Public School Athletic Fields & Grounds Maintenance Services for Region 4

Regional School District No. 4 Board of Education in Connecticut is issuing a Request for Proposals for Athletic Fields and Grounds Maintenance services at Valley Regional High School and John Winthrop Middle School located in Middlesex County. The procurement is divided into two distinct service categories: Section C encompasses athletic fields maintenance including mowing, field lining, equipment maintenance, clay grooming, and irrigation monitoring, while Section D covers lawn and grounds maintenance including general mowing, trimming, weeding, edging, pruning, mulching, and seasonal cleanups at both school locations and the District's Central Office in Deep River. Qualified contractors must demonstrate a minimum of five years' practical experience in athletic field complex maintenance within USDA hardiness zones 5-7 and provide appropriate references. The District will evaluate proposals based on experience, references, service capability, responsiveness, and price, with price being an important but not sole determining factor. The mandatory site visit and walkthrough is scheduled for May 15, 2026, at 9:00 AM, with a proposal submission deadline of May 28, 2026, at 2:00 PM at the District's Central Office. A vendor question-and-answer period runs from April 30, 2026, at 8:15 AM EDT through May 19, 2026, at 4:00 PM EDT, and inquiries should be directed to Robert Grissom at 860-526-2417, extension 1462, or rgrissom@reg4.k12.ct.us. The initial contract term extends from July 1, 2026, through June 30, 2029, with optional renewal periods for years 4 and 5 through June 30, 2031, subject to District discretion and appropriated funds.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types, indicating that all vendors are eligible to submit proposals. No incumbent vendors or current contractors are identified in the available documentation. Successful contractors must provide a performance and payment bond equal to 50% of Year One's proposed contract price and comprehensive insurance coverage including $1,000,000 Commercial General Liability, $1,000,000 Auto Liability, and $3,000,000 Umbrella/Excess Liability with the District named as additional insured, along with a W-9 form prior to contract execution. Pricing must be submitted for each contract year in both written and numerical format, with the first year price held firm for 60 days post-opening, and payment will be made in twelve equal monthly installments upon invoice receipt and District approval. The District reserves the right to award contracts for Sections C and D to different contractors and is exempt from federal excise taxes and Connecticut sales and use taxes. No specific estimated total value or budget range is disclosed in the available solicitation documents.