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IFB SA 2703 – Landscape Maintenance Services Page 1

SEALED INVITATION FOR BID (IFB)

Date: August 31, 2026

SOLICITATION NUMBER: IFB SA 2703

TITLE: Landscape Maintenance Services

IFB CLOSING DATE/TIME:

PREBID CONFERENCE:

September 24, 2026 at 10:00 A.M. (EST)

September 8, 2026 at 10:30 A.M. (EST)

QUESTION DEADLINE: September 14, 2026 at 12:00 P.M. NOON (EST)

SUBMIT 1 ORIGINAL & 1 COPY OF YOUR BID IN A SEALED ENVELOPE TO:

STREET ADDRESS:

Prince William Water Procurement Department, IFB SA 2703 Attn: Medhat Mosaad, Procurement Officer 4 County Complex Court Woodbridge, VA 22192

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

Company Name

Authorized Signature Date Name and Title Printed

Phone Number Email Address

Note: Prince William Water does not discriminate against faith based organizations in accordance with the Code of Virginia § 2.2-4343.1 or against a Bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

IFB SA 2703 – Landscape Maintenance Services Page 2

IFB SUBMISSION FORM

Name of IFB: Landscape Maintenance Services

IFB Number: SA 2703

Closing Date/Time: September 24, 2026 at 10:00 A.M. (EST)

SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE

Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ]

Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ]

Women Owned/Controlled Bus. Yes [ ] No [ ] Disabled Veteran: Yes [ ] No [ ]

If your firm is certified as any of the business types listed above, provide your certification number, the date issued and the name of the organization that issued the certification.

Certification No._________________ Certification Date: __________________Issuing Organization: ______________

Following are the names and address of all persons having an ownership interest of 3% or more in the Company: (Attach more sheets if necessary)

Company: _______________________________ Contact Person: _______________________

Address:

_______________________________ Title: _______________________

_______________________________ Telephone No: _______________________

Remittance Address:

_______________________________ FAX No: _______________________

_______________________________ Email: _______________________

Organized under the laws of the State of ______________________________________________

Principal place of business at ______________________________________________

Parent Company if any ______________________________________________ Subsidiaries or Affiliated Entities Performing

Work if any:

SCC: ______________________________________________

FEIN: ______________________________________________

IFB SA 2703 – Landscape Maintenance Services Page 3

Name

Address

SECTION II - CONFLICT OF INTERESTS

This solicitation is subject to the provisions of Section 2.2-3100 et. seq., Virginia Code Annotated and the State and Local Government Conflict of Interests Act.

The Bidder [ ] is [ ] is not aware of any information bearing on the existence of any potential organizational conflict of interest.

SECTION III – COLLUSION

I certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same services, materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and may result in fines, prison sentences, and civil damage awards.

I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I agree to abide by all conditions of this IFB and certify that I am authorized to sign for the Bidder.

We agree to furnish all material, labor, and supervision necessary to complete the Work in accordance with the Bid Document. By signing this bid form, we certify that we have access to all materials, equipment, and labor necessary to complete the Work within the Contract Times.

Signature Date

Name (Printed) Title

BIDDER MUST COMPLETE AND RETURN THIS FORM WITH BID RESPONSE

file://GOFLEX_HOME/GoFlex%20Home%20Public/PWCSA%20Contract%20Writing/2013/State%20and%20Local%20Government%20Conflict%20of%20Interests%20Act

