Bid #10 – FY 2008
INVITATION TO BID
Change 1 (7-9-08)
STATE OF ALABAMA
Boaz City School System
NOTICE IS HERBY GIVEN that the Boaz City School System, will receive bids in the Purchasing
Office beginning on, July 22, 2008, at 8:00 A.M. Bids will be opened on August 5, 2008, at 10:00
A.M. (by the BCSS Boardroom clock), located at 126 Newt Parker Drive, Boaz, Alabama. Bids
received after August 5, 2008 at 10:00 A.M. will not be considered, for the Provision of LAWNCARE
AND GROUNDS MAINTENANCE for the Boaz City School System. All bidders shall attend a mandatory
pre-bid meeting at 9 AM on July 21, 2008 BCSS Central Office before submitting a bid. Bids will not be
accepted from bidders not attending this mandatory meeting.
SEE ATTACHED SPECIFICATIONS
This invitation package consists of Seven (7) pages. Bidders should verify they have received all pages
as indicated. If all pages have not been received, then it is the responsibility of the bidder to contact the
Purchasing Office at (256) 593-8180 phone, (256) 593-8181 fax.
GENERAL BID INFORMATION
Bidders should carefully read all parts of the invitation package with its accompanying schedules and
attachments, if any. Any explanation of additional information desired on the meaning or interpretation
of the conditions specifications of this invitation shall be referred to Dr. Randall Haney (256) 593-8180 or
(256) 593-8181 fax in sufficient time for reply before submission date of bid.
The use of specific names and numbers in the specifications is not intended to restrict the bidder or any
seller or manufacturer, but is solely for the purpose of indicating the type, size, and quantity of materials,
product services, or equipment considered best adapted to the Boaz City School System.
Contact initiated by a potential bidder with a Boaz City School System official will be as specifically set
out in the invitation. Any other contact with a Boaz City School System official initiated by a potential
bidder regarding this bid, between the date of this invitation to the date of the bid award, shall be
deemed as an attempt to unduly influence the bid award, and may be grounds for rejection of the bid
submitted by the bidder initiating such other contact, at the discretion of the Boaz City School System.
All bidders, to the best of their knowledge and belief, must be in compliance with all applicable Federal,
Alabama State, County and Municipal laws, regulations, resolutions and ordinances. In particular, if
applicable, all bidders must be licensed and permitted in accordance with Title 10, Chapter 2A, Article 8,
Division 2 (dealing with Out-of-State corporations doing business within Alabama), Title 34, Chapter 8
(dealing with general contractor licensing for businesses which constructed or superintend the
construction of any building, highway, sewer, grading or any other improvement of structure costing
$50,000.00 of more). Title 40, Chapter 12 (dealing with privilege licenses and store licenses), Title 40,
Chapter (dealing with permitting franchise tax and other taxation of corporations conducting business in
this state), and Title 40, Chapter 23 (dealing with sales and use tax), Code of Alabama 1975, as amended;
provided the bidder is not exempted from the above mentioned Code sections elsewhere in the code. All
bidders bidding should be prepared to timely submit non confidential evidence or documentation
supporting the fact they are presently licensed and permitted under the applicable above mentioned Code
Sections, suitable to, and upon request by, the Boaz City School System Central Office. Such non
confidential evidence or documentation may be submitted with the bid.
Bid #10 – FY 2008
If you have an office or employee stationed in Alabama, out of state Bidders must provide proof or
registration as stated in Title 10, Chapter 2A, Article 8, Division 2, with the Secretary of State in order to
perform work for the Boaz City School System. Your Registration Number must be provided on the Bid
Response Form. The phone number of the Secretary of State is (251) 242-5324 Corporation Division.
PREPARING TO BID
Bids must be typed or hand written in ink. A bid submitted in pencil will be rejected. The Bid Guarantee
and Bid Response Form must be the original paperwork; copies of these are not acceptable. All required
paperwork must be received in the sealed Bid Package.
These specifications exhibit the intent and purpose of the Boaz City School System regarding this bid;
and they shall be so considered by the bidders. Accordingly, the bidder admits and agrees that they are
not complete in every detail and that work and materials not indicated or expressly mentioned in these
specifications, but which are manifestly necessary for the full and faithful performance of the items(s) bid
in accordance with the full and faithful intent will be included in the bid and incorporated in the work the
same as if indicated and specified.
The bidder shall list on a separate sheet of paper any variations from, or exceptions to, the conditions and
specifications of this bid. The exceptions shall be labeled “EXCEPTION(S) TO BID CONDITIONS
AND SPECIFICATIONS”, and shall be attached to the front of the bid. Additional features and/or
capabilities not included in the specifications may be included in the bid.
SUBMITTING THE BID
ALL PROSPECTIVE CONTRACTORS WILL BE REQUIRED TO ATTEND A PRE-BID MEETING AT
THE BCSS CENTRAL OFFICE. FAILURE TO ATTEND WILL AUTOMATICALLY DISQUALIFY
YOUR BID. Time and location will be included in the following bid specifications.
