City of Salem, Virginia • ITB #2027-003 • Electric Power Line Right-Of-Way Tree Trimming and Clearance

City of Salem Purchasing Department Page 1

ITB #2027-003

Electric Power Line Right-of-Way Tree Trimming and Clearance

City of Salem, Virginia

Purchasing Department 114 North Broad Street Salem, Virginia 24153 Phone: (540) 375-3063

ITB Number: ITB #2027-003

Title: Electric Power Line Right-of-Way Tree Trimming and Clearance

Issue Date: Monday, August 3, 2026

Questions Deadline: Wednesday, August 19, 2026, 5:00 P.M. (Local Time)

Bids Due: Thursday, September 3, 2026, 3:00 P.M. (Local Time)

Public Bid Opening Thursday, September 3, 2026, 3:05 P.M. (Local Time)

Bid Opening Location: Council Chambers: 114 North Broad Street, Salem, Virginia 24153

Procurement Contact: Benjamin Denton, Purchasing Manager 114 North Broad Street Salem, Virginia 24153 Phone: (540) 375-3063

Email: bkdenton@salemva.gov

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1, or against a bidder 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.

City of Salem, Virginia • ITB #2027-003 • Electric Power Line Right-Of-Way Tree Trimming and Clearance

City of Salem Purchasing Department Page 2

The City of Salem is soliciting sealed bids from qualified vendors to provide electric power line right-of-way tree trimming and clearance services for the City of Salem’s Electric Department, in accordance with the requirements set forth in this Invitation to Bid (ITB). All work must conform to the specifications set forth in the Scope of Work and Bid Form, which are attached hereto and incorporated herein.

The City of Salem, Virginia, and its officers, employees, and agents shall not be responsible for the premature opening of any bid envelope or package that is not properly sealed and clearly marked in accordance with the requirements set forth herein.

The City of Salem reserves the right to cancel this solicitation, reject any or all bids, waive minor informalities or irregularities, award in whole or in part, and make award to the bidder whose bid is determined, in the sole discretion of the City, to be in the best interest of the City.

During an active solicitation, all communications (email, phone, text, letter) must be conducted through the Purchasing Department. Vendors who violate this protocol may be disqualified at the discretion of the Purchasing Manager.

The “Bidder Data/Signature Sheet” found below must be completed by the Bidder and returned with the bid.

By signing, the Bidder agrees that all pricing and terms shall remain firm for thirty (30) days following the bid opening date.

Any notice of bid withdrawal must be submitted in writing to the Purchasing Department prior to the bid opening.

OFFEROR DATA/SIGNATURE SHEET

Legal Name and Address:

Signature (ink): Date:

Printed Name: Title:

Phone: Fax:

Email: Business

License #:

Federal Tax ID #: VA SCC ID

City of Salem, Virginia • ITB #2027-003 • Electric Power Line Right-Of-Way Tree Trimming and Clearance

City of Salem Purchasing Department Page 3

TABLE OF CONTENTS

OFFEROR DATA/SIGNATURE SHEET

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. SCOPE OF WORK

A. General B. Personnel and Equipment Requirements C. Trimming Requirements D. Clean-Up Requirements E. Work Performance

IV. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements B. Specific Bid Requirements

V. CONTRACT AWARD

VI. CONTRACT PERIOD

VII. CONTRACT ADMINISTRATOR

VIII. COOPERATIVE AGREEMENT

IX. INVOICING

X. PROTESTS

XI. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

XII. REJECTION AND AWARD OF BID

XIII. INSURANCE

XIV. GENERAL TERMS AND CONDITIONS

XV. SPECIAL TERMS AND CONDITIONS

BID FORM

City of Salem, Virginia • ITB #2027-003 • Electric Power Line Right-Of-Way Tree Trimming and Clearance

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I. PURPOSE

The City of Salem, Virginia, is soliciting sealed bids from qualified Bidders to provide electric power line right-of-way tree trimming and clearance services for the City’s Electric Department. This Invitation to Bid (ITB) is issued to establish a contract through competitive sealed bidding for tree trimming, vegetation management, and right-of-way clearing services as described in the Scope of Work.

The purpose of this ITB is to obtain the best value for the City through competitive pricing for qualified vegetation management services necessary to maintain safe, reliable clearance around the City’s electric transmission and distribution system.

II. BACKGROUND

The City of Salem is an independent city encompassing approximately fourteen (14) square miles, nestled in the heart of Virginia’s Blue Ridge Mountains within the Roanoke Region. Conveniently located along Interstate 81, Salem is home to approximately 25,346 residents and is part of the larger Roanoke Metropolitan Area.

