843639clearJcc.pdf

JAMES CITY SERVICE AUTHORITY

Issues this

REQUEST FOR PROPOSAL

#20270342

For

EASEMENT CLEARING SERVICES

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST

FAITH-BASED ORGANIZATIONS

SEPTEMBER 2026

RFP 20270342

Easement Clearing Services

James City Service Authority 119 Tewning Rd

Williamsburg, VA 23188 Email: shannon.howlett@jcsava.gov

JAMES CITY SERVICE AUTHORITY

SEALED REQUEST FOR PROPOSALS

20270342

Title: Easement Clearing Services

Issue Date: August 27, 2026

Due Date: September 30, 2026 - NO LATER THAN 2:00 p.m. local time (ET)

Submit: All proposals must be submitted electronically via Euna OpenBids/DemandStar.

Please see Section VII of this RFP and ATTACHMENT C for more information on registering and submitting electronic proposals/bids with Euna OpenBids/ DemandStar.

Inquiries: Questions pertaining to this project should be directed to Shannon Howlett, shannon.howlett@jcsava.gov in writing via email no later than 2:00 pm on September 18, 2026. All questions that are pertinent to the RFP will be answered in the form of an addendum, which will be uploaded to the James City County website:

https://www.jamescitycountyva.gov/467/Bids-Requests-For-Proposals

JAMES CITY SERVICE AUTHORITY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING

OF CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR,

NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL LAW.

CERTIFICATIONS AND SIGNATURES

In compliance with this Request for Proposal and subject to all the conditions thereof, the undersigned offers to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms, conditions and requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected the job site and am aware of the conditions under which the work must be accomplished.

Claims, as a result of failure to inspect the job site, will not be considered by the Authority. By my signature on this solicitation, I certify that this firm/individual is properly licensed for providing the goods/services specified.

The Undersigned certifies that he (they) are the only person (persons) interested in said project and that it is made without connection with other persons submitting a proposal on the same scope of services; that the proposal is made without collusion, fraud, or reservation; that no official or employee of the Owner is directly or indirectly interested in said proposal, or any portion thereof.

The Undersigned certifies that the neither he (they) nor the firm/corporation is currently barred from bidding on Projects by any agency of the Commonwealth of Virginia or the United States of America, and that this person/firm/corporation is not a part of any firm/corporation that is now barred from bidding on contracts by any agency of the Commonwealth of Virginia or the United States of America.

PROPRIETARY INFORMATION YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and exclusion from the Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. (Additional sheet may be added if necessary.)

Offerors should indicate on the Cover Sheet the portions of their proposal that are proprietary. Please list the page numbers and the reason(s). Do not mark the whole proposal proprietary. If Proprietary information is stated, Offerors shall submit One (1) Original and One (1) Redacted copy (removing any proprietary data or material. Clearly identify on the Cover Sheet the “Original” and “Redacted” copy, as “Redacted Copy of Original Proposal” RFP# 20-14738

Legal Name of Person, Persons, or Corporation_ _ _ _

By: _ Date:

Print Name: __Title: _ _

Contractor’s Registration and Signature (Provide copy with Proposal)

Registered Virginia Contractor Class and No.:

Registration Expires:

Company Name:

Address:

City/State/Zip:

Telephone: FAX:

Email Address:

Federal Tax ID:

Print Name: Title:

Signature: Date:

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1

(Please Initial)

#2 _ #3 #4_

This form must be signed in ink. All signatures must be original.

CERTIFICATION REGARDING DEBARMENT

This is to certify that this person/firm/corporation is not now barred from bidding on Projects by any agency of the Commonwealth of Virginia or the United States of America, and that this person/firm/corporation is not a part of any firm/corporation that is now barred from bidding on contracts by any agency of the Commonwealth of Virginia or the United States of America.

Signature

Name of Official

Title

Firm or Corporation

Date

NON COLLUSION AFFIDAVIT

Date: Project: Easement Clearing – RFP 20270342

COMMONWEALTH OF VIRGINIA

(City/County)

This day personally appeared before the undersigned, a Notary Public in and for the City/County and State aforesaid, who having been first duly sworn according to law, did depose and aver as follows:

(a) That he/she is (Owner, Partner, President, etc.)

of (insert name of Bidder)

(b) That he/she is personally familiar with the bid submitted in connection with the above captioned Owner’s project.

(c) That said Bid was formulated and submitted in good faith as the true Bid of said Bidder.

