Attachment 1, IFB 128764.pdf

City of Fairfax, Virginia

Office of Procurement Services 10455 Armstrong Street Fairfax, Virginia 22030

Title Grounds Maintenance, Mowing, Landscaping Services, and Snow Removal

Invitation for Bid IFB 128764

Commodity Code 98836 – Ground Maintenance: Mowing 96256 – Mowing Services 96872 – Snow and Ice Removal Services

Contract Administrator David Kundid David.kundid@fairfaxva.gov

Issue Date October 8, 2026

Questions Deadline October 23, 2026, at 1:00 P.M. EST

Due Date/Time November 6, 2026, at 1:00 P.M. EST

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

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

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

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

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

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

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a Contractor or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

mailto:David.kundid@fairfaxva.gov https://eva.virginia.gov/ https://eva.virginia.gov/

IFB 128764

GENERAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract(s) for Grounds Maintenance, Mowing, Landscaping Services, and Snow Removal on City of Fairfax, VA properties to be used on an as-needed basis. The City reserves the right to award in the aggregate or by group. Multiple awards will be made for snow removal.

2. GENERAL REQUIREMENTS:

A. Minimum Contractor Qualifications

I. The Contractor shall have an establishment or a leased or assigned space in which it regularly maintains an office from which sales and services are provided. Contractor shall provide a listing of locations in the service area on their corporate office letterhead.

II. A Contractor is required to have a minimum of five (5) years successful experience in providing mowing and grounds maintenance services to State, County, Federal Agencies or commercial companies.

III. A Contractor is permitted to submit pricing for any number of section(s) of the Scope of Work items identified in Section [7, 8, 9, 10, and 11] of Attachment 1, RFP Document. When the Contractor submits pricing for a section(s), the Contractor shall provide a minimum of three

(3) references for the corresponding section(s). Each reference shall include the name of the organization, complete mailing address, the name of the contact person and email address and telephone number. Contractor shall provide their references in Attachment 4, Reference List.

B. Contractor Equipment list

Contractor's equipment shall meet all applicable safety requirements including State and Federal OSHA. Only equipment manufactured specifically for mowing is acceptable. Equipment is to be maintained as per manufacturer's recommendations. Cutting edges are to be maintained so turf is cut cleanly and uniformly. Dull cutting equipment shall NOT be used. Safety guards shall be in place and in use at all times.

I. Contractor shall provide their equipment list for mowing in Attachment 5, Equipment List:

Section A, Mowing Equipment.

II. Contractor shall provide their equipment list for snow removal in Attachment 5, Equipment List: Section B, Snow Removal Equipment.

C. Contractor Work Site Personnel

III. Contractor shall provide an up-to-date list of personnel who will be assigned to the contract.

3. STAFFING REQUIREMENTS:

A. The City will, throughout the Contract Term and any renewal term(s), have the right of reasonable rejection and approval of staff or subcontractors assigned under this Contract by the Contractor.

If the City reasonably rejects staff or subcontractors, the Contractor shall provide replacement staff or subcontractors satisfactory to the City in a timely manner at no additional cost to the City.

The day-to-day supervision and control of the Contractor’s employees, and employees of any of its subcontractors, shall be solely the responsibility of the Contractor.

B. The Contractor shall always have an English-speaking representative capable of clear and concise communication on site to engage in communication with City employees.

C. The Contractor certifies that neither the contracting official nor any of the Contractor’s employees, agents, or subcontractors have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. The Contractor agrees to remove from the Contract any employee, agent, or subcontractor, who has been determined by the School Board or City to be disqualified from service due to such convictions or the failure to truthfully report such convictions.

D. The Contractor shall at all times enforce strict discipline and good order among the workers performing under this contract and shall not employ on the work any person not reasonably proficient in the work assigned.

E. The Contractor shall be responsible for the conduct, behavior, and actions of the Contractor’s personnel. The City reserves the right to remove Contractor’s employees from the site.

F. The Contractor shall remove immediately any of its employees who appear to be incompetent or behaving in a disorderly manner. Should the City request removal of Contractor’s personnel due to misconduct or incompetence, that employee shall not be assigned under this Contract, unless the City Project Officer grants a written permission.