In the event that a Bidder is financing the product(s) through another agency other than itself, the
financing agency must sign the Bid Response Form along with the Bidder. A copy of the financing
agreement and all conditions must be included with the Bid Response Form. The Bidder and the
Financing Agency will be held to the requirements stated in the Invitation to Bid. Any assignment of the
financing agreement must be approved by the financing agency and the Boaz City School System.
Failure to disclose the financing information and all conditions will disqualify the Bidder.
Bidders that are returning a NO BID statement(s) shall state on the outside of the envelope, the Bid
Number with NO BID written underneath. The envelope will not be opened in public, but it will be
noted that the bidder did respond.
Bids may be hand delivered at any time prior to the bid opening date and time to the Boaz City School
System, 126 Newt Parker Drive, Boaz, Alabama ATTN: Dr. Randall Haney, (mailing) 126 Newt Parker
Drive, Boaz, Alabama 35957. The Boaz City School System cannot guarantee that bids sent by mail or
courier will be received on or before the bid opening day and time as indicated. Bids received after the
deadline will be returned unopened.
All bids received must be in a sealed envelope and plainly marked, “BID FOR LAWNCARE AND
GROUNDS MAINTENANCE.” Bids submitted by “Express/Overnight” services must be in a separate
inner envelope/package sealed and identified as stated in the previous sentence. Bidders and any other
interested individuals are invited to attend the bid opening.
Bid #10 – FY 2008
The Boaz City School System at its discretion may offer an extension of the Bid Award for an additional
number of units or services until such time that a new contract can be bid and awarded. Yearly Contracts
can be extended into the 3rd year under the terms of the original contract. After the 3rd year, all contracts
will be rebid. Any extension will be at the same terms and conditions of the original contract. Any
extension must have written approval of both the Boaz City School System and the Awarded Bidder
within sixty (60) days and prior to the expiration of the original contract.
All factors stated in this invitation package will be evaluated in determining the successful bidder. Any
omission(s) of the herein stated requirements may be cause for rejection of the bid(s) submitted, solely as
determined by the Boaz City School System.
The Boaz City School System reserves the right to study bids as to their correctness and to award the bid
at a later date of not more than thirty (30) days.
The Boaz City School System reserves the right to reject any, and all bids, waive any informality in bids,
and to accept in whole or in part, such bid or bids, solely at its discretion.
A pre-bid meeting will be held at the central office (126 Newt Parker Dr., Boaz, AL) on 27 June
2008 at 9 :00 AM. Meeting will consist of a tour and explanation of all properties and expected
services for those properties. Perspective bidders must attend this mandatory meeting or your bid
will be rejected.
Done this 17th Day of June, 2008
Dr. Randall Haney s/s
Boaz City School System
Bid #10 – FY 2008
Bid #10 FY 2008 SPECIFICATIONS
It is the purpose of these specifications to provide a contract for the LAWNCARE AND GROUNDS
MAINTENANCE at the Boaz City School System.
The contract for the LAWNCARE AND MAINTENANCE contract begins the first day following the
Bid Award and will expire at the completion of contracted unit.
The successful vendor shall have 5 days from the date of notice to proceed to implement this contract.
Bid prices shall be held for ninety (90) days from award.
REPORTS AND MANAGEMENT TOOLS
Vendor shall provide, at its sole cost, Boaz City School System with daily reporting of progress of work
A. The Vendor, at its sole cost, shall be responsible for security of school property while work is
being conducted in specific areas.
B. Personnel conducting onsite-work shall be cleared by the Boaz Policy department if children are
present in the area of specific work. Contractor will provide a list of personnel to the central
office for clearance by the Boaz police department.
C. Proof of security bond shall be provided to the central office.
Boaz City School System reserves the right to have its representatives or independent auditors inspect
maintenance performed by the Contractor concerning the products and services described herein.
Boaz City School System is exempt from all Federal, State, and Local sales and use taxes and will not pay
any of these taxes.
The Boaz City School System is exempt from all taxes as provided by law or shown on certificate(s) of
tax exemption on file at the Boaz City School System.
Prices quoted shall include all expense involved in the TOTAL LAWNCARE AND GROUNDS
The Boaz City School System reserves the right to terminate this contract prior to the end of the periods
indicated upon seven (7) day’s written notice, for failure to meet required specifications. In the event of
termination, all work performed prior to the effective date of termination shall be paid by the Boaz City
Bid #10 – FY 2008
All bidders shall bid as follows:
LAWNCARE AND GROUNDS MAINTENANCE OBJECTIVE: A properly landscaped weed free
lush green lawn with colorful flower beds and ornamentals becoming a world class school system’s
1. Lawn care and grounds maintenance service for ALL properties owned by the Boaz City School
System (with the exception of the actual athletic playing field surfaces for the football, practice,
baseball, and softball fields) will consist of regular mowing (not less than 25 to 30 times per year);
removal of trash before mowing; tree pruning; shrub trimming; removal of clippings, cuttings, dead
wood, limbs, pinecones, or any other such debris; cleaning clippings and cuttings from all sidewalks,
drives, and parking lots; removal of grass and weeds growing from drives, parking lots, sidewalks,
and other such areas; evaluating lawns, flowers, and shrubs and treating them with fertilizing and
chemicals for the prevention of all weeds, pests and disease.
