RFP SCHOOL GROUNDS MAINTENANCE

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	561730 - Landscaping Services
Posted Date:	Apr 2, 2026
Due Date:	Apr 8, 2026
Solicitation No:	218-218-18-26
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	218-218-18-26
Project Title:	RFP SCHOOL GROUNDS MAINTENANCE
Description:	New Hanover County Schools is receiving sealed proposals for School Grounds Maintenance. Proposal documents may be obtained from the Purchasing Department at 2814 Carolina Beach Rd, Wilmington, NC 28412 between 8:30 am and 4:00pm. Documents may be requested by emailing brad.lackey@nhcs.net. Sealed proposals are due April 24, 2026, by 2:00pm. New Hanover County Schools reserves the right to reject any or all proposals. Minority participation is encouraged.
Opening Date:	4/8/2026 8:00 AM
Posted Date:	4/2/2026
Status:	Open
Department:	NEW HANOVER COUNTY BOARD OF EDUCATION


Solicitation Number * 218-218-18-26	Department NEW HANOVER COUNTY BOARD OF EDUCATION	Status Reason Open
Opening Date 2026-04-08T08:00:00.0000000	Posted Date * 2026-04-02T14:26:54.0000000Z	Primary Commodity Code Environmental reporting services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner BRAD LACKEY
Description New Hanover County Schools is receiving sealed proposals for School Grounds Maintenance. Proposal documents may be obtained from the Purchasing Department at 2814 Carolina Beach Rd, Wilmington, NC 28412 between 8:30 am and 4:00pm. Documents may be requested by emailing brad.lackey@nhcs.net. Sealed proposals are due April 24, 2026, by 2:00pm. New Hanover County Schools reserves the right to reject any or all proposals. Minority participation is encouraged.

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RFP: 218-18-26

TITLE: SCHOOL GROUNDS MAINTENANCE

USING AGENCY: NHCS MAINTENANCE DEPARTMENT

ISSUE DATE: APRIL 6, 2026

ISSUING AGENCY:

New Hanover County Schools

Brad Lackey

Purchasing Officer

2814 Carolina Beach Road

Wilmington North Carolina 28412

Sealed Proposals subject to the conditions made part hereof will be received until 2:00 p.m. on April 24,

2026, for furnishing services described herein.

SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS SHOWN ABOVE.

COST PROPOSALS SHALL BE SUBMITTED IN A SEPARATE SEALED ENVELOPE. SUBMIT TWO

SEALED ENVELOPES. ONE ENVELOPE CONTAINING TECHNICAL REQUIREMENTS AND ONE

SEALED ENVELOPE CONTAINING COST PROPOSALS.

IMPORTANT NOTE: Indicate firm name, “Technical Proposal” or “Cost Proposal”, and RFP number

#218-18-26 on the front of each sealed proposal envelope or package. Submit (5) copies and (1) original

of the Technical Proposal and (1) original Cost Proposal. Technical Proposals and Cost Proposals must

be submitted in separate envelopes.

Direct all inquiries concerning this RFP to:

New Hanover County Schools

Brad Lackey

Purchasing Officer

2814 Carolina Beach Road

Wilmington, North Carolina 28412

All questions shall be submitted in writing and e-mailed to brad.lackey@nhcs.net. Questions must be

received by 1:00 p.m., April 15th, 2026.

Page 1 of 18

RFP #218-18-18 School Grounds Maintenance

INTRODUCTION

New Hanover County Schools is soliciting proposals from firms to provide School Grounds Maintenance

in New Hanover County Schools during the 2026-2027 school year (July 1, 2026, through June 30, 2027),

with an option to renew an additional three years in one-year increments.

New Hanover County Schools intends to award contracts to entities utilizing a qualification-based

selection process. New Hanover County Schools may, at its discretion, utilize a multi-award method when

selecting a Contractor or Contractors for portions of, or all the services described in this Request for

Proposals.

A non-mandatory site visit day will take place on April 10, 2026. To register, email the New Hanover

County Schools Supplemental Services Supervisor Kevin Jordan at Thomas.Jordan@nhcs.net.

THE PROCUREMENT PROCESS

The following is a general description of the process by which a firm will be selected to provide services.

1. Request for Proposals (RFP) is issued to prospective contractors.

2. Technical Requirement proposals in one original and five copies will be received from each firm in

one sealed envelope. Each original shall be signed and dated by an official authorized to bind the firm.

