Lawn Care and Ground Maintenance Service Attachment: lawn care rfp  1-24-2011.docx 
Central Community School System
RFP: 55970698
Listing Information/Advertisement
CENTRAL COMMUNITY SCHOOL BOARD
SPECIFICATIONS FOR LAWN CARE AND GROUNDS
MAINTENANCE SERVICE
January 21, 2011

Respondents are expected to familiarize themselves with the existing conditions at each site before submitting a proposal. No additional compensation will be paid for work listed in this Request for Proposals (“RFP”) which respondent did not include in the proposed price due to failure to inspect existing site conditions affecting the satisfactory performance of work specified herein.

All proposals must be submitted on a copy of the Proposal Form in this RFP. Proposals must be delivered in a sealed envelope clearly marked "LAWN SERVICE PROPOSAL" to the Central Community School Board Office no later than 10:00 a.m. on March 14, 2011 or via www.centralbidding.com.

Respondent shall provide the information required by this RFP. Respondents must be authorized to do business in Louisiana. Proposals shall be signed by an authorized representative of the entity. If the proposal is signed by an individual other than an officer listed on the official records of the Louisiana Secretary of State, documentation of authorization must be attached to the Proposal Form.

Respondents may submit proposals on any or all of the following listed sites.




Bellingrath Hills Elementary School
6612 Audusson
City of Central, LA 70739

Central Middle School
11526 Sullivan Road
City of Central, LA 70818


Tanglewood Elementary School
9352 Rustling Oaks
City of Central, LA 70818

Central High School
10200 E. Brookside Drive
City of Central, LA 70818


Central Intermediate School
10510 Joor Road
City of Central, LA 70818



QUESTIONS REGARDING REQUEST FOR PROPOSALS
Respondents are requested not to contact members of the School Board or employees or agents of the School System regarding this RFP. To ensure a fair and objective evaluation of all proposal, questions regarding this RFP must be submitted via email to purchasing@centralcss.org at least five (5) business days prior to the scheduled opening of proposals. All inquires and responses thereto will be posted on www.centralcss.org no later than 48 hours prior to the scheduled opening of proposals.
REFERENCES
Contractor shall list three (3) customers who have used respondent’s services within the last two (2) years. References shall include name, address and day time telephone number of individual knowledgeable about services.

EQUAL EMPLOYMENT OPPORTUNITY
The contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or handicap.

The Central Community School Board (“School Board”) will award contracts only to responsible prospective contractors who are determined to have the ability to perform successfully under the terms and conditions of the contract. In determining the responsibility of the respondent, the School Board may consider such matters as the proposer's integrity, compliance with public policy, record of past performance, and financial and technical resources.

The School Board will evaluate proposals in response to this request and will award contract(s) to the respondent(s) whose proposal(s) will be most advantageous to the School Board.

The School Board reserves the right to reject any and all proposals, if determined to be in the best interest of the School System. The School Board may accept any item or combination of items in proposals.

SUMMARY OF WORK

Contractor shall provide all labor, materials, and equipment necessary to complete work. Services shall be provided at time intervals as stipulated herein. Complete lawn and grounds maintenance services shall be provided once every seven (7) days from March 1st through November 30th and once each month from December 1st through February 28th at each location.

In the event of rain, the contractor is responsible for performing services on the first day possible proceeding rain. Contractor must use sound judgment on determining if performing services will damage lawns. Should there be continuous rain preventing contractor from performing services during any week, contractor is responsible for notifying the school principal.

All work shall be performed at times where exposure of students, staff members and employees and their vehicles is minimized. Contract’s proposed schedule shall be submitted to the school principal for approval. Contractor must not block drives and/or parking areas. Under no circumstances shall insecticides or germicides be applied on any School Board property.