G. The Contractor shall ensure their personnel are equipped with and use all appropriate Personal Protective Equipment to prevent injury.

H. Contractor’s employees shall wear shirts with the Contractor’s logo printed on the front or back.

Employee uniforms shall be neat and clean.

4. STANDARD WORKING HOURS:

Standard working hours as applicable to this contract are Monday thru Friday from 7:00 A.M. to 3:00 P.M., unless otherwise indicated. The City will provide the Contractor written notice of work scheduled outside of standard working hours (evenings, weekends, and City observed holidays).

The Contractor shall confine its staging of operational equipment and materials to the smallest area on the site as permitted by the City Project Officer and shall not unreasonably encumber the area with equipment, personnel, and or materials. Contractor shall assume full responsibility for any damages caused as result of its operation on the site.

5. SAFETY STANDARDS:

A. For the protection of his personnel, the contractor is required to provide safety equipment and safety training in accordance with OSHA and other State and Federal Regulations. (ANSI class 3 vests are required when mowing on the highways.) Mowing and edging equipment shall be operated in a manner which shall not endanger vehicles, pedestrians or the operator. All the manufacturer's safety devices/guards shall be in place and used at all times. Chemical applications must be performed by State Certified employees and in accordance with State guidelines.

B. Safety precautions and programs in connection with the Work. The Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to:

I. All persons on the Site who may be affected by the Work;

II. All the work and materials and equipment to be incorporated therein, whether in storage or on off the site: and

III. Other property at the site or adjacent thereto, including trees, shrubs, lawns, walks, pavements, roadways, structures, utilities and Underground Facilitates not designated for removal, relocation or replacement in the course of construction.

C. The Contractor shall comply with all applicable Laws and Regulations, relating to the safety of persons or property, or to the protection of persons or property from damage, injury or loss; and shall erect and maintain all necessary safeguards for such safety and protection. Contractor shall notify owners of adjacent property and of Underground Facilities and other utility owners when prosecution of the Work may affect them, and shall cooperate with them in the protection, removal, relocation, and replacement of their property.

D. All equipment used in the performance of services under this Contract shall be equipped with factory safeguards or safety modification meeting OSHA requirements. All Contractor employees shall wear Virginia OSHA-approved orange safety vests and applicable Personal Protective Equipment while performing services under this Contract.

E. Contractor’s trucks and trailers must be clearly marked with safety cones or other devices when parked to ensure the public is well aware of their presence during the operations and ground maintenance.

F. All chemicals, ingredients, products or by products used in the rendering of required services under this Contract shall have EPA approval and have a Product Registration Number and a Producer Establishment Number, where applicable. The contractor must not spill fuel or oil on the cemetery grounds.

G. City reserves the right to suspend Contractor’s operation under this Contract, if the Contractor’s performance violates any safety regulations. Work can only resume, when the Contractor cures all the safety violations and work can be performed safely.

H. The Contractor shall promptly report any hazardous situation and/or conditions to the City.

6. SPECIFIC CONTRACTOR INSTRUCTIONS AND AWARD SELECTION:

A. Specific Contractor Instructions

A Contractor may submit pricing for any number of section(s) of the Scope of Work items identified in Section [7, 8, 9, 10, and 11] of Attachment 1, RFP Document. Submission of a partial Bid is permitted.

All selected Scope of Work items shall be clearly identified, and corresponding pricing shall be submitted in Attachment 3, Pricing Schedule. There are five (5) Tabs: Tab 1 – Right-of-Way Mowing, Tab 2 – Fairfax City Public Schools, Tab 3 – Fairfax City Cemetery, Tab 4 – Locations in Fairfax, and Tab 5 – Snow Removal. A Contractor shall offer pricing for all items in a section of the Pricing Schedule in order to be responsive.

B. Award Selection

I. Each section will be evaluated independently. Only the bids submitted for each section will be compared against one another.

