Award RFP as required per FS 287, DOE 6A-1.012 and School Board Policy

a. Athletic Field Maintenance Services - County Wide RFP #20-MA-319:  Contract Period is for a one (1) year period from April 2, 2021 through March 31, 2022 with the option to renew for (3) three additional (1) year contract periods upon mutual agreement by all parties, in writing.

RFP established for the purchase of labor, supplies, materials, equipment, and supervision to perform field maintenance used to enhance and improve the appearance and care of athletic fields at various schools and facilities throughout Clay County. The services included in the RFP require the use of restricted-use pesticides, herbicides, and chemicals. These substances must be applied by an individual who holds a Category 3 Ornamental and Turf Pest Control License issued by the Florida Department of Agriculture and Consumer Services. The vendors awarded were the highest ranking firms by the RFP selection committee.

The District requires contractors to provide services to ensure our ​​facilities and equipment are maintained and functional. The District requires vendors to provide products to ensure our students and staff receive the items to meet their needs.

Athletic Field Maintenance Services do not fall under the Athletic Director job description or scope of work. According to the job description, the responsibilities as they pertain to these types of services are:

6. Prepare an ongoing plan of facility improvements and repairs of the athletic facilities.

7. Oversee the inventory of athletic equipment and supplies, prepare bid specifications and purchase orders for athletic department expenditures.

Athletic Field Maintenance Services have been outsourced for many years. All thirteen of the District's secondary schools have been utilizing these services as far back as 2012. These fields are not used exclusively for Athletic events. Other activities include, but are not limited to, Graduation, Band, ROTC, and Physical Fitness classes. The Schools do their best to ensure the fields are maintained to a standard that ensures the safety of all students, staff, and visitors.

The rising costs of these services have now increased to the point that they have exceeded the Bid threshold. The District has no prior Board approved Bids or RFPs for this type of service. This RFP was conducted in compliance with School Board Policy 5.0, Florida Department of Education Rule 6A-1.012, and Florida Statute 287. Example: FDOE 6A-1.012 (7) Except as authorized by law or rule, competitive solicitations shall be requested from three (3) or more sources for any authorized commodities or contractual services exceeding $50,000. Districts may not divide the procurement of commodities or contractual services to avoid this monetary threshold requirement.

Upon approval by the Board, we expect the vendors to provide quality services and products at the terms and conditions listed in the RFP. By providing these services the District is incompliance with Florida Department of Education Rule 6A-2.0010 which states, “All educational and ancillary facilities constructed by a school board or Florida college board shall comply with “State Requirements for Educational Facilities 2014” (SREF). Per SREF Chapter 5, Section 5, 2(k) “Playgrounds, equipment and athletic fields where provided, shall be maintained in a safe and acceptable condition for the intended function.”

Goal 2; Strategy 2.4; Ensure effective and efficient use of resources for fiscal stability.

Award RFP as follows:

a. Athletic Field Maintenance Services - County Wide RFP #20-MA-319: 

• Agrow Pro Inc., 1339 Kavie Ct. Green Cove Springs, FL 32043
• St Johns Turf Care, 1040 Hastings Federal Point Rd., East Palatka, FL 32131

Approval of the Athletic Field Maintenance Services RFP will ensure the District remains in compliance with School Board Policies, Florida DOE Rules, and Florida Statutes.