ALL SITES
Contractor(s) shall perform the following services at all sites per scheduled service:

1. Pick up and haul off paper, debris and tree limbs before grass is cut.
2. Mow all areas including areas between any fences and public roads including ditches. Mowing with a rear discharge finish type mower is preferred to prevent grass clippings on walkways, driveways, roadways and ornamental beds. Alternate directions should be implemented before wheel ruts become noticeable. Mowing height on non-irrigated portions should be a minimum of two (2”) inches and a maximum of three (3”) inches.
3. Edge all sidewalks, walkways, curbs, driveways and ornamental beds should be performed with a steel blade edger to establish a ninety (90) degree turf edge.
4. Blow and/or sweep grass clippings from driveways, sidewalks, walkways, roadways, patios and ornamental beds. Sweeping of driveways and parking areas for dirt and debris shall be performed with a self-contained sweeper. All grass clippings shall be bagged and removed from the property by contractor.
5. Trim with a polyline handheld trimmer (weed eater) of grass around all buildings, shrubbery, trees and fence lines and around inaccessible portions of school grounds and other stationary objects to maintain the same thickness as the mowed portion of turf. Contractor shall take measures to prevent scalping or bare grounding around trees, light poles, sidewalks, curves and other stationary objects.
6. Keep fences clear of all weeds, vines and small trees during the contract period.
7. Trim all shrubbery to maintain shrubbery approximately three (3) feet from structures.
8. All ornamental beds, parking lot joints, sidewalks and curbs are to be kept grass and weed free. Ornamental beds will be kept weed free by hand weeding and the use of selective and/or non-selective herbicides only.
9. Pruning of ornamentals must be performed during the growing months for a continuous well maintained appearance. The elongated growth of the ornamentals will be maintained within four (4) or six (6) inches between trimmings, except for free growing species.
10. Cleanup all areas containing debris resulting from grounds maintenance including tree limbs with each service. Where applicable, raking, blowing or vacuuming of leaves must be performed on an as needed basis. All debris shall be hauled to an appropriate disposal site by Contractor.

CENTRAL MIDDLE AND HIGH SCHOOLS ONLY
Contractor(s) shall perform the following services at Central Middle School and Central High School per scheduled service:
Football Field - Mow grass and maintaining landscape inside the fences including under the bleachers with the exception of inside of the oval track.
Tennis Courts - Keeping courts free of leaves and other debris.
EQUIPMENT AND SUPPLY LIST
Prior to commencing work Contractor(s) shall submit a list of all equipment and supplies to be used on each site including vehicles with license plate numbers, trailer tractors, lawn mowers, weed eaters, chainsaws, hedge clippers, hoes, clippers, ladders and chemicals.

GENERAL CONTRACT REQUIREMENTS

Selected contractor(s) must execute a contract with School board within ten (10) days after notice of selection. During the performance of said services, the contractor is responsible for protecting the lives, health, and safety of other persons, and preventing damage to property located on or near the School Board’s property.

Under no circumstances shall any restricted insecticides or germicide be sprayed at any school. The Superintendent or his designee must be notified prior to any spraying at any school.

INSURANCE AND LIABILITY
The successful respondent shall present Certificates of Insurance, listing the Central Community School System as an additional insured, with the following minimum coverage:

General Liability $1,000,000 per occurrence
Automobile Liability $1,000,000 per occurrence
Workers’ Compensation Statutory Requirement

Contractor shall assume all responsibility and liability for any and all damage or injury of any kind or nature whatsoever, to any person, whether employees of the contractor or otherwise, and to all property, caused by, resulting from, arising out of, or occurring in connection with the execution of the work, provided for in this agreement, and if any person shall make a claim for any damage or injury, including death, resulting there from as herein above described, whether such claim be based upon the contractor’s alleged active or passive negligence or participation in the wrong or upon any alleged breach of any statutory or other duty or obligation on the part of the contractor, Contractor shall indemnify and hold harmless the Central Community School System, its Board members, agents, employees and representatives from and against any and all loss, expense, damage, or injury sustained by the Central Community School System as a result of any such claims including costs incurred in defense of any action at law or suit against the Central Community School System, its Board members, agents, employees and representatives, upon demand the amount of any and all costs, fees and expense in connection with such defense and any judgment, including penalties, interest costs or attorney fees that may be entered against the Central Community School System its Board members, agents, employees and representatives in any such action, suit or proceeding.
PAYMENTS
Payment for services shall be made on a monthly billing cycle. Contractor will submit an invoice detailing services provided during the month and verified by the school principal or his/her designee. Invoices shall be paid within thirty (30) calendar days of receiving confirmation of satisfactory completion of service. Prices are fixed for the contract period and optional renewal period.

CONTRACT TERMINATION
The School Board may terminate this contract in whole, or in part, whenever School Board determines that such termination is in the best interest of the School System upon thirty (30) days written notice.

CENTRAL COMMUNITY SCHOOL SYSTEM
PROPOSAL FORM

PROJECT: LAWN CARE AND GROUNDS MAINTENANCE SERVICE
March 21, 2011 through March 20, 2012

DELIVER PROPOSALS TO: Central Community School Board Office
Attention: Purchasing Agent – Lawn Care Proposal
13421 Hooper Road, Suite 6
City of Central, LA 70818

SUBMIT ELECTRONICALLY TO: www.centralbidding.com

DEADLINE FOR RECEIPT OF PROPOSAL(S): Monday, March 14, 2011 at 10:00 a.m. CST

Location Price per scheduled service

Bellingrath Hills Elementary School

$_____________________________

Tanglewood Elementary School

$_____________________________

Central Intermediate School

$_____________________________

Central Middle School

$_____________________________

Central High School

$_____________________________

Price per scheduled service shall include the performance of all services listed for each service date.
NAME OF RESPONDENT: _____________________________________________________
ADDRESS OF RESPONDENT: ________________________________________________
________________________________________________
PHONE NUMBER OF RESPONDENT: __________________________________________
SIGNATURE OF INDIVIDUAL AUTHORIZED BY ENTITY: _______________________
(If anyone other than a corporate officer listed on the official records of the Louisiana Secretary of State signs Proposal, documentation of the authorization must be attached to Proposal Form.
NAME AND TITLE OF SIGNER: _______________________________________________
DATE: ________________________________

Additional Notes/Requirements
CENTRAL COMMUNITY SCHOOL SYSTEM REQUEST FOR PROPOSALS FOR LAWN CARE AND GROUNDS MAINTENANCE SERVICE Central Community School System (“CCSS”) is accepting proposals for complete Lawn Care and Grounds Maintenance Service for a period of one (1) year from March 21, 2011 through March 20, 2012 for five (5) schools located in the City of Central, Louisiana. Copies of the Request for Proposals are available at www.centralbidding.com, www.centralcss.org and at the School Board Office located at 13421 Hooper Road, Suite 6, City of Central, LA 70818. Proposals must be received at the School Board Office or via www.centralbidding.com no later than Monday, March 14, 2011 at 10:00 a.m. CST. The School Board reserves the right to accept the proposal(s) most advantageous to the school system and reserves the right to reject any and/or all proposals.
BID SUBMITTAL INFORMATION
Creator Username: CCSSJM
Bidding Privacy: Bid encryption
Started: 25-Jan-2011 10:00:36 AM
Ends: 14-Mar-2011 10:00:00 AM ( Expired )
History: 2339 Views, 6 Questions
Event Status: Expired since 14-Mar-2011 10:00:00 AM
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Visitors: Visitors/Central Bidding Plan Holders
PUBLIC MESSAGE BOARD
Discuss questions with the owner/creator of this Listing.
kjdinc25 on 02-Mar-2011 01:11:52 PM
Will the award be for low bidder of each school or low bidder for all schools combined?
CCSSJM on 02-Mar-2011 04:50:41 PM
We will look at the bids per school campus, so a respondent can bid on any one (1) school or all the schools.
ProCLawn on 15-Mar-2011 06:10:51 PM
Is it supposed to be per 7 days or is the total for the whole year?
CCSSJM on 16-Mar-2011 08:26:25 AM
Bids were to be submitted on a per service per school basis as stated on the pricing form.
ProCLawn on 16-Mar-2011 07:40:46 PM
Does per scheduled visit mean every 7 days? Was what i meant to ask, thanks for the reply
CCSSJM on 17-Mar-2011 08:20:46 AM
Yes, per service means per cut per school every 7 days. Thank you for your interest in this project. It will be rebid next year when this contract ends. Please feel free to participate again at that time.
UPDATE/ADDENDUM HISTORY
All updates/changes are listed below::
14-Mar-2011 09:58:30 AM
BID OPENING TIME WAS INCORRECT. UPDATED TIME TO 10:00 A.M.
 
BID HISTORY
Username Bid Amount Type Company name Bid Amount Bid Placed
kjdinc25
Bid Attachments K.J.D. Inc. 0.0000 14-Mar-2011 09:53:15 AM
 
Lawn Service Proposal
Central Community School Board Office
Delivery: 0 Days
Bids Added by Agency/Owner
Username Bid Amount Type Company name Bid Amount Bid Placed