IFB 2027001 Landscaping 06.25.26.pdf

1 | P a g e

INVITATION FOR BID #2027001

Landscaping, Turf Maintenance and Snow Removal – Surry County

Government Buildings

This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the Act are hereby adopted and are made a part of this notice.

Contact Information:

Ann Phinney

45 School Street Surry, VA 23883

(757) 294-5283 aphinney@surrycountyva.gov

ISSUE DATE: 06/25/26

IFB #: 2027001

DATE/TIME OF CLOSING:

07/16/26 2:00pm

BUYER NAME:

COMMODITY:

Landscape and Turf Maintenance, Snow Removal

THE COUNTY OF SURRY IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE LANDSCAPE AND

TURF MAINTENANCE SERVICES AT 30 COUNTY LOCATIONS

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A________ B________ C________ D ________ (Please initial)

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1 ________ 2 ________ 3 ________ 4 ________ (Please initial)

Mandatory Site Visit: Required

BIDDER NAME:

COUNTY OF SURRY 45 School Street Surry, VA 23883

Invitation For Bid

2 | P a g e

COMPETITIVE SEALED BIDDING. This Invitation For Bid (“IFB”) is subject to the competitive sealed bidding provisions outlined in Virginia Code §2.2-4302.1. Sealed Bids will be received in the Surry County Administration Office (Ann Phinney) in person, mail or via electronic submission to bids@surrycountyva.gov until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by telephone, employee email, facsimile will not be accepted. The County of Surry is not responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding the IFB are to be directed to Surry County Administration as defined:

45 School Street Surry, VA 23883

MANDATORY PRE-BID SITE VISIT. A mandatory pre-bid site visit will be conducted for this solicitation. Attendance is required for all Bidders intending to submit a bid. Failure to attend the mandatory site visit shall result in the bid being deemed non-responsive and rejected.

The purpose of the site visit is to allow Bidders to familiarize themselves with site conditions, access limitations, and the scope of work.

Date(s), time(s), and meeting location(s) will be announced via the Procurement Schedule (below). Only Bidders who attend the mandatory site visit and sign the attendance sheet will be eligible to submit a bid.

PROCUREMENT SCHEDULE

Event: IFB# 2027001 Date Time Issue Date 06/25/2026 2:00 PM Mandatory Site Visit (Option 1) 07/06/2026 8:00 AM Mandatory Site Visit (Option 2) 07/06/2026 1:00 PM Deadline for Questions 07/09/2026 2:00 PM Proposal Due Date 07/16/2026 2:00 PM Bid Opening 07/16/2026 2:30 PM

THIS IS NOT AN ORDER. The County of Surry, hereafter referred to as “the County”, reserves the right to accept or reject any and all bids in whole or in part and waives any informality in the competitive sealed bidding process. Further, the County reserves the right to enter into any one or more contracts deemed to be in its best interest. The entire contents of the IFB, addenda, and Bidder’s bid shall be incorporated by reference into any resulting contract.