The City of Salem’s Electric Department owns and operates its own electric distribution and transmission system, serving an area of approximately fifteen (15) square miles with approximately 159 line-miles of 69kV transmission and 12kV distribution pole line. To maintain safe and reliable service, the City requires ongoing right-of-way tree trimming, vegetation management, and clearance services, including routine clearance cutting, hazardous tree removal, and emergency storm response.

III. SCOPE OF WORK

The successful Bidder(s) shall provide all labor, tools, equipment, materials, and supplies necessary to perform tree trimming and right-of-way clearing for the City’s Electric Department, as described below.

A. General

1. The Contractor(s) shall provide all necessary labor, tools, equipment, materials, and supplies to perform all tree trimming and right-of-way clearing needs for the City’s service area, including clearing of brush and vegetation within utility line rights-of-way, hazardous tree removal, tree cutting within electric easements, and emergency response tree clearing following storms and other hazardous events, as well as any tree or vegetation removal requested by the City.

2. The City of Salem’s electric system consists of approximately 159 line-miles of 69kV transmission and 12kV distribution pole line across an area of approximately fifteen (15) square miles. The Contractor(s) will be primarily focused on clearance cutting around the City’s 69kV and 12kV circuits, but shall also be responsible for cutting any pole-to-pole secondary, pilot wire, fiber optic cable, or other City-owned attachment, including in residential backyards not accessible by motorized vehicle, which may require climbing and hand-cutting.

3. The City’s 69kV and 12kV circuits shall remain energized under normal conditions. The City, at its discretion, may schedule an outage on a circuit or portion of a circuit for vegetation management or right-of-way clearing.

4. The Contractor(s) shall be responsible for any damages to private or public property resulting from performance of this contract, and shall maintain a valid certificate of insurance with a minimum of $3,000,000 in coverage for such damages.

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B. Personnel and Equipment Requirements

1. The Contractor(s) shall perform all vegetation management and right-of-way clearing in compliance with ANSI A300 and Z133 standards and all applicable Federal, State, and Municipal safety laws, including OSHA/VOSH standards.

2. All personnel shall be properly trained and qualified in compliance with OSHA 29 CFR

1910.269 standards for line-clearance tree trimming around high-voltage lines and equipment. Proof of certification must be provided upon the City’s request.

3. The Contractor(s) shall provide a dedicated City of Salem crew of at least three (3) people, at least two (2) of whom shall be certified as a Line Clearance Specialist/Arborist. Any personnel beyond this minimum must be discussed with and approved by a City representative prior to scheduling.

4. The Contractor(s) shall provide, in good working condition: a bucket truck with a 60’–70’ working height (minimum 55’) and dump bed for handling and disposal of wood chips; an industrial chipper capable of chipping up to 12-inch diameter brush and logs; and chain saws appropriate for all tree cutting and removal situations. Additional equipment, such as backyard buckets, backyard machines, or trailer/mulchers, shall be provided at the City’s request.

5. The Contractor(s) shall provide any flagging personnel or other traffic control devices required to meet VDOT specifications, at no additional cost to the City.

6. The Contractor(s) shall maintain mobile communications with the City representative during Electric Department work hours and provide a local after-hours telephone number for the crew foreman/Certified Arborist for emergency callback.

7. The Contractor(s) shall provide all labor, tools, equipment, materials, and selective/nonselective herbicides necessary to perform pre-emergent and post-emergent weed/brush right-of-way chemical spraying, with a colored dye added as a visible marker of sprayed areas. Weed control technicians shall be certified to perform this work, with certification documentation provided upon the City’s request.

8. The City reserves the right, for any reason, to refuse to accept services from any personnel deemed by the City to be unqualified, disorderly, or otherwise unable to perform to the standards of the City. Upon notice from a City representative, the Contractor(s) shall promptly remove such personnel from all City work sites and furnish a qualified replacement meeting the requirements of this solicitation, at no additional cost to the City and with no interruption to the work schedule.

C. Trimming Requirements

1. All trees shall be trimmed in a manner consistent with National Arborist Association (N.A.A.)

and International Society of Arboriculture (I.S.A.) specifications, with consideration for the future health of the tree.

2. All 69kV conductors shall have a minimum clearance of twenty (20) feet in all directions. All 12kV conductors shall have a minimum clearance of ten (10) feet in all directions.

3. Questions concerning specific clearances will be determined on a case-by-case basis in consultation with a City representative, the Contractor’s Certified Arborist, and, if necessary, the City Horticulturist.

