proposals will be publicly opened and read aloud. Regional School District 4 will not accept submissions via email or fax.

A mandatory Walk Through & Site Visit will be held on Friday, May 15, 2026 at 9:00 AM beginning at John Winthrop Middle School in Deep River, CT.

Although fee proposals will be taken into account as one of the considerations in the overall selection process, the Board is not required to award the contract to the Proposer submitting the lowest fee proposal. In its review of responses to this Request and selection of the Contract awardee, the Board will be guided by the selection of the Contract awardee that would best serve the interests of the Board and who has the capabilities and resources to complete the work within the necessary timeline.

All bids are subject to terms and conditions set forth in bid documents and it is the sole responsibility of all bidders to comply with all terms and conditions.

Regional School District #4 Board of Education reserves the right to waive any informalities or irregularities in bidding, to reject any or all bids in full or in part and to accept any bid it deems is in the public interest.

Proposals must be held firm and cannot be withdrawn for sixty (60) calendar days after the opening date.

REGIONAL SCHOOL DISTRICT #4 is an Affirmative Action/Equal Opportunity Employer, and encourages bid submissions from MBE’s, WBE’s and SBE’s.

Robert Grissom

Finance Director http://www.reg4.k12.ct.us/

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

TABLE OF CONTENTS

SECTION A: INSTRUCTIONS TO PROPOSERS

1 INTRODUCTION

2 RIGHT TO AMEND OR TERMINATE THE RFP OR CONTRACT

3 KEY DATES

4 OBTAINING THE RFP

5 PROPOSAL SUBMISSION INSTRUCTIONS

6 QUESTIONS AND AMENDMENTS

7 ADDITIONAL INFORMATION

8 COSTS FOR PREPARING PROPOSAL

9 OWNERSHIP OF PROPOSALS

10 FREEDOM OF INFORMATION ACT

11 REQUIRED DISCLOSURES

12 REFERENCES

13 LEGAL STATUS

14 AWARD & AUTHORITY

15 PRESUMPTION OF PROPOSER'S FULL KNOWLEDGE

16 WORK REGULATIONS AND STANDARDS

17 TAX EXEMPTIONS

18 INSURANCE

19 TERM OF CONTRACT

20 PERFORMANCE, TERMINATION AND CANCELLATION

21 PERFORMANCE AND PAYMENT BOND

22 AWARD CRITERIA; SELECTION; CONTRACT EXECUTION

23 QUALIFICATIONS:

24 COMPLIANCE WITH IMMIGRATION LAWS

25 NON COLLUSION AFFIDAVIT

26 CONTRACT TERMS.

SECTION B: GENERAL SPECIFICATIONS FOR GROUNDS UPKEEP AND ATHELTIC FIELDS

MAINTENANCE

SECTION C: SPECIFICATIONS FOR FIELDS MAINTENANCE

1 GENERAL DAILY ACTIVITY

2 ATHLETIC FIELDS

3 MOWING, STRING TRIMMING AND LITTER REMOVAL

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

4 TURF MAINTENANCE

5 BRUSH CLEARING

6 CROSS COUNTRY TRAIL

7 TRASH REMOVAL/MANAGEMENT

8 LINING AND MEASURING FIELD DIMENSIONS

9 FIELD DRAGGING

10 MAINTENANCE AND ORGANIZATION OF FIELD EQUIPMENT

11 SPRING AND FALL CLEAN-UPS

12 AERATION, SEEDING AND SODDING

13 CLAY MAINTENANCE AND GROOMING

14 IRRIGATION SYSTEMS

15 COORDINATION OF WORK WITH DISTRICT OFFICIALS/FIELD USERS

16 MISCELLANEOUS

17 SCHEDULE 1 – LINING

18 SCHEDULE 2 – FIELD DRAGGING

19 SCHEDULE 3 – FIELD EQUIPMENT MAINTENANCE/ORGANIZATION

SECTION D: SPECIFICATIONS FOR LAWN AND GROUNDS MAINTENANCE

1 DESCRIPTION OF WORK

2 BRUSH CLEARING

3 WORK SCHEDULE

4 WEEDING BEDS AND CURBS

5 EDGING BEDS AND SIDEWALKS

6 PRUNING SHRUBS, SMALL TREES, PERENNIALS AND GRASSES

7 MULCHING LANDSCAPED AREAS, INCLUDING ORNAMENTAL BEDS,

FOUNDATION BEDS AND SMALL TREES

8 FALL, SPRING and ONGOING SEASONAL CLEAN UPS

9 WINTER SAND CLEAN UP OF PATHWAYS

10 QUALIFICATIONS/ STATE LICENSES/ EQUIPMENT REQUIRED/ DOCUMENTATION

PROPOSAL FORMS

EXHIBIT A: PROPOSAL FOR GROUNDS AND FIELDS MAINTENANCE CONTRACT

EXHIBIT B: PROPOSER'S LEGAL STATUS DISCLOSURE

EXHIBIT C: PROPOSER'S NON COLLUSION AFFIDAVIT

EXHIBIT D: PROPOSER’S STATEMENT OF REFERENCES

EXHIBIT E: SAMPLE CONTRACT

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

MAP OF JWMS FIELDS

MAP OF VRHS FIELDS

SPRINKLER LOCATIONS

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

SECTION A: INSTRUCTIONS TO PROPOSERS

1. INTRODUCTION

The REGIONAL SCHOOL DISTRICT 4 (the "District") Board of Education is soliciting proposals for Athletic Fields Maintenance as set forth in Section C of this RFP, and the for Lawn and Grounds Maintenance at John Winthrop Middle School, Valley Regional High School and Central Office as set forth in Section D of this RFP. The contract will be for a three (3) year period with an option to renew for year 4 & 5 at the discretion of the District. This RFP is not a contract offer, and no contract will exist unless and until a written contract is signed by the District and the successful proposer.