II. An individual Contract award will be made to the lowest responsive and responsible Contractor for Tab 1 – Right-of-Way Mowing, Tab 2 – Fairfax City Public Schools, Tab 3 – Fairfax City Cemetery, Tab 4 – Locations in Fairfax.

III. The City may award a Contract(s) to multiple responsive and responsible Contractor(s) for

Tab 5 – Snow Removal. Multiple award(s) may be issued to ensure adequate coverage and availability.

7. SCOPE OF WORK: MOWING OF FAIRFAX RIGHT-OF-WAY PROPERTIES

A. Work Quality

All mowing and trimming of Fairfax City right-of-way properties shall be performed in a professional manner using trained employees, quality equipment, methods and materials.

B. Mowing

All turf areas shall be mowed as needed to maintain an attractive appearance at all times but no less than once every seven days or when the grass height reaches 4.5 inches. Grass will be cut to a height of 3.5 inches except during July and August when grass shall be cut to a height of 4.0 inches. Mowing shall be done so as to prevent any damage to existing turf. If any turf areas are damaged by the contractor, such areas will be restored at the contractor's sole expense. Mulching mowers and/or blades shall be used as practical. All mowing is to be done in THREE consecutive days. Mowing on weekends or City Holidays is not permitted. Contractor shall plan for 30 cuttings annually. NOTE: No mowing on Code Red days.

C. Trimming

After each mowing, all defined areas within the turf area, including all curb lines, trees, shrubbery/flower beds, telephone poles, guy wires, transformers and walls, etc. will be trimmed so as to present a neat appearance. All trimming is to be done in THREE days. Trimming on weekends or Holidays is not permitted.

D. Clean-up

Prior to mowing, contractor shall remove all debris including but not limited to paper, cans, bottles, bottle caps and sticks. Grass clippings shall be cleared from all roadways, sidewalks, curb lines and parking areas. Excessive clipping must raked and removed from worksite at the contractor's expense.

E. Edging

All concrete walks and curbing, boundary to boundary, shall be mechanically edged as necessary to maintain one-half inch margin from any hard surface, and all sidewalks, asphalt and curb seams will be kept free of weeds and grass. Tree rings should be free of weeds.

F. Disposal

The contractor shall dispose of trash, clippings, etc. promptly and at their own expense.

G. Spraying Chemical Applications Contractor must have certified Applicator License to include all concrete walks, curbing, roadways and tree rings should be free of weeds.

H. Damages

Contractor shall be responsible for all damages to trees, shrubs, private and public property. All damage is to be reported to the Right of Ways Supervisor. Contractor is responsible for personal and property damage from rocks, etc. thrown from equipment and damaged that is obviously caused by mowing equipment.

I. Inspections

Contractor shall permit initial and on-going inspection of equipment, safety programs and storage facility by City staff.

J. Mowing Location

Highways and roadways (both utility strips, center medians and right of ways). Identified in Attachment 6, ROW Properties. The Right of Way mowing areas are highlighted.

• Fairfax Blvd/ Rte. 50 – from Pickett Road to Jermantown Road

• Blenheim Boulevard/Rte. 29- from Blake Lane/Pickett Rd to Fairfax Circle

• Pickett Road – from Rte. 29 at IHOP to Main Street/ Rte. 236

• Old Lee Highway/Rte. 237 from Fairfax Circle to North Street

• Jermantown Road from Lee Highway/Rte. 29 to I-66

• Chain Bridge Road from University Drive(GMU) to I-66

• Rt. 236/ Main Street from Pickett Road to Rte. 50

• George Mason Boulevard

• Lot at Walnut Street and Main Street

• Lot at Rust Road (In front of Walmart along Rte. 29)

• Lot at East Street and Main Street

8. SCOPE OF WORK: FAIRFAX CITY PUBLIC SCHOOLS

A. Locations

I. Fairfax High School: 3501 Rebel Run, Fairfax, VA - identified in Attachment 7, Fairfax City Public Schools Locations. The Fairfax City Public Schools mowing areas are highlighted in yellow.