1. In preparation and submission of this Bid, the Bidder did not either directly or indirectly, enter into any combination or agreement with any person, firm or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman act (15 U.S.C. Section 1) or sections 59.1-9.1 through 59.1-9.17 or sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

2. The undersigned Bidder hereby certifies that neither this Bid nor any claim resulting therefrom, is the result of, or affected by, any act of collusion with, or any act of another person or persons, firm or corporation engaged in the same line of business or commerce; and that no person acting for or employed by the Owner has any personal interest in this Bid.

3. The undersigned hereby further agrees that upon request of the Owner, the records and books pertaining to this Bid will be voluntarily supplied, furnished, and released to the Owner.

4. The undersigned hereby further certifies that the Bidder has not knowingly falsified, concealed, misled, or covered up by any trick, scheme, or device a material fact in connection with this bid. The undersigned also certifies that the Bidder has not made any false, fictitious or fraudulent statements or representations or made or used any false writing or documents knowing the same to contain any false, fictitious or fraudulent statement or entry in connection with this Bid.

5. The undersigned further agrees that the Bidder will comply with section 2.2-4374 of the Code of Virginia, 1950, as amended, and has not bought or purchased any equipment from any person employed by the Owner as an independent contractor to furnish architectural or engineering services for this Project, nor from any partnership, association or corporation in which such architect or engineer has a pecuniary interest.

6. The undersigned further agrees to require all subcontractors, consultants, subconsultants, or any other persons, corporations, or legal entities providing or furnishing labor, material, equipment or work related to this project to execute this anti-collusion statement as a condition of payment. This paragraph is expressly limited to those in a direct contractual relationship with the undersigned of over $10,000 except those persons whose only direct contractual agreement with the undersigned is an employment contract.

7. All Covenants and Agreements made by the Contractor are made by it on behalf of the Contractor and its successors, personal representatives and assigns, the same as if they had been specifically named in each instance.

And further this deponent saith not.

Subscribed and sworn to before me this day of , 20

My commission expires: 20

Notary Public

CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS

This sworn certification of compliance with all federal immigration laws and regulations is provided by _ (Name of Firm). These laws include the Federal Immigration Reform and

Control Act, which makes it unlawful for a person or other entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is unauthorized, and Section 40.1-11.1 of the Code of Virginia, which makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. The state law, in particular, places an affirmative duty on employers to ensure that aliens have proof of eligibility for employment.

Accordingly this certification shall be completed and attached to all contracts and agreements for goods and services made by James City Service Authority. Failure to attach a completed certification shall render the contract or agreement void.

Type or print legibly when completing this form.

1.) Legal Name of Contractor: (Note: This is your name as reported to the IRS. This should match your Social Security card or Federal ID Number)

2.) Type of Business Entity:

ϒ Sole proprietorship (Provide full name and address of owner):

ϒ Limited Partnership (Provide full name and address of all partners):

ϒ General Partnership (Provide full name and address of all partners):

ϒ Limited Liability Company (Provide full name and address of all managing members):

ϒ Corporation (Provide full name and address of all officers):

3.) Doing Business As: (If Applicable - Note: This is the name that appears on your invoices but is not used as your reporting name.)

4.) Name and Position of Person Completing this Certificate:

5.) Physical Business Address:

6.) Primary Correspondence Address (If different from physical address):

7.) Number of Employees:

8.) Are all Employees Who Work in the United States Eligible for Employment in the United States?

Under penalties of perjury, I declare on behalf of the Contractor listed above that to the best of my knowledge and based upon reasonable inquiry, each and every one of the Contractor’s employees who work in the United States are eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. I further declare on behalf of the Contractor that it shall use due care and diligence to ensure that all employees hired in the future who will work in the United States will be eligible for employment in the United States. I affirm that the information provided herein is true, correct, and complete.

Sworn this day of , 201 on behalf of as evidenced by the following signature and seal:

Name of Contractor:

Printed Name of Signatory:

Signature:

Date:

COMMONWEALTH OF VIRGINIA:

City/County of , to-wit:

The foregoing instrument was acknowledged before me this day of , 201 , by

Notary Public:

Registration No:

My Commission Expires:

Virginia State Corporation Commission (SCC) Registration Information Requirement per the Virginia Public Procurement Act, VPPA:

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth.

A. All public bodies shall include in every written contract a provision that a contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the solicitation a provision that requires a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification number issued to it by the State Corporation Commission. 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 shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

C. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governing body.