IFB SA 2703 – Landscape Maintenance Services Page 4

Table of Contents

SECTION 1 INTRODUCTION 6

SECTION 2 BACKGROUND INFORMATION 7

SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS 7

SECTION 4 SCOPE OF WORK / SPECIFICATIONS 9

4.1 Scope of Work / Specifications

4.2 Project Deliverables

4.3 Non-Exclusive Agreement

SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS 9

5.1 Proposed Schedule

5.2 Delivery of Sealed Bids

5.3 Late Bids

5.4 Questions Concerning IFB

5.5 Bidder’s Representative

5.6 Bidder’s Responsibility / Clarification and Addenda

5.7 Restricted Discussions

5.8 Bid Correction or Withdrawal

5.9 Pre-bid Conference

5.10 Basis of Award

5.11 Bid Acceptance/Rejection

5.12 Minor Irregularities

5.13 Conflict of Interest Disclosure

5.14 Pre-Award Documentation

5.15 Contract Type

5.16 Term of Contract

5.17 Not Used

5.18 No Prepayment

5.19 Limited Confidentiality of Information

5.20 Competency of Bidder

IFB SA 2703 – Landscape Maintenance Services Page 5

5.21 Protest

5.22 Rider Clause

SECTION 6 INSTRUCTIONS TO BIDDERS 17

6.1 Submittal Requirements

6.2 Economy of Presentation

6.3 Bid Submittals

SECTION 7 SPECIAL TERMS AND CONDITIONS 19

7.1 Brand Name or Equal/Brand Name Only

7.2 Quantities

7.3 Samples and Demonstrations

7.4 Subcontracts

SECTION 8 INSURANCE REQUIREMENTS 20

SECTION 9 FORMS 23

Form A – Bidder Reference Form

Form B – Subcontractor Reference Form

Form C – Subcontractor No-Conflict of Interest Form

Form D - SWaM Subcontracting Plan

Form E – State Corporation Commission Form

SECTION 10 ATTACHMENTS

ATTACHMENT A SCOPE OF WORK / SPECIFICATIONS

ATTACHMENT B PRICING SCHEDULE

ATTACHMENT C REQUIRED INSURANCE LIMITS

ATTACHMENT D PRINCE WILLIAM WATER SMALL, WOMEN OR MINORITY-

OWNED AND SERVICE-DISABLED VETERAN-OWNED BUSINESS GOAL

ATTACHMENT E CONTRACT AGREEMENT

IFB SA 2703 – Landscape Maintenance Services Page 6

Invitation for Bid (IFB) –SA 2703 Landscape Maintenance Services

SECTION 1 INTRODUCTION

Prince William Water is a public utility chartered by the Prince William Board of County Supervisors. Prince William Water is an independent body responsible for providing comprehensive water and sewer services in Prince William County. Prince William Water has approximately 99,000 customers and owns and operates wastewater treatment facilities for the eastern portion of the county.

Prince William County’s population is among the most rapidly growing in the region. In addition, Prince William County’s racially and ethnically diverse population makes it one of the most globally represented communities in the region. The County’s workforce is highly skilled and well educated, including a higher than average number of multi-lingual workers. According to one national daily newspaper, “Prince William County is at the leading edge of a diversity explosion that is currently sweeping the USA”. More than half of the County’s population is either African American, Hispanic, Asian or some other racial/ethnic minority background.

Prince William Water is dedicated to excellence in providing safe, reliable water service to our customers and returning clean water to the environment and is guided in all its actions by our vision and values below:

Vision:

Prince William Water is a trusted public steward and nationally recognized model for performance excellence. We reflect the diverse and vibrant community we serve and nurture diversity, equity and inclusion in relationships with our community, customers, businesses and industry colleagues.

We create value for our community through our Areas of Excellence.

Values:

Prince William Water is responsible for serving the public and maintaining their trust daily. Our success is predicated on our job performance, our actions, and our behaviors. The following core values support our vision and culture:

Safety Always Customer-First Focus Ownership & Integrity Respect & Inclusion Excellence

The commitment to these values by our employees and by extension, by our service providers, suppliers and contractors, helps us to achieve organizational excellence in our delivery of water, wastewater and public services.

An important part of our procurement program involves a commitment to doing business with

IFB SA 2703 – Landscape Maintenance Services Page 7

Small (including employment service organizations), Minority-owned, Women-owned, and Service-disabled Veteran-owned Business Enterprises (SWaM). The most competitive suppliers will have SWaM utilization plans and will support Prince William Water’s supplier-diversity commitment. (Reference Attachment D)

SECTION 2 BACKGROUND INFORMATION

The Purpose and Intent of this IFB is to establish a requirements type contract with one (1) or more qualified source(s) for the procurement of “Landscape Maintenance Services ”, on an as-needed basis, for Prince William Water, hereinafter referred to as “Prince William Water”, in accordance with the specifications, terms and conditions stated herein. Prince William Water may opt to make multiple contract awards from this Solicitation. The resulting Contract(s) shall be used as the primary source for the services described herein

SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS

Prince William Water has established for purposes of this IFB that the words “shall”, “must”, or “will” are equivalent in this IFB and indicate a mandatory requirement or condition that will not be waived by Prince William Water. Failure to comply with any mandatory requirement will render the Bidder non-responsive and therefore will not be considered for award. To be considered for an award, the Bidder must agree to abide by each mandatory requirement included in this IFB.

Important Information for Bidder: Unless otherwise specified in the IFB, all formal bids submitted shall be binding for one hundred and twenty (120) calendar Days following bid opening date, unless extended by mutual consent of all parties.

A. General IFB Definitions:

1. Addendum: A written or graphic instrument issued prior to the due date and time of bids that clarify, correct or change the bidding documents.

2. Administrative Contracting Officer (ACO) also referred to as Prince William Water Contract Administrator: Prince William Water representative who manages actions that must be taken to assure full compliance with all of the terms and conditions contained within the resulting Contract Document, including price.

3. Bid: A statement of price, terms of sale, and description of goods or Services offered by a Contractor to a prospective purchaser for purchases below the amount requiring formal Solicitation. The response to an IFB is a bid and if accepted would bind the offer to perform the resultant Contract.