II. Lanier Middel School: 3801 Jermantown Road, Fairfax VA - identified in Attachment 7, Fairfax City Public Schools Locations. The Fairfax City Public Schools mowing areas are highlighted in yellow.

III. Providence Elementary School: 3616 Jermantown Road, Fairfax, VA - identified in

Attachment 7, Fairfax City Public Schools Locations. The Fairfax City Public Schools mowing areas are highlighted in yellow.

IV. Daniels Run Elementary: 3705 Old Lee Highway, Fairfax, VA - identified in Attachment 7, Fairfax City Public Schools Locations. The Fairfax City Public Schools mowing areas are highlighted in yellow.

B. Turf Maintenance

I. Mowing: All turf areas shall be mowed as required or when the grass height reaches 4.5 inches to maintain an attractive appearance at all times, but no less than once every 10 days. Grass will be cut to a height of 3.0 inches, except during July and August when grass will be cut to a height of 3.5 inches. Mowing shall be done so as to prevent any damage to existing turf and if any turf areas are damaged by the contractor, such areas will be restored at the contractor's sole expense. All mowing at all locations is to be completed within 2 consecutive working days. No holiday mowing is permitted without the consent of the School Superintendent or his designee. Bid is to be based on 30 mowings.

II. Trimming: After each mowing, all defined areas within the turf area, including all trees, shrub/flower beds, telephone poles, guy wires, transformers and walls, etc. will be trimmed so as to present a neat appearance. Round-Up may be used in pre-approved areas by State Certified Applicators.

III. Clean-Up: Prior to mowing, contractor shall remove all debris including but not limited to paper, cans, bottles, bottle caps and sticks. Grass clippings shall be cleared from all walkways and parking areas. Excessive clippings must be raked and removed from work site.

IV. Contractor shall sweep or blow grass clippings off all walks and curbs. Grass shall be directed away from fences, buildings, equipment, vehicles and pedestrians/students.

V. Edging: All concrete walks and curbing, boundary to boundary, shall be mechanically edged as necessary to maintain a one-half inch margin from hard surface, and all sidewalks, parking lots, stone and concrete medians and curb seams shall be kept free of weeds and grass.

VI. Disposal: It is the contractor's duty to dispose of trash, clippings, etc. promptly and at his own expense. Contractor shall not mow over trash or debris. If trash is mowed over, contractor shall be required to pick up and properly dispose of trash.

VII. Special Events: All turf areas are to be mowed immediately prior to special events. Special events are Independence Day, Fall Festival (second Saturday in October), the first day of school and any and all other events as designated by the School Superintendent or his designee.

VIII. Products: Pesticides, fertilizers, lime, etc. used in landscape maintenance operations shall be selected based on the most current information provided by the Virginia Polytechnical Institute (VPI) and currently labeled by the EPA for its proposed use. The City of Fairfax reserves the right to reject products that do not meet standards. All products shall be the manufacturer’s best quality and shall be pre-approved by the School Superintendent or his designee.

IX. Any damage caused by the contractor shall be repaired to original condition by the contractor at their expense within 30 days to the satisfaction of a Fairfax City Public Schools representative.

X. Fertilizing Schedule

Selection and proper use of herbicides shall be the Contractor’s responsibility. All chemical applications shall be performed under the supervision of a Licensed Certified Applicator.

Contractor shall schedule all applications with School staff, MSDS sheets are required.

Applications are not permitted during school hours.

a. Early Spring: Between March 1 through April 15

• Balanced fertilization 1lb. N 50% slow release

• Pre-emergent herbicide for control of annual grass weeds (crabgrass, foxtail)

• Broadleaf-emergent herbicide for control of annual grass weeds (crabgrass, foxtail)

b. LATE SPRING: Between May 1 through June 30

• Moderate rate of fertilizer including slow-release source of nitrogen 1lb. N 50% slow release