Interested parties should submit a proposal in accordance with the requirements and directions contained in this RFP. Proposers are prohibited from contacting any District employee(with the exception of the Director of Facilities or Business Manager), officer or official concerning this RFP, except as set forth in Section 6, below.

A proposer's failure to comply with this requirement may result in disqualification.

For all purposes herein, the word “DISTRICT” shall be deemed to include the REGIONAL SCHOOL DISTRICT 4, acting through its Board of Education.

The Board of Education shall be the awarding body for the Contract for the work set forth in Section B and C.

If there are any conflicts between the provisions of these Standard Instructions to Proposers and any other documents comprising this RFP, these Standard Instructions to Proposers shall prevail.

2. RIGHT TO AMEND OR TERMINATE THE RFP OR CONTRACT

The District may, before or after proposal opening and in its sole discretion, clarify, modify, amend or terminate this RFP if the District determines it is in the District's best interest. Any such action shall be indicated by a posting on the District's website, www.reg4.K12.ct.us. Each proposer is responsible for checking the District's website to determine if the District has issued any addenda and, if so, to complete its proposal in accordance with the RFP as modified by the addenda.

If this RFP provides for a multi-year agreement, the District also reserves the right to terminate the Contract at the end of the last fiscal year for which funds have been appropriated, and the District shall have no obligation or liability to the successful proposer for any unfunded year or years.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

3. KEY DATES

Advertisement of Request for Proposals April 30, 2026 Date of Mandatory Walk Thru and Site Visit May 15, 2026 at 9:00 AM Deadline for Submitting Questions May 19, 2026 at 4:00 PM Q & A Posted to District Website May 22, 2026 Public Proposal Opening May 28, 2026 at 2:00 PM Proposal Awarded (Tentative) June 4, 2026 Commencement of Work July 1, 2026 Contract Execution – Initial Term July 1, 2026 – June 30, 2029 Contract Execution – Option Extension 1 July 1, 2029 – June 30, 2030 Contract Execution – Option Extension 2 July 1, 2030 – June 30, 2031

A Mandatory pre-bid site visit and walkthrough will be held at 9:00 AM on Friday, May 15, 2026.

All interested parties are to meet at the Regional School District #4 Central Office, 1 Winthrop Road, Deep River, CT 06417. This walk thru will tour the fields and grounds of John Winthrop Middle School and continue to Valley Regional High School for a tour of the fields and grounds at that property.

4. OBTAINING THE RFP

All documents that are a part of this RFP may be obtained on the District's website, www.reg4.K12.ct.us, under “Requests for Proposal” which can be found under the DISTRICT tab.

5. PROPOSAL SUBMISSION INSTRUCTIONS

Proposals must be received in the Regional School District 4, Central Office Building, addressed to the attention of Robert Grissom, Finance Director, 1 Winthrop Road, Deep River, CT 06417, prior to the date and time the proposals are scheduled to be opened publicly. Postmarks before the opening date and time but not received in the Central Office do NOT satisfy this condition.

The District will not accept submissions by e-mail or fax. Proposers are solely responsible for ensuring timely delivery. The District will NOT accept late proposals.

One (1) original and one (1) copy of all proposal documents must be submitted in sealed, opaque envelopes clearly labeled with the proposer's name, the proposer's address, the words "PROPOSAL DOCUMENTS," the Proposal Title and Proposal Opening Date. The District may decline to accept proposals submitted in unmarked envelopes that the District opens in its normal course of business. The District may, but shall not be required to, return such proposal documents and inform the proposer that the proposal documents may be resubmitted in a sealed envelope properly marked as described above.

Proposal prices must be submitted on the Proposal Form included in this RFP. All blank spaces for proposal prices must be completed in ink or be typewritten; proposal prices must be stated in both words and figures. The person signing the Proposal Form must initial any errors, ATHLETIC FIELDS AND GROUNDS MAINTENANCE alterations or corrections on that form. Ditto marks or words such as "SAME" shall not be used in the Proposal Form.

Proposals may be withdrawn personally or in writing provided that the District receives the withdrawal prior to the time and date the proposals are scheduled to be opened. Proposals are considered valid, and may not be withdrawn, cancelled or modified, for sixty (60) days after the opening date, to give the District sufficient time to review the proposals, investigate the proposers' qualifications, secure any required municipal approvals, and execute a binding contract with the successful proposer.

An authorized person representing the legal entity of the proposer must sign the Proposal Form and all other forms included in this RFP.

