City of Fairfax, Virginia

Office of Procurement Services 10455 Armstrong Street Fairfax, Virginia 22030

Title Tree Planting and Establishment Services

Invitation for Bid 124495

Commodity Code 59575, Trees Ornamental 59570, Trees Fruit and Nut 98888 Tree Trimming and Pruning

Contract Administrator Patricia Innocenti, CPPO

Issue Date July 29,2026

Questions Deadline August 17, 2026

Due Date/Time August 24, 2026 @ 3:00 p.m.

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website eva.virginia.gov

The City of Fairfax 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, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

https://eva.virginia.gov/ https://eva.virginia.gov/

IFB 124495

1. PURPOSE

2. CONTRACT TERM

3. BID SUBMISSION:

4. EVALUATION AND AWARD:

5. RENEWAL OF CONTRACT

6. CONTRACTOR REPRESENTATIVE:

7. PERMITS AND LICENSES:

8. PROTECTION OF WORK AND PROPERTY

9. CLEANING UP

10. DELIVERY AND STORAGE

11. FINAL INSPECTION

12. WORK SITE DAMAGES

14. PROMPT PAYMENT DISCOUNTS

15. PURCHASE ORDER:

16. DEBARMENT STATUS

17. ANTITRUST

18. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS

19. QUANTITIES

20. ADDITIONAL CHARGES

21. PAYMENT

22. UNREASONABLE CHARGES

23. PRECEDENCE OF TERMS

24. QUALIFICATIONS OF BIDDERS

25. ADDITIONS/DELETIONS

26. DEFAULT

27. INSURANCE

28. ANNOUNCEMENT OF AWARD

29. COOPERATIVE PROCUREMENT

30. REFERENCES

31. SUBCONTRACTS

32. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

33. E-VERIFY PROGRAM

SPECIAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract for Tree Planting and Establishment Services for the City of Fairfax, VA to be used on an as-needed basis. SEE

ATTACHMENT A

1.1. Purpose: to provide tree planting and establishment services, including providing plant materials, installation, warranty, and establishment care as requested for trees and woody shrubs.

1.2. Location: city owned or maintained land including city parks, streets and rights-of-way, and city facilities.

1.3. Project officer: City of Fairfax staff representative requesting services by task or work order under this contract. They are responsible for issuing the purchase order and any related change orders. The performance and work of the contractor is subject to review and acceptance by the project officer.

1.4. Contractor: provides all labor, materials, tools, and equipment required to perform the services requested by the project officer.

2. CONTRACT TERM: The term of the contract shall be three (3) years from date of award. This contract may be renewed by the City upon written agreement of both parties for two (2) one-year successive one year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

3. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA website, no later than “Bid Closing” and will be publicly posted, following the Bid Closing. Bidders are responsible for ensuring its submission prior to Bid Closing. The time a Bid is received shall be determined by the time stamp on the Bid receipt by the time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical difficulties which may result in the Bidders response not uploading in time, or any responses that are not properly uploaded. Late bids will not be accepted. The City will not receive any bids in person and paper bids will not be accepted. Any paper bids received will be not be considered and will be returned, unopened, to the bidder. Bids received after the Bid Closing shall not be considered.

4. EVALUATION AND AWARD:

Award will be made to the bidder offering the lowest total price on bid items 2, 5, 6, 10, 13, and

16. All other pricing will be used by the successful bidder for trees and services ordered on an as-needed basis by the City.

5. RENEWAL OF CONTRACT: This contract may be renewed by the City for two (2) successive one year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the City’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the City elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

b. If during any subsequent renewal periods, the City elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

c. Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the City of Fairfax; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

d. The contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the City.

6. CONTRACTOR REPRESENTATIVE: The contractor shall indicate a contact person’s name and telephone number for normal working hours, 7:30 am – 5:00 pm, Monday through Friday.

Answering machines are unacceptable as point of contact. For emergency calls, outside normal working hours (weekend and/or holidays), the contractor shall list a contact person’s name and telephone number (answering service acceptable).

7. PERMITS AND LICENSES: The contractor is responsible for obtaining any necessary licenses and permits, and for complying with any federal, state, and local laws, codes, and regulations.

8. PROTECTION OF WORK AND PROPERTY: The contractor shall protect the city’s property from damage or losses in connection with the work to be performed. The contractor’s own work and that of adjacent property shall be guarded from damage. The contractor shall replace or make good any such damage, loss or injury unless caused directly by errors contain in the contact documents or at the direction of a city representative.

9. CLEANING UP: The contractor shall keep all work sites and adjacent areas free from accumulations of waste material or debris at all times. At the completion of the work, all debris, tools used for work and surplus materials shall be removed from and about the premises and adjacent areas.

10. DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials during installation. The owner will not assume any responsibility for receiving these shipments. Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation.

11. FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owners representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

12. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the city’s satisfaction at the contractor’s expense.

13. WORK ESTIMATES: For any ‘Establishment and other services’ as identified on the Pricing

Schedule, the contractor shall furnish the city with a non-binding written estimate of the total costs to complete the work required. For any incidental time and material services (less than $10,000), the contractor shall include the labor category(ies), the contractor’s hourly rates, and the total material cost. Material costs shall be billed at contractor’s actual invoice costs (contractor shall furnish copies of all invoices for materials) or discount off the list price.

14. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days or longer will be calculated in determining net low bid.

15. PURCHASE ORDER: City purchases are authorized only if the city issues a Purchase Order in advance of the transaction, indicating that the city has sufficient funds to pay for the purchase. If the Contractor provides goods or services without a city purchase order, it does so at its own risk and expense. The city is not liable for payment for any purchases made by its employees that are not authorized by the City Purchasing Agent.

To be valid, a purchase order issued under this Contract must be issued during the term of the Contract. The period specified for performance of the purchase order may extend past the term of the Contract. If a notice terminating this Contract is issued, the notice shall be construed as applying only to the Contract and not to any existing purchase order, unless the notice expressly states the intent to terminate the purchase order.

16. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the City of Fairfax from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the City of Fairfax.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

17. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the City of Fairfax all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

18. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official City form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid;

however, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the City may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

19. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

20. ADDITIONAL CHARGES-Unless bought F.O.B. "shipping point" and Contractor prepays transportation, no delivery charges shall be added to invoices except when express delivery is authorized and substituted on orders for the method specified in the contract. In such cases, difference between freight or mail and express charges may be added to invoice.

21. PAYMENT:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number.

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. Invoices shall be submitted to:

City of Fairfax – Accounts Payable or accountspayable@fairfaxva.gov 10455 Armstrong Street, Suite 312 Fairfax, VA 22030

22. UNREASONABLE CHARGES. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed.

In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance the Fairfax City Purchasing Resolution.

23. PRECEDENCE OF TERMS: The following General Terms and Conditions, VENUE, ANTI-

DISCRIMINATION, OFFICIALS NOT TO BENEFIT, IMMIGRATION REFORM AND CONTROL ACT OF

1986, DEBARMENT STATUS, ANTITRUST, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions (Appendix A) and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

mailto:accountspayable@fairfaxva.gov

24. QUALIFICATIONS OF BIDDERS: The City may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the City all such information and data for this purpose as may be requested. The City reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The City further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

25. ADDITIONS/DELETIONS: The City reserves the right to add similar items/services or delete items/services specified in the resultant contract as requirements change during the period of the contract. Fairfax City and the Contractor will mutually agree to prices for items/services to be added to the contract. Contract amendments will be issued for all additions or deletions.

26. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs.

This remedy shall be in addition to any other remedies which the City may have.

27. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $500,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The City of Fairfax shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit.

28. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the City will publicly post such notice on the Virginia Business Opportunities website (www.eva.virginia.gov).

http://www.eva.state.va.us/

29. COOPERATIVE PROCUREMENT: Bidders are advised that the resultant contract(s) may be extended, with the authorization of the Bidder, to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms and conditions of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payment. The City of Fairfax acts only as the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your bid.

It is the Contractors responsibility to notify the public body(s) of the availability of the contract(s).

Other public bodies desiring to use this contract must make their own legal determination as to whether the use of this contract is consistent with their laws, regulations, and other policies.

Each public body has the option of executing a separate contract with the Contractor(s). Public bodies may add terms and conditions required by statute, ordinances, and regulations, to the extent that they do not conflict with the contract’s terms and conditions. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body. The City of Fairfax shall not be held liable for any costs or damages incurred by another public body as a result of any award extended to that public body by the Contractor.

30. REFERENCES: Bidders shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.

31. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

32. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

33. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with the City to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with the City for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

1. Task ordering procedure

1.1. Task order requests: The City project manager will request services by work order to the contractor, and the contractor shall acknowledge the work order request within 7 calendar days.

Each request will specify the plant count by plant species and material size, general work location, and any additional task requests.

1.2. Work estimate timelines: the contractor shall provide a work estimate response within these timelines:

1.2.1. Orders of less than 50 trees the contractor shall provide a work estimate within 14 calendar days

1.2.2. Orders of more than 50 trees the contractor shall provide a work estimate within 30 calendar days

1.3. Final work order: once the project officer has approved the work estimate then they will issue a final work order with specific work locations via a map, spreadsheet, or field markings after accepting the work estimate.

1.4. Scheduling and communications: Contractor shall notify the project officer at least 5 calendar days in advance of scheduling planting installations and then at least 5 calendar days after installation has been completed.

2. Planting seasons

2.1. General: All work must be completed by the contractor within the planting season window specified unless requested and approved by the project officer for special projects. The city reserves the right to narrow the planting season window based on sensitive species requirements or weather conditions.

2.2. Standard Planting Windows:

2.2.1. Spring planting window: March 1 to May 31

2.2.2. Fall planting window: October 1 to December 15

2.3. Estimated plant quantities: city estimates requesting 200-300 trees per year for installation. This estimate does not constitute a guaranteed minimum purchase order volume.

2.3.1. Park and city facility projects typically range from 5 to 30 trees per order location.

2.3.2. Street and rights-of-way orders are typically individual locations with 30 to 80 trees per planting season.

2.4. Common species: Commonly ordered plant species are from the city’s master tree list. The project officer reserves the right to order species not on this list.

3. Materials and substitutions

3.1. Materials: Plant materials will be specified by the project officer in each work order.

3.1.1. All trees shall be single-stem and single-leader unless otherwise specified by the project officer in the work order.

3.1.2. Woodchip mulch shall be included with planting service requests unless otherwise specified by the project officer. Woodchip mulch is clean, natural, undyed, double-shredded hardwood bark mulch free of non-organic debris and other foreign material, including free of non-native invasive species.

3.1.3. Stakes should only be included if specified by the project office for purpose of establishment. Staking shall follow specifications of City of Fairfax Public Facilities Manual Landscaping Details.

3.1.4. Establishment fencing and water bag may be requested by the project officer as an additional task item and specified on the work order.

3.2. Substitutions: the contractor should make substitution requests prior to the final work quote being approved by the project officer. Substitutions shall be reviewed and approved by the https://www.fairfaxva.gov/files/assets/city/v/1/codes/documents/public-facilities-guidelines/design/city-of-fairfax-master-tree-list.pdf project officer prior to installation. The project officer is under no obligation to accept a substitution nor responsible for payment of unauthorized substitutions.

4. Work and site safety

4.1. Worker safety: Contractor is responsible for the safety of its workers including use of proper personal protective equipment (PPE). The project officer has the right to request the immediate removal of a worker if unsafe work practices are observed.

4.2. Pedestrian and traffic safety: Contractor is responsible for pedestrian and vehicular safety and control, including all necessary traffic control devices to give safety, protection, and warning to persons and vehicular traffic within the area.

4.3. Traffic maintenance plan: Contractor operations must be managed to prevent traffic interruptions. If any portion of a roadway will be obstructed or narrowed then the Contractor must submit a traffic maintenance plan to the project officer for review and approval prior to starting work.

5. Site Preparation, installation, and watering requirements

5.1. Industry standards: All plants shall be handled, protected, stored, and installed in accordance with the latest edition of ANSI A300 standards.

5.2. Miss Utility (811): Contractor is responsible for notifying Miss Utility (811) prior to working. If a conflict exists, the contractor shall notify the project officer to determine best alternative action.

Contractor is responsible for any damage or costs incurred related to marked utilities and the contractor’s operations.

5.3. Installation: All nursery or packing materials shall be removed from the plants at time of installation including but not limited to transport stakes, tags, twine, burlap, wire caging, and any other foreign material.

5.4. Watering requirements: Contractor shall supply water for all plantings at time of installation and comply with the following water volume requirements:

5.4.1. 20 gallons per individual tree

5.4.2. 4 gallons per individual shrub

5.4.3. If watering without a water bag then the contractor shall use slow-release watering.

6. Quality assurance

6.1. Industry standards: Plants shall be nursery-grown stock and conform to the requirements described in the most current issue of the American Standard for Nursery Stock (ANSI) Z60.2 published by AmericanHort (formerly known as the American Nursery and Landscape Association).

6.2. Pre-installation inspection: the project officer or contractor may request a pre-installation inspection but this is not required. The inspection shall be at the final delivery location.

Contractor shall notify the project officer at least 10 calendar days in advance if an inspection is requested. Plants not conforming to ANSI requirements, any specifications in this document, or in the project document may be rejected at that time.

6.3. Plant materials: The project officer reserves the right to reject any plant with defects discovered during planting or during final inspection after planting including but not limited to stem-girdling roots, pot-bound material, injuries incurred during planting or transporting, and over-pruning.

6.4. Species verification: Contractor warrants all materials to be true to name as specified by the project officer in the work order. Contractor to share botanical names of materials purchased if requested by the project officer.

7. Final inspection and acceptance

7.1. Final inspection: the project officer or designee will review all work and prior to accepting the work and processing payment.

7.2. Acceptance standards: All plants shall be alive and in good health at the time of final inspection.

Any plant material that displays 30% or more dieback, or has a dead main leader, shall be considered dead and shall be replaced at no charge to the city.

7.3. Replacement requests: If replacement is requested by the project officer then it shall occur within 30 days following the inspection unless the date occurs after the planting season, then it will occur within 30 days of the next planting window. All replacement plants shall be to specifications of the original work order.

8. Warranty and conditions

8.1. Warranty period: All plants will include a one-year warranty period upon acceptance of work by the project officer.

8.2. Warranty evaluation: It is the project officer’s responsibility to conduct a warranty inspection and provide a list of corrections to the contractor before the one-year warranty deadline.

8.3. Warranty conditions: It is the project officer’s responsibility to implement a watering plan throughout the year except as specified as the watering requirements at installation. The project officer is not obligated to use this contract to fulfill a watering plan. The contractor may request proof of a watering plan or the project officer may provide it as proof for the warranty. The contractor is not responsible for plants that have been damaged by vandalism, fire, removal, or other activities beyond the contractor’s control.

8.4. Warranty replacements: Any plant material that displays 30% or more dieback, or has a dead main leader, shall be considered dead and shall be replaced at no charge to the city. Contractor shall remove dead plant material at time of replacement. Replacement material shall be to specifications of the original work order and specifications of this contract.

9. Establishment services

9.1. General: The project officer may request establishment services on an individual task order basis for trees or shrubs installed by this contract, city staff, or another contract. Requests are typically for trees planted 0-3 years ago. Establishment services shall only be provided if explicitly requested by the project officer.

9.2. One-year watering services: This is a separate task order request from the watering requirement at time of installation.

9.2.1. Frequency: will be specified in the final work order and approved by the project officer.

9.2.2. Water volume requirement: the amount specified in section 6.4.

9.2.3. Duration: based on when the plant was installed and within the growing season (subject to change based on weather).

• Spring installed: after planting through November 15

• Fall installed: next May 1 through November 15

9.2.4. Water bags: Contractor shall provide a 20-gallon water bag for each tree and inspect and maintain the bag throughout the service. For multi-stem or evergreen trees where a water bag cannot be attached to the trunk then contractor shall provide a wooden stake within the root zone to secure the bag. Contractor shall provide slow-release watering when a water bag is not required or feasible.

9.2.5. Recording tags: Contractor to install a waterproof, durable tag to record the watering date of each session.

9.2.6. Work log: Contractor shall provide a work log within 5 calendar days after each watering.

A work log shall include date, time, location, and number of plants watered.

9.2.7. Dead or declining plants: Contractor shall notify the project officer if any plant is found dead during a watering visit with location information. Discontinue watering of the dead plants unless approved by the project officer.

9.2.8. Season close-out: Contractor shall remove the water bag and waterproof tag at the end of the one-year watering service unless a service extension is requested by the project officer.

9.3. Additional establishment care services:

9.3.1. General: the project officer may request a task order separate from watering services or warranty requirements for maintenance care. The project officer may request maintenance care for plants installed 0-3 years ago. Work orders would typically include 1-2 visits per growing season (May-November) per tree.

9.3.2. Maintenance tasks: may include mulching per City of Fairfax Public Facilities Landscape Details, weeding within the root zone, replacing or fixing of support stakes and/or fencing, resetting of plant position or grade, and structure pruning to ANSI A300 pruning standards.

Fertilizer shall not be applied.

9.3.3. Dead or declining plants: If 50% or more of a plant is dead at the time of the contractor’s maintenance visit then the contractor shall not provide the establishment care and include a note specifying the dead or declining plant in the work log. The plant shall not be removed unless approved by the project officer.

9.3.4. Work log: Contractor shall provide a work log within 10 calendar days after completing maintenance. A work log shall include date, location, number of plants serviced, specified dead or declining plants, and summary of maintenance care.