D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

E. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

*Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror:

□ is a corporation or other business entity with the following SCC identification number: -OR-

□ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-

□ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR-

□ is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):

SAFETY CERTIFICATION FORM

To: James City Service Authority

Project Title: Easement Clearing Services

Contract No: 20270342

Project Safety Responsibility (Name)

Number

Emergency Contact (Name) Number

The undersigned hereby attests that the project has been carefully evaluated for the Safety risks it presents and all safety procedures required based on these risks by Virginia Occupational Safety & Health, referenced in the bid document, will be implemented. Virginia Occupational Safety & Health and all other applicable Federal, State and local laws referenced in the Bid Document, will be implemented.

All workers on this project will be properly trained on the use of safety equipment and safe work practices.

By:

(Type Name Title)

(Signature) (Date

LITIGATION DISCLOSURE FORM

Respond to each of the questions below by circling the appropriate response. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

1. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated for cause from any work being performed for any governmental or nongovernmental contracting? Circle response

Yes No

2. Is any officer, director or owner thereof currently debarred pursuant to an established debarment procedure from bidding or contracting by any public body, agency of another state or agency of the federal government; during the last seven (7) years? Circle response

Yes No

3. Have you or any principal, officer or director of your company, or any individual who will be assigned to work any contract awarded pursuant to this solicitation, been involved in any claim or litigation or been convicted within the past ten years of a crime related to governmental or nongovernmental construction or contracting, including, but not limited to, a violation of (i) Article 6 (§ 2.2-4367 et seq.) of the Code of Virginia, (ii) the Virginia Governmental Frauds Act (§ 18.2-498.1 et seq.), (iii) Chapter 4.2 (§ 59.1-68.6 et seq.) of Title 59.1, or (iv) any substantially similar law of the United States or this or another state during the last seven (7) years? Circle response

Yes No

If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.

REQUEST FOR PROPOSAL

#20270342 Easement Clearing

Services

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract with qualified and experienced firm(s) to provide Easement Clearing/Maintenance Services to James City Service Authority. The owner reserves the right to award contracts to more than one Offeror.

The James City Service Authority (JCSA) owns water and wastewater pipelines that are located within permanent easements throughout James City County. Over 150 miles of easements must be maintained by the JCSA in order to keep utility pipelines accessible. The condition of these easements with respect to vegetative cover varies. Some are fairly open while others are heavily overgrown with trees and brush.

JCSA’s primary objective is to keep the easements free of trees and shrubs. Other natural grasses, legumes and wetland vegetation do not pose a problem, and are encouraged to provide soil stability and erosion control. Easements typically are centered on, and follow, pipeline alignments. The majority of the easements are 20’ in width, but widths may vary between 10’ and 30’ or more. JCSA is seeking contract services to cut trees and shrubs and/or apply Herbicide Treatment within the easements. Easements that have small saplings and shrubs that can be managed by applying an Herbicidal treatment to the foliage shall be addressed in that manner. Treatment shall consist of an EPA approved foliar application of an herbicide mixture intended for use in wetland and aquatic environments. The herbicide used shall effectively kill existing trees and shrubs, and prevent re-growth of treated vegetation. The Contractor shall apply the herbicide in accordance with the manufacturer’s recommendations.

II. COMPETITON INTENDED

It is James City Service Authority’s intent that this Request for Proposal (RFP) allows for competition in the solicitation for Easement Clearing Services for the James City Service Authority. It shall be the Offeror’s responsibility to advise the James City Service Authority Purchasing Director in writing if any language, requirement, specification, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a single source. The Purchasing Director must receive such notification not later than seven (7) days prior to the date set for acceptance of proposals.

III. DEFINITIONS

Contract or Agreement Contractual agreement(s) between the JCSA and the Contractor to perform work as described in this solicitation and the Contractor’s proposal. The contractual instrument for this project will be JCSA’s standard contract, modified as required to conform to this project. JCSA will not use a contract prepared by the Contractor.

Contractor

James City Service Authority

Offeror, Proposer

Owner

Successful Offeror

Party to whom an award is made to perform work under the Contract.

James City Service Authority (JCSA)

Interested party responding to this solicitation

Entity initiating and overseeing the goods and services to be provided under the Contract. For the purposes of this Contract, the James City Service Authority is the Owner.

Party to whom an award is made to perform work under this contract.