This Request for Proposals ("RFP") includes:

• Standard Instructions to Proposers

• Specifications

• Insurance Requirements

• Proposal Form

• Proposer's Legal Status Disclosure

• Proposer's Non-Collusion Affidavit

• Proposer's References

• Addenda

6. QUESTIONS AND AMENDMENTS

Each Proposer is responsible for making sure it gets the information it needs to make a responsible Proposal that allows it to execute the Contract if awarded the Contract. Information requests are to be made in writing to Fred Gerber, Facilities Director, by email to fgerber@reg4.k12.ct.us and must be received no later than Tuesday, May 19, 2026 at 4:00 PM.

A written request does not in any way diminish a Proposer’s responsibility to obtain the information it needs to make a Proposal. Other than the contact person named above, it is RSD

4 Board’s requirement that Proposers not communicate directly or indirectly with any other

District employee, officer or official concerning this RFP and the Proposal Documents or with respect to requests for additional information. A proposer's failure to comply with this requirement may result in disqualification.

7. ADDITIONAL INFORMATION

The District reserves the right, either before or after the opening of proposals, to ask any proposer to clarify its proposal or to submit additional information that the District in its sole discretion deems desirable.

mailto:fgerber@reg4.k12.ct.us

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

8. COSTS FOR PREPARING PROPOSAL

Each proposer's costs incurred in developing its proposal are its sole responsibility, and the District shall have no liability for such costs.

9. OWNERSHIP OF PROPOSALS

All proposals submitted become the District's property and will not be returned to proposers.

10. FREEDOM OF INFORMATION ACT

All information submitted in a proposal or in response to a request for additional information is subject to disclosure under the Connecticut Freedom of Information Act as amended and judicially interpreted. A proposer's responses may contain financial, trade secret or other data that it claims should not be public (the "Confidential Information"). A proposer must identify specifically the pages and portions of its proposal or additional information that contain the claimed Confidential Information by visibly marking all such pages and portions. Provided that the proposer cooperates with the District as described in this section, the District shall, to the extent permitted by law, protect from unauthorized disclosure such Confidential Information.

If the District receives a request for a proposer's Confidential Information, it will promptly notify the proposer in writing of such request and provide the proposer with a copy of any written disclosure request. The proposer may provide written consent to the disclosure, or may object to the disclosure by notifying the District in writing to withhold disclosure of the information, identifying in the notice the basis for its objection, including the statutory exemption(s) from disclosure. The proposer shall be responsible for defending any complaint brought in connection with the nondisclosure, including but not only appearing before the Freedom of Information Commission, and providing witnesses and documents as appropriate.

11. REQUIRED DISCLOSURES

Each proposer must, in its Proposal Form, make the disclosures set forth in that form. A proposer's acceptability based on those disclosures lies solely in the District's discretion.

12. REFERENCES

Each proposer must complete and submit the Proposer's Statement of References form included in this RFP.

13. LEGAL STATUS

If a proposer is a corporation, limited liability company, or other business entity that is required to register with the Connecticut Secretary of the State's Office, it must have ·a current registration on file with that office. The District may, in its sole discretion, request acceptable evidence of any proposer's legal status. Each proposer must complete and submit the Proposer's Legal Status Disclosure form included in this RFP.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

14. AWARD & AUTHORITY

The requested services shall be awarded to the bidder whose proposal is deemed to provide the services desired, taking into account the requirements, terms and conditions contained in the request, responsiveness of bid, and the criteria for evaluating proposals. That decision rests solely with the Board of Education as to Section B – Fields Maintenance, Section C – Lawn and Grounds Maintenance. The District reserves the right to award the contract for the work in Section C and the contract for the work in Section D to two different contractors. The District will issue notification of award(s) in writing.

15. PRESUMPTION OF PROPOSER'S FULL KNOWLEDGE

Each proposer is responsible for having read and understood each document in this RFP and any addenda issued by the District. A proposer's failure to have reviewed all information that is part of or applicable to this RFP, including but not only any addenda posted on the District's website, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

Each proposer is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the performance of the work described herein.

By submitting a proposal, each proposer represents that it has thoroughly examined and become familiar with the scope of work outlined in this RFP, and it is capable of performing the work to achieve the District's objectives. If applicable, each proposer shall visit the site, examine the areas and thoroughly familiarize itself with all conditions of the property before preparing its proposal.

16. WORK REGULATIONS AND STANDARDS

All work activities performed in association with this request must be performed and completed for the District in accordance with current Federal, State and Local regulations. All services shall also conform to the latest OSHA standards and/or regulations.

17. TAX EXEMPTIONS

The District is exempt from the payment of federal excise taxes and Connecticut sales and use taxes. Federal Tax Exempt # 06-6001604. CT Tax Exempt #6708101000

18. INSURANCE

The successful vendor awarded this contract must provide a current Certificate of Insurance to the Director of Finance PRIOR to commencement of work, with coverages as outlined herein. The vendor must agree to maintain in force at all times during the contract these minimum coverages.

Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A”.

In addition, all Carriers are subject to approval by Regional School District 4.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

Certificates of Insurance must be provided annually throughout the duration of the Contract.

Certificates of Insurance must name “Regional School District 4, 1 Winthrop Road, Deep River, CT 06417” as an additional insured.