4. Bidder: A Contractor who submits a competitively priced bid in response to an IFB.

5. Change Order: A written order to the Contractor or executed by Prince William Water, issued after execution of a Contract or Purchase Order (PO), authorizing and directing an addition, deletion or revision of any nature or an adjustment in the price, schedule, quality or quantity of the Work. Any positive or negative change in the Contract constitutes a Change Order.

IFB SA 2703 – Landscape Maintenance Services Page 8

6. Contract/Agreement: When used as a proper noun and capitalized the terms “Contract” or “Agreement” shall mean: this agreement. (When used as a common noun with lower case the terms “contract” or “agreement” shall mean: a mutually binding legal agreement between two or more parties.).

7. Contract Document(s): Documents which establish the rights and obligations of the Contractor and Prince William Water and include: The signed Contract, Addenda (which pertain to the resulting Contract Documents), the Notice to Proceed, together with all written Amendments, Change Orders, the Solicitation, Work Change Directives, Field Orders, and Engineer’s written interpretations and clarifications issued on or after the Effective Date of the resulting contract.

8. Contracting Officer Representative (COR) also referred to as Prince William Water Project Manager or Prince William Water Site Manager: the representative of the ACO responsible for the inspection and approval or disapproval of all deliverables and payment of invoices under Prince William Water Contracts. Designation as a COR does not convey authority to execute Contracts or Change Orders.

9. Contractor: The successful Bidder with whom a contract is executed pursuant to this IFB.

10. Contractor’s Project Manager: The Contractor’s person responsible for the Project.

11. Day(s): Calendar Days, unless otherwise specified.

12. Dollar “$”: United States of America dollars.

13. Invitation for Bid (IFB): The competitive process whereby Prince William Water is seeking a competitive bid to resolve a need and or requirement for the department.

14. Key Person (Key Personnel): Any person or persons whose individual action or inaction can impact the timely accomplishment of the performance objective(s).

15. Notice to Proceed: A written notice issued by the Owner to the Contractor fixing the date on which the resulting contract times will commence to run and on which Contractor shall start to perform the Work under the resulting Contract Documents.

16. Prince William Water – Prince William County Service Authority

17. Procurement Officer: A delegate of the Procurement Manager.

18. Provide: Shall mean furnish or install or both relating to goods, materials, Service(s), and/or Construction.

19. Procurement Manager: Prince William Water person that has been legally authorized and responsible to enter into, administer, terminate and otherwise manage contracts subject to any approval thresholds that may be established by the Prince William Water’s General Manager and Board of Directors.

20. Specifications: That part of the resulting Contract Documents consisting of written technical descriptions of materials, equipment, systems, standards and workmanship as applied to the Work and certain administrative details applicable thereto.

21. Subcontractor: An entity having a direct contract with the Contractor or with any other Subcontractor for the performance of a part of the work.

22. Scope of Work: The description of the physical, functional characteristics, or any other requirement relating to a supply, Service, or Construction. It may include a description of any requirement for inspecting, testing, or preparing a supply, Service, or Construction item for delivery.

23. Using Division or Department: Operations and Maintenance &ESWR

IFB SA 2703 – Landscape Maintenance Services Page 9

24. Work: The entire completed Construction, “goods”, or Services or the various separately identifiable parts thereof required to be provided under a Contract or Purchase Order. Work includes and is the result of performing or providing all labor, Services, and documentation necessary to complete the Work, all as required by the Contract or Purchase Order.

25. Work Order: A written agreement between Prince William Water and the Contractor meeting the requirements set forth in this 2703 – Landscape Maintenance Services Landscape Maintenance Services Landscape Maintenance Services Agreement to perform work within the scope of work as described in Exhibit A, Scope of Work herein, or as approved by the Board of Directors.

26. The terms “in writing” and “written” mean documents permanently inscribed or printed on paper, submitted by facsimile (fax), or submitted by e-mail, unless otherwise specified.

27. You, Your: Same as Bidder.

SECTION 4 SCOPE OF WORK / SPECIFICATIONS

4.1 Scope of Work / Specifications

See Attachment A – Scope of Work for Scope of Work and Specifications.

4.2 Project Deliverables

See Attachment A – Scope of Work for Project Deliverables.

4.3 Non-Exclusive Agreement

Prince William Water reserves the right to contract the services outlined in this IFB with other firms. Nothing in this IFB or the resulting agreement alters or cancels the terms and conditions or prior agreements between Prince William Water and any other firms. The selection of one (1) or more firms should not be interpreted as an exclusive or contractual obligation on the part of Prince William Water to have the selected firms perform all or any of these services. Prince William Water reserves the right to provide any of these services with its own personnel, which in its sole judgment it deems appropriate.

SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule

The following dates are proposed by Prince William Water; however, the dates and times may be changed as the needs of Prince William Water change. It is solely the Bidder’s responsibility to stay informed on the dates and times.

