Bid#26-09 Central Office Lawn Care

TRUSSVILLE CITY SCHOOLS
476 Main Street
Trussville, AL 35173
(205) 228-3000 FAX (205) 228-3001
Mr. Stephen Ward Dr. Patrick Martin
Board President Superintendent
Date: May 4th, 2026
Bid # 26-09
TCS Central Office Lawn Care
Sealed bids for the TCS Central Office Lawn Care will be received by the Trussville City Board of
Education at the Central Office located at 476 Main St Trussville AL until 9:00am CST on June 3rd, 2026,
at which time they will be publicly opened and read.
You may access this bid using this link to the Trussville City Schools web site
https://www.tcsk12.us/departments/bids-and-vendor-information. Click the bid number listed above from
the list under Building and Facilities Bids to view the bid. If you would like to request a hard copy of this
bid, you may call 205-228-3062.
In the event the Trussville City School system is closed due to unforeseen circumstances on the mandatory
pre-bid date, or the bid opening date please visit https://www.tcsk12.us/ to view the District News section
for new dates and times.
The specifications and bid information attached should be read carefully. On the final page, you must enter
your bid amount and sign. If the document is not submitted as requested, it may be such that we cannot
classify this offer as a legitimate bid. All bids must comply with the Alabama State Bid Law.
A mandatory pre-bid conference has been set 9:00am CST on May 27th, 2026, at the Central Office
located at 476 Main St, Trussville, Alabama. It is the responsibility of each Bidder/Vendor to visit the school
for the purpose of viewing/questioning item specifications.
The bid will be awarded to the lowest Bidder/Vendor meeting specifications. Trussville City Schools
reserves the right to reject any and or all bids and to waive informalities in awarding this bid to the lowest
responsible bidder. If you have any questions concerning this bid, please contact the writer at 205-228-
3062.
Sincerely,
Brian Pharris
Facilities Director
476 Main Street
Trussville, AL 35173
(205) 228-3062

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Bid # 26-09
TCS Central Office Lawn Care
BIDDERS ARE REQUESTED TO RETAIN THESE INSTRUCTIONS, CONDITIONS, AND SPECIFICATIONS
FOR FUTURE REFERENCE, ONCE AWARDED THIS IS YOUR CONTRACT DOCUMENT.
I. GENERAL INFORMATION
(A) All bidders must use our form for submitting their bid.
(B) All bid envelopes must be sealed and marked with the following in the lower left hand
corner Bid #, Name of the bid, opening time and date and company name. Late bids
will not be opened.
(C) Trussville City Schools is tax exempt under State and Federal law. Bids will not include
State Sales Tax, Federal Excise Taxes or any other fee.
(D) Records showing successful bidder(s) and prices quoted will be placed on file and may be
examined upon request. If the contract is awarded to someone other than lowest bidder, a
note of explanation will appear in the bid file.
(E) Use of trade names and numbers shall be interpreted as establishing a standard
of quality and shall not be construed as limiting competition.
(F) Any necessary amendments to this Bid will be posted on our web page at
https://www.tcsk12.us/departments/bids-and-vendor-information. While Trussville
City Schools will make an effort to communicate all amendments, monitoring the web page
for amendments will be considered the vendors responsibility.
(G) Any Request for Information (RFI) should be submitted to
Sadie.logan@tcsk12.us and will be addressed via email to all
bidders.
II. SPECIFICATIONS
(A) The bidder shall state the manufacturer's warranty for each item quoted and will be
responsible for all warranty service as required.
(B) You shall obtain a City of Trussville Business thirty (30) days after award of bid.
(C) Your bid must include a Chemical Application license (if applicable).
(D) Your bid must include a Certificate of Insurance (COI) in the minimum amount of 1 million
dollars and a Workman's compensation certificate.
(E) The venue for this contract shall be Jefferson County, Alabama.
(F) The state of Alabama shall be the governing law for this contract.
(G) All vendors wishing to bid shall have a minimum of five (5) years' experience doing

