RFP- Lawn Care and Grounds

Hart County Board of Education
REQUEST FOR PROPOSAL FOR PROFESSIONAL LAWN CARE AND GROUNDS
MAINTENANCE SERVICES
The Hart County Board of Education "BOE" is requesting proposals for professional lawn
care and grounds maintenance services at ten (10) property locations in Hart County as
detailed in Section 2.4. of this RFP.
The successful proposer in undertaking the work under this contract is assumed to have
visited the premises and to have taken into consideration all conditions which might affect
the work. No consideration will be given to any claim based on lack of knowledge of
existing conditions.
All site visits will require pre-approval from Brooks Mewborn, Associate Superintendent, at
least 24 hours in advance. All visitors on Hart County Charter System campuses must
check in at the front office prior to proceeding with any other activity.
The Contractor must currently be in the business of providing lawn and landscaping
maintenance services of this type and must have been doing so for a minimum of at least
five (5) consecutive years.
Each Proposal response must include a minimum of three professional references. These
references should include current contact information including name, address, telephone
number, and email address.
Responses are due at the Hart County Board of Education office located at 284 Campbell
Drive, Hartwell, GA 30643 by 2:00 p.m. on Friday, June 19, 2026. No exceptions will be
made! The Executive Committee will then take all RFP's that have been submitted and
score them using a rubric form before making a selection to take to the Superintendent for
BOE approval at the July 13, 2026, Board of Education meeting.

1. SCOPE OF WORK
This scope of work pertains to the requirements of maintaining grass and landscaped areas
at various properties owned by the Hart County Board of Education. The overall
responsibility of the Contractor is to coordinate, plan, manage, and perform activities
described in this RFP to maintain an acceptable appearance in those areas included in the
RFP.
The Contractor shall furnish all labor and materials necessary to perform the mowing and
landscaping maintenance tasks in the RFP. Contractor shall complete all the tasks listed
below and will comply with all the requirements and specifications.
The Contractor is required to thoroughly examine the request for proposal requirements
and the work contemplated and it will be assumed that the Contractor has investigated
and is satisfied as to the requirements. It is mutually agreed that submission of a response
to this Request for Proposal shall be considered evidence that the Contractor has made
such examination.
2.1 HOURS WHEN WORK IS TO BE PERFORMED
All work is to be performed Monday through Friday from 7am to 6 pm and Saturday 8am to
5pm. No work shall be done on Sunday without written permission from the Hart County
Board of Education.
2.2 SCHEDULING OF WORK- BEGINNING OF CONTRACT TERM
A. Prior to the commencement of the contract, the Contractor shall submit in writing to
the Associate Superintendent or his/her designee, the name of the On-site Supervisor
authorized to act for the Contractor in every detail for the lawn mowing and landscape.
services.
B. All work as specified in this RFP shall begin within 15 days following contract
execution as notified in writing by the Hart County Board of Education.

C. At least five (5) business days prior to the commencement of the contract, the Associate
Superintendent or his/her appointee will confer with the Contractor and review the total
specification requirements, total workload and the lawn mowing and landscaping services
proposed by the Contractor.
2.3 SPECIFICATIONS
The lawn and landscaped areas must be maintained to the standards as detailed in these
specifications.
The Associate Superintendent or his/her designee shall determine whether the tasks have
been performed, and that the performance is in accordance with the standards set forth in
these specifications.
Landscape Maintenance Standards and Specifications
Overview:
The following standard outlines the scope of services and responsibilities required of the
Contractor but may not be inclusive of the entire scope of services.
A. GENERAL STANDARDS
1. GUARANTEE AND REPLACEMENT
a. Contractor shall replace, at no additional cost to the BOE, any turf, plant materials or
any other BOE property damaged as a result of improper maintenance attention or
procedures. Replacement material shall be of the same size and variety as the dead or
damaged material. Property damage must be addressed within two weeks of
identification of damage. Alternatives to size, variety, and scheduling of replacement
must have written permission of BOE.