MINIMUM LIMITS

a) Commercial General Liability Each Occurrence $1,000,000 per occurrence, $2,000,000 aggregate.

b) Auto Liability Combined Single Limit $1,000,000 for all owned, hired, and non-owned vehicles for property damage and liability.

c) Umbrella/Excess Liability $3,000,000 per occurrence and $3,000,000 aggregate.

Umbrella/Excess Liability to follow form with respect to Additional Insured.

d) Professional Liability/Errors and Omissions coverage to be provided with a $1,000,000 limit per occurrence and $2,000,000 aggregate.

e) Workers’ Compensation – Per statutory requirements.

Defense of DISTRICT: All insurance companies shall have the duty to defend the DISTRICT against liability or property damage claims arising from the conduct of CONTRACTOR and/or agents or employees.

19. TERM OF CONTRACT

This contract shall begin effective July 1, 2026 and end on June 30, 2029. The District may renew this contract for 2 additional years at the price stated in the bid response form by giving the contractor at least thirty (30) days written notice.

The District requires firmed fixed prices for a period of one (1) year following bid opening and nothing elsewhere in this bid shall abrogate this firm period.

20. PERFORMANCE, TERMINATION AND CANCELLATION

The type of service requested is essential for the day-to-day operations of District facilities and, therefore, time is of the essence. The contractor shall perform this service consistent with good professional practice and in accordance with the standards and specifications set forth herein. In the event of unacceptable performance, the District may terminate any contract award. The District reserves the right to cancel this contract, at any time, with thirty (30) days prior written notice to the contractor should any of the following conditions exist: (1) funds are not appropriated by the District for the continuance of this agreement, (2) the District, through changes in its requirements, method of operation, or program operation no longer has a need for this service.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

21. PERFORMANCE BOND AND PAYMENT BOND

To ensure the faithful execution of this proposal according to its provisions, the Vendor awarded this proposal must provide to Regional School District #4, at the Vendor’s expense, a performance and payment bond in the amount of 50% of year one of the proposed contract price. The bonds must be issued by a company authorized to write such surety bonds in the State of Connecticut.

The awarded vendor will have 30 days after the notice of award for the contract to execute the bond and to submit the bond to the district. The bonds shall be drawn to the order of the "Regional School District 4, Attn: Director of Finance", and delivered to the school district prior to commencement of work.

22. AWARD CRITERIA; SELECTION; CONTRACT EXECUTION

All proposals will be publicly opened and read aloud as received on the date, at the time, and at the place identified in this RFP. Proposers may be present at the opening.

The District reserves the right to correct, after proposer verification, any mistake in a proposal that is a clerical error, such as a price extension, decimal point error or FOB terms. If an error exists in an extension of prices, the unit price shall prevail. In the event of a discrepancy between the price quoted in words and in figures, the words shall control.

The District reserves the rights to accept all or any part of a proposal, reject all proposals, and waive any informalities or non-material deficiencies in a proposal. The District also reserves the right, if applicable, to award the purchase of individual items under this RFP to any combination of separate proposals or proposers. The District reserves the right to award the contract for the work in Section C and the contract for the work in Section D to two different contractors.

The District will accept the proposal that, all things considered, the District determines is in its best interests. Although price will be an important factor, it will not be the only basis for award.

Due consideration may also be given to a proposer's experience, references, service, ability to respond promptly to requests, past performance, and other criteria relevant to the District's interests, including compliance with the procedural requirements stated in this RFP.

The District will not award the proposal to any business that or person who is in arrears or in default to the District with regard to any tax, debt, contract, security or any other obligation.

The District will select the proposal that it deems to be in the District's best interest and issue a Preliminary Notice of Award to the successful proposer. The award may be subject to further discussions with the proposer. The making of a preliminary award to a proposer does not provide the proposer with any rights and does not impose upon the District any obligations. The District is free to withdraw a preliminary award at any time and for any reason. A proposer has rights, and the District has obligations, only if and when a Contract is executed by the District and the proposer.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

If the proposer does not execute the Contract within ten (10) business days of the date of the Preliminary Notice of Award, unless extended by the District, the District may call any proposal security provided by the proposer and may enter into discussions with another proposer.

The District will post the Preliminary Notice of Award and related information on its website, www.reg4.k12.ct.us, under “Requests for Proposal”.

The Preliminary Notice of Award and Contract Execution dates in Section 3's Key Dates are anticipated, not certain, dates.

23. QUALIFICATIONS:

Contractor required to have a minimum of five (5) years practical experience in the care and maintenance of a Middle and High School based multi-location athletic field complex, located within U.S.D.A. designated hardiness zones five (5) through seven (7), with applicable references for same to be listed in Exhibit D. Contractor shall possess superior expertise in the\ specific methods utilized in the ongoing maintenance and repair of safe and aesthetic playing grounds and fields.

The Contractor:

a) Must have the ability to access in a timely manner all materials and equipment to accomplish all outlined maintenance objectives.

b) Must be able to effectively communicate with various District officials and coordinate duties with scheduling of events at all locations.

c) Contractor shall be available at all times by telephone. Work duties may need to be performed outside normal working hours (i.e. early or late hours, and weekends).

d) Contractor shall not subcontract any portion of the contract without the approval of the Director of Facilities.

e) Must demonstrate a practical knowledge of horticulture and plant health care.

f) Must maintain a detailed record of all services performed and exact times spent by all personnel at each location

It is preferred that the contractor’s place of business is within 30 miles of Deep River.