4. A City representative, and if necessary the City Horticulturist, shall make the determination to remove a tree on City property.

5. Any dead or broken limbs or branches that may endanger the safety of the lines shall be removed.

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D. Clean-Up Requirements

1. All limbs and brush under twelve (12) inches in diameter shall be chipped, collected, and hauled away. Limbs over twelve (12) inches in diameter must be cut and hauled away unless otherwise directed by a City representative.

2. All loose, cut, or broken branches shall be removed from the tree before leaving the job site, and all resulting debris shall be cleaned up and removed.

3. When removing a tree on a City street right-of-way, all wood shall be hauled off unless otherwise directed by a City representative.

4. The Contractor(s) shall be responsible for proper disposal of all materials removed from the job site.

E. Work Performance

1. The Foreman/Certified Arborist shall meet with a City representative on a daily basis to determine the order and schedule of work, discuss any problems or citizen complaints, and review the crew’s performance.

2. The Contractor(s) shall document all work performed daily, including the number of personnel on site, personnel hours, and equipment hours used. This information shall be recorded on weekly invoices covering Sunday through Saturday of the prior week, submitted the following week, and reviewed and approved by the City before payment.

3. The Contractor(s)’ crew shall work a 40-hour week, Monday through Thursday (weather permitting), from 7:00 a.m. to 5:30 p.m. with a 30-minute lunch period, unless otherwise directed by the City.

4. The City will not pay for unapproved overtime, vacation time, non-contract-related activities (such as on/off-site safety meetings, extended lunch breaks, mandatory contractor training, or off-site equipment pickup/drop-off due to mechanical issues), or hours during which the crew is not working due to inclement weather. Overtime approved by the City will be billed and paid at one and one-half (1½) times the regular billing rate.

5. All work shall be performed to the complete satisfaction of the City and in accordance with all applicable laws, ordinances, and regulations.

IV. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements

1. Bids must be received by hand delivery, mail, or electronic submission through eVA at www.eva.virginia.gov no later than 3:00 p.m. (local time) on Thursday, September 3, 2026.

Electronic submission through eVA is preferred.

2. All Bids received will be publicly opened and read aloud for the information of Bidders and other interested parties at 3:05 p.m. (Local Time) on Thursday, September 3, 2026, in City Hall Council Chambers, 114 North Broad Street, Salem, Virginia 24153. Interested parties may attend in person or virtually. A link to view the bid opening online may be requested by emailing bkdenton@salemva.gov.

3. Bidders submitting paper bids shall provide one (1) original and two (2) copies in a sealed envelope clearly marked: “Attn: Purchasing Dept. – ITB #2027-003 – Electric Power Line Right-of-Way Tree Trimming and Clearance.” Paper bids must be mailed or hand-delivered to: City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153.

mailto:bkdenton@salemva.gov

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4. Bidders submitting electronically must be registered vendors in eVA (Business Opportunities > Virginia Business Opportunities). Registration is free. For eVA assistance contact 1-866- 289-7367 or eVACustomerCare@dgs.virginia.gov.

5. The City is not responsible for delays caused by the eVA platform, vendor registration issues, or internet outages. Timely submission is the Bidder’s sole responsibility.

6. Bids submitted via facsimile or email will not be accepted.

7. If submitting a paper response, bids must be signed in ink by an authorized officer. Any erasures or corrections must be initialed in ink.

8. Late bids will not be considered and will be marked “Late” and retained unopened.

9. Failure to comply with any requirement of this ITB may result in rejection of the bid.

10. All questions and clarifications must be submitted in writing prior to 5:00 p.m. on

Wednesday, August 19, 2026 to: Benjamin Denton, bkdenton@salemva.gov. Oral instructions carry no weight; only written addenda are binding.

11. Bidders organized as corporations, LLCs, business trusts, limited partnerships, or registered LLPs must be authorized to transact business in Virginia as required by Title 13.1 or Title 50 of the Code of Virginia.

12. The City is not responsible for any costs incurred in the development or delivery of the bid.

B. Specific Bid Requirements The following information must be furnished by the Bidder:

1. Completed Bidder Data/Signature Sheet (included herein).

2. Completed Bid Form with hourly billing rates for all labor, equipment, and material categories.

3. Proof of required certifications (e.g., Certified Arborist/Line Clearance Specialist, OSHA 29

CFR 1910.269 compliance) upon the City’s request.

4. Certificate of Insurance evidencing the minimum coverage required under this ITB.

5. Completed Attachment A – Proprietary Information Form, if applicable.

The Bidder’s bid shall remain valid for not less than thirty (30) days from the bid opening date.