A. IFB release date – August 31, 2026

B. Pre-bid Conference September 8, 2026 at 10:30 A.M. (EST)

IFB SA 2703 – Landscape Maintenance Services Page 10

C. Final date to receive written questions – September 14, 2026 at 12:00 P.M. NOON (EST)

D. IFB closing date – September 24, 2026 at 10:00 A.M. (EST)

E. Anticipated date of award – TBD

5.2 Delivery of Sealed Bids

DELIVER 1 ORIGINAL AND 1 COPY OF BID IN A SEALED ENVELOPE TO:

Prince William Water Procurement Department, IFB SA 2703 Attn: Medhat Mosaad, Procurement Officer 4 County Complex Court Woodbridge, VA 22192

Bids will be received until 10:00 A.M. (EST) on September 24, 2026. Late submissions after this time and email submissions are not acceptable.

Bids will be opened immediately after the closing time via MS Teams.

Bidders interested in attending the Bid Opening, must contact the Procurement Department at procurement@pwwater.org to obtain the MS Teams access information.

MARK EACH PACKAGE: IFB SA 2703 – Landscape Maintenance Services .

A. Failure to clearly mark each Bid with this information may cause Prince William Water to inadvertently open the Bid before the closing date and time. If the Bid is inadvertently opened due to lack of markings, Prince William Water staff shall reseal the package, and the package will be opened after the official IFB closing date and time.

B. To be considered for selection, the complete sealed Bid must be Received and Accepted in the Procurement Department prior to the closing date and time. A Bidder will not be considered for selection if its Bid is received in the Procurement Department after the closing date and time regardless of when or how it was received by Prince William Water.

C. Allow sufficient time for transportation and inspection. If You use a third party carrier (USPS, FedEx, Airborne, UPS, etc.) ensure that the carrier is properly instructed to deliver your Bid only to the address above.

D. Prince William Water will NOT consider facsimile (fax) or electronic submission of a Bid.

mailto:procurement@pwwater.org

IFB SA 2703 – Landscape Maintenance Services Page 11

5.3 Late Bids

A. Prince William Water will judge any Bid received in the Procurement department after the closing date and time as late and Prince William Water will not open it nor consider it for selection.

B. Upon receipt at the location specified above, Prince William Water will mark each timely received Bid with the date and time of receipt. Prince William Water will safeguard Bids from unauthorized disclosure from the time of receipt, throughout the source selection process, and until selection.

C. If Prince William Water declares administrative or liberal leave, all scheduled closing dates for that day will be extended until the same time on the next business day.

5.4 Questions Concerning IFB

A. Questions, inquiries, suggestions, or requests concerning interpretation, clarification or additional information concerning any portion of this IFB or the selection process, must be made in writing, (e-mail is acceptable) and sent to the below named individual who will be the point of contact for this IFB.

B. Questions should be submitted by the following deadline: September 14, 2026 at 12:00

P.M. NOON (EST).

C. Mark subject line or cover page: “Questions on IFB SA 2703 – Landscape Maintenance Services”.

D. IFB Point of Contact for Questions:

Medhat Mosaad, Procurement Officer, Ref: IFB SA 2703 – Landscape Maintenance Services E-mail: procurement@pwwater.org

All questions must be received in writing.

E. Failure by a Bidder to ask questions, request changes, or submit objections by the date indicated above shall constitute the Bidder’s acceptance of all of the terms, conditions and requirements set forth in this IFB.

F. No answers given in response to questions submitted shall be binding upon this IFB unless released in writing as an Addendum to this IFB by Prince William Water.

mailto:procurement@pwwater.org

IFB SA 2703 – Landscape Maintenance Services Page 12

5.5 Bidder’s Representative

If You intend to respond to this IFB, you may provide the name, mailing address, telephone number, and e-mail address of Your liaison person to the point of contact in order for Prince William Water to ensure that you receive any communications regarding this IFB.

5.6 Bidder’s Responsibility / Clarification and Addenda

A. By submitting a Bid, You represent:

1. You have read and understand this IFB, and;

2. Your Bid is made in accordance with the requirements of this IFB, and;

3. You are familiar with the local conditions under which the proposed services must be performed; and,

4. You will not make any claim for or have the right to cancellation of or relief from the resulting contract because of any misunderstanding or lack of information.

B. The issuance of a written Addendum by Prince William Water’s Procurement Department is the only official method by which interpretation, clarification or additional information can be given. Prince William Water will not be responsible for any oral representation given by any employees, representatives, or agents.

C. If Prince William Water revises (amends) this IFB, Prince William Water’s Procurement Department will post a notice on Prince William Water Internet site: Solicitations | Prince William Water. You should acknowledge each Addendum in Your Bid. Failure to acknowledge each Addendum may prevent Your Bid from being considered for selection.

It is solely Your responsibility as a Bidder to ensure that You have received all addenda and incorporated the changes into Your Bid before submitting your bid.

