830916mowArl.pdf

ITB Services No. RFQ N1468

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

INVITATION TO BID NO. RFQ N1468

FOR: MOWING, VEGETATION MANAGEMENT, AND TURF MAINTENANCE SERVICES

ELECTRONIC SEALED BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 1:00 P.M. ON THE 21ST DAY OF JULY 2026. NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE BID SOLICITATIONS IN PRISM+, REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE

SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

The County will conduct a virtual bid opening via Microsoft Teams Application (APP). Bidders interested in viewing the public bid opening must download the APP and join the meeting via the Microsoft Teams APP and enable audio, video or both. The link to join the virtual bid opening is provided below:

Join the meeting now

Meeting ID: 279 777 908 098 9 Passcode: Cd3dm2oQ

Dial in by phone +1 347-973-6905,367580526# United States, New York City

Find a local number Phone conference ID: 367 580 526# https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 file://///acg.arlington.local/ArlGov/DEPT-DMF/Divisions/DMF-Purchasing/TEMPLATES%20FY23%20(READ%20ONLY)/JUNE%202025%20Approved%20As%20To%20Form%20Templates/HERE https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGZlYzkxMmQtYzlhYy00ZWYyLWI5MTUtZDdiNjU1NmZhYTJl%40thread.v2/0?context=%7b%22Tid%22%3a%2280354804-1fdf-428e-9f5f-5091e994cf54%22%2c%22Oid%22%3a%22f3d7a2c2-6f8c-4833-8dde-76a23239317f%22%7d tel:+13479736905,,367580526%23 https://dialin.teams.microsoft.com/40d93133-4fe6-4fa9-9c1f-d4127b98e32c?id=367580526

PREBID CONFERENCE

A virtual prebid conference will be held at 9:30 a.m., June 23, 2026, on Microsoft Teams to allow potential Bidders an opportunity to obtain clarification of the specifications and requirements of the solicitation.

To join the meeting, please click the Join the Meeting Now link, or join by dialing 1 347-973-6905 and enter Conference ID789881472#. ATTENDANCE AT THE PREBID CONFERENCE IS OPTIONAL. Minutes of the prebid conference will be recorded by the County and may be incorporated into the solicitation documents through an Addendum. Interested Bidders are, however, urged to attend.

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Tomeka D. Sherman, B.S., VCO, VCA

Procurement Officer tpricesherman@arlingtonva.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGNlYjg4Y2EtNzVlNy00NDE5LTkxYjAtOWJhOTVjMGFmMDIz%40thread.v2/0?context=%7b%22Tid%22%3a%2280354804-1fdf-428e-9f5f-5091e994cf54%22%2c%22Oid%22%3a%22f3d7a2c2-6f8c-4833-8dde-76a23239317f%22%7d mailto:tpricesherman@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. SCOPE OF SERVICES

III. AGREEMENT AND CONTRACT TERMS AND CONDITIONS

EXHIBIT C LIVING WAGE FORMS

EXHIBIT D LIVING WAGE QUARTERLY COMPLIANCE REPORT

EXHIBIT E CONTRACTOR CERTIFICATION REGARDING CRIMINAL CONVICTIONS

EXHIBIT F CONTRACTOR PERFORMANCE EVALUATION FORM

IV. ATTACHMENTS AND FORMS

B I D F O R M

ATTACHMENT A COMBINED PRICING SHEET

ATTACHMENT B MULTI-AGENCY COORDINATION & INVOICING PLAN

ATTACHMENT C EQUIPMENT LIST AND REQUIREMENTS

ATTACHMENT D EXAMPLE OF A DPR AND RELATED AGENCY MONTHLY INVOICE FORMAT

ATTACHMENT E EXAMPLE OF DES MONTHLY INVOICE FORMAT

I. INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS INVITATION TO BID.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, Bidders are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY JUNE 30, 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION DEADLINE WILL

BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after a Bidder submits a bid, the Bidder must acknowledge the addendum in PRISM+ and resubmit the bid. The Bidder must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the Bidder does not take these steps, the County will no longer see or consider the Bidder’s original bid. The County is not responsible for missed PRISM+ acknowledgments or the Bidder’s failure to acknowledge the addendum or resubmit a bid.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a Bidder is interested in more than one bid for a solicitation, including both as a Bidder and as a subcontractor for another Bidder, or that collusion exists between two or more Bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on bids of two or more different Bidders. Bidders rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a Bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the Bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the Bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the Bidder considers the material confidential or proprietary. It is the Bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

4. DEBARMENT STATUS

The Bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the Bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. AUTHORITY TO TRANSACT BUSINESS

Any Bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the Bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any Bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the Bidder is not required to be so authorized. The County may require a Bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a Bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov. The County reserves the right to waive this requirement at any time, for any reason.

6. ARLINGTON COUNTY BUSINESS LICENSES

The successful Bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

7. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County has for the period of the contract, and the County is under no obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation over the unit prices and/or rates specified in the contract.

The items covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items through such other contract(s).

The County does not guarantee that the selected contractor will be the exclusive provider of the goods covered by the resulting contract.

8. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the Bidder.

The Bidder name on the electronic bid submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

http://www.scc.virginia.gov/ mailto:business@arlingtonva.us

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO BID SUBMITTED VIA MEANS OTHER THAN PRISM+

ELECTRONIC UPLOAD WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the Bidder.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a Bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to bid acceptance, Arlington County may request the Bidder to withdraw or modify any such modifications or additions, if it does not affect quality, quantity, price, or delivery.

9. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

10. ERRORS IN EXTENSION

If the unit price and the extension price differ, the unit price will prevail.

11. USE OF BRAND NAMES/OR EQUIVALENT BIDS

Unless identified as a "No Equivalent" item in the solicitation, the name of a certain brand, make or manufacturer does not restrict Bidders to that specific brand, make or manufacturer. The use of the brand, make or manufacturer’s identification is intended to convey the general type, style, character, and quality of the article described. When a brand name is specified and followed by the phrase “or approved equal,” the brand name product may be substituted if a suitable equivalent considering quality, workmanship, economy of operation, and suitability for the intended use, is accepted by the County Purchasing Agent.

The County may accept any equivalent item(s) that it considers suitable for the intended use. This provision does not apply to requirements identified as mandatory, prohibited, or technology-restricted (e.g., electric leaf blowers only).

12. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for nonresponsiveness.

The County reserves the right to permit a Bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of nonresponsiveness.

13. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

14. NEW MATERIAL

Unless the solicitation specifically allows it, all offered goods, materials, supplies and components must be new, not used or reconditioned, and must be current production models. If the Bidder believes that used or reconditioned goods, materials, supplies or components will be in the County's best interest, the Bidder must notify the County in writing of the reason(s) at least ten business days before the bid deadline.

If the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components, such approval will be communicated to the Bidders in an Addendum to the solicitation.

15. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful bidder.

16. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each Bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

17. QUALIFICATION OF BIDDERS

Bidders shall have 5 years of experience in providing vegetation management and grass mowing services.

The experience shall be work of similar size and scope.

Contract Experience: Bidders shall provide a list of contracts for vegetation management and grass mowing services, of similar size and scope, that have been performed and executed during the past three

(3) years for consideration. Bidders’ list shall include the following information to show compliance with the experience criteria:

- Project Name

- Project description and scope of work

- Final contract value

Software and Recordkeeping Capacity Qualification: Bidder shall demonstrate that they have the administrative capacity, software systems, and personnel necessary to accurately create, maintain, and submit contract records for a multi-agency, multi-site services contract of similar size and complexity. At a minimum, the Bidder must be capable of tracking and producing records by Using Agency and Purchase Order, including service dates, locations serviced, invoices, supporting documentation, and related contract records. The County may require a Bidder to describe its recordkeeping process and/or provide sample reports or invoice support documentation to demonstrate this capability.