V. CONTRACT AWARD

Award: This is a competitive sealed bid procurement. Award will be made to the responsive and responsible Bidder(s) offering the lowest overall total price on the Bid Form, provided the bid meets all specifications. The City reserves the right to award to a single Bidder or to multiple Bidders, whichever is in the best interest of the City.

VI. CONTRACT PERIOD

This contract will be awarded for an initial period from October 1, 2026 through June 30, 2027, to align with the City’s fiscal year, with the option to renew for three (3) additional one (1) year periods (July 1 through June 30) upon mutual agreement. The Contractor(s) shall hold prices firm for the initial contract period, and any price increase at renewal shall not exceed three percent (3%) annually, subject to the City’s approval. The City may terminate the contract, in whole or in part, without cause upon thirty (30) days’ written notice to the Contractor.

City of Salem, Virginia • ITB #2027-003 • Electric Power Line Right-Of-Way Tree Trimming and Clearance

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VII. CONTRACT ADMINISTRATOR

Any resulting contract will be issued by the City of Salem Purchasing Office. The Purchasing Manager is authorized to act on behalf of the City to administer this contract.

VIII. COOPERATIVE AGREEMENT

This procurement is conducted on behalf of the City of Salem and other public bodies in accordance with §2.2-4304 of the Virginia Public Procurement Act. If approved by the Bidder, the resulting contract may be used by other public bodies at contract prices and terms.

IX. INVOICING

The Contractor shall submit invoices weekly, covering work performed Sunday through Saturday of the prior week. Each invoice must include:

• Company name and contract/purchase order number

• Invoice date and invoice number

• Number of personnel and hours worked, by labor category

• Description of equipment used and hours, and any materials applied (e.g., herbicide)

• Amount owed

All invoices must be submitted to:

City of Salem Electric Department 730 West Main Street Salem, Virginia 24153

X. PROTESTS

Any Bidder wishing to protest an award or other decision pursuant to this ITB may do so only in accordance with §§2.2-4357 through 2.2-4364 of the Code of Virginia. Any protest must be in writing, signed by an authorized representative, and delivered to the City Purchasing Manager within the required timeframe.

XI. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

Upon award, the City will notify all Bidders in writing. A notice of award will be posted on the City of Salem Purchasing website at https://www.salemva.gov/Bids.aspx. All materials submitted become the property of the City and are subject to public inspection under the Virginia Freedom of Information Act. If your bid contains proprietary information, note it on Attachment A – Proprietary Information Form.

XII. REJECTION AND AWARD OF BID

The City of Salem reserves the right to cancel this ITB, reject any or all bids, waive any informality or irregularity, and award to the Bidder whose bid is, in the City’s opinion, in its best interest.

(CONTINUED)

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XIII. INSURANCE

By signing and submitting a bid, the Bidder certifies that if awarded the contract, it will have the following coverage in place at the time work commences, maintain it throughout the contract term, and that all coverage will be provided by insurers authorized in the Commonwealth of Virginia. The City of Salem must be named as an additional insured. Certificates of Insurance are required prior to commencement and at renewals. A thirty (30) day written notice of cancellation or non-renewal is required.

Workers' Compensation Statutory Employer's Liability Each Accident: $100,000 | Disease, Policy Limit: $500,000 |

Disease, Each Employee: $100,000 Commercial General Liability Each Occurrence: $1,000,000 | General Aggregate: $3,000,000 Automobile Liability Bodily Injury & Property Damage, Each Accident: $1,000,000

XIV. GENERAL TERMS AND CONDITIONS

Acceptance: This purchase order constitutes the City’s offer and becomes a binding contract upon the Contractor’s acknowledgement or performance.

Entire Agreement: These terms, together with any special conditions and specifications, constitute the complete agreement and supersede all previous written or oral communications.

Changes, Additions, Deletions: No changes will be permitted without prior written approval from the City of Salem Purchasing Office.

Contractual Disputes: All claims shall be resolved through the City of Salem’s Purchasing Policy and Procedures Manual Section 4007.

Tax Exemption: The City of Salem is exempt from State Sales Tax and Federal Excise Tax (Federal Tax ID: 54-6001593). This exemption does not transfer to the Contractor.

Antitrust: By entering into a contract, the Bidder assigns to the City all rights and causes of action under federal and Virginia antitrust laws relating to the goods purchased.

Indemnification: The Contractor agrees to indemnify, defend, and hold harmless the City, its officers, agents, and employees from all claims arising out of performance of this contract.

