Bid 26-020 2026-27 Lawn Care Services

ADVERTISEMENT FOR BIDS
Bid Number: 26-020
To All Prospective Bidders:
Sealed bids/proposals for 2026 - 2027 Lawn Care Services will be received by
the Hattiesburg Public School District at the district's Central Office located at
301 Mamie Street, Hattiesburg, MS 39401 until Wednesday, May 27, 2026, until
9:00 a.m. CST, at which time they will be publicly opened.
Specifications are on file at the Central Office. To receive a copy of complete
proposals and instructions, please contact Edith Stallings at
edith.stallings@hattiesburgpsd.com.
Proposals submitted must comply with the specifications provided. The
Hattiesburg Public School District reserves the right to amend the specifications,
as necessary, and agrees to notify all who have requested bid packets.
The contract will be awarded to the lowest and best bidder, as defined in Miss.
Code Ann. 31-7-13. The Hattiesburg Public School District reserves the right to
waive any and all informalities and to reject any and all bids. The District may
select one or more vendors to provide services to one or more of the area(s) of
the project based on the proposals received, priced, qualifications, or other
evaluation criteria.
All proposals must be submitted in a sealed envelope clearly marked "Bid
26-020 2026 - 2027 Lawn Care Services" and mailed or delivered to:
Hattiesburg Public School District
Attn: Edith Stallings, Accounting Supervisor
301 Mamie Street
Hattiesburg, MS 39401
Bids/proposals should include original and one electronic on USB drive if mailed.
Proposals may be submitted electronically via www.centralbidding.com. For any
questions related to the electronic bidding process, please call at Central Bidding
at (225) 810-4814.
/s/ Robert Williams
Superintendent of Education
To be published: May 8, 2026
May 15, 2026
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Conditions/Specifications
The Board of Trustees of the Hattiesburg Public School District (HPS),
Hattiesburg, Mississippi, will receive sealed bids/proposals in the Central Office
Conference Room located at 301 Mamie Street, Hattiesburg, Mississippi, until
Wednesday, May 27, 2026, until 9:00 a.m. CST. The Board of Trustees
reserves the following rights:
1. To appoint or authorize a person or persons to evaluate bids/proposals,
act, and make decisions on matters pertaining to bids.
2. To reject any and/or all bids/proposals of any groups thereof and waive
any informalities.
3. To adjust quantities of supplies or services involved under any item in
accordance with the square foot pricing submitted as part of the
bid/proposal.
4. Award the bid to one or more vendors.
The contract will be awarded to the lowest and best bidder, as defined in Miss.
Code Ann. 31-7-13. The Hattiesburg Public School District reserves the right to
waive any and all informalities and to reject any and all bids.
The above bids/proposals will be opened in the Central Office Conference Room,
301 Mamie Street, Hattiesburg, Mississippi, on Wednesday, May 27, 2026, at
9:00 a.m. CST. All bids/proposals shall be submitted to this address on or before
the above time and date. Envelopes containing bids/proposals shall be plainly
marked "Bid 26-020 2026 - 2027 Lawn Care Services, ATTN: Edith Stallings."
Any notations appearing on the outside of envelopes containing the sealed
bids/proposals that are intended to amend the bids in any manner will not be
considered.
No bids/proposals may be withdrawn for a period of ninety (90) days following
the scheduled opening date or until the Board of Trustees approves the contract,
whichever comes first.
Bidders must be licensed to do business in the State of Mississippi.
The District Contact person for Specifics and Site Visit: Stephen McCay, Director
of Operations, stephen.mccay@hattiesburgpsd.com
The District Contact person for Proposal Instructions and Timelines: Edith
Stallings, Accounting Supervisor, edith.stallings@hattiesburgpsd.com
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Site Visit Walkthrough:
A mandatory site visit walkthrough is scheduled for Friday, May 15, 2026, at 9:00
a.m. CST at Central Office, 301 Mamie Street, Hattiesburg, MS 39401.
Award:
The Hattiesburg Public School District will evaluate the bids and determine the
best bid(s) based on price, experience, and references of the Contractor, and the
quality of the bid concerning services proposed, etc. The Hattiesburg Public
School District will be the sole judges of the lowest and best price for the services
needed by the district.The contract will become effective on the date it is signed
by all parties and will end no later than June 30, 2027.