Equipment Capacity and Backup Equipment Qualification: Bidders shall demonstrate that they have sufficient equipment in good working conditions to perform the required services for the area(s)/quadrant(s) bid, including the ability to maintain service continuity in the event of breakdowns or mechanical failures. Bidders must submit Attachment C (Equipment List and Requirements) and identify the quantity, type, manufacturer/model, and age of equipment proposed for contract performance. The

Bidder must also certify that it has, or will have upon award, adequate backup equipment available to prevent lapses in service.

Bidder Responsibility-Multi-Agency Coordination & Invoicing Plan: The Bidder must demonstrate the ability to coordinate services and invoicing across multiple County points of contact and Purchase Orders.

The Bidder shall submit Attachment B titled “Multi-Agency Coordination & Invoicing Plan” with its bid.

Staffing Qualification: All key personnel proposed for this project must have experience as designated key personnel in similar size and type of projects. The following are considered key personnel:

- Designated Project Manager: shall have a minimum of seven (7) years’ experience managing multi-site mowing/vegetation contracts of similar size/scope. Must be the primary County point of contact and responsible for scheduling, quality control, and coordination. The PM and at least one on-site supervisor shall be available to communicate effectively with the County regarding schedules, safety issues, and corrective actions, and complete required documentation.

- Designated Crew Leaders: shall have a minimum of five (5) years’ experience leading mowing/vegetation crews on similar contracts; responsible for daily oversight, safety compliance, and site cleanup.

- Pesticide Applicator Capacity (if applicable): Contractor shall have at least one Virginia Department of Agriculture and Consumer Services (VDACS) Certified Pesticide Applicator available to this contract for any herbicide/pesticide application authorized by the County. If pesticide application is requested, Contractor shall identify the licensed applicator(s) assigned and provide license information upon request.

Designated means that there will be one primary identified person performing that role. That person will not be changed without prior approval from the County. Designated does not mean full-time.

In addition, for all qualification areas, the Purchasing Agent may require a Bidder to demonstrate that it has the necessary facilities, ability and financial resources to furnish the materials or goods specified herein. A Bidder may also be required to provide past history and references.

18. BID WITHDRAWAL PRIOR TO BID OPENING

The Bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the Bidder to remove and/or resubmit a bid before the bid deadline.

19. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

20. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible Bidder(s) determined by the Total Bid Price for the applicable award group(s) on the Pricing Sheet. Arlington County reserves the right to:

• make multiple awards;

• award by DPR territory/quadrants (e.g., North Territory (NE/NW) and South Territory (SE/SW);

• award by the Grand Total of DES bureau/service area (as identified in the Pricing Sheet); and/or

• make an award either in whole or in part, whichever is in the best interest of the County.

A separate contract may be awarded for each of the three award groups (DPR and Related Using Agency NE/NW, DPR and Related Using Agency SE/SW, and/or DES Bureaus). The same Bidder may be awarded more than one group.

To be eligible for award for any DPR territory/quadrant, Bidders must submit pricing for all locations listed for that DPR territory/quadrant. To be eligible for award for any DES bureau/service area, Bidders must submit pricing for all locations listed and all line items in the DES time and materials table.

Bidders may bid on one, two, or all three award groups. Bidders shall clearly indicate “No Bid” for any DPR territory/quadrant or DES bureau/service area they are not bidding.

The County may determine an award based on the Bidder’s response in using non-gas-powered equipment to perform the work described in the Scope of Work. To be considered for Energy Star Certified, the equipment specifications shall be submitted with the response to the ITB.

The County’s Energy Star Certified Products award, according to The County’s Purchasing Resolution, Section 4-101 (12) states, if the County receives two or more bids for products that are Energy Star certified, meet Federal Energy Management Program (FEMP) designated efficiency requirements, appear on FEMP's Low Standby Power Product List, the County may only select among those bids unless, before selecting a different bid, the local public body provides a written statement that demonstrates the cost of the products that are Energy Star certified, meet FEMP-designated efficiency requirements, appear on FEMP's Low Standby Power Product List, was unreasonable. The FEMP website is:

https://www.energy.gov/eere/femp/federal-energy-management-program.

21. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation in a bid insofar as those defects or variations do not affect the price, quality, quantity, or delivery schedule of the goods being procured. If insufficient information is submitted for Arlington County to properly evaluate a bid or a bidder; the County may request such additional information after bid opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

22. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance https://www.energy.gov/eere/femp/federal-energy-management-program coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County Purchasing Agent at least 10 working days prior to bid due date. If the County permits alternate coverage, an amendment to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

23. LIVING WAGE CONTRACT

If this solicitation and the resulting contract are subject to the Service Contract Wage (also called “Living Wage”) provisions covered under Article 4-103 of the Arlington County Purchasing Resolution, all employees of any contractor or subcontractor working on County-owned, County controlled property, facilities owned, or leased, and operated by a Contractor if services provided at that location are exclusive to Arlington County, or contracts for home-based client services must be paid an hourly wage no less than the Living Wage published on the County’s website. By submitting a bid, the Bidder certifies that it will comply with this provision and will ensure that its subcontractors, if any, do so as well. (Refer to draft Contract Terms and Conditions for further Living Wage details specific to this solicitation/contract.)

24. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Notice of Award or Intent to Award to the Arlington County’s Purchasing Division website.

25. EXPENSES INCURRED IN PREPARING BID

The Bidder is responsible for all expenses related to its bid.

26. RIDER CLAUSE

The Bidder will have the option to extend any contract resulting from this solicitation as follows:

A. Extension to Other Jurisdictions The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories.

B. Inclusion of Governmental & Nonprofit Participants Eligible entities include but are not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities.

C. Contract Agreement

The contractor may be required by a using jurisdiction to enter into a separate contract containing general terms and conditions unique to that jurisdiction.

27. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the County reserves the right to negotiate with the apparent low bidder to obtain an acceptable price. Negotiations with the apparent low bidder may involve discussions of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject to final approval of the County, in its sole discretion.

28. ELECTRONIC SIGNATURE

If awarded, the Bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II. SCOPE OF SERVICES

Unless expressly identified as optional or on-call, the Contractor shall provide mowing, vegetation management, and turf maintenance services at County-owned/maintained properties and Arlington Public Schools (APS) properties that use this Contract (“Using Agencies”). Services include routine scheduled work and County-authorized non-routine/additional work as defined in this Scope of Services and the Exhibits. Required services vary by location and may include mowing, trimming, mechanical edging, leaf blowing, leaf removal, limited pruning, turf management, and other services identified in Exhibit B.

The Contractor shall comply with all project-specific safety and traffic control requirements set forth in this Scope of Services, including applicable Virginia Work Area Protection Manual (VWAPM) requirements, signage, personal protective equipment (PPE), and worksite controls.

Contract Structure

1. DPR and Related Using Agencies: Service responsibilities are divided geographically as follows:

• North Territory (NE/NW)

• South Territory (SE/SW)

2. DES: Service responsibilities are divided by participating DES bureau, as identified in Exhibit B.

3. Exhibit B Controls: Exhibit B identifies service locations, frequency codes, scope applicability, and unit prices. Exhibit B governs location assignment, service frequency, and pricing. This Scope of Services and the Contract Documents govern performance standards, safety requirements, and administrative requirements unless expressly stated otherwise.

Multi-Agency Use/ Purchase Orders. This Contract may be used by multiple Using Agencies, including Arlington County departments and APS. Each Using Agency that elects to use this Contract shall issue, administer, and manage its own Purchase Order (PO) in accordance with County procurement requirements.

A. Definitions

a. County/Using Agency Representative (County Representative): Using Agency or Bureau point of contact for day-to-day coordination, site access, and invoice receipt/approval.

b. Mowing Season: April 1 through October 31, unless otherwise authorized in writing by the County.

c. Non-Routine/Additional Services (On-Call): Services outside Routine Scheduled Services, including added sites, one-time mowing, overgrowth services, special requests, and other written-authorized services.

d. North Territory: The Northeast (NE) and Northwest (NW) quadrants of Arlington County.

e. North Territory Contractor: The Contractor awarded the North Territory (NE/NW).

