Grounds Care & Snow Removal Services
Request for Proposals (RFP)
Cambria-Friesland School District
RFP #2025-GC-01
Issue Date: September 19, 2025
Submission Deadline: October 17, 2025, 4:00 PM
1. Introduction & Overview
The Cambria-Friesland School District (hereinafter "the District") is seeking proposals from qualified and experienced contractors to provide comprehensive grounds care and snow/ice removal services. The goal of this RFP is to secure a reliable partner to maintain safe, clean, and aesthetically pleasing grounds for our students, staff, and community. The initial contract term will be for one (1) year, with the option for annual one-year extensions based on satisfactory performance.
2. Scope of Work
The selected contractor will be responsible for all labor, equipment, materials, and supervision necessary to perform the services listed below.
Lawn & Grounds Maintenance (April 1 - November 15, or as weather dictates)
- Mowing: All turf areas shall be mowed on a weekly basis during the growing season. Mowing height should be maintained at approximately 3 inches.
- Trimming: String trimming around all obstacles (e.g., buildings, fences, trees, signposts, and landscape beds) will be performed concurrently with each mowing.
- Edging: All sidewalks, curbs, and driveways shall be edged monthly to maintain a clean, sharp appearance.
- Cleanup: All grass clippings and debris must be blown off of hard surfaces (sidewalks, parking lots, playgrounds) after each mowing and trimming.
- Fertilization & Weed Control: A comprehensive fertilization and weed control program for athletic fields (i.e., football, baseball, softball) and the entrance area (i.e., around lower parking lot) must be implemented. This includes:
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- Spring: Pre-emergent crabgrass control and fertilizer application.
- Late Spring/Early Summer: Broadleaf weed control application.
- Late Summer/Fall: Fertilizer application.
- All chemicals used must be school-approved, environmentally safe, and applied by a licensed technician. A schedule of applications must be provided to the District in advance.
- Fall Cleanup: All leaves and debris shall be removed from turf areas and landscape beds at least twice during the fall season, with a final cleanup completed by November 15.
Snow & Ice Removal (November 1 - April 15, or as weather dictates)
The contractor must ensure all school properties are safe and accessible during winter weather events. Services must be completed prior to 6:00 AM on school days and prior to 10:00 AM on non-school days.
- Plowing: Parking lots and driveways are to be plowed when snow accumulation reaches two (2) inches, when snow accumulation reaches one (1) inch and no further snow is expected within 24-hours, or when there is any accumulation and conditions make it likely the accumulation will not melt away within 24-hours.
- Shoveling/Snow Blowing: All sidewalks, stairs, entryways, and emergency exits are to be cleared of snow when accumulation reaches one (1) inch or when there is any accumulation and no further snow is expected within 24-hours.
- Ice Control: Salt or an approved de-icing agent must be applied to all plowed and shoveled surfaces to prevent ice formation. Special attention should be paid to main entrances, stairs, walkways, and high-traffic areas.
- 24/7 Monitoring: The contractor is expected to monitor weather conditions 24/7 and respond automatically to snowfall and icing events without needing to be contacted by the District.
3. Site Information
The contract covers the following locations:
- 410 E. Edgewater St., Cambria, WI (approximately 24 acres of grassy areas including a football field, baseball field, and softball field; approximately 2.6 acres of hard surfaces)
Bidders are strongly encouraged to visit the site to familiarize themselves with the property layout and conditions prior to submitting a proposal. Bidders are encouraged to contact Brad DeYoung, Maintenance Lead, at 920-382-7396 to discuss the property and/or arrange a visit.
4. Proposal Submission Requirements
To be considered, bidders must submit a complete proposal containing the following sections:
- Company Information: Legal name, address, contact person, and a brief history of the company.
- Experience & References: A description of similar work performed for other school districts or municipalities. Please provide at least three (3) client references with contact information.
- Equipment List: A list of major equipment to be used for this contract (i.e., mowers, plows, salt spreaders, etc.).
- Proof of Insurance: A certificate of insurance demonstrating general liability ($2,000,000 minimum), automobile liability ($1,000,000 minimum), and worker's compensation coverage with the Cambria-Friesland School District named as an additional insured must be provided by the successful bidder prior to work commencing.
- Pricing Proposal: Bidders must provide a fixed-price proposal. Please use the following format:
- Annual Grounds Care Cost: $___________
- Annual Snow Plowing Cost: $___________
- Annual Salt/De-Icing Application Cost: $___________
Proposals must be sealed and clearly marked "RFP #2025-GC-01: Grounds Care" and delivered to:
Cambria-Friesland School District
Attn: Superintendent
410 E. Edgewater St.
Cambria, WI 53923
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Cost (40%): The overall cost-effectiveness of the proposal.
- Experience & Qualifications (30%): Demonstrated experience with projects of similar size and scope, particularly with other educational institutions.
- References (20%): Feedback from previous and current clients.
- Equipment & Resources (10%): The contractor's ability to provide reliable and appropriate equipment to fulfill the contract.
The District reserves the right to reject any or all proposals and to split bids between lawn & grounds maintenance and snow & ice removal.
6. RFP Timeline
- RFP Issued: September 19, 2025
- Deadline for Questions: September 26, 2025
- Proposal Submission Deadline: October 10, 2025, by 4:00 PM
- Contract Award Notification: October 17, 2025
- Contract Start Date: November 1, 2025
7. Contact Information
All questions regarding this RFP must be submitted in writing via email to:
Dr. David Dude
Superintendent
Cambria-Friesland School District
Email: supt.office@cfsdwi.org