24. COMPLIANCE WITH IMMIGRATION LAWS

By submitting a proposal, each proposer confirms that it has complied, and during the term of the Contract will comply, with the Immigration Reform and Control Act ("IRCA") and that each person it provides under the Contract will at all times be authorized for employment in the United States of America. Each proposer confirms that it has a properly completed Employment Eligibility Verification, Form 1-9, for each person who will be assigned under the Contract and

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

that it will require each subcontractor, if any, to confirm that it has a properly completed Form 1-9 for each person who will be assigned under the Contract.

The successful proposer shall defend, indemnify, and hold harmless the District, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the "District Indemnified Parties"), against any and all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including fines, penalties, punitive damages, attorney's fees and costs, brought or assessed against, or incurred by, the District Indemnified Parties related to or arising from the obligations under IRCA imposed upon the successful proposer or its subcontractor. The successful proposer shall also be required to pay any and all attorney's fees and costs incurred by the District Indemnified Parties in enforcing any of the successful proposer's obligations under this provision, whether or not a lawsuit or other proceeding is commenced, which obligations shall survive the termination or expiration of the Contract.

25. NON-COLLUSION AFFIDAVIT

Each proposer shall submit a completed Proposer's Non-Collusion Affidavit that is part of this

RFP.

26. CONTRACT TERMS

The following provisions will be mandatory terms of the District's Contract with the successful proposer. If a proposer is unwilling or unable to meet any of these Contract Terms, the proposer must disclose that inability or unwillingness in its Proposal Form (see Section 11 of these Standard Instructions to Proposers).

a. DEFENSE, HOLD HARMLESS AND INDEMNIFICATION The successful proposer agrees, to the fullest extent permitted by law, to defend, indemnify, and hold harmless the District, its employees, officers, officials, agents, volunteers and independent contractors, including any of the foregoing sued as individuals (collectively, the "District Indemnified Parties"), from and against all proceedings, suits, actions, claims, damages, injuries, awards, judgments, losses or expenses, including attorney's fees, arising out of or relating, directly or indirectly, to the successful proposer's malfeasance, misconduct, negligence or failure to meet its obligations under the RFP or the Contract. The successful proposer's obligations under this section shall not be limited in any way by any limitation on the amount or type of the successful proposer's insurance. Nothing in this section shall obligate the successful proposer to indemnify the District Indemnified Parties against liability for damage arising out of bodily injury to persons or damage to property caused by or resulting from the negligence of the District Indemnified Parties.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

In any and all claims against the District Indemnified Parties made or brought by any employee of the successful proposer, or anyone directly or indirectly employed or contracted with by the successful proposer, or anyone for whose acts or omissions the successful proposer is or may be liable, the successful proposer's obligations under this section shall not be limited by any limitation on the amount or type of damages, compensation or benefits payable by the successful proposer under workers' compensation acts, disability benefit acts, or other employee benefits acts.

The successful proposer shall also be required to pay any and all attorney's fees incurred by the District Indemnified Parties in enforcing any of the successful proposer's obligations under this section, which obligations shall survive the termination or expiration of this RFP and the Contract.

As a municipal agency of the State of Connecticut, the District will NOT defend, indemnify, or hold harmless the successful proposer.

b. ADVERTISING The successful proposer shall not name the District in its advertising, news releases, or promotional efforts without the District's prior written approval.

If it chooses, the successful proposer may list the District in a Statement of References or similar document required as part of its response to a public procurement. The District's permission to the successful proposer to do so is not a statement about the quality of the successful proposer's work or the District's endorsement of the successful proposer.

c. W-9 FORM The successful proposer must provide the District with a completed W-9 form before Contract execution.

d. PAYMENTS Payments shall be made in ten (12) equal installments, upon receipt of invoice, and as approved by appropriate representative.

e. DISTRICT INSPECTION OF WORK

Being public property, the contractor’s work is visible to the entire community as well as its athletic competitors. The District reserves the right to inspect the successful proposer's work at all reasonable times. This right of inspection is solely for the District's benefit and does not transfer to the District the responsibility for discovering patent or latent defects.

The successful proposer has the sole and exclusive responsibility for performing in accordance with the Contract.

f. REJECTED WORK OR MATERIALS

The successful proposer, at its sole cost and expense, shall remove from the District's

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

property rejected items, commodities and/or work within 48 hours of the District's notice of rejection. Immediate removal may be required when safety or health issues are present.

g. LICENSES AND PERMITS The successful proposer certifies that, throughout the Contract term, it shall have and provide proof of all approvals, permits and licenses required by the District and/or any state or federal authority. The successful proposer shall immediately and in writing notify the District of the loss or suspension of any such approval, permit or license.

h. CESSATION OF BUSINESS/BANKRUPTCY/RECEIVERSHIP

If the successful proposer ceases to exist, dissolves as a business entity, ceases to operate, files a petition or proceeding under any bankruptcy or insolvency laws or has such a petition or proceeding filed against it, the District has the right to terminate the Contract effective immediately. In that event, the District reserves the right, in its sole discretion as it deems appropriate and without prior notice to the successful proposer, to make arrangements with another person or business entity to provide the services described in the Contract.