IV. FAMILIARITY WITH PROPOSED WORK

It is the responsibility of the Offeror, by careful personal examination of the RFP Documents, inquiry conducted during the period for open questions, and any site visits the offeror may wish to conduct of the work area, to satisfy himself as to the location of the work, worksite conditions, and the quality of the materials that will be required. The Offeror should study and carefully correlate its knowledge and observations of the RFP Documents and such other related data and promptly notify JCSA of all conflicts, errors, ambiguities, inconsistencies, or discrepancies that the Offeror has discovered in or between the RFP Documents and such other related documents or conditions. Failure to do so shall not relieve the Contractor of its obligation to perform as per the provisions of the resulting contract. The Contractor shall not at any time after the execution of the contract make any claims whatsoever alleging insufficient data or incorrectly assumed conditions, nor shall it claim any misunderstanding with regard to the nature, conditions or character of the work or services to be provided under the contract.

V. PRE-PROPOSAL CONFERENCE/SITE VISIT

There will be NO pre-proposal conference for this solicitation. Offerors are encouraged to submit written questions during the period for open inquiries to gain clarity on any aspects of the RFP or the work areas.

Vendors may visit the easements on their own if they should want to gauge site conditions. If easements must be accessed through residential or commercial property that is occupied, the bidder must attempt to speak with the affected property owner prior to entering the property. Bidders must stay within JCSA’s easement to access easement areas unless the property owner grants permission to cross their property.

VI. INTERPRETATIONS AND ADDENDA

No oral explanation in regard to the meaning of the RFP documents will be made, and no oral instructions will be given before the award of the contract. Discrepancies, omissions, or doubts as to the meaning of the RFP documents shall be communicated in writing to the point of contact listed on the Cover page for interpretation. Offerors should act promptly and allow sufficient time for a reply to reach them before the submission of their proposals. Any interpretation made will be in the form of an Addendum to the RFP, which will be posted on the webpage for this solicitation; Offerors must check the webpage for Addenda and acknowledge receipt of Addenda on the cover sheet of this RFP prior to proposal submission.

VII. ELECTRONIC SUBMISSION OF PROPOSALS

JCSA will now only accept electronic copies of the requested proposal (bid). To maintain the integrity of the sealed bid/proposal process, vendors must sign up and register with Euna OpenBids/DemandStar (See ATTACHMENT C for instructions) prior to the due date and time specified in the RFP documents, including any addenda issued, in order to submit their bids/proposals. The date/time stamp on the proposal attachment when submitted through Euna OpenBids/DemandStar is considered the delivered date and time. JCSA personnel will not be able to access the electronic lockbox until after the due date and time specified in the RFP, as amended.

Do not send routine correspondence to Euna OpenBids/DemandStar, only the bid/proposal files. Routine correspondence shall be emailed to the point of contact specified on the cover page of this solicitation.

Do not send hard copies of the proposal.

VIII. CONTRACTUAL TERM AND CONDITIONS

The initial contract term shall be one (1) year from the date of contract execution. JCSA will retain the right to extend the contract with the Contractor for up to four (4) additional one-year terms for similar work as mutually agreed by both parties. Automatic contract renewals are prohibited. Written notice of JCSA's intention to renew may be given approximately 60 days prior to the expiration date of each contract period. This notice does not indicate a commitment for the Owner to a contract renewal.

The Successful Offeror’s proposal, including Price Form, and terms and conditions contained herein will be incorporated by reference into the JCSA standard contract form, along with the RFP and any addenda and modifications thereto. The Offeror shall inform itself in full of the conditions relating to the performance of the contract agreement. Failure to do so shall not relieve the successful Offeror of his obligations to furnish services necessary to carry out the provisions of this Request for Proposal and resulting Contract Agreement and to complete the Scope of Work as outlined therein.

IX. UNIT PRICING

The contractor shall provide hourly/unit rates for personnel, vehicles and equipment/supplies necessary to perform the described work as indicated in Attachment A. Typical crew assignments for the various scenarios described in sections 1 -5 under “Tree and Shrub Removal” in the Statement of Needs shall be identified. Unit pricing shall be used for comparison in the selection process but shall not be the sole selection criteria.

During the course of this contract, JCSA intends to assign task orders to be completed within 6 months of the notice to proceed. Upon receipt of a task order, the contractor will review the work included therein and provide a Quote. The Contractor’s Quote must show a breakdown of the labor and materials to be utilized for the task order, the unit rate (hourly, per gallon, etc.), total hours, and total lump sum cost. Pricing must reflect the unit rates as set forth in the executed Contract document.