3 | P a g e

TABLE OF CONTENTS

1.0 PURPOSE

2.0 BACKGROUND

3.0 SCOPE OF WORK

3.1 GENERAL PRACTICE GUIDELINES FOR MATERIALS AND EXECUTION

3.2 ROUTINE MAINTENANCE – MOWING, TRIMMING, EDGING

3.3 TURF APPLICATION PER SEASONAL NEED

3.4 AERATION AND SEEDING

3.5 BED, SHRUB AND TREE MAINTENANCE

3.6 GENERAL AREA MAINTENANCE

3.7 SNOW AND ICE REMOVAL

3.8 CHANGES TO SCOPE OF WORK

3.9 INSPECTIONS AND APPROVAL OF WORK

4.0 TERM, PRICING AND PERFORMANCE

4.1 LENGTH OF TERM

4.2 PRICING

4.3 WORK HOURS

4.4 COORDINATION OF WORK ACTIVITIES

4.5 CONTRACTOR’S EMPLOYEES

4.6 DEFAULT

4.7 PAYMENT TO CONTRACTOR

5.0 BID SUBMISSION AND AWARD

5.1 BID SUBMISSION

5.2 MATHMATICAL ERRORS

5.3 AWARD CRITERIA

5.4 QUALIFICATIONS OF BIDDERS

6.0 GENERAL TERMS AND CONDITIONS

6.1 ORDER OF PRECEDENCE

6.2 STATUTORY MANDATES

6.3 OTHER MANDATORY PROVISIONS

7.0 AUDIT

8.0 SIGNATURE SHEET

9.0 BID FORM

4 | P a g e

1.0 PURPOSE

The purpose of this Invitation for Bid (IFB) is to request formal competitive sealed bids through the Invitation for Bid process to establish a contract for landscaping, turf maintenance and snow removal services for Surry County Government Building located at 45 School Street, Surry, VA 23883 and other grounds as specified.

2.0 BACKGROUND

Surry County is located on the southeast part of the Commonwealth of Virginia just across the historic James River from the Jamestown/Williamsburg area and is considered a Hampton Roads community with proximity to Richmond, Virginia. The County’s population is currently around 6,500. Surry County is one of the oldest counties in the country once considered part of the Jamestown Colony which dates back more than 400 years.

Through this invitation for bid the county would like to hire one contractor to perform landscaping, turf maintenance and snow removal services throughout the year.

Surry County Properties and Locations of Work to Be Performed under IFB as described below and identified in Attachment A. All gross lot sizes are estimates based on GIS mapping.

Site Area (acres) Physical Address Government Center, Courtyard, Maintenance Building and Pavillion Areas

5.713781 45 School Street, Surry, VA, 23883

Emergency Operations Center (EOC) 4.192036 1239 Colonial Trail W., Dendron

VA 23839

Parks and Recreation 29.034064 205 Enos Farm Dr., Surry, VA 23883

Animal Shelter 3.44005 265 Old Borough Rd., Elberon, VA 23846

Surry Circuit Court/Visitor Center 0.863454 28 Colonial Trail E., Surry, VA 23883

Dendron Community Center 0.212301 2850 Rolfe Highway, Dendron, VA 23839

Old Cooperative Extension Office (Vacant)

0.382036 11 Lebanon Rd., Spring Grove, VA 23881

Resource Center 0.104241 11916 Rolfe Highway, Surry, VA 23883

Rt. 10 West County Sign 0.349842 Intersection of Colonial Trail W.

& Deer Ridge Road, Spring Grove, VA 23881

Triangle 0422369 Intersection of Rolfe Hwy & Colonial Trail W., Surry, VA 23883

Ferry Sign 0.155399 Route 31 @Intersection of Rolfe Hwy Pleasant Point Rd., Surry, VA 23883

5 | P a g e

Economic Development 0.200811 203 Church St., Surry, VA 23883 Surry Health Department 0.807519 474 Colonial Trail W., Dendron, VA

23839 Voter Registration 0.522467 168 Commerce Dr., Dendron, VA

23839 Industrial Park Sign 0.29413 1239 Colonial Trail W., Dendron, VA 23839

911 Tower 0.781307 308 Commerce Dr., Dendron, VA

23839 Fiber Hut 0.071711 1467 Colonial Trail W., Dendron, VA 23839

Surry Water Tower 1.925056 1463 Colonial Trail W., Dendron, VA 23839

Goodson Path Trash Site 0.851862 409 Goodson Path, Dendron, VA

23839 Dendron Water Tower 0.629904 Intersection of Rolfe Hwy & Liberty

Street, Dendron, VA 23839 Old LPJ Site 5.36 2229 Rolfe Hwy., Dendron, VA

23839 Surry Library 0.62379 270 Colonial Trail E., Surry, VA

23883 Mantura Trash Site 0.611099 60 Mantura Rd., Surry, VA 23883 Pineview Trash Site 0.987085 101 Pineview Rd., Waverly, VA

23890 Overflow Boat Parking & Nature Trail 0.709723 519 Marina Dr., Surry, VA

23883 Rt. 40 County Sign Waverly/Surry County Line Digital Sign Intersection of Hollybush Rd.

& Rt. 31 Rt 31 County Sign Wakefield/Dendron County Line Dendron Trash Site 1215 Rolfe Highway, