160856_PreBid Sign In.pdf

This is a Pre-Bid/Proposal Conference Attendance Sheet for the Virginia Department of Transportation (VDOT) Administrative Services Division related to IFB 160856 for Manicured Mowing services in the Fredericksburg Residency Area. The procurement encompasses on-call, as-needed manicured mowing services across three counties—Caroline, Spotsylvania, and Stafford—with work including mowing, weed control, trimming, edging, litter removal, vegetation debris removal, and cleaning of gutter pans, bike paths, curbs, concrete islands, and sidewalks. The scope covers approximately 12.94 acres in Caroline County, 88.641 acres in Spotsylvania County, and 45.03 acres in Stafford County per mowing cycle. The optional pre-bid conference was scheduled for April 20, 2026, with bid submissions due by 10:00 AM EST on May 5, 2026, and a virtual public bid opening scheduled for May 6, 2026. The contract period runs for one year from the date of award with four optional consecutive one-year renewal terms. The pre-bid attendee sheet documents three private bidders—ABM Solutions, LLC; Bright View Landscaping; and Forest Mulchers—along with VDOT representatives Kristy Jeter (Contract Officer), Shannon Chambers, and Jan Yousufi.

Qualified contractors must possess a minimum of two commercial zero-turn mowers and two walk-behind mowers per lot and must complete work zone traffic control training prior to bid submission. Required insurance includes workers' compensation, employer's liability of $100,000, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 combined single limit. Pricing is based on fixed per-acre rates regardless of vegetation height or level of effort, with payment within 30 days of invoice receipt following work verification. If the bidder is not a DSBSD-certified small business, a Small Business Subcontracting Plan demonstrating utilization of DSBSD-certified small businesses for at least 42 percent of Commonwealth purchases must be submitted. Prevailing wage rates apply and vary by county and job classification. Work must be completed within 18 business days per county per cycle during the April through October mowing season. Contractors must comply with Virginia Code Red Ozone Day regulations suspending gasoline and diesel-powered equipment on predicted Code Red Ozone Days in designated counties from May through September. All bids must be submitted electronically through eVA, with vendor transaction fees of 1 percent capped at $500 for small businesses or $1,500 for other businesses assessed per purchase order.