5.7 Restricted Discussions

A. From the date of issuance of the IFB until final contract selection, You are prohibited from discussing the IFB or any part thereof with any employee, agent, or representative of Prince William Water except as expressly authorized by Prince William Water’s Procurement Officer. Prince William Water may reject Your Bid for violation of this restriction.

B. Any negotiation, decision, or action initiated or executed by You as a result of any oral or written discussions with any Prince William Water employee or agent, except as authorized by the Procurement Officer, is void and will not be binding upon Prince William Water.

You shall only consider those communications that are in writing from Prince William Water’s Procurement Officer.

5.8 Bid Correction or Withdrawal

A. Any Bidder for Supplies, Services or Construction, may withdraw the Bid from consideration if the price bid was substantially lower than the other Bids due solely to a https://princewilliamwater.org/do-business-with-us/vendors/solicitations

IFB SA 2703 – Landscape Maintenance Services Page 13 mistake therein, provided the Bid was submitted in good faith and the mistake was a clerical mistake as opposed to a judgment mistake, and was 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 a Bid, which unintentional arithmetic 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. The Procurement Manager shall require, and so state in the invitation, the following procedure for withdrawal of a Bid:

1. The Bidder must give notice in writing of his claim of right to withdraw the Bid within two (2) business days after the conclusion of the bid opening procedure.

2. No Bid may be withdrawn under this section when the result would be to award the Contract on another Bid of the same Bidder or of another Bidder in which the ownership of the withdrawing Bidder is more than five percent (5%).

3. No Bidder who is permitted to withdraw a Bid shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the Contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn Bid was submitted.

B. The Procurement Manager may contest withdrawal of any Bid by any means provided by law. If withdrawal of the Bid is denied, the Procurement Manager shall notify the Bidder in writing stating the reasons for the decision.

C. If the mistake and the intended correct Bid are clearly evident on the face of the Bid document, the Bid shall be corrected to the intended correct Bid and may not be withdrawn.

Examples of mistakes that may be clearly evident on the face of the Bid document are typographical errors, errors in extending unit prices, transposition errors, and arithmetical errors.

5.9 Pre-bid Conference

Date and Time: September 8, 2026 at 10:30 A.M. (EST)

Prince William Water will hold a Pre-bid Conference using MS Teams Meeting. While attendance is not mandatory, prospective Bidders are strongly encouraged to attend. Potential Bidders interested in attending the Pre-bid Conference may download the application and join the meeting via the MS Teams application by audio, video or both. If a Bidder plans to join the Pre-bid Conference, the Bidder must inform the Procurement Department at procurement@pwwater.org with the following information: vendor name, business address and contact person. Prince William Water will provide the MS Teams link to requestors only. Upon completion of the meeting, Prince William Water will post an attendance list on Prince William Water website.

5.10 Basis of Award

A. Prince William Water will make an award on an aggregated basis to the lowest responsive and responsible Bidder. Prince William Water reserves the right to conduct any test it mailto:%20procurement@pwwater.org mailto:%20procurement@pwwater.org

IFB SA 2703 – Landscape Maintenance Services Page 14 deems reasonably practicable before bid award. Prince William Water also reserves the right to reject any or all bids, completely or in part, to waive informalities, and to delete items prior to making the award, whenever it is in the sole opinion of Prince William Water to be in its best interest.

B. Further, Prince William Water reserves the right to award items listed herein on a single or multiple awards basis, whichever it deems to be in its best interest.

C. Award Notices will be posted online at the following address: Solicitations | Prince William Water.

5.11 Bid Acceptance/Rejection

A. Prince William Water reserves the right to accept or reject any or all bids received as a result of this IFB. Prince William Water reserves the right to waive any informalities, defects, or irregularities in any bid, or to accept that bid, which in the judgment of the proper officials, is in the best interest of Prince William Water.

B. Prince William Water has the sole discretion and reserves the right to cancel this IFB, and to reject any and all bids, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in Prince William Water's best interests to do so.

5.12 Minor Irregularities

Prince William Water reserves the right to waive minor irregularities in submitted Bids if such action is in the best interest of Prince William Water. A minor irregularity is defined as an issue that does not have an adverse effect on Prince William Water’s best interests and will not affect the outcome of the selection process by giving any Bidder an advantage or benefit not enjoyed by other Bidders.

5.13 Conflict of Interest Disclosure

A. This IFB is subject to the provisions of §2.2-3100, et seq. of the Virginia Public Procurement Act (VPPA). No member of the Board of Directors, or any employee of Prince William Water, or the spouse or any other relative who reside in the same household as any of the foregoing, may be a Contractor or Subcontractor in connection with any bid, or have a personal interest therein.