b. Contractor is not responsible for losses, repair, or replacement of damaged work or plant
material resulting from theft, extreme weather conditions, vandalism, vehicular incidents
(other than Contractor's vehicles) or the acts of others over whom they have no
reasonable control.
c. Contractor shall inform the BOE monthly of plant losses unrelated to the
maintenance activities, providing the BOE with a probable cause of plant loss, and
provide recommendations for replacement along with pricing for replacement.
d. The Hart County BOE reserves the right to protect the overall lawn care budget when
inflation rises for diesel / gas expenses. Gas prices fluctuate over time and typically
average out over time. A new RFP will have to be created if fuel costs become an issue.
2. CONTRACTOR RESPONSIBILITIES
a. Contractor will provide staff able to perform work of a high standard. Key staff shall have
current knowledge of best practices regarding safety, hazardous material handling, lawn
care, plant health, pruning, and pest management. The BOE reserves the right to demand
the replacement of Contractor's staff who do not meet the BOE's standards for safety,
professionalism, or landscape maintenance knowledge.
b. All properties of the Hart County Board of Education are TOBACCO FREE/DRUGFREE
sites.
c. Provide an emergency contact list identifying the names, positions held, and phone
numbers of key personnel. Provide mobile numbers for the site supervisor.
d. Attend meetings and site inspections of the properties as requested.
e. Contractor's employees are not to engage in conversation with school staff or students
unless absolutely necessary and will not curse on BOE building grounds.
f. Contractor's employees will wear an easily recognizable uniform with company
name clearly visible.

g. Any permits or fees that may be required are the responsibility of the Contractor.
h. Athletic Playing Fields will not be included in this contract.
B. SCOPE OF WORK
GENERAL PERFORMANCE REQUIREMENTS
a. Contractor shall furnish all labor, equipment, and materials necessary to complete the
maintenance of turf and plantings as specified herein.
b. Maintenance shall consist of periodic freshening of mulch, pruning, mowing,
Integrated Pest Management (IPM), weed/insect/disease control, litter control and any
other procedures consistent with good horticultural practice necessary to ensure
normal, vigorous, and healthy growth of turf and landscape plantings.
c. All turf shall be mowed with professional quality equipment. Prior to receiving the award
of contract, Contractor shall provide to the BOE with a listing of such equipment.
d. Control of Weeds: Use cultural methods (mulch, pine straw, proper pruning) to
encourage plant health and growth and discourage weeds. Keep planter beds and tree
wells free of weeds and debris throughout the year. Ground covers are to be trimmed so
they meet but do not grow over walkways or outside any of the planting beds.
e. All cracks/joints in parking lot pavement, drives and sidewalks should be kept free of
grass/weeds by routine spraying or other method of clearing.
f. All storm debris should be removed from all BOE building grounds within 2 days
following storm incidents. Do NOT stack sticks for other people to haul off. They should be
removed from the property. DO NOT leave rocks or sticks on the base of a light pole.
g. All storm drainage grates are to be kept free and clear of debris that would inhibit water
drainage.

h. Rake playground mulch back under swings as needed.
i. Vines and weeds are to be kept off fences at retention ponds, softball and baseball fields,
football field and running track.
j. Shrubs at BOE schools and buildings should be routinely trimmed in order to present a
"well maintained" appearance at all times.
k. All ornamental trees on school grounds should be "limbed up" to allow a clear line of
sight under the trees and riding mower access beneath the trees.
C. TURF MAINTENANCE
1. TURF MOWING
a. All turf will be mowed with professional quality equipment. Pricing assumes that bagging
and removing clippings will be required only when excessive leaf debris is present, turf is
too long too mulch, or when moisture conditions are too high to allow effective mulching
without substantial clumping of turf debris.
b. Prior to each mowing, remove all litter and debris from lawn areas. Formal turf areas
shall be mowed as needed and maintained at a height of no less than 3 inches and no more
than 4 inches. Maintain a uniform lawn height free from scalping.
c. Clippings will be swept or blown from hardscapes as needed to present a well-
maintained appearance.
2. TURF EDGING AND TRIMMING
a. Mechanically trim all landscape turf edges as needed to present a well-maintained
appearance. Edges include all formal lawn perimeters and tree wells in lawn areas.
Clean debris from hardscapes and non-turf landscape areas.

b. Trim all formal lawn areas that cannot be reached by a mower as needed to present a
well-maintained appearance. Areas to be trimmed include any lawn adjacent to poles,
signs, bollards, trees, walls, and all other obstacles. Perform trimming to the same height
as mowing.
c. Contractor is responsible for any damage incurred as a result of trimmer or edger
damage to trees and shrubs and must repair or replace any such damage at no cost to the
BOE.
D. GENERAL AREA MAINTENANCE
1. LEAF AND BRANCH REMOVAL
a. Keep walks, patios, planting beds, driveway gutters, and lawn areas free of leaves as
needed to present a well-maintained appearance.
b. In autumn, leaf removal shall occur as needed to prevent leaf accumulation. Remove
leaves from site only as needed to maintain a neat appearance and the health of the
planting.
2. LANDSCAPE TRASH, ROCK, and DEBRIS REMOVAL
Remove all trash, large rocks, and debris from landscaping beds and turf areas. Contractor
shall haul debris away for appropriate disposal. DO NOT leave rocks or sticks on light pole
base or curb.
3. MULCH MAINTENANCE
a. Contractor shall replenish mulch/pine straw in early Spring and again in late July prior to
school "Open House" events to maintain a depth of no less than two and a half inches (2-
1/2'') in all planting areas and tree wells. Established beds where plant foliage or

groundcover completely covers the soil surface require no additional mulch. Keep mulch at
least two to three inches (2 - 3") away from the crown of plants and trees.
b. Mulch shall be fresh, clean pine straw.
4. PRUNING
a. Pruning and shaping of trees and bushes as needed to maintain a natural shape.
b. Pruning debris shall be removed prior to mulching.
5. ORNAMENTAL SHRUB AND TREE MAINTENANCE
a. Contractor shall spray beds, rock beds, and mulch areas with Round-Up or similar
herbicide to prevent weeds.
b. Shrubs and trees shall be fertilized with a 16-4-8 or comparable fertilizer as needed.
6. AERATION and FERTILIZATION
a. Bermuda lawns are to be treated four (4) times each year as follows:
Spring Crabgrass pre-emergent control with startup fertilizer to provide quick green-up.
Broadleaf weed control with fertilizer to stimulate new grass growth.
Balance fertilizer to ensure deep root growth and healthy grass growth.
Broadleaf weed control with fertilizer to keep lawn healthy through cool temperatures.
7. SPRINKLER START-UP and WINTERIZATION
a. Perform annual start-up testing and make any necessary adjustments to ensure system
is working properly.
b. Systems will be turned off and winterized at the end of the growing season.

2.4 PROPERTIES AND LOCATIONS OF WORK TO BE PERFORMED UNDER RFP
Athletic Fields will NOT be included in this contract.
LOCATIONS LAWN CARE LANDSCAPE MAINTENANCE
1. Hart County High School
59 Fifth Street
Hartwell, GA
All lawn areas around all high school buildings, Herndon Stadium, Saye Field, softball field,
parking lots, and tennis courts. All landscaping and tree beds including entrances to
Herndon Stadium. Retention pond top and sides cleared annually. JROTC Range retention
pond as well. Remove trash and debris. Clean up under bleachers on end ramps on both
sides of the stadium twice a year (before graduation and before football season starts).
Clean under brush at Saye Field pine trees behind score tower on Powell Road.
2. Hart County Middle School
176 Powell Drive
Hartwell, GA
All lawn areas around buildings and parking lots. Lawn area at entrance to Saye Field.
Grass areas around Softball Field, practice field up to edge of the running track. Spray and
cut the Multi-Purpose Athletic Fieldhouse grass. All landscaping and tree beds including
entrance to Saye Field. Keep fencing at Softball field and running track free of vines, grass,
and weeds. Rip Rap on Fairview Avenue to be sprayed for weeds as needed to look clean.
3. Hartwell Elementary School
147 South College Avenue
Hartwell, GA
All lawn areas around buildings and parking lots including playground and Cannery lawn
areas. All landscaping and tree beds. Keep fencing around playground and retention pond
free of vines, grass, and weeds. Retention pond cut as needed.

4. North Hart Elementary School
124 Ankerich Road
Bowersville, GA
All lawn areas around building and parking lots including playground areas. Exercise Track
and pavilion areas. All landscaping and tree beds. Keep fencing around playground and
retention pond free of vines, grass, and weeds. Retention pond top and sides cleared
annually. Remove trash and debris.
5. South Hart Elementary School
121 E & M Dairy Road
Hartwell, GA
All lawn areas around building and parking lots including playground areas. All landscaping
and tree beds. Keep fencing around playground and retention pond free of vines, grass and
Exercise Track and pavilion areas. Retention pond top and sides cleared annually. Remove
trash and debris.
6. Hart County BOE Office
284 Campbell Drive
Harwell, GA
All lawn areas around buildings, parking lot, and adjacent Greenhouse. All landscaping and
tree beds. Once a year the trees behind the BOE building should be clear of underbrush in
early fall. The grounds at the BOE should be cut on the day of each regularly scheduled
monthly BOE meeting. Proposer must coordinate a schedule with the Associate
Superintendent or his designee.