The Hattiesburg Public School District reserves the right upon successful
completion of the first year to renew this contract for two additional years at the
current contractual rate. These contract extensions would be awarded in
one-year increments upon successful completion of each contract.
HPSD reserves the right to accept or reject any or all bids, or to award the
contract in whole or in part, in the best interest of the district.
General Scope of Work:
1. The contract will become effective on the date it is signed by all parties
and will end no later than June 30, 2027. A contract will be awarded to
the contractor(s) whose proposal is determined to be the most
advantageous to the district, taking into consideration the price and the
evaluation factors set forth in the RFP.
2. The work to be done under this contract consists of furnishing all labor,
supervision, equipment, fuel, transportation, tools and supplies
necessary for mowing, trimming, weeding and edging of selected
Hattiesburg Public School sites.
a. MOWING - Mowing of grounds shall be on a scheduled weekly
rotation. The grass shall be cut to a uniform height, no greater
than 2" from the ground, without skips or gaps. GUARDS should
be on the mower at all times.
b. TRIMMING - The edges of grassed areas adjacent to vertical
surfaces such as walls, foundations, buildings, around trees,
poles, fireplugs, along fences, and around guard rail posts shall
be trimmed as per schedule (For schedule, see attachment A)
c. EDGING - The edges of grassed areas adjacent to horizontal
surfaces such as walkways, walk curbs and parking lots shall be
edged as per schedule. The contractor is responsible for killing all
grass/weeds growing through sidewalks and parking areas. (For
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schedule, see attachment A)
d. WEEDING - Shrubbery beds, playgrounds and courtyards shall be
weeded as per schedule (For schedule, see Attachment A)
e. SPECIAL PRUNING OF PLANTS AND CLEARANCE OF
FENCE LINES - all locations at least 4 times a year or as needed.
3. Contractor is to mow around the parking areas prior to teachers and staff
arriving. There will be no mowing of playgrounds or areas where
teachers or students are present, as well as no operating of equipment
during dropoff or pickup times at each location. The contractor shall
replace all items damaged during mowing, weeding, or trimming
operations.
4. GRASS CLIPPINGS - LEAF REMOVAL & DEBRIS: The contractor will
remove all grass clippings that blow onto sidewalks, parking lots and
roads along with accumulated leaves. In the event of adverse weather
causing trees or limbs to fall in the specified areas, the Contractor will
coordinate with the HPS Operations representative to remove debris. All
sidewalks and roadways should be clear of debris resulting from each
cycle before the contractor leaves the premises.
5. Recordkeeping - The contractor will keep and maintain records of
services provided.
6. All campuses must be secured before the contractor leaves the
premises.
7. Any damage to playground equipment, fences, vehicles or buildings by
the contractor shall be the contractor's responsibility.
8. All equipment should be turned off completely if a child is within 25 feet
of the equipment.
9. Vendors must adjust cutting times so as not to interfere with instruction.
This is especially important during the administration of tests or special
events.
10. Lawns Service Schedule is as follows:
Month Number of Month Number of
Services Per Services Per
Site Site
July 2 January 0
August 3 February 0
September 3 March 2
October 2 April 3
November 1 May 3
December 0 June 2
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Apply pine straw at least two times per year - August-September and
January-February.
11. Service Areas(s).
a. Hattiesburg Public Schools Administrative Offices, Grace
Christian Elementary, Hawkins Elementary, and Woodley
Elementary.
b. Vendors may bid on one or more service areas.
c. The Hattiesburg Public Schools reserves the right to award the
contract in whole or in part, whichever is determined to be in the
best interest of the District. The District may select one or more
vendors to provide services to one or more of the areas of the
project based on the proposals received, priced, qualifications, or
other evaluation criteria.
Proposal format
The Proposal shall be submitted in the following format with all of the
requested information and documentation. Failure to provide the required
information and documentation may be grounds for rejection.
A. Executive Summary
B. The proposal shall include a brief introduction describing the
experience of the Contractor, the size of the Contractor, and the
services provided by the Contractor.
C. Contractor Experience
D. The Contractor must provide references, with current contact
information and work details of each contract. The following
information shall be furnished for at least three (3) similar contracts,
either completed or currently underway, by the Contractor:
a. Name of client's entity.
b. Name and telephone number of the client's contract
manager.
c. Contract description.
d. Duration of each contract.