Contract pricing shall be firm-fixed. Initial prices or rates and subsequent renewal prices or rates are guaranteed for each contract term. No price or rate increases will occur during each contract or renewal term. Any increase in unit prices or hourly rates after the initial term or any renewal term shall be limited to the prior year’s increase in the Consumer Price Index (CPI) for the U.S. Department of Labor, Bureau of Labor Statistics, Washington-Arlington-Alexandria, DC-VA-MD-WV Core Based Statistical Area (CBSA), for the current twelve (12) month period, or three (3) percent, whichever the lower.

X. BACKGROUND

The Successful Offeror shall perform the required work at the time and place designated by the Owner’s Project Manager. The contract is intended to be open-ended with the potential to assign multiple projects over the course of the contract term.

The Owner does not guarantee the Successful Offeror any set quantities of work.

The Owner may terminate the contract if inferior work is performed by the Contractor. The Owner shall be the sole judge of whether work is inferior. The Owner, at its sole discretion, may grant an opportunity to remedy the situation but is not contractually obligated to do so.

XI. STATEMENT OF NEEDS

The scope of this contract is to provide all labor, materials, equipment, and services necessary for easement clearing. Outlined below are Contractor responsibilities. The Contractor shall be required to use Virginia Commercial Applicators for Herbicide applications. Certifications in category 5A (Aquatic Pest Control) and category 6 (Right of Way Pest Control) are required. JCSA will require that the Contractor who is awarded the contract shall have all required certifications to comply with all laws and regulations associated with the work. Inspections will be made by JCSA 15-30 days following application to assess the effectiveness of the application.

• The Contractor shall be responsible for coordinating with the JCSA at least twenty-one (21) days prior to initiating work so JCSA can notify property owners. JCSA will send notifications to property owners; however the Contractor shall attempt to speak with adjacent owners upon mobilization where easements cross private property (residential and commercial but not unoccupied property such as large tracts, or land owned by a Homeowner’s Association (HOA).

LOCATION AND MARKING OF EASEMENTS

• Upon issuance of each task order, JCSA will make available GIS digital data and JCSA asset identification information along with information regarding easement widths and whether the easement is centered on the pipeline or offset. The Contractor shall be responsible for establishing the location of the easement by either locating upstream and downstream manholes for straight run gravity sewers or by tracing curvilinear pipelines with locating equipment. When force mains, water mains or curvilinear sewers are included in a task order, the Contractor shall review the conditions in the field in order to develop the task order price proposal. If the Contractor determines that the lines are not traceable, then JCSA shall be responsible for marking the lines. JCSA would mark the lines prior to executing the task order so that the contractor can adequately price the work. If manholes cannot be located after a reasonable search effort by probing and using a metal detector, JCSA will locate the manholes. The Contractor shall accurately measure and mark the easement widths in the field, and shall not clear outside the easement boundaries. Restitution for disturbances and cutting of trees outside the dedicated easement on private property shall be the Contractor’s responsibility.

ACCESSING EASEMENTS

• The contractor must access easement areas via existing JCSA easements. Any other access agreements made between the contractor and property owners shall be the contractor’s sole responsibility. The Contractor will be responsible for any and all damage claims outside of the easement.

TREE AND SHRUB REMOVAL

• Trees and shrubs shall be cut using hand tools, such as chainsaws. To preserve existing vegetation and maintain soil stability, JCSA prefers to minimize the use of mechanized mowing and skid-steer mulching equipment within easements. However, JCSA recognizes that certain areas or site conditions may be more efficiently addressed through the use of skid-steer or other mechanized equipment. Where the Contractor determines that the use of such equipment may provide a safer, faster, more cost-effective, or otherwise more efficient means of completing the work, the Contractor may propose its use to JCSA for consideration and approval prior to performing the work. Any use of mechanized equipment within the easement shall require prior approval from JCSA. Brush,Trees, stumps and shrubs shall be cut level at no more than 2- inches above grade. An herbicide shall be applied, in accordance with the manufactures recommendations, directly to the stump after cutting down the plant to prevent re-growth. At JCSA’s direction, cut vegetation shall be handled one of several ways as follows:

1. In remote areas trees and shrubs shall be cut and limbed and laid parallel to, and on the edges of, the easement. Branches shall be stacked low to the ground not exceeding a height of approximately

18- inches. Tree trunks greater than 8-inches in diameter shall be cut in 18 to 24 inch lengths, and placed along the edges of, and within the easement. Tree debris shall not be placed in streams, ditches, or natural drain ways.