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business under the same firm name in which bids are submitted. Joint venture contracts
must be pre-approved.
(H) Each vendor shall submit a list of educational facilities with the name of the facility and the
contact person where they have performed the duties described in this bid.
III. DISQUALIFICATION OF BIDS
Bids may be disqualified before the awarding of the contract for any of the following:
(A) Failure to mark envelope as required.
(C) Failure to include requested information or other details of the bid.
(D) Excessive errors.
(E) Failure to complete "Bid Form for Alabama Immigration Law Compliance" and return
appropriate documentation. MUST be included even if previously submitted.
(F) Failure to have an original signature on the Bid Form, a faxed copy is not acceptable.
(G) The failure to include the acknowledgment of addendum form (if applicable)
(H) This Bid shall not be altered by the bidder in any way. Any and all changes from those
specified shall be listed as deviation. Failure to abide by this requirement may result in the
bid being disqualified from consideration.
IV. MATERIALS BID (if applicable)
(A) All items quoted shall be new packed in manufactures original containers and
shall meet or exceed the specific specifications shown. Re-built or
remanufactured equipment will not be considered.
(B) The bidder shall state the manufacturer's warranty for each item quoted and will
be responsible for all warranty service as required.
(C) Bidders shall quote the brand and/or model specified. If bidding a substitute,
bidder must identify the differences in writing on additional sheet(s). Bidders
must submit product specification sheets for all items being quoted. All
bids not complying with the statement may be rejected. (if applicable)

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V. CONTRACT PERIOD/PRICING OPTIONS
(A) The bid award or any contract entered into as a result of the bid award cannot be
assigned, subcontracted out or franchised out to any contractor(s). The company submitting
the bid must be the company that actually performs the work, and no assignment whatsoever
shall be permitted.
(B) Prices should be good for the length of this contract. The contract will be based
on a period of 12 months with the option to renew for four (4) years from the date
the contact was awarded.
(C) Trussville City Schools reserves the right to terminate this contract with a 30-day
written notice to the vender.
VI. PROPOSAL FORM
(A) Proposal form shall be filled out in full.
(B) Each item quoted shall be described by brand name and model number.
(C) Each item shall be assigned a unit cost. Failure to provide this information on
proposal form may be cause for rejection of bid.
VII METHOD OF AWARD and DELIVERY
(A) The award will be made to the lowest responsible bidder meeting specifications. It is not
the policy of Trussville City Schools to purchase on the basis of low bid only. Quality,
conformity with specifications, purpose for which required, terms of delivery, past service
and experience are among the factors that may be considered in determining the
responsible bidder.
(B) In the event the low bidder refuses to accept the entire requirements without deviation, the
bid may be awarded to the next lowest bidder.
(C) Award will be made to the responsible bidder offering a proposal that is deemed the most
acceptable and advantageous to the Trussville City School System.
(D) F.O.B. ADD ADDRESS FOR FOB. The title and risk of loss of the goods will not pass to
Trussville City Schools, departments or local school until receipt and acceptance takes
place at the FOB point. Vendor will notify Trussville City Schools 24 hours prior to delivery.

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VIII. SPECIFICATIONS/SCOPE OF WORK
This bid is for lawn service and grounds control for all property at the Trussville City Schools
Central Office.
Lawn and Grounds Maintenance Overview:
This bid is for lawn service for the property at Central Office. It includes grass cutting, weed
eating/removal, edging all sidewalks, curbs, concrete pads with a mechanical edging device (no
weed eaters or round-up), using a blower to clean off all walkways, driveways, back parking lot,
front and back of building, clean-up (cuttings, sticks, branches and trash) and leaf removal. All
clippings should be removed from the turf, all future natural areas bordering the turf, sidewalks
and roadways. Turf areas are to have groomed defined edges.
All work is to be performed after business hours with 12 hours prior notice so we can
move our service trucks.
All future planting beds including annuals, perennials, wood ornamentals, hedges, etc. will be
kept weed free either by hand or chemical treatment to include round-up and pre-emergence and
post-emergence. Any hedges and woody ornamentals shall be pruned to present a neat and
ordered natural appearance.
All trash and debris including tree limbs will be removed before service.
Familiarity with work: Contractor is responsible for
(a) Having thoroughly investigated and considered the scope of services to be performed
(b) Carefully considering how the services should be performed, and
(c) Fully understanding the facilities, difficulties and restrictions attending to the performance of
the services required. Contractor is responsible to investigate the area and be fully acquainted
with the conditions.
The turf areas should be cut approximately 36 times per year according to the following schedule:
Two Cuts Three Cuts Four Cuts
November March April
December July May
January October June
February August
September
The bid response should also include a price for one individual cut including all services outlined
in this document. The per cut price may be used at times when the above schedule does not
maintain a clean and orderly appearance.
Example: Following excessive rain during the summer or a mild winter Trussville City Schools
(TCS) might require an additional cut for the grounds.

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Unnecessary cut adjustments may be made by the TCS designee.
Example: In an extremely harsh winter two cuts may not be needed in January and February.
Plants, irrigation systems, etc., damaged by traffic accidents or vandalism, shall be reported
immediately to TCS.
Areas to be included but not limited to:
* The grassy area(s) from Main Street to the dumpster in the back parking lot. See map
attached to this bid.
* The left side of the building from curb to the bottom of the ditch and on the right side of the
building off the curb four foot.
* Keep (future) beds in front and back of building weed free.
Note: See map attached to this bid.
Weed control in all areas except turf grass is the contractor's responsibility as part of this
agreement. The turf grass weed control is covered in a separate agreement, but it is still the
responsibility of the lawn maintenance contractor to notify the TCS designee about the condition
of the turf grass.
Monthly report must be submitted detailing type of service provided and dates. Monthly
invoices will not be paid until after submission of an acceptable service report.
Successful bidder agrees to pay the cost of repair or replacement for any and all damages while
performing services for TCS.
SHRUBS
Weeding
* Any future shrub area shall be kept weed free. Hand weeding as well as chemical
weeding is acceptable but if chemical weed control is used and it damages the
shrubs, they must be replaced at contractor's expense.
Pruning
* All dead and diseased wood will be removed as it becomes visible.
* Most shrubs only need to be shaped, not sheared
* Four annual pruning periods are required
* All shrubs with the exception of old wood shall be reviewed and shaped in
February. Old wood bloomers shall be pruned after the flowers fade.
* Another review of all shrubs should occur between mid-May and mid-July and
should be shaped and/or pruned as warranted.
GROUND COVERS
Weed Control
* For all ground covers follow the shrub requirements
* Pre-emergence applications may be applied if they do not injure the planting
Pruning

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* Annual removal of dead branches, over aggressive limbs.
Mulch
* All trees shall have a three inch stack of mulch in a radius at least 6 inches from the trunk
* Mulch will be pine straw
* All trees and future beds in front and back of the building shall be mulched in the
months of October and April.
TREES
Weed Control
* Mulched areas around the trunk of the tree shall be weed free. Chemical control
is acceptable but if the tree suffers chemical damage, it is the responsibility of the
contractor to replace the tree.
Pruning
* In the winter, remove any dead limbs, diseased limbs, crossed branches and
suckers
* Limb up young trees as needed or as requested for safety purposes during the
winter
* All cuts shall be flush with the trunk as the final cut
* Sucker removal and tip pruning is what is required and desired
* Other multi-trunk trees should be treated in similar fashion

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EQUIPMENT AND CHEMICALS are the vendor/bidders responsibility
Vendor/bidders are responsible for all equipment and supplies.
The bidder will supply TCS with data sheets on all chemicals utilized upon request.
This contract is the entire agreement between the parties and supersedes any previous oral and
written agreement.
Vendor / Staff Requirements
1. All staff must have a completed background check in their personnel file. File must be
available to TCS upon request.
2. Use of profanity and tobacco products on Trussville City School property is strictly prohibited
and violators will be written up and/or terminated.
Billing
Payments will be billed and paid monthly in 12 monthly payments not exceeding the contract
amount
.

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Bid Form
Alabama Immigration Law Compliance
Sec 31-13-9(a & b) of the Code of Alabama 1975, requires that as a condition for the award of any
contract, grant, or incentive by the state, any political subdivision thereof, or any state-funded entity to a
business entity or employer that employs one or more employees within the state of Alabama, the
business entity or employer shall:
1. Not knowingly employ, hire for employment, or continue to employ an unauthorized alien
within the State of Alabama.
2. Provide documentation establishing that the business entity or employer is enrolled in the
E-Verify program
3. Participate in the E-Verify program during the performance of the contract, and shall
verify every employee that is required to be verified according to the applicable federal
rules and regulations.
As a condition of this bid, to be considered a responsible bidder, you MUST complete the following information and
provide all required documentation. FAILURE to do so WILL disqualify your bid.
Company Name ("The Company"): ________________________________________
Company assigned E-Verify Number (if applicable): __________________________
Address: ____________________________________________________________
City: __________________________________ St: ________ Zip: ______________
Company Representative: _______________________________________________
Please Print or Type
Company Representative Title: ___________________________________________
Please Print or Type
Choose one:
A: ____ "The Company" does or will employ one or more employees within the State of
Alabama.
Or
B: ____" The Company" does NOT or will NOT employ one or more employees within the
State of Alabama
Representative Signature: ___________________________________
******Required Documentation:
If "A" was marked above then submit a copy of the company's E-Verify Memorandum of
Understanding (MOU) including the Employer and Department of Homeland Security signature
page and a completed W-9 must be included even if previously submitted.
If "B" was marked above then submit a completed W-9. The E-Verify and Memorandum of
Understanding (MOU) is not applicable.