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Bid Proposal Form
Service Area Address Annual Price
Hattiesburg Public Schools 301 Mamie Street
Administrative Offices Hattiesburg, MS 39401
Grace Christian 2207 West 7th Street
Elementary Hattiesburg, MS 39401
Hawkins Elementary 526 Forrest Street
Hattiesburg, MS 39401
Woodley Elementary 2006 O'Ferral Street
Hattiesburg, MS 39401
I hereby bid the total sum of $ on the above-referenced
service location(s).
I understand that such a contract agreement will be for one (1) calendar year. I
have inspected the service Area/Areas, and I accept the terms and provisions
contained in the contract prescribed by Hattiesburg Public Schools on file in the
office of the Superintendent of Education.
Company Name: _______________________
Printed Name:____________________
Signature: ______________________
Date:_____________________
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SPECIFIC CONDITIONS
The contractor will be allowed full access to the school sites.
PRICES
Prices must be shown on the attached Bid/Proposal Summary Sheet supplied for
this purpose. All bids must be FIRM PRICES, free of any escalator clauses.
Prices must include all fees excluding taxes. Hattiesburg Public School District
will furnish tax-exemption certificates for State and Federal taxes where
applicable.
BILLING
Invoices are to be furnished for each month no later than the third working day of
the following month. The cut off on the invoice must be made to include the
week ending closest to the end of the month. Payment shall be made in
accordance with Miss. Code Ann. 31-7-305, which allows payment within
45 days of receipt of a properly executed invoice, verified for completion.
The successful bidder shall report and cancel in writing with 90 days notice if
services provided in this bid/proposal cannot be delivered.
INSPECTION
Labor, materials, equipment, and supplies furnished by Contractor shall be
subject to inspection at any time by the Customer, his agent, or representative.
INSURANCE REQUIREMENTS
The following minimum insurance requirements must be met or the bid will be
considered incomplete and therefore rejected.
a. Commercial General Liability - In an amount of $1,000,000.00 per
occurrence with $ 2,000,000.00 aggregate;
b. Commercial Auto Liability - Combined Single Limit in an amount of
$1,000,000.00;
c. Workers' Compensation and Employer's Liability Insurance:
Workers' Compensation Limits: Statutory - State of Mississippi. Policy
shall include a waiver of subrogation in favor of Hattiesburg Public School
District. Employers' Liability: $ 100,000.00 Each Accident; $500,000.00
Disease Policy Limit; $ 100,000.00 Disease Each Employee;
d. The Hattiesburg Public School District shall be named as an additional
insured on the General Liability Policy and Automobile Policy; and,
e. Proof of coverage must be placed on file with the school district by the
Contractor and kept current throughout the term of this Contract.
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Bids/ Proposals will not be accepted unless they are accompanied by a current
Certificate of Insurance showing the above coverage and must be verified by
submission with the bid.
DAMAGE CAUSED BY SUCCESSFUL BIDDER
The Hattiesburg Public School District will hold the successful bidder responsible
for damage caused to the buildings or assets of the Hattiesburg Public School
District under all conditions. In addition, the successful bidder will be responsible
for damages to property of others located on property of Hattiesburg Public
School District.
Unless the detailed information is furnished, your bid will be considered
incomplete and therefore rejected.
GENERAL RULES AND CONDITIONS
This Agreement is between Hattiesburg Public Schools (HPS) and _____________
(Contractor). Hattiesburg Public Schools is a public school distinct subject to the laws of
the State of Mississippi. The Contractor acknowledges that HPS does not waive,
relinquish, or forfeit any rights, benefits, protection, guaranties, or prohibitions that may
be provided under any state or federal law, statute, regulation or policy. The parties
agree that this Addendum shall be deemed incorporated by reference into the Contract,
and the following terms and conditions shall take precedence over and govern all other
terms and conditions in the Contract:
1. Governing Law/Venue. The Contract is governed by the laws of the State
of Mississippi. The federal or state courts for Forrest County, Mississippi,
shall be the sole and exclusive jurisdiction and venue for any action
related to this Contract. Any provision which purports to establish a venue
outside the State of Mississippi is deleted.