• Broadleaf herbicide

• Surface insecticide

c. LATE FALL: Between late October through November

• High rate of fertilizer 1.5 lbs. N Quick release

C. Tree, Shrubs & Ground Cover

I. Pruning: All ornamental trees and shrubs within reach from the ground up to a maximum height of (twelve) 12 feet will be selectively hand-pruned to maintain the natural habit of the species a minimum of once during the growing season. Mechanical pruning devices will be used only to trim hedges. Sucker sprouts and epicormic shoots will be removed as they appear once trees/shrubs are in full leaf and throughout the growing season. Shade trees less than (twelve) 12 feet in height will be pruned according to the "Pruning Standard for Shade Trees," Class 1 - Fine Pruning standard of the National Arborist Association. (Note:

shade trees larger than (twelve) 12 feet will be pruned as appropriate under the requirements of a separate agreement). Hazardous or overhanging branches and dead wood is to be removed as noted based on regular visual inspections. Shrubs are to be pruned to correct uneven growth, stray shoots, and dead, damaged or diseased wood either in spring after flowering or late summer dependent of the species requirement.

II. Pruning Guidelines:

a. Prune those that flower before the end of June immediately after flowering. Flower buds develop during the previous growing season. Fall, winter or spring pruning would reduce the spring flowering display.

b. Prune those that flower in summer or autumn in winter or spring before new growth begins, since these plants develop flowers on new growth.

c. Delay pruning plants grown for ornamental fruits, such as cotoneasters, pyracanthas and viburnums.

d. Hollies and other evergreens may be pruned during winter in order to use their branches for seasonal decoration. However, severe pruning of evergreens should be done in early spring only.

e. Broadleaf evergreen shrubs shall be hand pruned to maintain their natural appearance after the new growth hardens off.

f. Hedges or shrubs which require shearing to maintain a formal appearance shall be pruned as required. Dead wood shall be removed from sheared plants before the first shearing of the season.

g. Conifers shall be pruned, if required, according to their genus.

1. Yew, junipers, hemlocks, arborvitae, and false-cypress may be pruned after new growth has hardened off in late summer. If severe pruning is necessary, it must be done in early spring.

2. Firs and spruces may be lightly pruned in late summer, fall or winter after completing growth. Leave side buds. Never cut central leader.

3. Pines may be lightly pruned in early June by reducing the candles.

4. Groundcover hall be edged and pruned as needed to contain them within their borders.

5. Thinning: Removed branches and water sprouts by cutting them back to their point of origin on parent stems. This method results in a more open plant, without stimulating excessive growth. Thinning is used on crapemyrtle, lilacs, viburnums, smokebush, etc.

6. Removal Pruning: Remove oldest branches of shrub at ground, leaving the younger, more vigorous branches. Also remove weak stems. On overgrown plants, this method may best be done over a three-year period. Renewal pruning may be used on abelia, forsythia, deutzia, mockorange, spiraea, etc.

7. Plants overhanging passageways and parking areas and damaged plants, shall be pruned as needed.

8. Shade trees that cannot be adequately pruned from the ground shall not be included in this contract. This type of work shall be performed by a certified arborist under a separate contract.

D. Spring Clean-Up

I. Plant beds shall receive a general clean up before fertilizing and mulching. Clean up includes:

a. Removing debris and trash from beds.

b. Cutting back herbaceous perennials left standing through winter, e.g. ornamental grasses, Sedum Autumn Joy.

II. Fertilizing: Shrubs and groundcover shall be top-dressed with compost 1" deep, or fertilized once in March with 10-6-4 analysis fertilizer at the rate of 3 pounds per 100 square feet of bed area.

III. Mulching: All previously mulched tree rings and shrubbery beds shall be mulched to a (total) depth of 2 1/2 inches to 3 inches using a premium quality, double-shredded hardwood mulch free of fungus and non-organic materials. Any remaining mulch from prior treatments is to be removed or loosened and incorporated into the mix to a total depth of 2 1/2 inches to 3 inches. Mulch will not be permitted to cover the base of trees or shrubs. All bed and tree ring edges are to be spade cut to a minimum depth of 2 inches for a defined edge and excess dirt and vegetative matter removed. All mulch beds and tree rings will be free of weeds and cleaned as required prior to installation of new mulch. A pre-emergent herbicide will be incorporated into the mulch to prevent weed germination, except in areas where an herbicide could damage ground cover or perennial plants. Mulching shall be completed in April.