B. Each Bidder shall complete and sign specified section of the IFB Cover Page.

C. Each proposed Subcontractor shall also complete the attached Form C – Subcontractor No-Conflict of Interest Form.

IFB SA 2703 – Landscape Maintenance Services Page 15

5.14 Pre-Award Documentation

Within ten (10) calendar Days after Prince William Water provides written notification of selection, the Bidder shall furnish the below deliverables to the Procurement Officer.

1. Required Pre-Award Submittals

a) Insurance Certificate(s).

b) Copies of Commonwealth required licenses and/or certifications; and

c) Add items below as necessary.

5.15 Contract Type

Prince William Water will be issuing a requirements type contract to establish terms and conditions, and pricing for work to be performed.

5.16 Term of Contract

A. The initial term of any Contract issued from this IFB shall be one (1) year from Date of Award with the option to renew for a period of four (4) additional one (1)-year periods, upon mutual written consent of the parties to the Contract. Proposed prices shall remain firm for the initial term of the Contract.

B. Renewal of the Term of the Contract:

1. Prince William Water reserves the right to renew this Agreement for four (4) additional one (1)-year periods under the same terms and conditions, contingent upon successful performance of the Contractor and subject to mutual agreement.

2. Prince William Water may renew the term of the Contract by written notice to the Contractor before the expiration of the Contract, provided that Prince William Water shall give the Contractor a preliminary written notice of its intent to renew at least ninety (90) Days before the Contract expires. The preliminary notice does not commit Prince William Water to a renewal.

3. If Prince William Water elects to exercise the option to renew the contract for an additional one (1)-year period, the contract price(s) for the additional one (1) year shall not exceed the contract price(s) of the original contract increased by more than the percentage increase of the category of Washington-Arlington-Alexandria, DC-VA- MD-WV, all urban consumers, all items section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

5.17 Not Used

5.18 No Prepayment

Prince William Water will not consider any Bid that requires prepayment.

IFB SA 2703 – Landscape Maintenance Services Page 16

5.19 Limited Confidentiality of Information

A. Prince William Water is governed by the Virginia Freedom of Information Act. If You submit information that You consider exempt from public disclosure, You must identify with specificity which page(s)/paragraph(s) of Your Bid is (are) exempt from the Virginia Freedom of Information Act and identify the specific statutory exemption section that applies to each.

B. Prince William Water will maintain the confidentiality of such trade secrets to the extent provided by law. If the Bidder labels all or most pages of the Bidder bid as “trade secret,” Prince William Water may judge the Bidder bid as non-responsive and therefore it shall not be considered for award. Upon termination or completion of services, at either Party’s request, the receiving party will promptly return or destroy any confidential information of the other Party and, in the case of destruction, provide proof of the same.

C. All material submitted becomes the property of Prince William Water and may be returned only at Prince William Water’s option.

5.20 Competency of Bidder

A. As part of its evaluation process, Prince William Water may make investigations to determine Your abilities to meet Your contractual obligations under this IFB. Such investigations may include requests for information such as Dun & Bradstreet reports, financial statements, bank, project or other references, information regarding other work under contract and the bonding of Subcontractors where applicable. Prince William Water reserves the right to REJECT Your Bid if You fail to satisfy Prince William Water that You are properly qualified to carry out the obligations under this IFB.

B. Prince William Water will not consider a Bid or select a contract to any person, company or corporation that is in arrears, or is in default to Prince William Water upon any debt or contract, or that has defaulted as surety or otherwise upon any obligation to Prince William Water. The Bidder, if requested, must present within forty-eight (48) hours evidence satisfactory to the Procurement Officer of performance ability, and possession of necessary facilities, pecuniary resources, and adequate insurance to comply with the terms of these Specifications and Contract Documents.

C. Prince William Water reserves the right to verify financial stability in determining responsibility.

5.21 Protest

A. Any Bidder or Bidders may protest the award of, or the decision to award, a contract to any other Bidder or Bidders, by submitting a written protest to the Procurement Manager at the address at the beginning of this IFB, within ten (10) Days after the award of the contract or the decision to award a contract is made, whichever occurs first.

IFB SA 2703 – Landscape Maintenance Services Page 17

B. Any protest shall state in detail the basis therefore, and the specific relief requested.

C. Written Submission:

1. The protester shall present its protest in a concise and logical written format to facilitate review. Failure to substantially comply with any of the requirements of this subsection may be grounds for dismissal of the protest.

2. The protest shall include at least the following information:

a) Name, address, email address, and fax and telephone numbers of the protester;

b) Solicitation number;

c) Detailed statement of the legal and factual grounds for the protest, including a description of resulting harm to the protester;

d) Copies of supporting documents, if any;

e) Statement of relief requested;

f) All information establishing that the protester is an interested party for the purpose of filing a protest on an award decision; and,

g) All information establishing the timeliness of the protest.

D. The Director of Management and Budget shall decide all protests within ten (10) Days of receipt and shall issue a written finding. This decision shall be final unless the protester institutes legal action in accordance with §2.2-4364 of the Code of Virginia.

5.22 Rider Clause

The Contract may be extended, with the authorization of the Contractor, to other public bodies, 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 Contract. The Contractor shall deal directly with public bodies utilizing the Contract concerning issuance of purchase orders, contractual disputes, invoicing and payment. Prince William Water acts only as the “Contracting Agent” for these public bodies.

It is the Contractor’s responsibility to notify public bodies of the availability of the Contract. Other public bodies desiring to use the Contract shall make their own legal determination as to whether the use of the Contract is inconsistent with their laws, regulations, and other policies. Other public bodies if mutually agreed may add terms and conditions required by their statute, ordinances, and regulations, to the extent that they do not conflict with the Contract’s terms and conditions.

Prince William Water shall not be held liable for any costs or damages incurred by other public bodies as a result of any contract extended to other public bodies by the Contractor.

SECTION 6 INSTRUCTIONS TO BIDDERS

6.1 Submittal Requirements

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Firms, organizations, or individuals (hereafter “Bidders”) interested in submitting a Bid in response to this IFB should submit 1 original, marked “ORIGINAL,” and 1 copy, marked “COPY,” of their Bid for review and evaluation by Prince William Water. Failure to provide the required copies and information will be considered during the evaluation process.

6.2 Economy of Presentation

A. You, should prepare Your Bid simply and economically to satisfy the conditions and requirements of this IFB. Prince William Water does not desire fancy bindings, colored displays, or promotional material.

B. Prince William Water is not liable or responsible for any costs incurred by any Bidder in responding to this IFB including, without limitation, costs for presentations, demonstrations, or interviews, if requested or required.

6.3 Bid Submittals

In order for your Bid to be declared responsive, the following bid submittals must be included in your bid package:

Tab 1

A. IFB Cover Page and IFB Submission Form: The IFB cover page and IFB Submission Form, completed and signed.

B. Acknowledgement of Addenda: (if any).

C. Licenses & Permits: Documentation showing any licenses and/or permits required and applicable to this requirement.

D. Proof of Authority to Transact Business in Virginia: Please use the attached Form E – State Corporation Commission (SCC) Form.

E. References-Subcontractor: Provide at least three (3) recent references where the proposed product and/or service have been successfully used within the past five (5) years.

Please use the attached Form B – Subcontractor Reference Form.

Note: Prince William Water cannot be used as a reference, however all past performance with Prince William Water will be considered during the evaluation process.

F. Subcontractor No Conflict of Interest: Please use the attached Form C – Subcontractor No-Conflict of Interest Form.

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Tab 2 – Proof of Insurability

Provide either a completed Accord form or a signed letter from Your insurance agency on its letterhead stating that You have or can get the required insurance coverage. See Attachment C – Required Insurance Limits for minimum requirements.

Tab 3 – References

A. Provide at least five (5) recent references where the proposed product /service has been successfully used within the past five (5) years. Please use the attached Form A – Bidder Reference Form.

B. Prince William Water cannot be used as a reference, however all past performance with Prince William Water will be considered during the evaluation process.

Tab 4 – Litigation

Provide information on the nature, magnitude, and outcome of all litigation and proceedings for the previous five (5) years where a court or administrative agency has ruled for or against You or Your organization in any matter related to You or Your organization’s professional activities.

SECTION 7 SPECIAL TERMS AND CONDITIONS

7.1 Brand Name or Equal/Brand Name Only

A. If a product or service requested by this IFB has been identified in the specifications by a brand name, such identification is intended to be descriptive and not restrictive and is to indicate the quality and characteristics of product or service that will be acceptable. Bidders proposing an equivalent product or service will be considered for award if such product or service is clearly identified in the bid and is determined by Prince William Water to fully meet the salient characteristic requirements listed in the specifications.

B. Unless the Bidder clearly indicates in its bid that it is proposing an equivalent product or service, the bid shall be considered as offering the same brand name referenced in the specifications.

7.2 Quantities

The quantities specified are annual estimates only to be used in the evaluation of bid responses.

These quantity estimates are not necessarily to be purchased under any resulting contract. If requirements do not result in an order in the quantities described as “estimated”, that fact shall not constitute the basis for an equitable price adjustment.

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7.3 Samples and Demonstrations

A. Samples of materials or equipment for testing, evaluation, or demonstration purposes, when requested in a solicitation must be furnished at no cost. Each individual sample must be labeled with the Bidder's name, manufacturer's brand name and number, requisition number or contract program, and item referenced.

B. Samples submitted by the successful Bidder may be held for comparison with goods received.

C. All samples submitted may be subjected to tests and evaluation by either a qualified laboratory or test panel, and the results will be a factor in making the award. Samples not destroyed in testing will be returned, if requested, to the Bidder at his or her expense.

Requests for return of samples will be honored upon the completion of testing and evaluation. Samples will be disposed of if not claimed within 60 Days after pick-up notification has been given.

7.4 Subcontracts

No portion of the work shall be subcontracted without prior written consent of Prince William Water. All Bidders shall include with their bid submission the attached Form B-1 – Subcontractor Reference Form listing all proposed Subcontractors to be utilized under this resulting contract. Prince William Water reserves the right to reject the successful Bidder’s selection of Subcontractors if it is deemed to be in the best interest of Prince William Water to do

so. If a Subcontractor is rejected, the Bidder may replace that Subcontractor with another Subcontractor subject to the approval of Prince William Water. Any such replacement shall be at no additional expense to Prince William Water nor shall it result in an extension of time without Prince William Water’s approval. All Subcontractors shall be properly licensed to provide the goods/services specified.

SECTION 8 INSURANCE REQUIREMENTS

A. Each Bidder shall include in its Bid proof of insurance capabilities, including but not limited to, the following requirements: (Coverage must be purchased and in place prior to a purchase order or contract being executed by Prince William Water.)

B. The Contractor shall maintain insurance in the amounts and forms set forth below and shall provide a Certificate of Insurance to Prince William Water.

C. The Contractor shall comply with the insurance requirements set forth in the following numbered paragraphs, plus the coverages and limits indicated in the solicitation. Technical Bids must note any desired exceptions to the insurance coverage which may include the submission of proposed alternatives.

D. The Contractor shall be responsible for its Work and every part thereof, and for all Materials, equipment, and property of any and all description used in connection therewith.

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The Contractor assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the Contract, or in connection in any way whatsoever with the contracted Work.

E. The Contractor shall, during the continuance of all Work under the Contract provide and agree to maintain the following:

1. Worker’s Compensation and employer’s liability insurance under the Commonwealth of Virginia statutory requirements, to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or Subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

2. General liability insurance in the amount prescribed by Prince William Water, to protect the Contractor, its Subcontractors, and the interest of Prince William Water, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted Work. The general liability insurance shall also include the “Broad Form General Liability Endorsement”, in addition to coverages for explosion, collapse, and underground hazards, where required. Completed operations liability coverage shall continue in force for one (1) year after completion of Work.

3. Automobile liability insurance, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted Work, will be insured under either a standard automobile liability policy, or a commercial general liability policy.

F. Liability insurance may be arranged by general liability and automobile liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an excess or umbrella liability policy.

G. The Contractor shall provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best’s Key Rating of at least A-:VII.

H. The Contractor shall provide an original, signed certificate of insurance, evidencing such insurance and such endorsements as prescribed herein, and shall have it filed with the Procurement Manager before any work is started.

I. The Contractor will secure and maintain all insurance policies of its Subcontractors which shall be made available to Prince William Water on demand.

J. The Contractor will provide on demand, certified copies of all insurance coverage on behalf of the Contract within ten (10) Days of demand by Prince William Water. These certified copies will be sent to Prince William Water from the Contractor’s insurance agent or representative.

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K. No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) Day written notice to the Procurement Manager. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the Procurement Manager.

L. Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the Contractor fail to provide acceptable evidence of current insurance within thirty (30) Days of written notice at time during the Contract term, Prince William Water shall have the absolute right to terminate the Contract without any further obligation to the Contractor, and the Contractor shall be liable to Prince William Water for the entire additional cost of procuring the incomplete portion of the Contract at time of termination.

M. Compliance by the Contractor and all Subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liabilities and obligations under this section or under any other section or provisions of the Contract.

N. Contractual and other liability insurance provided under the Contract shall not contain a supervision, inspection, or services exclusion that would preclude Prince William Water from supervising and/or inspecting the project as to the end result. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the Subcontractors and any person employed by the Subcontractors.

O. Nothing contained herein shall be construed as creating any contractual relationship between any Subcontractor and Prince William Water. The Contractor shall be as fully responsible to Prince William Water for the acts and omissions of the Subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

P. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

Q. The Contractor and all Subcontractors shall comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to the Contract.

R. If the Contractor does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the Procurement Manager, may be considered.

S. Prince William Water shall be named additional insured in the general liability policies and stated so on the certificate of insurance.

T. Coverages and Limits – For specific Coverages and Limits required for this project, see Attachment C Required Insurance Limits.

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SECTION 9 FORMS

Included on the subsequent pages are the following forms:

Form A – Bidder Reference Form

Form B – Subcontractor Reference Form

Form C – Subcontractor No Conflict of Interest Form

Form D – SWaM Subcontracting Plan

Form E – State Corporation Commission (SCC) Form

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Form A – Bidder Reference Form

(Prince William Water cannot be used as a reference.)

The Bidder shall be a competent and experienced organization with an established reputation within the community performing the type of work required for this contract.