2. Immunities. The District does not waive its sovereign immunity.
3. Attorneys and Collection Fees. Any references to payment of attorney
or collection fees by the District are deleted.
4. Unauthorized Payments. The District does not agree to pay extra
compensation, fees, or allowances after service has been rendered or a
contract has been made, or for any payment not authorized by law.
5. Governmental Entity. The Contractor recognizes and acknowledges that
the District, as a political subdivision of the State of Mississippi, enters into
this Contract only to the extent authorized by Mississippi law, including the
opinions of the Attorney General of Mississippi. Any provision to the
Contract that is not authorized by or is inconsistent with Mississippi law,
including the opinions of the Mississippi Attorney General, is invalid and
deleted.
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6. Control of Litigation. Any provision giving the Contractor exclusive
control over litigation is deleted.
7. Time Limitations. Any provision limiting the timeframe upon which the
District can bring a claim or suit is deleted.
8. Arbitration. The District does not agree to submit to binding arbitration or
mediation.
9. Term. The term of the Contract shall be for the term stated in the Contract
itself. Any reference to an automatic renewal of the term of the Contract is
deleted. All renewals shall be in writing and agreed to by the parties.
10. Availability of Funds. The continuance of the Contract with the District is
based upon the availability of funds. Therefore, the District can cancel this
Contract with thirty (30) days' notice to the Contractor at the end of the
fiscal period if the funding authority does not appropriate funds. In such an
event, any property covered by a lease shall be returned to the lessor.
11. Payment by the District. A District Purchase Order shall be issued for
the services provided under this Contract. Payments to the Contractor
shall be made only upon completion of services or per the scope of work.
Detailed invoice(s) shall note the Purchase Order number and be sent to
Hattiesburg Public School District, Attn: Accounts Payable, 301 Mamie St.,
Hattiesburg, MS 39401 or emailed to billing@hattiesburgpsd.com. All
billing will be in accordance with MS Code 31-7-305. Payments will be
made to the contractor within 45 days from the date the invoice is received
at the district office, provided all is satisfactory based on the Contract
requirements. The invoice shall show complete details of services
rendered. Any provision that requires the District to pay the Contractor any
late charges, fees or penalties is governed by Miss. Code Ann. 31-7-305.
Any provision that requires the District to pay a deposit is deleted or must
be negotiated and stated in the Contract itself.
12. Tax-Exempt Status. The Contractor is liable for all taxes arising from,
related to, or in connection with the Contract or the performance of the
Contract. Pursuant to Mississippi law, the District is exempt from state
sales and use tax.
13. Indemnification. Any references to the District indemnifying, defending or
holding harmless the Contractor or any other party are deleted.
14. Disclaimer of Warranties. The District does not waive, disclaim or
exclude any warranties of any other party to the Contract, including,
without limitation, such other party's warranties of merchantability or
fitness for a particular use or any common law warranties to which the
District is entitled.
15. Waiver of Claims, Remedies or Damages. The District does not waive
any claim or cause of action (present, past or future). The District does not
waive any type or category of remedies or damages.
16. Limitation of Liability/Damages. Any reference to limiting HPS's
damages to the contract price or any other set amount has been deleted.
17. Liquidated Damages. Any references to payment of liquidated damages
by the District are deleted.
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FIRM: _______________________ BY:_________________________
ADDRESS:____________________ TITLE:______________________
STATE: ______________________ TELEPHONE: ________________
DATE:________________________
PROPOSAL
Superintendent/Board of Trustees
Hattiesburg Public School District
301 Mamie Street
Hattiesburg, MS 39401
Ladies and Gentlemen:
Having examined the specifications outlined on the attached sheets, my firm
agrees to furnish and deliver items and provide services according to your
specifications and instructions at the indicated prices. We/I, the undersigned,
understand and accept the instructions and conditions under which this
bid/proposal is being submitted.
This bid/proposal consists of a Proposal, Conditions/Specifications and
Bid/Proposal Summary Sheets. We/I understand that a company officer's
signature is required on each form and unless this has been done, our bids may
be considered incomplete and therefore rejected. Also, included is a list of
commercial references and other information required.
FIRM: _______________________ BY:_________________________
ADDRESS:____________________ TITLE:_______________________
STATE: ______________________ TELEPHONE: ________________
DATE:_____________________ CELL PHONE:________________
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