NOTE: No mulch shall be added to existing “volcanoes.” Remove excess mulch if possible and or apply dark brown “Mulch Magic.”

E. Weeding

I. All beds shall be weeded on a continuous basis throughout the growing season to maintain a neat appearance at all times.

II. Pre-emergent (soil applied) and post-emergent (foliar applied) herbicides shall be used where and when applicable and in accordance with the product's label.

F. Trash Removal

The landscape contractor shall remove trash from all shrub and ground cover beds with each visit.

G. Fall Clean-Up: Leaf Removal & Property Clean-Up All fallen leaves will be removed from the turf and mulched areas twice in November (1st and 3rd week) and the second week of December.

9. SCOPE OF SCOPE: FAIRFAX CITY CEMETERY

A. Mowing Location Identified in Attachment 8, Fairfax City Cemetery. The cemetery mowing areas are highlighted in green.

B. Mowing Services All grass within the cemetery boundaries shall be mowed as specified. Services shall include, by way of illustration and not limitation, general cleanup of all areas prior to mowing (trash pickup and disposal), grass mowing, trimming, mechanical edging, removal of heavy or clumped grass clippings after mowing, leaf removal, limited pruning, weed control and removal of clippings from sidewalks, landscaped beds, parking lots and public ways. The Contractor will provide grounds maintenance and mowing services in accordance with the following Specifications.

I. Mowing Services

The mowing season shall begin approximately in the first week of April and conclude in the first week of November depending upon weather and soil saturation. The number of mowing operations is an estimate and Mowing shall be performed as necessary to meet the specified height. Mowing shall be performed as specified for each location on a seven (7) day cycle at each location per mowing season [one (1) mowing per week per location] except during the period of extreme dryness or wetness, during which the Project Officer will determine the frequency of mowing services.

Contractor services shall include periodic mowing of Fairfax City private residences that are non-compliant with the city grass height ordinance. Services will be performed at the direction of the Fairfax City Fire Department, Building and Fire Code Administration. Services will be billed on a time and material basis as detailed on the invoice. Services shall be billed to the city Fire Department. Response time shall be within five (5) calendar days stated below after request for services.

II. Mowing Procedures The Cemetery shall be mowed as a specified height of between three inches (3”) to four inches (4”) throughout the mowing season and height shall not exceed seven inches (7”).

Mowing shall be accomplished on a weekly basis (30 mowings) unless a particular mowing is eliminated when so ordered by the City in advance due to abnormal wetness or slow growing conditions and shall include the following Work:

a. Trash, branches, rocks, and other debris hindering operations shall be removed prior to mowing if the presence of such objects hinders mowing operations. All clippings, leaves, twigs, and other debris resulting from the mowing operation must be collected are removed from the site at the end of each visit.

b. Mowing blades shall be sharp and shall cleanly cut grass blades without tearing.

c. The use of mulching mowers is encouraged, but not required. Grass clipping will be removed from the lawn areas by the Contractor. However, use of handheld blowers to remove clippings from sidewalks and parking areas is required during cleanup.

d. Mowing includes trimming around all obstacles; edging around concrete curbs and weed-eating to provide a uniform appearance. Leaf removal is not part of the weekly work but random leaf collections shall be performed in conjunction with mowing operations.

e. Mowing also includes spraying weed control chemicals on sidewalk and roadway pavement to ensure ecstatically pleasing appearance.

f. Trimming approximately 39,000 linear feet around headstones.

g. Any clippings or debris on cemetery roads and walkways must be swept clean or blown off to maintain a clean, safe, and tidy appearance.

h. Contractor shall perform two (2) leaf removals during the leaf season.

C. Grounds Maintenance Services

I. Trimming

Trimming shall be performed around the trees, fences, signs, posts, poles, sidewalks, cemetery headstones, memorial markers, bike paths, street curbs either by hand or with a string trimmer when each mowing is performed. Trimming around the trees shall be performed without damage to tree bark, roots, limbs or mulch. Trimming along the exterior of the perimeter fence of 3 feet shall be completed once every 7 mowing’s, as to have semi neat appearance.