Cost proposals, original copy, shall be submitted in a separate sealed envelope. Unsigned proposals

may not be considered. NOTE: No technical information shall be contained in the cost proposal. No

cost information shall be contained in the technical proposal. If any cost information is included in the

technical proposal and/or if any technical information is included in the cost proposal, the firm's entire

proposal may be rejected.

3. All proposals are subject to the requirements outlined in the RFP. All responses shall be controlled by

the terms and conditions therein. Responses are subject to rejection if submitted with terms and

conditions that differ from those contained in the New Hanover County Board of Education Contract for

Services. The New Hanover County Board of Education Contract for Services will be executed

Between New Hanover County Schools and the selected Contractor(s) once the contract(s) is

awarded.

3. All proposals must be received by the issuing agency not later than the date and time specified on the

cover sheet of this RFP.

4. Upon completion of the technical evaluation, the cost proposals of those firms who’s technical

proposals that have been deemed acceptable will be evaluated.

5. At their option, the evaluators may request oral presentations or discussion with any or all firms for the

purpose of clarification or to amplify the materials presented in any part of the proposal. However,

firms are cautioned that the evaluators are not required to request clarification; therefore, all proposals

should be complete and reflect the most favorable terms available from the firm.

6. Proposals will be evaluated according to completeness, content, and experience with similar projects,

ability of the firm and its staff, and cost. Each submission will be evaluated by a multi-representative

reader panel according to the technical criteria set forth below: New Hanover County Schools will make

an award based on the proposal(s) determined to constitute its best interest and also recognizes the

solicitation may result in an award(s) other than a single-qualified Contractor or as many qualified

Contractors as necessary to fulfill the services needed.

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RFP #218-18-18 School Grounds Maintenance

The Owner encourages environmentally responsible vegetation management and encourages the

use of herbicide products and practices that effectively control vegetation while minimizing

potential impacts to ecosystems, water quality, and human health. Contractors will clearly identify

all proposed herbicide products, including active ingredients, and describe the associated

application methods. In support of reducing reliance on glyphosate-based products, the Owner

encourages Contractors, where practicable, to propose non-glyphosate herbicides or other

environmentally preferable alternatives that achieve the desired management outcomes.

New Hanover County Schools will evaluate proposals using this scoring metric:

TECHNICAL CRITERIA

POINTS

SCOPE OF SERVICES

SERVICES APPROACH

QUALITY OF PERSONNEL

BACKGROUND, EXPERIENCE AND CAPACITY 20

REFERENCES

ADDITIONAL CAPABILITIES

TOTAL

100

7. Firms are cautioned that this is a request for offers, not a request for contracts, and New Hanover

County Schools reserves the right to reject any and all offers when such rejection is deemed to be in

the best interest of New Hanover County Schools.

8. Firms responding to this request for proposal should respond in accordance with the following format,

in the order identified. The proposal should be concise and succinct and not include unnecessary

material. Additional material may be submitted but will not be considered in evaluating the specific

elements of the proposal.

8.1 Firm Overview

The proposal should include firm name, firm address, firm telephone number, firm email address,

principal firm contact person, type of service typically performed by the firm, personnel resources

available by discipline, insurance information and incorporation information.

8.2 Scope of Services

Specify procedures, products and environmental responsibility efforts.

8.3 Services Approach

The proposal should describe the firm’s approach to the services offered and the relationship of these

services to the information specified under Introduction, Background, and Scope of Work.

8.4 Quality of Personnel

a. List all key personnel the firm will commit to these services.

b. Resumes may be requested upon award of contract.

8.5 Background, Experience and Capacity

a. Describe the firm’s background and experience in providing the services offered.

b. Describe the firm’s capacity to provide the services.

c. Describe methods for providing these services.

8.6 References

Page 3 of 18

RFP #218-18-18 School Grounds Maintenance

a. List at least three (3) references with full name, addresses and phone numbers of past clients

for whom similar services have been provided.

8.6 Additional Capabilities

a. Describe the firm’s unique capabilities to provide the services described.

BACKGROUND – Firm must possess the following:

a. Valid - North Carolina Landscaping Contractors License

b. Valid - North Carolina Department of Agriculture & Consumer Services License L & E

SCOPE OF WORK

See RFP Grounds 52-week 43 Total Cuts (see Scope & Services below)

PREFERRED QUALIFICATIONS

a. 7 Years of Commercial Lawncare Services

b. Multiple Crews for dispatching

c. Backup mowers must be available while main mowers receive maintenance or have downtime.