i. AMENDMENTS The Contract may not be altered or amended except by the written agreement of both parties.

j. ENTIRE AGREEMENT

It is expressly understood and agreed that the Contract contains the entire agreement between the parties, and that the parties are not, and shall not be, bound by any stipulations, representations, agreements or promises, oral or otherwise, not printed or inserted in the Contract or its attached exhibits.

k. VALIDITY

The invalidity of one or more of the phrases, sentences or clauses contained in the Contract shall not affect the remaining portions so long as the material purposes of the Contract can be determined and effectuated.

l. CONNECTICUT LAW AND COURTS

The Contract shall be governed by and construed in accordance with the internal laws (as opposed to the conflicts of law provisions) of the State of Connecticut, and the parties irrevocably submit in any suit, action or proceeding arising out of the Contract to the jurisdiction of the United States District Court for the District of Connecticut or of any court of the State of Connecticut, as applicable.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

m. NON-EMPLOYMENT RELATIONSHIP The District and the successful proposer are independent parties. Nothing contained in the Contract shall create, or be construed or deemed as creating, the relationships of principal and agent, partnership, joint venture, employer and employee, and/or any relationship other than that of independent parties contracting with each other solely for the purpose of carrying out the terms and conditions of the Contract. The successful proposer understands and agrees that it is not entitled to employee benefits, including but not limited to workers compensation and employment insurance coverage, and disability. The successful proposer shall be solely responsible for any applicable taxes.

END OF STANDARD INSTRUCTIONS TO PROPOSERS

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

SECTION B: GENERAL SPECIFICATIONS FOR GROUNDS UPKEEP AND ATHLETIC FIELDS

The following general specifications pertain to all sections of this bid

1. Work shall be scheduled in a manner to remove the potential for injury to students, staff and general public in the area. This shall include posting of an area as being "Closed for Maintenance" when warranted.

2. Contractor will coordinate work schedules with the Director of Maintenance and/ Athletic Director in an effort to least disrupt the use of the facilities and to ensure proper preparations for scheduled events. Email communication is the most effective form of communication between the parties.

3. Weed control applications must comply with the manufacturer's specifications and with all notice and posting requirements of federal and state law.

4. The Contractor shall be responsible for the proper application, handling and storage of all chemicals and compounds used in the performance of this specification.

5. The Contractor shall provide Material Safety Data Sheets for all chemicals and compounds used on the properties, prior to their use, to the Facilities Director for record keeping purposes

6. Any damage incurred to shrubs, trees or grass due to negligence or improper use of equipment or materials by the Contractor, are the responsibility of the Contractor. The Contractor is to repair or replace any damaged property. Any and all expenses incurred by the Regional School District #4 to repair or replace any damaged property will be deducted from payment due to the Contractor.

7. Mowing will commence as early as possible and continue as needed until grass stops growing and becomes dormant (April - November)

8. All grassy areas will be maintained in such a manner as to ensure a neat well-kept appearance and mowed in accordance with height of cut specifications stated herein.

9. The Contractor is responsible for policing all areas prior to mowing and the Board of Education will not be liable for any damage to the contractor's equipment due to debris or foreign objects on the lawns or fields.

10. All paved areas, fence lines, track, walks, infields and surface drains will be kept clear of grass clippings.

11. Any heavy grass cuttings will be removed from grass areas by the end of the day that they were created.

12. The Contractor shall be responsible for collecting removing and disposing from the premises all clippings, brush, leaves and debris, or other material generated from required work.

13. Trash receptacles will be emptied when full and prior to events, (into school’s dumpster). Liners and barrels will be provided by the School’s Facilities Director.

14. The Contractor is responsible for keeping all stone screening areas, including under and along fence lines and shot-put area, free of vegetation at all times.

15. Painted athletic field lines will be established and maintained by “wet striping” with a non-aerosol field paint machine to ensure bright crisp lines at all times.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

16. The contractor is responsible for the appearance of the grounds throughout the life of the contract.

It is important to note that general cleanup and policing visits will be performed regularly, but no less than once per week, including off season periods to ensure the routine removal of trash and litter.

17. Any materials required for the execution of this contract, including, but not limited to, infield clay, field paint, topsoil, grass seed, turf infill, and mulch, will be ordered by the contractor, with the invoice being sent directly to Regional School District #4 for payment. Turf infill will require coordination between the contractor and the district to ensure the proper infill is being purchased. The contractor is expected to coordinate, as needed, with the Facilities Director regarding purchase of any unusual materials needed for the execution of this contract

18. In accordance with School Policy and State Law, smoking is not permitted in School buildings or on

School Grounds.