CONTACTING PROPERTY OWNERS

2. In areas adjacent to residences or commercial establishments, trees shall be chipped using a mechanical chipper and the mulch shall be evenly distributed on the ground within the easement.

Tree trunks too large to chip shall be removed from the easement and disposed of legally offsite. If chipping equipment creates ruts in the easement they must be filled in and/or raked out upon completion of the operation.

3. Trees that have fallen across easements shall be cut at the easement edges so as to make the easement accessible. If there are trees outside the boundary of the easement but hanging over the easement, the Contractor will consult with JCSA; if JCSA determines that they need to be removed, then the contractor can include them in the task order pricing. Tree trunks and branches greater than 8-inches in diameter shall be cut in 18 to 24 inch lengths and placed along the edges of, and within the easement. Branches shall be cut, limbed and laid parallel to, and on the edges of easements. They shall be stacked low to the ground not exceeding a height of approximately 18 inches. Tree debris shall not be placed in streams, ditches, or natural drain ways.

4. Standing large trees (generally greater than 10” in diameter or taller than 20’) designated to be cut within the easement, shall be cut in sections from the top and lowered with ropes. Trees shall not be felled outside of easements onto private property. Tree trunks and branches shall be handled as described in 1 or 2 above at the direction of the Owner.

5. For easements designated to be treated with an herbicide - shrubs and tree saplings less than a 1 ½” in diameter shall be treated with an herbicide that effectively kills the existing trees and shrubs, and prevents re-growth of treated vegetation. The herbicide shall be applied during the appropriate season and in accordance with the manufacturer’s recommendations. If All Terrain Vehicles are used to transport spray equipment in the easements and ruts are created, they must be filled in and/or raked out upon completion of the operation.

When working in easements in residential and commercial areas, property owners may have planted trees and shrubs within the easement. The contractor shall consult with JCSA prior to cutting trees and shrubs in maintained yards and landscaped areas, particularly if the trees and shrubs are ornamental and not natural growing species.

DOCUMENTATION OF EASEMENT CLEARING

• Contractor shall be required to have a cellular device capable to download the latest version of ArcGIS Field Maps. JCSA will provide access and training for the water and sewer easement clearing mapping. Upon completion of clearing an easement along a specific segment of pipe (i.e., between sewer manholes, or along a contiguous section of water or force main piping), the contractor shall select the segment of pipe in Field Maps and update all of the required fields related to easement clearing. Before accepting the edits, contractor is required to take and attach pictures with the device from manhole to manhole on a sewer easement, or at +/-100’ stations along a water or sewer force main easement, which clearly shows the finished work. If terrain prevents a clear picture between manholes the contractor shall take pictures at sufficient intervals to document the entire length of the easement. For reference of scale, the photographs must include a person standing on the terminal manhole for sewer segments, at distant points along the pipelines where terrain prevents a clear view between manholes, or at +/- 100’ stations on water or force main piping. JCSA to confirm clearing limits and quality of work prior to approving/processing payments.

RESTORATION

• If equipment must be mobilized, easements must be restored to pre-activity conditions (this particularly applies to easements in maintained yards or lawns).

XII. INSTRUCTIONS FOR PROPOSAL PREPARATION

GENERAL REQUIREMENTS

• Offerors must submit a complete response to this RFP in the order/format required herein to be considered for selection.

• Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Purchasing Office requiring prompt submission of missing information and/or giving a lower evaluation of the proposal.

• Proposals should be prepared simply and economically in the order/format required herein providing a straightforward and thorough description of the firm’s qualifications and capabilities to provide the services requested in this RFP. Emphasis should be on completeness and clarity of content, with pages and exhibits numbered and presented in an organized manner. Each copy of the proposal shall be contained in a single volume (e.g. single PDF file). All documents submitted with the proposal should be contained in that single volume. Subsections of the proposal should be separated and labeled for easy reference and Font size should be 12 or larger.

• Proposals, signed cover sheet, and any Attachments shall be received via Euna OpenBids/ DemandStar (as specified in Attachment C of this RFP) by not later than 2:00 P.M. ET on September 30 , 2026. Responses received after this time will not be considered.

PROPOSAL FORMAT AND CONTENT

Each Offeror shall provide a written proposal in the format outlined below. The proposal shall include as a minimum the following sections and content arranged in the specified order.

SECTION 1. Cover Sheets, including signed solicitation documents and required Representations and Certifications included on page numbers 2-11 of this RFP document.

SECTION 2. Company Information

• Provide a brief history of the firm, including when the firm was organized and how (e.g. corporation, partnership), number of years doing business, any former company names, size (staff and client base), corporate hierarchy, a list of services the firm provides, number of clients similar to the JCSA, and location of the office from which the work will be provided.

• Include name, title and contact information of person(s) in your organization authorized to negotiate the proposed contract and bind your firm.

• Provide documentation the company possesses the resources and stability to perform the work required for this contract.

SECTION 3. Capability and Experience of Firm

• Discuss the Offeror’s experience providing the services as described in the Statement of Needs.

Include a list and description of past similar projects.

• Include copies of business licenses and certifications held by the Offeror and any subcontractors relating to the work done under this contract, including but not limited to certifications for herbicide applications referenced in the Statement of Needs.

• Describe your firm’s resources (human and material) to be utilized for the work required under this contract.

• Provide names and bios of the staff members that will be assigned to work under this contract.

Include:

o Employee name, title, and role for this contract o Number of years working with your firm o Total number of years’ experience doing work described in scope of work.

o List relevant licenses or certifications held by employee

• State whether a subcontractor(s) will be utilized to perform any work. Provide a list of subcontractors that your firm plans to utilize and the type of work they will perform under this contract. Provide three (3) references for each subcontractor to include company name, contact name, phone number, email address, and a description of the work performed for the client.

• References: Provide information for prior clients that can serve as references for the Offeror’s firm.

List three (3) references to include:

o Company name o Contact name o Phone number o Email address o Description of the work performed for the client.

References must be for services that were performed within the last five (5) years. References may be contacted as part of the evaluation process.

SECTION 4. Project Approach

• Demonstrate the firm’s understanding of and approach to meeting the Owner’s requirements as described in the Statement of Needs.

• Provide a description of any proposed equipment/materials and a discussion of their efficacy in performing the work described in the Statement of Needs o In particular, describe mechanized mowing or skid steer mulching equipment, including when such equipment might be utilized and how the firm would minimize the disturbance of natural vegetation (other than trees and shrubs) and restore easement conditions following use of such equipment.

o Provide Material Safety Data Sheets (MSDS) for any proposed aquatic safe herbicides that would be utilized under this contract, and provide rationale for their selection based on efficacy and environmental considerations.

• Discuss the firm’s process for removing and legally disposing of debris removed from the easement sites (e.g. large tree trunks). Explain how the firm adheres to Environmental Protection Agency and Virginia Department of Environmental Quality standards.

• Discuss the firm’s approach to customer service, including its process for working through a work order, from the submission of an initial work request by JCSA through the documentation and acceptance of easement clearing; include typical lead times for each step of the process.

SECTION 5. Price Proposal

• Complete Attachment A – “Price Proposal” and include in this section of the proposal. Include labor and material assignments.

• Offerors may add additional line items to their price proposal if special labor skills or equipment are necessary to complete one of the described scenarios in Attachment A

XIII. EVALUATION CRITERIA AND PROCESS

EVALUATION CRITERIA

Qualifications and Experience of Firm 35 points Project Approach 30 points Price Proposal 35 points

EVALUATION PROCESS

• Responsive proposals to this RFP will be reviewed by an Evaluation Team (the “Team”). The top-ranked Offerors may be short-listed. The Team may, at its discretion, decide to interview the short-listed firms.

Offerors so selected will be given an opportunity to orally present their qualifications and project technical approaches, and to respond to questions posed by team members. The Owner will schedule the time and location of these presentations.

• Proposal Scoring: Each proposal will be initially rated independently by each Team member. Members will then meet to discuss the proposals and initial scores. Team members may change their scores following the meeting of the Team. Scores may be further modified as a result of oral interviews and/or presentations. The final score will be based on the average of all final scores by the individual members of the Team. The Offeror whose proposal is scored the highest may be asked to either negotiate a final

Agreement or, if required, clarify its current proposal into a best and final offer. If negotiations are not successful with the top rated Offeror, negotiations may commence with the next highest rated Offeror until an Agreement is reached, or the Owner, at its sole discretion, elects to cancel the solicitation. The Owner will rate all proposals according to the format and content submitted. The Owner reserves the right to award a contract solely on the written proposal or through negotiations. The Owner further reserves the right to reject any and all proposals submitted.