1. SCOPE

SPECIFICATIONS FOR SERVICE CONTRACT

A. The owner is the New Hanover County Board of Education (referred to as New Hanover

County Schools): Wilmington, NC

B. The Contractor shall provide weekly lawn and ground maintenance services for all locations

listed in section 5 below. Athletic fields identified in white on the Property Site Plans.

C. The Contractor shall coordinate service through the Paint/Grounds Foreman/designee (POC)

and or Director or Supplemental Services Supervisor as representative for the owner.

2. DEFINITIONS

Contractor: The firm(s) awarded the resulting contract.

NHCS Point of Contact (POC): The NHCS Maintenance Operations Division

representative designated in the Notice of Award.

Grounds Maintenance: All tasks required to keep turf, natural areas, landscaped beds, trees,

shrubs and hard surfaces in a clean, safe and neat condition, as specified herein.

Natural areas: Unimproved or non-turn vegetated areas adjacent to roadways, fence lines,

drainage swales, and perimeters as shown on site plans.

Right-of-Way (ROW) Areas: Areas along entrance roads and public access points indicated on

site plans.

Slow Growing Season: December 1st – February 28th unless otherwise directed in writing by

NHCS.

School Day: Core instructional hours for each site (typically 8:00 a.m. to 4:00 p.m.) unless

otherwise specified by the site administrator.

Page 4 of 18

RFP #218-18-18 School Grounds Maintenance

Courtyards: An outdoor space completely enclosed by the school’s buildings, with only a few

internal doors providing access. Because it’s cut off from exterior entrances and often

surrounded by classrooms or hallways, it requires intentional planning for supervision, safety,

and logistics.

3. SERVICES

A. The contractor shall perform all services prior to the start of the school day, after school

is dismissed, on weekends, or when school is not in session. The Contractor shall

perform all Work with its own employees and shall not subcontract any portion

thereof. Subcontracting of the Work is prohibited.

Services shall be coordinated with the facility’s Principal/Administrator or designee and staff to provide no

disruption of school facility activities. School calendars are included as Attachment A and are also posted

on the New Hanover County Schools website. Properties to be maintained are included in Attachment B.

The Contractor shall complete and submit via email, a School Grounds Maintenance Report form,

included as Attachment C, to the Director of Maintenance, Supplemental Services Supervisor or Grounds

Foreman (POC) on a bi-weekly (every two weeks) basis. The Contractor shall obtain the form from the

Maintenance Operations Department.

B. The Contractor shall provide services:

52 Consecutive Weeks of Landscaping Services (except for the week of Christmas) with 43 weeks of

mowing. 40 of those mowing weeks take place from March 1st through November 30th with one mow per

month for December, January and February, during the slow growing season, for a total of 43 weeks.

Grounds maintenance service that consists of mowing all existing grass areas including but not limited to

lawns and perimeter areas, removing debris, including vegetative yard waste, paper, plastic, etc., from all

turf and plant beds and all areas, as shown in Attachment B and performing the following:

a. Edging of sidewalks and parking lots, sweeping or blowing off sidewalks

and driveways, controlling weeds and unwanted vegetation in plant beds,

fence lines, sidewalks, playground equipment and mulch, parking areas,

and around heating and air units will take place for 52 consecutive weeks

(except for the week of Christmas). This means the contractor will take

all necessary actions to control weeds. The contractor shall remove

weeds manually, if other methods do not work.

b. The contractor shall submit a schedule annually for routine spot treating

applications of pesticides and/or herbicides. Product Safety Data Sheets

(SDS) shall be provided to the NHCS Supplemental Services Supervisor

or NHCS Grounds Coordinator/designee (POC) for all chemicals used on

the owner’s property. Broadcasting of herbicidal chemicals is not

permitted under any circumstances.

1) Applications are allowed when contractor obtains approval in

advance from the New Hanover County Schools Supplemental

Services Supervisor and/or NHCS Grounds

Coordinator/designee (POC).

2) The contractor shall notify the school or site ninety-six (96) hours

prior to any nonscheduled application of pesticides/herbicides in

order to allow the school/site to notify parents, guardians and

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RFP #218-18-18 School Grounds Maintenance

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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RFP SCHOOL GROUNDS MAINTENANCE

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