License Requirements: Firms with a business location in the City of Salem must be licensed under the City’s BPOL Tax Ordinance. Contact the Commissioner of the Revenue at (540) 375- 3019 with questions.

Anti-Discrimination: All Bidders certify conformance with the Federal Civil Rights Act of 1964, the Virginia Fair Employment Act of 1975, and §2.2-4311 of the Code of Virginia.

Drug-Free Workplace: Bidders must comply with §2.2-4312 of the Virginia Public Procurement Act.

Ethics in Public Contracting: By submitting a bid, Bidders certify their bids are made without collusion or fraud and that no kickbacks or inducements have been offered or received.

Applicable Law and Courts: This contract shall be governed by the laws of the Commonwealth of Virginia. Litigation shall be brought in the courts of the Commonwealth.

Independent Contractor: The Contractor is an independent contractor in all respects and is not an agent, servant, or employee of the City.

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Subcontracting: Subcontracting requires prior written City approval. No subcontract relieves the Contractor of its obligations. Subcontractors must be paid within seven (7) days of the Contractor’s receipt of payment, per §2.2-4347 of the Code of Virginia.

Assignment: Neither party shall assign this contract without the prior written consent of the other party, nor to any party debarred from doing business with the Commonwealth of Virginia.

Debarment Status: By accepting a purchase order, Bidders certify they are not currently barred from submitting bids by any agency of the Commonwealth of Virginia.

Federal Immigration Law Compliance: The Contractor shall not knowingly employ an unauthorized alien during performance of this contract.

Default: Upon failure to deliver materials per contract terms, the City may, after due notice, procure from other sources and hold the Contractor responsible for resulting costs.

Gifts: No Bidder, Contractor, or subcontractor shall confer anything of more than nominal value on any public employee having official responsibility for this procurement.

XV. SPECIAL TERMS AND CONDITIONS

Cancellation of Contract: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon thirty (30) days’ written notice. Cancellation does not relieve the Contractor of obligations on outstanding orders issued prior to the effective date.

Default; Right to Cure; Setoff: Upon the Contractor’s failure to perform, the City shall provide written notice and may require corrective action within a specified period. If uncured, the City may perform or procure the materials and deduct costs from amounts owed to the Contractor.

Confidentiality: The Contractor shall treat all City data, information, and materials as confidential and shall not disclose or use such information outside the scope of this contract without the City’s prior written consent.

Ownership of Materials: Title to all materials delivered and accepted under this contract shall transfer to the City upon delivery and acceptance at the delivery address.

Inspection and Rejection: The City reserves the right to inspect all delivered materials and to reject any that do not conform to the specifications set forth herein. Rejected materials shall be promptly removed and replaced by the Contractor at no additional cost to the City.

Price Escalation: Billing rates shall remain firm for the initial contract period. Any rate increase requested at renewal shall not exceed three percent (3%) annually and is subject to the City’s written approval.

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Attachment A – Proprietary Information Form Identify data or materials to be protected and state the reasons below. Indicate the specific sections, figures, or paragraphs that constitute trade secrets or proprietary materials.

The classification of an entire bid document, line-item prices, and/or total bid prices as proprietary is not acceptable and will result in rejection of the bid.

Provide one (1) redacted copy of the bid with proprietary portions removed or blacked out, clearly marked “Redacted Copy” on the cover. Confidentiality protection per Code of Virginia, §2.2-4342.

Section / Title or Description Page(s)

Reason for Withholding:

If additional space is needed, attach a separate sheet and include it in your sealed bid.

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BID FORM

BID FORM — ELECTRIC POWER LINE RIGHT-OF-WAY TREE TRIMMING AND

CLEARANCE

DESCRIPTION BILLING RATE PER HOUR

Labor Foreperson $ Line Clearance Specialist / Trimmer $ Ground Person $ Flagman $ Equipment Bucket Truck (Lift, 60’–70’ Working Height, Minimum 55’, w/ Dump Bed)

Industrial Chipper (12" Capacity) $ Chain Saw $ Pick-Up Truck, 4x4 $ Materials Herbicide/Chemicals for Right-of-Way Brush Control (per gallon, mixed and applied)

The City of Salem reserves the right to award to a single Bidder or multiple Bidders, whichever is most advantageous to the City. If additional labor, equipment, or material categories are needed to perform this contract, list them below with the corresponding hourly billing rate, or attach a separate sheet and include it in your sealed bid package.

ADDITIONAL ITEM BILLING RATE PER HOUR

END OF ITB #2027-003