II. Mechanical Edging

Mechanical edging shall be performed in areas specified by the Project Officer. The Contractor shall maintain a clean and neat edge along all curbs and sidewalks. No grass or other debris shall be visible on the sides of the curbs and sidewalks or other areas designated.

F

10. SCOPE OF WORK: MOWING OF LOCATIONS IN FAIRFAX

A. Work Quality

All mowing and trimming of locations in Fairfax shall be performed in a professional manner using trained employees, quality equipment, methods and materials.

B. Mowing

All turf areas shall be mowed as needed to maintain an attractive appearance at all times but no less than once every seven days or when the grass height reaches 4.5 inches. Grass will be cut to a height of 3.5 inches except during July and August when grass shall be cut to a height of 4.0 inches. Mowing shall be done so as to prevent any damage to existing turf. If any turf areas are damaged by the contractor, such areas will be restored at the contractor's sole expense. Mulching mowers and/or blades shall be used as practical. All mowing is to be done in TWO consecutive days. Mowing on weekends or City Holidays is not permitted. Contractor shall plan for 30 cuttings annually. NOTE: No mowing on Code Red days.

C. Trimming

After each mowing, all defined areas within the turf area, including all curb lines, trees, shrubbery/flower beds, telephone poles, guy wires, transformers and walls, etc. will be trimmed so as to present a neat appearance. All trimming is to be done in THREE days. Trimming on weekends or Holidays is not permitted.

D. Clean-up

Prior to mowing, contractor shall remove all debris including but not limited to paper, cans, bottles, bottle caps and sticks. Grass clippings shall be cleared from all roadways, sidewalks, curb lines and parking areas. Excessive clipping must raked and removed from worksite at the contractor's expense.

E. Edging

All concrete walks and curbing, boundary to boundary, shall be mechanically edged as necessary to maintain one-half inch margin from any hard surface, and all sidewalks, asphalt and curb seams will be kept free of weeds and grass. Tree rings should be free of weeds.

F. Disposal

The contractor shall dispose of trash, clippings, etc. promptly and at their own expense.

G. Spraying Chemical Applications Contractor must have certified Applicator License to include all concrete walks, curbing, roadways and tree rings should be free of weeds.

H. Damages

Contractor shall be responsible for all damages to trees, shrubs, private and public property. All damage is to be reported to the Right of Ways Supervisor. Contractor is responsible for personal and property damage from rocks, etc. thrown from equipment and damaged that is obviously caused by mowing equipment.

I. Inspections

Contractor shall permit initial and on-going inspection of equipment, safety programs and storage facility by City staff.

J. Contact Information

Contractor must supply a local telephone number that is monitored by contractor staff between the hours of 7:00 am and 3:30 pm, Monday through Friday, with the bid.

K. Mowing Location

Highways and roadways (both utility strips, center medians and right of ways). Identified in Attachment 6, ROW Properties. The Right of Way mowing areas are highlighted.

• Barker House – 9999 Main Street

• Historic Blenheim House – 3610 Blenheim Boulevard

• Fairfax City Hall – 10455 Armstrong Street

• Fairfax Museum – 10209 Main Street

• Fairfax Police Department and Sherwood Center – 3730 & 3740 Blenheim Boulevard

• Fire Station 3 – 4081 University Drive

• Fire Station 33 – 10101 Fairfax Boulevard

• George Mason Building – 4087 University Drive

• Green Acres – 4401 Sideburn Road

11. SNOW REMOVAL:

A. City of Fairfax Usage

The City shall utilize snow removal services on an as-needed, case-by-case basis. Snow removal services are not guaranteed and will only be requested when the conditions warrant such support.

B. Snow Removal Services The Contractor shall remove snow and ice from all designated areas such as but not limited to, streets, sidewalks, walkways, and parking lots. The Contractor shall ensure walkways are free of snow accumulation, piles, or drifts by removing all snow and ice from sidewalks, landings, and entrance ramps.