f. Overgrowth: Excessive or uncontrolled growth of grass, weeds, vines, shrubs, or other plants that extend beyond established maintenance standards, designated boundaries, or specified height limits.

g. Routine Scheduled Services: Recurring services required at assigned locations per Exhibit B (frequencies, codes, and standards).

h. Selective Trails/Trail Trash Removal Sites: Only those trails and receptacles identified in Exhibit B.

i. Service Area: For DPR and related Using Agencies, the County-defined quadrant/territory;

for DES, the applicable Bureau service area as identified in the Exhibits.

j. Site. A service location identified in Exhibit B or added by written authorization or amendment, as applicable.

k. South Territory: The Southeast (SE) and Southwest (SW) quadrants of Arlington County.

l. South Territory Contractor: The Contractor awarded the South Territory (SE/SW).

m. Using Agency: Any County department or APS that uses this Contract and issues its own

PO under it.

n. Written Authorization: A written directive issued by the Project Officer or applicable

County/Using Agency Representative (email acceptable unless the Contract requires a formal Work Order or amendment).

B. General Requirements (Applies to All Using Agencies Unless Expressly Modified)

1. Contractor-Furnished Resources. The Contractor shall furnish all labor, supervision, equipment, tools, materials, and incidentals necessary to perform the Services in accordance with this Scope of Services and the Contract Documents.

2. Key Personnel, Coordination and Communications. The Contractor shall coordinate with the Project Officer and applicable County/Using Agency Representatives regarding schedules, site access, and service priorities. Within five (5) business days of contract execution or Notice to Proceed, the Contractor shall provide current mobile contact information for designated crew leader(s).

3. Core Services. The Contractor shall perform services as applicable to each location’s classification and frequency in the Exhibits, including:

• grass mowing and trimming (string trimming where required);

• mechanical edging only where identified and priced in the Exhibits;

• leaf blowing and clearing of hard surfaces;

• removal or dispersal of clippings and debris as required herein;

• leaf removal where identified and priced in the Exhibits;

• limited pruning and vegetation encroachment control as specified herein;

• trash and debris pickup prior to mowing, as set forth in Trash and Debris Removal Prior to Mowing/Vegetation Removal;

• trail mowing services where identified in the Exhibits;

• turf management services where required by the Exhibits and/or authorized in writing.

4. General Site Cleanup and Disposal. The Contractor shall perform General Site Cleanup immediately prior to and upon completion of work at each service location. Cleanup includes collection and lawful disposal of trash, clippings, and debris generated or disturbed by Contractor operations unless otherwise stated in the Contract Documents.

5. Mowing Season and Frequencies. Mowing Season is April 1 through October 31. Service frequency for each location shall be as specified in the Exhibits:

• 7–14-day sites: weekly April 1–June 30; every 14 days July 1–October 31

• 14-day sites: every 14 days April 1–October 31

• 14–30-day sites: biweekly April 1–June 30; monthly July 1–October 31

• 30-day sites: once per month April 1–October 31, no later than the 15th of each month

• 60-day sites: once every two months April 1–October 31, no later than the 15th of the service month

Off-season mowing (November 1–March 31) is prohibited unless authorized in writing by the County.

Steep slopes: Where designated in the Exhibits, the Contractor shall mow/trim using appropriate methods consistent with slope severity and safety. Where the Exhibit indicates 7–14 frequency for steep slopes, mowing/trim work may be performed using string trimmers up to twice per month, where required.

6. Work Schedules and Notifications

a. Weekly schedule submission (mowing season): During mowing season (April 1-October 31), the Contractor shall submit a work schedule to the Project Officer via email each Monday by 7:45 a.m. The schedule shall reflect the planned work for the upcoming week and, during periods when mowing occurs on a biweekly cycle, shall provide a two-week lookahead (current week and following week). At a minimum, each schedule shall include:

• planned work schedule by Service Area;

• location ID and location name;

• Using Agency/Department/Bureau (as shown in the Exhibits);

• locations not completed as previously scheduled and planned make-up date; and

• any planned on-call work scheduled for the week (if applicable).

b. Schedule changes: The Contractor shall notify the Project Officer or County Representative:

1. at least 24 hours in advance of planned schedule changes; and

2. no later than the end of the same business day of any unforeseen issues that prevent service completion (e.g., blocked access, unsafe conditions)

7. Performance Standards. All services shall be performed in accordance with applicable OSHA Standards for Landscape and Horticultural Services, this Scope of Services, and generally accepted industry practices for turf and landscape maintenance.

a. Grass height: Maintain grass at 2½ inches during mowing season unless otherwise identified in the Exhibits (e.g., athletic fields or specific bureaus).

b. Height adjustments: Upon written request by the County, the Contractor shall increase mowing height up to 3½ inches in specified areas to protect turf during heat/drought conditions at no additional cost.

c. Hard surfaces: After each service visit, clear grass clippings/leaves from sidewalks, streets, curbs/gutters, parking lots, courts, trails, and other hardscape areas.

d. Protection of trees and fixtures: Perform mowing/trimming to avoid damage to trees (bark/roots), signs, poles, fences, equipment, and structures.

8. Trimming, Edging, Clippings, and Limited Pruning

a. Trimming: Perform trimming in conjunction with scheduled mowing to maintain a neat, uniform appearance, including around trees, fences, signs, poles, sidewalks, curbs/gutters, trail edges, and structures.

b. Athletic fields (if applicable): Fence lines shall be trimmed to remove sucker growth measuring two (2) inches in diameter or less.

c. Herbicide banding (limited): A six-inch (6") band around non-living stationary objects may be treated with a post-emergent herbicide only with prior written approval from the Project Officer/County Representative.

d. Mechanical edging: Where identified in the Exhibits, perform mechanical edging at the required frequency. String trimmers are not an acceptable substitute when edging is required.

Collect and legally dispose of edging spoils at Contractor expense.

e. Clippings and leaves: Remove heavy/clumped clippings and leaves:

1. athletic fields: immediately after mowing;

2. all other areas: no later than the next day.

Do not direct clippings into HVAC units, landscaped beds, streets, parking lots, sidewalks, playgrounds, curb/gutters, or drainage areas; collect and remove any clippings deposited in these areas. Light clippings (<2 inches) may be dispersed on-site where appropriate. Leaves may remain on grass only if completely mulched during mowing.

f. Limited pruning / vegetation encroachment control:

1. 30-day locations: prune/remove encroaching limbs/shrubs up to 8 feet high; maintain vegetation clearance of 3 feet from curbs and paved areas.

2. 7–14 and 14-day locations: prune/remove encroaching limbs/shrubs up to 5 feet high to maintain mowing perimeters.

9. Trash and Debris Removal Prior to Mowing/Vegetation Removal. The Contractor shall not mow over trash or debris. Prior to mowing/trimming, remove and legally dispose of trash/debris from the service area, including curb/gutter edges and adjacent borders. Trash and debris removal required by this Scope of Services is a performance obligation under the Contract and is separate from, and in addition to, the Contractor’s responsibility for removal and disposal of waste generated by the Contractor’s operations.

a. Thresholds:

1. debris piles 10 cubic feet or less: remove by Contractor;

2. debris piles greater than 10 cubic feet: County removes; the Contractor shall notify the

Project Officer/County Representative the same day discovered;

3. heavy items over 100 lbs. per item (e.g., furniture, appliances, auto parts): County removes; the Contractor shall notify the Project Officer/County Representative the same day discovered;

4. heavy items 100 lbs. or less per item: remove by Contractor

10. Trail Services (Where Required by Exhibits). Where identified in the Exhibits, perform trail mowing and trimming within the trail right-of-way and entryways and maintain:

a. ditch lines (concrete or earthen): maintain at least 2 feet clearance beyond outside ditch edge;

mow/trim areas between ditch and trail;

b. railings: trim to at least 2 feet beyond far side of rail and between railing and asphalt;

c. safety: yield right-of-way to pedestrians/cyclists/trail users at all times.

11. Contractor-Caused Damage and Site Restoration. The Contractor shall be responsible for repairing, at no additional cost to the County, any turf, lawn, planting area, landscaped area, trail edge, slope, shoulder, or other County property damaged by the Contractor’s operations, equipment, personnel, subcontractors, or vehicles.

Repairs may include, but are not limited to, raking, leveling, backfilling, applying topsoil, seeding, strawing, erosion stabilization, or other restoration necessary to return the damaged area to its prior condition, as determined by the County Project Officer.

12. Safety, Traffic Control, and Work Practices.

a. General Safety and Traffic Control. The Contractor shall conduct all operations safely and in a manner that minimizes disruption to the public and to County/Using Agency operations. The Contractor shall comply with all applicable federal, state, and local safety requirements and industry standards.

Where mowing or related work occurs within street rights-of-way or in areas with vehicular and/or pedestrian traffic, the Contractor shall provide traffic control and worker protection measures in accordance with the Virginia Work Area Protection Manual (VWAPM) and any site-specific County requirements. Unless expressly priced in the Exhibits, maintenance of traffic shall be considered incidental to the work and shall not be separately compensated.

The County may stop work immediately for unsafe operations or failure to maintain required traffic control. Work may resume only after the Project Officer confirms corrective measures are in place.

b. Equipment, Personnel, and Safety Field Controls. The Contractor shall maintain safe, operable equipment and qualified staffing sufficient to meet all schedules and performance requirements. At a minimum, the Contractor shall implement the following controls:

• Display “Mowing Operation” signage as directed by the County and consistent with applicable requirements.

• Require personnel to wear Class 3 safety vests, company uniform/identification, and appropriate PPE.

• Ensure vehicles used on trails operate with headlights/flashers and roof-mounted 360-degree amber warning lights.

• Prohibit motor vehicles from crossing pedestrian bridges unless expressly authorized by the County.

• Provide replacement equipment within two (2) hours when a breakdown would disrupt scheduled services.

• Use electric-powered leaf blowers only; gas-powered leaf blowers are prohibited

13. Reporting and Notifications. The Contractor shall report hazardous/unusual conditions the same day observed and report any Contractor-caused damage within 24 hours, and restore/repair as required in the Contract Documents.

14. Keys, Access Codes, and Dead Animals. The County will provide initial keys/access codes as needed. The Contractor shall safeguard keys/codes and is responsible for replacement costs due to Contractor loss/negligence. Dead animal removal is handled by the County’s designated provider. Contractor notifies the County Representative/Project Officer upon discovery.

15. Weather and Air Quality Scheduling

a. Air quality: On Code Orange days, the County and Contractor will coordinate schedule adjustments. On Code Red days, all mowing operations shall be suspended. The Contractor shall resume mowing when the County indicates the alert has lifted. The Project Officer may authorize exceptions where immediate action is required for safety.

b. Wet weather: The Project Officer and/or Contractor representative shall assess conditions.

Schedule changes due to wet weather do not relieve the Contractor of the requirement to complete the full scope of services. If the Contractor elects to mow during wet conditions and causes turf damage, the Contractor shall restore the turf to its original condition at no cost to the County.

16. Records, Invoicing, and Documentation.

a. Administrative capability. The Contractor shall maintain sufficient software systems and staffing to accurately manage contract records, including invoices, service dates, quantities, quotes, scopes of work, and documentation of compliance issues, and shall provide such records to the County upon request.

b. Invoicing by Using Agency. The Contractor shall be solely responsible for accurately tracking, separating, and submitting invoices by Using Agency. The Contractor shall submit separate invoices per Using Agency/PO, and each invoice shall clearly reference the applicable Contract number, PO number, Using Agency, and site(s)/location ID(s).

c. Required Invoice Breakdown Data. Each invoice breakdown sheet shall include, at minimum:

1. Invoice Number

2. Purchase Order (PO) Number

3. Contract Number

4. Invoice Submission Date

5. Location ID Number

6. Location Name

7. Description of Services

8. Quantity and Type of Services Performed

9. Unit Price (per service and/or hourly rate, as applicable)

10. Amount Billed for the Period

11. Date(s) of Service

12. Subtotal by quadrant/area (if applicable)

13. Grand Total for the invoice

14. Supporting Documentation

The Contractor shall coordinate services and submit invoices directly to the designated County or APS representative for each Using Agency listed below. The County will provide a detailed contact sheet, including names and email addresses, upon contract award and will provide written notice of any changes during the contract term. The Contractor shall submit one (1) invoice per Using Agency, per billing cycle, by Purchase Order, with an attached breakdown sheet that meets the minimum data requirements above and shall send each invoice directly to the designated invoice contact for that Using Agency.

Using Agency / Bureau Division / Bureau (if applicable)

Primary Invoice/Coordination Role (Title)

Department of Parks and Recreation

(DPR)

Parks and Natural Resources

Management Specialist

Arlington Public Schools (APS) — Assistant Director of Plant Operations

Department of Human Services (DHS) — Facilities Operations Manager

Libraries (L) — Executive Assistant

Juvenile & Domestic Relations Court

(JDR)

— Management Specialist

Fire Department (FIRE) FIR Logistics Management Analyst

DES Bureau Equipment Senior Management Analyst

DES Bureau FMB Trades Manager/Leader II

DES Bureau OSEM Design Engineer Team Supervisor

DES Bureau Solid Waste (SW) Trades Manager/Leader II

DES Bureau WPCB Plant Planning Specialist

DES Bureau WSS Construction Management Supervisor

17. County/Using Agency Responsibilities

a. Using Agency Responsibilities (Applies to all Using Agencies, including APS). Each Using Agency is responsible for:

• Issuing and managing its PO(s) under this Contract;

• Designating a County Representative for day-to-day coordination;

• Providing site access information (keys/codes/instructions) and notifying the Contractor of changes;

• Performing site oversight/inspections and reporting service issues to the Contractor;

• Requesting and approving quotes for additional services/sites when applicable; and

• Reviewing invoices and processing payments in accordance with County procedures

b. Designation of Sites and Priorities. The County will identify Designated Sites and communicate service priorities and special access considerations as needed. The County will identify service locations, frequencies, and service types in Exhibit B and will designate a Project Officer to coordinate contract administration and communicate County/Using Agency needs to the Contractor.

c. Access Information. The County (or applicable Using Agency) will provide necessary site access information (e.g., access codes/keys, site restrictions) as applicable and as stated in the Contract Documents.

d. Authorized Users/Contacts. The County will identify County/Using Agency Representatives authorized to coordinate site needs and communicate with the Contractor.

e. County Authority to Add/Remove Sites. The County reserves the right to add, remove, or modify Sites during the contract term at the County’s discretion, subject to contract requirements.

f. Quote Process for Additional Sites.

1. County request. When the County proposes an Additional Site, the County

Representative will issue a written request for quote to the Contractor.

2. Contractor Response time.

• Acknowledge receipt of the request within 24 hours.

• Submit a complete written quote within 7 calendar days, unless the County approves a different timeframe.

• Make an authorized representative available for an on-site meeting, if requested by the County

3. Minimum quote contents. Each quote shall include, at minimum:

• Site address and/or description

• Proposed pricing basis (per acre, per service, and/or hourly rates) consistent with the contract pricing structure

• Estimated labor hours (if applicable)

• Total proposed cost

4. County review/approval. The County will review the quote for compliance with contract pricing and requirements. If approved, the County will provide written authorization to proceed and will initiate an amendment, if required.

5. Authorization to Begin Work. No work shall begin on any Additional Site until the County issues written authorization, and an Amendment (if required) is fully executed and a PO is issued.

18. Additional Services. Additional services are provided only where (a) priced in Exhibit B and/or (b) authorized in writing.

a. Core Aeration (If Requested)

• Maximum depth: 3 inches

• Scheduled and coordinated in advance; incorporated into mowing schedule when requested

b. Leaf Removal (If Priced/Identified)

• Leaves removed and legally disposed of at Contractor expense.

• Three (3) cycles per year approximately: Oct 30, Nov 15, Dec 15 (or as directed in writing)

c. Overgrowth Services…