END OF GENERAL SPECIFICATIONS FOR GROUNDS UPKEEP AND ATHLETIC FIELDS

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

SECTION C: SPECIFICATIONS FOR FIELDS MAINTENANCE

LOCATIONS: Valley Regional High School, John Winthrop Middle School, Regional School District 4 Central Office

INITIAL CONTRACT TERM: July 1, 2026 – June 30, 2029

CONTRACTOR DUTIES: (inclusive of, but not limited to, and defined as follows)

1. GENERAL DAILY ACTIVITY:

Contractor shall monitor all areas, with particular attention to athletic fields, to maintain integrity and aesthetics. He/she shall promptly communicate problems and/or areas of deterioration to Director of Facilities to discuss and implement remedies. Contractor shall keep all locations clean and neat in appearance at all times.

2. ATHLETIC FIELDS

The "Athletic Fields" at Valley Regional consist of the following areas:

• Competition field and track = all areas within the perimeter fence.

• Combination Field Hockey field and Lacrosse = all areas within the perimeter fence.

• Rear playing fields= all areas in the rear of Valley Regional, bounded by perimeter fence.

o Softball Field o Soccer Field 1 & 2 o Baseball Field o Soccer Field 3 & 4

• Lower field = area used for shot put, discus and practice football.

• Tennis Courts = area inside fence.

The "Athletic Fields" at John Winthrop Jr. High School consist of the following areas:

• Soccer Field 1

• Soccer Field 2

• Field Hockey Field

• Softball Field

• Baseball Field

For the purpose of this bid, these areas will be collectively referred to as the "Athletic Fields." Refer to Maps.

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

3. MOWING, STRING TRIMMING AND LITTER REMOVAL:

Mow all fields as needed, but at a minimum average of twice per week during the respective sports seasons to promote dense playing surface and ensure no more than 1/3 leaf blade is removed during each mowing. All fields shall be maintained in excellent condition for sporting events, practices and aesthetics. Contractor shall review all field activity schedules, and prepare fields as warranted. Excessive rainfall shall also be accommodated. All clippings shall be removed from fields. Litter shall be removed prior to mowing.

In season mowing heights will be as follows:

Football, soccer, lacrosse, baseball outfields 1.5” – 2.5” Field Hockey, Baseball infields 1.0” – 2.5” Multi-use Fields 2.0” – 3.0”

Common areas surrounding the fields shall be mowed at least weekly, and shall at all times be kept neat and orderly. Caution must be exercised when cutting irrigated fields so as not to damage irrigation systems (i.e. heads, etc.). At VRHS, irrigation is currently installed on the Football practice field, the upper field hockey/lacrosse field, and the softball/practice soccer field. At JWMS, irrigation is installed on the baseball field, softball field, and the competition soccer field.

Trimming will be required around all access roads and pathways, stone areas next to the turf fields, roads, terraced seating on the stadium field, and all other edges and areas that are unable to be reached with a mower.

Weed control will be needed at Valley Regional High School in the stone areas located around the baseball field and the competition field, and on the turf edges where weeds may infiltrate the turf. All weed control applications must meet the specifications listed in Section D, Item 3.

Any weed control used on the turf must be approved by the Facilities Director prior to use, and must be rated for use on artificial turf.

4. TURF MAINTENANCE

The turf fields located at Valley Regional High School, located at the Competition Field and the

Baseball Field, will require routine maintenance. This will include:

a. Weekly Checks of the Turf fields for any areas that are in need of infill. The contractor will be responsible for adding infill to the fields, if needed. Key areas to monitor include the baseball batters boxes, lacrosse goal locations, soccer goal locations, and along the football hash marks in the center of the field. Infill will be provided by Regional School

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

District #4.

b. Seasonal grooming of the turf fields. Regional School District #4 will provide the tractor and grooming attachment for this work. Grooming will occur prior to each season, and as needed throughout the season (as use determines, prior to big games), as deemed necessary by the contractor and Regional School District #4.

c. Removal of any gum, trash, sunflower seeds, etc. that may be on the turf.

d. Weed control for any weeds growing in the turf area. Any solution used to remove these weeds must be approved by the Facilities Director prior to use.

5. BRUSH CLEARING

All listed locations shall be kept clear of excessive brushy growth, including vines, brambles and saplings. Approximately once per month, or as needed during the growing season, the contractor shall cut brush in the following areas:

• Inside the fence around the fields.

• On the outside of the fence on the Stadium field and Baseball field at VRHS, clear brush inside and outside to clear a walking path.

• Cross Country Trail (see below)

6. CROSS COUNTRY TRAIL

The cross-country trail at Valley Regional High School will require special care and consideration for proper maintenance. Roughly 1000 feet of the trail is located on land that is not owned by

Valley Regional High School but is used through an easement on Deep River Land Trust land, and with their permission, so it is imperative that proper care is taken when working in this area.

a. The contractor will use the least invasive methods to clear and maintain the trail.

1. The “Land Trust” portion of the trail can only be cleared using rakes. No power equipment can be used on this area. Powered blowers may be used on Region 4 Property.

2. Avoid making piles of leaves next to the trail

3. The contractor must take special consideration to allow for water to run across the trail. The downhill edge of the trail must be kept in a way that does not block water.

4. There should be no maintenance performed when the trail is muddy and/or wet.

b. There will be no mowing or vegetation clearing during the active season (March 1 to

May 1 each year)

c. No herbicide will be used unless approved by the Facilities Director. No herbicide can be used within 100 feet of wetland habitats

d. Special care will be taken by the contractor to ensure that no foreign material is brought onto the cross-country trail

e. All equipment used on the trail will need to be inspected and cleaned prior to use on

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

the property

f. The contractor will monitor for invasive plant encroachment along the trail and up to

50 feet from the trails edge. If any invasive plants are found, they should be brought to the attention of the Facilities Director

g. All paint used to mark the trail must be biodegradable. Any paint used must be approved by the Facilities Director prior to use.

h. While Region 4 property has less restrictions on maintenance methods than the Land Trust property, the contractor is encouraged to communicate with the Facilities Director in regards to maintenance on this trail. As it is a newly constructed trail, it will be difficult to fully anticipate maintenance needs in advance, and means and methods may need to be adjusted as use dictates.

7. TRASH REMOVAL/MANAGEMENT

Prior to any mowing, contractor shall police work area and remove all litter, e.g., paper, bottles and any unsightly debris. Contractor will be sure all trash receptacles provided by the District (approximately 15 high school and 7 middle school) are in proper placement. Empty barrels on a regular basis into the District’s rolling dumpsters for pick up. Dugouts shall be swept, and kept neat at all times. Tennis courts shall be cleaned up on a weekly basis.

8. LINING AND MEASURING FIELD DIMENSIONS

Contractor shall measure, lay out and set up all athletic fields prior to each season in accordance with the “Designated Standard Rules of Play”, as they apply to each sport. Contractor is responsible, with assistance from the Director of Athletics, to ensure that field dimensions are accurate, and correspond to all state and local sports organization standards and rules of play at the HS and MS. Contractor shall line all athletic fields for both practices and games with both paint and marking lime as appropriate (an average of twice per week). The Contractor will order all paint and lining materials, with the invoice being sent directly to the District. See Schedule 1

– Lining.

9. FIELD DRAGGING

Baseball and softball infields and baselines shall be regularly dragged with appropriate equipment, and manually when needed, to maintain aesthetic appearance and integrity of the fields. Special attention shall be paid to ensure that no “lip” forms on turf areas where outfield meets infield. Base paths and infield/outfield turf area lines shall be preserved by cutting the edge with a power edger or sod cutter periodically. See Schedule 2 – Field Dragging.

Contractor shall add clay, ordered by the contractor and paid for by the district, to low areas prior to the beginning of the season and as needed during the season to maintain a level playing surface at the MS and HS infields, including the pitchers’ mounds and home plate areas.

Contractor will be responsible to move, spread, grade and finish rake the infields, baselines and

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

mounds. Contractor shall be responsible to place and remove District-supplied tarps on pitchers’ mounds and home plate areas as needed to protect the clay during inclement weather.

10. MAINTENANCE AND ORGANIZATION OF FIELD EQUIPMENT

The contractor shall transport, install, clean and repair all equipment related to athletic activities on the field. This includes, but is not limited to, batting cages, wind screens, soccer goals, field hockey goals, player’s benches, portable bleachers, tennis nets, shot put nets, discus nets, etc.

Responsibilities include moving equipment at the discretion of District officials, and may require assembly and placement of new equipment and/or removal of old or damaged equipment. The District and contractor will coordinate regarding the purchase and supply of wire ties, duct tape, soccer and field hockey net clips, and other items as may be necessary. The district will be responsible for the cost of these items. See Schedule 3 – Field Equipment Maintenance/Organization (Sample).

11. SPRING AND FALL CLEAN-UPS

In the fall and spring season, the contractor shall conduct focused clean-up of all locations including, but not limited to, removal of leaves, brush, branches, twigs and litter. This work will be performed as needed, especially during the fall athletic season, to keep up with the leaves that accumulate on the athletic fields.

Specific attention shall be paid to:

All athletic fields should be kept clear of leaves, specifically for competitions. This includes the artificial turf fields.

JWMS & VRHS: clean all areas of the schools up to the sidewalk dividing the school from the athletic fields. This includes the dugouts, areas around the storage sheds, goal storage area, inside and outside the tennis courts, inside and outside the track, and along all roads, guard rails and fences.

12. AERATION, SEEDING, SODDING, FERTILIZATION AND PEST CONTROL

The contractor will be responsible for seeding small areas of the grounds and fields, as needed.

It is the responsibility of the contractor to report any large areas that need seeding to the district.

Separate pricing would be solicited for any projects falling under this description. Large scale over seeding will be performed by a separate contractor and will not be part of this contract.

Aeration, sodding, fertilization and pest control will be performed by a separate contractor and are not included in this contract.

13. CLAY MAINTENANCE AND GROOMING:

JWMS Baseball and Softball and VRHS Softball field areas shall be maintained utilizing only DuraEdge Classic Infield Mix and Pitcher’s Mound Clay. Infields shall be groomed for all scheduled games and practices. Water removal methods must not result in the formation of lips or the creation of grade irregularities that may affect proper drainage. The uses of approved drying agents are permitted to aid in gaining maximum playability on the fields, however all minor

ATHLETIC FIELDS AND GROUNDS MAINTENANCE

amounts of the material must be nail dragged/tilled and fully incorporated into the main body of the infield. When extreme measures are needed to prepare a field for play, any concentrated amounts of drying agent remaining must be removed and replaced with appropriate clay product for the specific field and area within.