C. Snowplow Operations Snow plowing shall include the clearing of snow from the driveways and parking areas by pushing and piling the snow into adjacent areas. Snow shall be cleared from all walkways, doorways, and gates to provide full opening and safe access for personnel and equipment. No snow piles shall be left in the plowed areas. The parking lot shall not have a reduction of more than 10% of parking spaces at the end of the storm as were there before the snow season began. At the parking lot entrances and exits, the snow shall be plowed back four (4) feet from the curb line/edge of pavement for traffic visibility. The snowbanks shall not exceed three (3) feet high in these areas.

The contractor is responsible for relocation of excessive accumulation as necessary off site.

12. ADDITONAL LANDSCAPING SERVICES:

The City may utilize the Contractor for landscaping services outside the defined Scope of Work.

These additional services may be requested on an as-needed basis. Such services may include, but are not limited to, tree services, plant and garden care, hardscape maintenance, and other landscape enhancement activities as required to maintain City properties.

The Contractor may provide pricing for these additional services by including labor rates for on-call work and time-and-materials pricing for tasks not specifically listed. All pricing for supplemental landscaping services shall be provided in Attachment 3, Price Schedule and shall reflect labor rates and material costs.

13. MOWING SCHEDULING:

The awarded Contractor(s) shall work with the designated supervisor for each Scope of Work item(s) identified in Section [7, 8, 9, and 10] of Attachment 1, RFP Document to establish a detailed working schedule for each location.

14. SITE CONDITIONS:

Each Contractor shall acquaint themselves thoroughly as to the character and nature of the work to be performed. Each Contractor shall make a careful examination of the site of the work and inform themselves fully as to the difficulties encountered in performance of the work; the facilities for delivering, storing, placing materials and equipment; and other conditions relating to labor.

No plea of ignorance of conditions that exist on the site of the work or difficulties that may be encountered in the execution of the work, as a result of failure to make necessary investigations and examinations, will be accepted as an excuse for any failure or omission on the part of the Contractor to fulfil all the requirements herein.

15. CONTRACT TERM: The initial term of the contract shall begin on November 16, 2026, and end on November 15, 2027. This contract may be renewed by the City upon written agreement of both parties for four (4) successive one-year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

16. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA website, no later than the date and time listed on the cover page “Bid Closing” and will be publicly posted, following the Bid Closing. Contractors are responsible for ensuring its submission prior to Bid Closing.

The time a Bid is received shall be determined by the time stamp on the Bid receipt by the time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical difficulties which may result in the Contractors response not uploading in time, or any responses that are not properly uploaded. Late bids will not be accepted. The City will not receive any bids in person and paper bids will not be accepted. Any paper bids received will be not be considered and will be returned, unopened, to the Contractor. Bids received after the Bid Closing shall not be considered.

17. RENEWAL OF CONTRACT: This contract may be renewed by the City for four (4) successive one-year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the City’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

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

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

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

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

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

19. CLEANING UP: The contractor shall keep the premises and adjacent areas free from accumulations of waste material or rubbish at all times. At the completion of the work, all rubbish, tools used for work and surplus materials shall be removed from and about the premises and adjacent areas, and the area shall be “broom cleaned” and ready for use.

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

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

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

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

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

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

24. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

City of Fairfax all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

25. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official City form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the City may, in its sole discretion, request that the Contractor withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

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

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

28. PAYMENT:

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

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

C. Invoices shall be submitted to:

City of Fairfax – Accounts Payable or - 10455 Armstrong Street, Suite 312 Fairfax, VA 22030

29. UNREASONABLE CHARGES. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance the Fairfax City Purchasing Resolution.

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

DISCRIMINATION, OFFICIALS NOT TO BENEFIT, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances.

In the event there is a conflict between any of the other General Terms and Conditions (Appendix A) and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

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

mailto:accountspayable@fairfaxva.gov

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

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

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

MINIMUM INSURANCE COVERAGES AND LIMITS:

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

B. Employer’s Liability - $500,000.

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

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

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

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

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

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

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

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

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

37. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency.