Pocahontas County School District - Grounds Maintenance Services - 2026
Pocahontas County School DistrictSchool · Buckeye, WV- Due
- Sep 21, 2026
- Deadline passed
- Primary contact
- Patrick Gibson
- (304) 765-4505
The 30-second brief
Pocahontas County Schools is soliciting sealed proposals for grass cutting, mulching, trimming, hedging, and related grounds maintenance services for five school campuses and the Board of Education Office in Buckeye, Dunmore, Marlinton, and Hillsboro, West Virginia. The required scope includes grass cutting and mowing, string trimming/weed eating around fences, poles, buildings, sidewalks, playgrounds, equipment and pathways, mulching of landscape areas, tree, shrubs and hedge trimming, and removal of debris generated during service across a total of 43 acres (32.84 serviceable acres). Proposals are due by September 21, 2026, at 1:00 PM, with a mandatory site walkthrough scheduled for September 15, 2026. Questions must be submitted in writing to Duane Gibson between September 15 and September 17, 2026. Evaluation criteria emphasize required proposal content (20%), relevant experience and references (10%), quality of maintenance approach and schedule (10%), ability to meet district requirements/Scope of Services (10%), contractor qualifications (10%), and overall value and cost competitiveness (40%).
Grass cutting and mowing, String trimming/weed eating around fences, Poles, Buildings, Sidewalks, Playgrounds, Equipment and pathways, Mulching of landscape areas, Tree, Shrubs and hedge trimming, Removal of debris generated during service, Maintenance scheduling that minimizes disruption to school operations
Required Proposal Content – 20 points, Relevant experience and references – 10 points, Quality of maintenance approach and schedule - 10 points, Ability to meet district requirements/Scope of Services – 10 points, Contractor Qualifications – 10 points, Overall value and cost competitiveness – 40 points
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Summary
Pocahontas County Schools is soliciting sealed proposals for grass cutting, mulching, trimming, hedging, and related grounds maintenance services for five school campuses and the Board of Education Office in Buckeye, Dunmore, Marlinton, and Hillsboro, West Virginia.
The required scope includes grass cutting and mowing, string trimming/weed eating around fences, poles, buildings, sidewalks, playgrounds, equipment and pathways, mulching of landscape areas, tree, shrubs and hedge trimming, and removal of debris generated during service across a total of 43 acres (32.84 serviceable acres). Proposals are due by September 21, 2026, at 1:00 PM, with a mandatory site walkthrough scheduled for September 15, 2026. Questions must be submitted in writing to Duane Gibson between September 15 and September 17, 2026. Evaluation criteria emphasize required proposal content (20%), relevant experience and references (10%), quality of maintenance approach and schedule (10%), ability to meet district requirements/Scope of Services (10%), contractor qualifications (10%), and overall value and cost competitiveness (40%).
EVALUATION CRITERIA
Required Proposal Content – 20 points, Relevant experience and references – 10 points, Quality of maintenance approach and schedule - 10 points, Ability to meet district requirements/Scope of Services – 10 points, Contractor Qualifications – 10 points, Overall value and cost competitiveness – 40 points
REQUIRED DELIVERABLES
12- Grass cutting and mowing
- String trimming/weed eating around fences
- Poles
- Buildings
- Sidewalks
- Playgrounds
- Equipment and pathways
- Mulching of landscape areas
- Tree
- Shrubs and hedge trimming
- Removal of debris generated during service
- Maintenance scheduling that minimizes disruption to school operations
REQUIRED ATTACHMENTS
10- Cover letter expressing intent to provide services
- Certificate of Liability Insurance showing at least $1
- 000
- 000 general liability coverage and applicable workers compensation coverage
- Business license
- W-9
- Applicable certifications
- Detailed service plan and proposed service schedules
- Three to five commercial or governmental references
- Itemized pricing by location and total annual cost
- Submit to
- Pocahontas County Schools, 404 Old Buckeye Road, Buckeye, WV
- Scope location
- Buckeye, WV
Questions about this RFP
How do I respond to this RFP from Pocahontas County School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 21, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Pocahontas County Schools, 404 Old Buckeye Road, Buckeye, WV. For questions, contact Patrick Gibson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Pocahontas County School District in WV, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Patrick Gibson at (304) 765-4505. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Grass cutting and mowing, String trimming/weed eating around fences, Poles, Buildings, Sidewalks, Playgrounds, Equipment and pathways, Mulching of landscape areas, Tree, Shrubs and hedge trimming, Removal of debris generated during service, Maintenance scheduling that minimizes disruption to school. Proposals should clearly address how each deliverable will be met.
Show 4 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Required Proposal Content – 20 points, Relevant experience and references – 10 points, Quality of maintenance approach and schedule - 10 points, Ability to meet district requirements/Scope of Services..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Pocahontas County School District?
All active and historical solicitations from Pocahontas County School District are tracked and searchable. As a school agency, Pocahontas County School District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover letter expressing intent to provide services, Certificate of Liability Insurance showing at least $1,000,000 general liability coverage and applicable workers compensation coverage, Business lic. Review the full document from Pocahontas County School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Buckeye, WV. Review the full solicitation for detailed scope requirements.