• References: References may be contacted at the discretion of JCSA Purchasing. Typically, only references of those Offerors that receive high rankings are contacted. The Authority reserves the right to contact entities/firms other than those listed or in addition to those furnished in the Offeror’s proposal. The Offeror shall furnish the Owner with all such information and data as may be requested for this purpose.

XIV. AWARD

A contract will be awarded to the responsible Offeror(s) whose proposal, conforming to this solicitation, will be most advantageous to the Authority according to the criteria outlined herein. The Owner reserves the right to cancel this Request for Proposals or reject proposals at any time, and to accept or reject any or all proposals and waive informalities and minor irregularities in proposals received.

Notice of Award shall be posted online at https://www.jamescitycountyva.gov/467/Bids-Requests-For- Proposals under the RFP document. Upon notification, the Successful Offeror shall submit to JCSA’s procurement representative all required insurance certificates and such other documentation as may be requested or required to establish fitness for performing work under the contract.

XV. POLICY ON CONTACT AFTER PROPOSAL SUBMITAL

No Offeror shall initiate or otherwise have contact related to the solicitation with any JCSA staff/ employee other than the JCSA Purchasing Office. Any contact by an Offeror with staff other than from the Purchasing Office concerning this solicitation is prohibited and may cause the disqualification of the Offeror from the procurement process.

Questions regarding this Request for Proposal (RFP) are to be directed to Shannon Howlett , shannon.howlett@jcsava.gov no later than 2:00 pm on September 18, 2026.

Questions received will be answered in the form of an addendum and posted on James City County Website:

https://www.jamescitycountyva.gov/467/Bids-Requests-For-Proposals

XVI. PROPRIETARY INFORMATION

Ownership of all data, materials, and documentation originated and prepared for the Authority pursuant to this RFP shall belong exclusively to the Owner and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be publicly disclosed under the Virginia Freedom of Information Act; however, the Offeror shall invoke the protection of this section prior to our upon submission of the data or other materials and must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award is made should be stated by the Offeror. Offerors should indicate on the Cover Sheet the portions of their proposal that are proprietary. Please list the page numbers and the reason(s).

XVII. GENERAL TERMS AND CONDITIONS

See Attachment B.

XVIII. SPECIAL TERMS AND CONDITIONS

A. Precedence in Terms

In the event of a conflict, the order of precedence shall be the Technical Specifications (Statement of Needs and any specifications provided with each task order), the Special Terms & Conditions and then the General Terms & Conditions.

B. Contractor’s Title to Materials

No materials or supplies for work shall be purchased by the contractor or by any subcontractor subject to any security interest, installment or sales contract or any other agreement or lien by which an interest is retained by the seller or is given to a secured party. The contractor warrants that he has clear title to all materials and supplies that he uses in the work or for which he accepts payment in whole or in part.

C. Extra Charges Not Allowed

The Offeror’s price for the work shall include providing the services outlined in the Statement of Needs of this RFP and negotiated between the Owner and Successful Offeror. No extra charges shall be allowed.

D. Delivery and Storage

It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials at the site during the performance of the work. 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 if required.

E. Final Inspection

At the conclusion of the work, the contractor shall demonstrate to the authorized Owner’s 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.

F. Warranty

The contractor agrees that the goods and services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Owner by any other clause of this solicitation. A copy of this warranty should be furnished with the proposal. At a minimum, all work shall be guaranteed by the contractor against defects resulting from the use of inferior materials, equipment, or workmanship for one (1) year from the date of final acceptance of each work order by the Owner in writing. Any warranty requirements defined in the Technical Specification shall take precedence over these Special Terms & Conditions Warranty requirements.

The Contractor warrants that, unless otherwise specified, all materials and equipment incorporated in the work under the contract shall be new, in first class condition, and in accordance with the contract documents. The contractor further warrants that all workmanship shall be of the highest quality and in accordance with contract documents and shall be performed by persons qualified at their respective trades. Defects discovered during the warranty period shall be corrected by the contractor to the Owner’s satisfaction at no cost to the Owner and shall be subject to the provisions of this clause to the same extent as materials initially delivered.

G. Work Site Damages

Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner’s satisfaction at the contractor’s…