301-26-075 - Instructions.pdf

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a Supplier or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

Issue Date: April 3, 2026 Questions Due Date/Time April 8, 2026 at 2:00 PM EST Bid Due Date/Time: April 17, 2026 at 2:00 PM EST Commodity Code(s): 98872 – Pest Control (Includes Spraying of Trees and

Shrubs) 67500 – Pesticides & Chemicals: Agricultural & Industrial

Single Point of Contact (SPOC): Catherine Bobeau, VCO, VCA, Senior Contract Specialist

Phone Number: 804-625-3963

Email Address: Catherine.bobeau@vdacs.virginia.gov Bid Submission:

Bids must be uploaded to eVA by the bid deadline. Instructions for bid submission are provided in section II. Supplier Submission Instructions.

Announcement of Award - §2.2-4300 et seq.:

DEPARTMENT OF AGRICULTURE & CONSUMER SERVICES

PURCHASING OFFICE, SECOND FLOOR

102 Governor Street, Richmond, Virginia 23219

INSTRUCTIONS & OVERVIEW

FOR

SUPPLIER BID RESPONSE & CONTRACT

Contract #VDACS-301-26-075

For Pesticide Treatments for Box Tree Moth

Upon the award or the announcement of the decision to award a contract, from this solicitation, the Virginia Department of Agriculture & Consumer Services will post such notice on the DGS/DPS eVA web site (http://www.eva.virginia.gov) for a minimum of 10 days. Any final contract awarded from this solicitation shall be made available for public inspection.

http://www.eva.virginia.gov/

INSTRUCTIONS – #VDACS-301-26-075

Confidential

Supplier Checklist The intent of this checklist is to assist the Supplier in providing a complete bid response. It is the responsibility of the Supplier to read the entire solicitation and seek clarification as needed.

☐ Company information completed and included with bid response (refer to page 3 of solicitation).

☐ Bid contains signature by person legally authorized to bind the bid to a contract. Electronic signature is fine.

☐ Payment Schedule completed (refer to Section VI.)

☐ Bid Submission

☐ 1 Bid (with signature) clearly identified.

☐ Completed bid titled: [Company Name] - VDACS-301-26-075 2026 Pesticide Treatments for Box Tree Moths

Bid.

☐ Bid uploaded to eVA per instructions in Section II, Submission of Bids.

☐ Appendix A: Authorization to Transact Business in The Commonwealth of Virginia form completed and included as a separate attachment.

☐ Document submitted as separate attachment titled: [Company Name] - VDACS-301-26-075 – Appendix A.

☐ Appendix B: Commonwealth of Virginia Substitute W-9 completed and included with bid response as separate attachment.

☐ Document submitted as separate attachment titled: [Company Name] - VDACS-301-26-075 – Appendix B.

☐ Appendix C: Small Business Subcontracting Plan form completed and included as a separate attachment.

☐ Document submitted as separate attachment title: [Company Name] – VDACS-301-26-075 – Appendix C

☐ Appendix D: Vendor Reference and Data Sheet for completed and included as a separate attachment.

☐ Document submitted as separate attachment title: [Company Name] – VDACS-301-26-075 – Appendix D

☐ Appendix E: New Vendor Qualification Checklist form completed and included as a separate attachment.

☐ Document submitted as separate attachment title: [Company Name] – VDACS-301-26-075 – Appendix E

☐ Addenda: Copy all addenda (if applicable) signed and included with bid response as separate attachment.

☐ Document submitted as separate attachment titled: [Company Name] - VDACS-301-26-075 – Addendum.

TABLE OF CONTENTS

I. SUPPLIER INSTRUCTIONS FOR RESPONSE TO SUPPLIER BID RESPONSE & CONTRACT

II. SUPPLIER SUBMISSION INSTRUCTIONS

III. PURPOSE

IV. BACKGROUND AND OVERVIEW

V. PRE-BID CONFERENCE ....................................................... Error! Bookmark not defined.

VI. PUBLIC BID OPENING ........................................................ Error! Bookmark not defined.

I. SUPPLIER INSTRUCTIONS FOR RESPONSE TO SUPPLIER BID RESPONSE & CONTRACT

Suppliers must complete and provide responses to the following documents as instructed in the table below.

Bids not submitted in accordance with these instructions shall not be considered by VDACS.

Supplier Response and Submission Instructions

Supplier Bid Response & Contract Document

The Supplier shall submit a complete response to the Supplier Bid Response & Contract document, to include:

1. Complete and sign the Supplier Information table.

2. Complete the Payment Schedule table.

The Supplier Bid Response & Contract document, and all its appendices and any addenda represent the Entire Agreement with VDACS for the services described therein. The Supplier shall submit complete responses to the Appendices to the Supplier Bid Response & Contract document, to include:

• Appendix A: Authorization To Transact Business in the Commonwealth of Virginia

• Appendix B: Commonwealth Of Virginia Substitute W9 Form

• Appendix C: Vendor Reverence and Data Sheet

The Supplier shall not include or submit any forms and/or agreements requiring VDACS signature with bid or after any resulting contract as a result of this bid process. Modifications of or additions to any of the terms and conditions herein will result in a non-responsive bid with no consideration for award. This solicitation and any resulting Statement of Works represents the Entire Agreement with the VDACS for the services described herein.

II. SUPPLIER SUBMISSION INSTRUCTIONS.

All Suppliers shall submit bids electronically through eVA by the due date and time. Supplier must be registered in eVA to submit an electronic response. Supplier must submit one (1) complete copy of the response including all appendices and exhibits.

The following are instructions for submitting an electronic proposal through eVA:

a. Go to www.eva.virginia.gov

b. Click on “I Sell To Virginia”

c. Click on “eVA Supplier Training”

d. Click on “Viewing and Responding to Solicitations Video”

Offeror should contact eVA Customer Care at 1-866-289-7367 with any questions on how to respond to an open solicitation.

VDACS is unable to assist Suppliers with the use of eVA, to include Supplier registration, accessing and maintaining Supplier accounts, navigation in the eVA system, technical issues, data issues, etc. Bids not submitted electronically as instructed by the bid deadline will not be considered by VDACS.

Note: All eVA bids must be submitted in the most current round of bidding to be considered responsive.

IMPORTANT: Late or unsealed bids will not be accepted. Faxed or emailed bids will not be accepted.

All questions should be directed to: Catherine Bobeau, VCO, VCA, Senior Contract Specialist.

III. PURPOSE

The Virginia Department of Agriculture and Consumer Services, referred to as “VDACS” or the “Agency”, is soliciting bids from qualified Suppliers to provide pesticide application services, treating boxwood plants, on properties confirmed to have box tree moth (Cydalima perspectalis ) (BTM) infestations.

Box tree moth treatments will be performed throughout the calendar year, and most sites will require treatment multiple times. A payment structure for a cost-per-gallon of pesticide product applied, in addition to a site visit fee, will be established through this solicitation.

IV. BACKGROUND AND OVERVIEW

A. GENERAL INFORMATION

The Virginia Department of Agriculture and Consumer Services (VDACS) was established in 1877 to promote the economic growth and development of Virginia agriculture, provide consumer protection, and encourage environmental stewardship.

VDACS is headquartered in Richmond, Virginia and has several field offices and four regional diagnostic animal health laboratories.

VDACS is seeking pesticide treatment services for the box tree moth. There are currently sixty-seven (67) properties in the counties of Clarke, Frederick, and Loudoun and the city of Winchester that have been confirmed by VDACS as needing treatment. However, VDACS may discover more locations (in the counties listed above, or in surrounding counties) where box tree moth is present and expects there to be additional sites that require treatment to be added into the scope of work as those sites are identified.

http://www.eva.virginia.gov/

As of February 2026, VDACS has confirmed box tree moth on sixty-seven (67) properties in the counties of Clarke, Frederick, and Loudoun and the city of Winchester (“Confirmed Properties”). On those sixty-seven (67) properties, VDACS estimates there are 1,015 boxwood plants, with ranging size and maturity, that will need to be treated on a recurring basis throughout the season, though more may be added if additional sites are found.

Treatment for the box tree moth requires treatment of boxwood plants once every twenty-one (21) days throughout the season (May 1 – October 30). Based on the average size of boxwood plants treated in 2025, an average of 2.7 gallons of pesticide material (pesticide, adjuvant, and water) was applied per plant. For 2026, it is estimated that at least 24,665 gallons of pesticide products will be needed based on the current estimated number of boxwood plants (1,015 plants) times the average number of gallons of pesticide product applied per plant (2.7 gallons) times the number of anticipated numbers of treatment events (9 treatment events; 1 every 21 days). Because surveying efforts may add an unknown number of plants requiring treatment to this solicitation, this estimate is representative of current plants only.