2. Contractor will evaluate the condition of lawns (including soil tests) and fertilize and treat them
accordingly. Contractors, before applying chemicals, will have the training and certification for such
applications. Signs will be put up to warn students, staff, and neighbors about the chemicals used on
3. Chemical application and treatment will be accomplished in a series of no less than four treatments
(pre-emergent/post-emergent) beginning in early spring and ending in late Fall. Application and
treatments will be in accordance with manufactures recommendations and in accordance with all
applicable Federal, State, and Local regulations.
4. Topsoil will be installed and/or replaced as needed. Bare ground will be seeded as needed. Seeding
will be on properly prepared soil using the latest technology for aqua application of seeds.
5. Seasonal flowers will be placed in front of all schools, around flagpoles, and school marquees (sign).
All beds will be weeded weekly.
6. The mini-golf course at BES will be maintained to the highest standard. The putting area will be
close-cut with approved putting green roller blade mowers. The sand traps will be edged and
replenished with white sand. Non-putting areas will be maintained at a height for a normal lawn.
However, putting green surfaces will be kept short and distinctive from surrounding lawn. Course
will be weed-free at all times.
7. Contractor will also be responsible for maintaining a tree, bush, and shrub care program consisting of
pruning, replacing, pest and disease control, fertilization and watering as needed to maintain plants
viable at all times.
8. Dead or dying ornamentals plants, trees, and shrubs will be removed and replaced. Replacement
plants will be purchased by BCSS.
9. Out growth of weeds and grass in surface areas will be removed and all other borders edged weekly.
10. Shrubs, trees, and bushes will be pruned no less than 3 times per year, before school starts, Jan-Feb,
and before end of school year.
11. Mowing and pruning will be no less than once weekly during growing season or immediately before
any significant event such as first day celebration, home games, graduations, and etc. as requested by
the principals. It is anticipated that in weather conditions as experienced in recent seasons that it will
require no less than 25 to 30 mowings per year. Brush will be removed manually and chemically from
all treed areas, open fields, and ditches no less than 4 times per year.
12. All clippings and waste will be bagged and placed with the prunings at a designated location for
pickup by the city trash service.
13. All areas (flower beds, around trees, and etc.) that are not architecturally designated grass, asphalt, or
cement areas will be mulched once per year using Bark certified to be termite free. All annual beds
will be mulched twice per year when flowers are changed.
14. Grounds and lawns will be maintained in an immaculate condition without disease, pest, or bare spots
at all times.
Bid #10 – FY 2008
15. Contractor must be licensed in Boaz. Additionally, any contractor or any subcontractor applying
pesticides must be license in accordance with Federal, State, and Local Departments of Agriculture's
Pesticide Regulation Section.
16. Contractor will provide workman’s comprehensive and liability insurance to cover their employees
while working on school property.
17. All contractor performed work or provided material shall be warranted.
18. The contractor shall provide the Boaz City School System Central Office with a list, by brand, of all
chemicals, seeds, fertilizers, or other materials used on the property and the quantities and dates of
19. The health and security of our children is the highest priority of the Boaz City School System.
Therefore, ALL of the contractor’s employees shall be approved by Boaz City Police Department
before entering onto or working on school property. A list of employees or any changes to that list
will be provided to the central office. The list will have the names, address, and social security
numbers for each of the contractor’s employees. This list will be submitted to the police department.
Failure to comply will be grounds for immediate termination of this contract.
20. All contractor employees must be dressed professionally and in readily identifiable uniforms.
21. There are certain dates that our schools will test students. The contractor will be responsible to
coordinate with each principal to ensure mowers or other noisy tasks are not conducted during these
Bid #10 – FY 2008
BOAZ CITY SCHOOL SYSTEM
BID # 10 FY 2008 RESPONSE FORM
LAWNCARE AND GROUNDS MAINTENANCE CONTRACT:
(Rep. Name Typed of Printed)
Bid Amount (Please attach supporting worksheet): $ _____________________
Payment Terms: Monthly (Net 14 days from date of invoice)
The signature on this bid page certifies that the Bidder has carefully examined the instructions, terms and
specifications applicable to, and made part of this bid. Bidder further certifies that the prices shown in its
bid is in full compliance with the conditions, terms and specifications of the bid, and that any exceptions
taken thereto, may disqualify the bid. Bidder further certifies that it is capable of providing all the
services and reports described in this bid. The purpose of this bid is to provide a LAWNCARE AND
GROUNDS MAINTENANCE for the Boaz City School System.
For purposes of this bid and to achieve consistency in bid comparisons.
NOTE: Bidder must sign this page in the space provided below.
Bid #10 – FY 2008
KNOWN COMPANIES INVITED TO BID: