IFB: Lawn Care for Zone 4 (Gastonia 2 Schools)

Gaston County Schools
Gastonia, North Carolina
INVITATION FOR BID
Lawn Care for Zone 4 (Gastonia 2) Schools
For all questions about this IFB contact:
Jeffrey Crane
Facility Services
Gaston County Schools
941 Osceola Street
Gastonia, North Carolina 28053
(office)704-810-8828
(cell) 704-214-4131
jdcrane@gaston.k12.nc.us
Pre-bid
10:00 a.m. Friday, May 15, 2026
Bids Due by
2:00 pm Friday, May 22, 2026
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OBJECTIVE
The objective of this Invitation for Bid (IFB) is to award a contract for the lawn care of Zone 4
(Gastonia 2) schools to the vendor offering the highest quality service at the best value.
The laws of the State of North Carolina shall prevail concerning all purchases and services
under this IFB and subsequent contract(s).
Mandatory pre-bid visit... No bid will be accepted from a vendor that does not attend the pre-
bid meeting on 10:00 a.m. Friday, May 15, 2026. There will be a sign in sheet. All bidders will
meet at:
Gaston County Schools Facilities
941 Osceola St.
Gastonia, NC 28054
Point of Contact- Jeffrey Crane
(cell) 704-214-4131
(office)704-810-8828
SCOPE OF WORK
GENERAL
1) The following specifications are to be followed to the extent of their description. In the event
that certain specifications are not described, or omitted, the contractor is to specify material
that does not interfere, or conflict with specifications listed herein.
2) Under no circumstance will substitutions for the delivered services be allowed without prior
written consent of owner representative. In the event that a substitution is allowed, all
parties shall be notified in writing before the product is used.
3) Any and all damages caused, directly or indirectly, shall be the responsibility of the
contractor to the degree that he/she shall be responsible to restore whatever was damaged
back to its previous condition.
4) The Owner maintains the right to inspect the work site at any time while work is in progress.
In the event the Principal's designee and Logistics Manager determine for any reason that
performance is inadequate, the Owner retains the right to cancel the agreement with no
further obligation on its part.
5) The Contractor shall be responsible for all materials (loss, theft, freeze, etc.) once delivered
to the job site.
SPECIFICATIONS
Grounds Maintenance:
Lawn areas for grounds related to the schools will cover the following:
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* School yards (front, sides, rear, around buildings, etc.)
* Playground
* Waste treatment drain fields
* Courtyards inside buildings or bounded by buildings
* Athletic fields and enclosures except high and middle school practice/game fields.
* All fenced areas including chiller yards, cooling towers, electrical transformers, etc.
* Mobile classroom and mobile restroom units
Anticipated Schedules:
* Grass mowing (including drainage ditches & storm water ponds), trimming, blowing off,
and trash/debris removed with each mowing
* Power edge all sidewalks and curbs with each mowing
* Weed control applications: once a month (see the Lawn Service Frequency Chart for
more details)
* Trim shrubbery three times (August, February, & May) a year.
* Mow detention/retention once a month
* Leaf removal six times a year (November, December, January February)
Grass Mowing:
Each mowing should include the following as needed to maintain an attractive campus:
* Mow established grass at 3 1/2"- 4" height, mow new grass 5" in height for one year.
After a year, mow at established heights.
* If grass becomes excessively long and windrowing or clumping occurs, the excess will
be removed immediately
* Trim appropriate areas with trim mowers and/or string trimmers (close to buildings,
around trees, beside steps, along fences, curbs, etc.).
* Weed control application (fence lines, pavement cracks, fenced equipment, enclosure
shrubbery beds, mulched trees, under bleachers, etc.).
* Service provider will be responsible for removing and disposing of all tree limbs 4 inches
in diameter and smaller. Service provider will contact the Principal's designee to have
limbs larger than 4 inches in diameter removed through the work order system.
* Clean up (blow clippings off walkways, driveways, and all paved areas and landscape
beds)
* Weed shrubbery and flowerbeds, hand pull if necessary
Pesticide Applications:
* Applicators must hold or be under supervision of a North Carolina Ornamental and Turf
Certified Applicator and have proof if requested
* Care must be taken so as not to create erosion problems or damage desirable
vegetation. Glyphosate (Roundup) and pre-emergents are encouraged. Sterilants
should only be used with special written authorization from the Principal's designee and
the Logistics Manager
* The use of roundup and vegetation killers around buildings and downspouts should not
exceed a 4-inch coverage around buildings, posts, and shrub beds. Vegetation killers
should not be used on the turf side of curbs of concrete and asphalt.
* The only approved pre-emergent for use is (Surflan) IV Space AS
* The only approved weed & grass killer is Round Up
* All chemicals need to be approved by the Logistics Manager prior to being used.
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Performance of Scheduled Work
* Service providers are required to sign-in at the school's office visitor sign in
system prior to performing scheduled work. If performing services before or after
hours, please contact the Principal's designee and leave a message with your name,
date, and time of your arrival to perform services. Within 24 hours of completing
services, an email shall be sent to the Principal's designee and Logistics Manager
stating the school name, date work performed, and a brief summary of work completed.
This is required in order to aid in the verification process of work performed. Adjustments
to schedule may be required to avoid conflict with school activities or to accommodate
special needs.
* Invoices should be e-mailed to the Logistics Manager. Invoice should include location,
dates, service performed and cost
* If an area is under construction contact the Logistics Manager for clarification if the area
is to be maintained under this scope of work or by the contractors. Adjustments to the
contract will be made accordingly.
Special Request
* Schools often make special requests to have grass mowed for special events. Contact
the Logistics Manager prior to the special request being completed.
EXECUTION
* Any work requiring the disruption of normal school activities, or traffic activities shall be
coordinated in advance (at least 24 hours) with the Principal or the Principal's designee
* Trash and other debris created shall be removed from the site daily. Keep the work area
free from unnecessary accumulation of tools, equipment, surplus materials and debris.
Dispose of in accordance with requirements of authorities having jurisdiction. Contractor
will be responsible for providing a waste container for debris / trash removal. No use of
school waste containers is permitted
* Work schedules shall be coordinated between the Contractor and the Principal's
designee before work begins
* Contractor shall be responsible for all school property under his control while having
enough staff on hand to do so
* All work shall be performed in compliance with all local, state and environmental
codes and regulations
* Provide one (1) competent individual authorized to act in a supervisory capacity over the
work on the Project. The individual so authorized shall be experienced in the type of
work being performed and fully capable of managing, directing, and coordinating the
work. Read and thoroughly understand the Contract. Receive and carry out directions
from Gaston County Schools. Must speak fluent English.
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Detailed list of specifications
Annual Lawn Service Frequency Chart (July 1, 2026--June 30, 2027)
FUNCTIONS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total
Litter Removal, Mowing, 3 3 3 3 0 0 0 0 3 3 3 3 24
Blowing, Edging, Weed
Eating, ponds
Shrubs 0 1 0 0 0 0 0 1 0 0 1 0 3
Trimming
Tree 1 1 2
Pruning
Chemicals (Pathogen & 1 1 1 1 1 0 0 0 1 1 1 1 9
Herbicides) Beds
Leaf removal 0 0 0 0 1 2 2 1 0 0 0 0 6
* Cutting- Cuts should be done every 10 days. If weather delays occur, notify Logistics Manager
and Principal's designee for each school delayed.
* Pruning- You should be cutting the sapling branches off of trees as you cut the grass so they
don't get big. The trees should always have a smooth look up to the canopy area. You should be
able to walk under the tree branches ( 8 foot clearance).
Insurance:
The awarded contractor shall furnish to GCS a Certificate of Insurance showing compliance with
the limitations listed herein. The Certificate of Insurance must be sent to Gaston County Schools
prior to commencement of work. All Auto, General Liability, and Umbrella policies shall name
Gaston County Schools as an Additional insured. Property policies should name Gaston County
Schools as Loss Payee, as their interest may appear. No insurance will be acceptable unless written
by a company licensed by the State Insurance Department to do business in Gaston County, North
Carolina.
The vendor, and any of the vendor's sub-contractors, agrees to comply with the provisions of
worker's compensation laws of the State of North Carolina. A certificate from an insurance
company showing issuance of worker's compensation coverage for the State of North Carolina
must be provided to Gaston County Schools.
The vendor further shall maintain such other insurance (with limits as shown below) that shall
protect the vendor and Gaston County Schools from any claims for property damage or personal
injury, including death, which may arise out of operations under this contract, and the vendor shall
furnish Gaston County Schools certificates and policies of such insurance as shown below.
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Below is listed the insurance coverage which must be procured by the vendor at their own
expense.
Worker's Compensation and Employer's Liability Insurance - Worker's Compensation insurance
with limits as required by statute with Employer's Liability limits of $500,000 each accident,
$500,000 disease policy limit, $500,000 disease each employee.
Automobile Insurance - The Service Provider shall purchase and maintain Automobile Liability
insurance providing coverage against losses resulting in bodily injury or property damage caused
by or arising out of ownership, maintenance or operations of any motor vehicle, owned or non-
owned used in the performance of this contract. A minimum limit of $1,000,000 per occurrence
is required.
Commercial General Liability - The Service Provider shall purchase and maintain Commercial
General Liability insurance providing coverage against losses resulting in bodily injury, personal
injury and property damage caused by or arising out of the operations under this contract. Such
insurance shall include coverage for premises operations, and products and completed
operations. A minimum limit of $1,000,000 per occurrence with a $2,000,000 aggregate is
required.
Sexual Abuse, Molestation Coverage - Limits of $1,000,000 for each occurrence.
Environmental Impairment Liability and Pollution Liability - Limits of $1,000,000 per occurrence.
Umbrella Excess Liability - Contractor shall carry umbrella excess liability including auto, general
liability, employer's liability, and professional liability in the amount of $1,000,000 over existing
primary insurance and over self-insured hazards.
Certificates of such insurance shall be furnished by the Service Provider to GCS, naming GCS as
additional insured as required above, and shall contain the provision that GCS be given 30 days written
notice of any intent to amend, cancel or non-renew by either the Service Provider or the insuring
company. Failure to furnish insurance certificates or to maintain such insurance shall be a default
under this contract and shall be grounds for immediate termination of this contract.
The Certificate of Insurance (COI) containing the above insurance requirements must be provided
to GCS within 15 days of being awarded a contract. If the COI is not provided to GCS within 15 days,
GCS may award the contract to the next lowest bidder.
Gaston County Schools Reserves the Right to:
1) Waive formalities and technicalities in any proposal.
2) Reject any and/or all proposals wherein its judgment, it will be in the best interest of the
school district.
3) Accept the proposal that in its judgment will be in its best interest.
4) At its option, award on an individual component or on a lump sum basis.
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5) Award this contract to the vendor who in the school district's opinion is most responsive
and responsible, and will perform in the best interest of the Gaston County Schools. Price
alone will not be the determining factor in the contract award.
6) Cancel or amend this RFB prior to the proposal due date.
7) Determine whether or not a product is equal or equivalent to specifications.
8) Retain proposals and all submitted documentation.
Proposal Period:
1) All proposals must be valid for at least 90 days after the proposal due date.
2) A submitted bid may be withdrawn prior to the due date by a written request to Jeffrey
Crane (jdcrane@gaston.k12.nc.us). A request to withdraw a proposal must be signed by
an authorized individual from the vendor's company.
3) The cost for developing and delivering the proposal is the sole responsibility of the
proposer.
Contract:
Gaston County Schools will prepare and negotiate a contract with the selected Vendor. Failure to
resolve contractual differences may lead to cancellation of the award.
Gaston County Schools reserves the right to modify the contract to be consistent with the
successful offer and to negotiate with the successful proposer other modifications, provided that
no such modifications affect the evaluation criteria set forth herein, or give the successful proposer
a competitive advantage.
The contractor shall notify Gaston County Schools in writing if sub-contractors will be used. The
contractor shall list that part of the work the sub-contractor is to furnish or perform and assume
complete responsibility for such sub-contractor's portion.
A Vendor Application and W-9 form must accompany all contracts. All contracts and invoices
must reflect the official name as registered with the IRS.
GCS Facility Services can cancel this contract for any reason with 30 days written notice.
A sample of the contract is provided for your review (Attachment B). This is the contract you will
be expected to sign. The contract will reference exhibits submitted.
Contract Term
The contract term is TBD
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Equal Opportunity Policy:
Vendors shall abide by GCS non-discrimination policy. The vendor/contractor will not
discriminate against any employee or applicant for employment because of race, color, religion,
sex, handicap, or national origin. The vendor/contractor shall take appropriate action to ensure that
applicants are employed, and that employees are treated during employment without regard to their
race, color, religion, sex, handicap, or national origin. Such action shall include, but shall not be
limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff,
termination, rates of pay, or other forms of compensation, and training. It is the further policy of
the Board to ensure equal opportunity for minority owned businesses and minority professionals
with regard to all work, services, and supplies purchased by the Board and all construction projects
undertaken by the Board, which are competitively bid by the Board.
M/W/SBE
Historically Underutilized Businesses: Pursuant to General Statute 143-48 and Executive Order #
150, the State invites and encourages participation in this procurement process by businesses
owned by minorities, women, disabled, disabled business enterprises and non-profit work centers
for the blind and severely disabled.
Uniform Guidance procurement policy compliance statement: "Contracts funded with federal
grant or loan funds must be procured in a manner that conforms with all applicable Federal laws,
policies, and standards, including those under the Uniform Guidance (2 C.F.R. Part 200)."
Minority, Women, Small Business Enterprise Information
Gaston County Schools Board of Education promotes full and equal access to business
opportunities with Gaston County Schools (GCS). Minority-owned, women-owned, and small
business enterprises (collectively "M/W/SBE") as well as other responsible vendors shall have a
fair and reasonable opportunity to participate in GCS business opportunities. Prime suppliers
(i.e., those who deal directly with GCS) should support Gaston County School's M/W/SBE
Program by making an effort to engage minority, women, and/or small businesses as
subcontractors for goods and services for GCS to the extent available. Prime supplier's spending
with M/W/SBE subcontractors constitutes Second Tier supplier diversity spending by GCS and
the results of Second Tier spending is tracked within our program. Each bidder or respondent to
the solicitation shall submit with their bid the M/W/SBE Utilization Form. Failure to complete
and submit the M/W/SBE Utilization Form may render the bid or proposal response invalid.
Non- Collusion Certification:
The proposer shall certify that the price(s) and amounts of this proposal have been arrived at
independently and without consultation, communication or agreement with any other contractor,
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proposer, or potential proposer. Neither the price(s) nor the amount of this proposal, and neither
the approximate price(s) nor approximate amount of this proposal, have been disclosed to any
other firm or person who is a proposer or potential proposer, and they will not be disclosed before
contract award. No attempt has been made or will be made to induce any firm or person to refrain
from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or
to submit any intentionally high or noncompetitive proposal or other form of complimentary
proposal. The proposal is made in good faith and not pursuant to any agreement or discussion with,
or inducement from, any firm or person to submit a complementary or other noncompetitive
proposal.
The proposer, its affiliates, subsidiaries, officers, directors and employees are not currently under
investigation by any government agency and have not in the last three years been convicted or
found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy
or collusion with respect to bidding on any public contract. The proposer understands that collusive
bidding is a violation of state and federal law and can result in fines, prison sentences, and civil
damage awards.
Debarment Certification:
The proposer shall certify and swear that neither this vendor nor its principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any Federal or State department or agency.
Compliance with Laws:
The successful proposer shall procure all permits and licenses, pay all charges, taxes and fees, and
give all notices necessary and incidental to the due and lawful prosecution of the work. All costs
thereof shall be deemed to be included in the proposal price. The successful proposer shall, at all
times, observe and comply with all Federal, State, City, and other laws, codes, ordinances, rules
and regulations in any manner affecting the conduct of the work.
Gaston County Schools Regulations:
The contractor shall follow all applicable Gaston County Schools regulations while on Gaston
County Schools' property, including the no alcohol, no tobacco products, no weapons, and drug-
free policies.
1) Displays and/or verbiage, including those on vehicles, shirts, or hats of tobacco, illegal
drugs, alcoholic beverages, fire arms, profane or obscene language or gestures, is
prohibited in accordance with School Board Policies.
2) No products or materials containing asbestos or lead-based paints in any form shall be used
in the work of this control.
3) A safe separation of work areas and occupied areas is required.
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4) The Contractor shall comply with the no idling policy.
Funding Out Clause:
It is necessary that fiscal funding-out provisions be included in all contracts in which the terms are
for periods longer than one year. Therefore, the following funding-out provisions are an integral
part of this RFP, and must be agreed to by all proposers. Gaston County Schools may, during the
contract period, terminate or discontinue the purchase of goods, services, or systems covered in
this RFP at the end of the district's then current fiscal year and upon 30 days prior written notice
to the contracted vendor. Such prior written notice will state:
1) That the lack of appropriated funds is the reason for termination, and
2) Agreement not to replace the items or services being terminated with items or services with
functions similar to those performed by the items or services covered in this RFP from another
vendor in the succeeding funding period.
3) The complete statement "This written notification will thereafter release the district of all
further obligations in any way related to such goods, services or systems covered herein." must be
included as part of any agreement with the district. No agreement will be considered that does not
include this provision for "funding out."
Payments and Pricing:
Payment for any work from this contract shall be made upon receipt, inspection, and acceptance
of completed work and receipt of proper itemized invoices.
Gaston County Schools will not pay any penalties for late payment of invoices.
Gaston County Schools are not exempt from Federal and State sales tax. All Federal and State
taxes and fees must be included in the proposed price.
Proposal shall include all charges to complete the work specified.
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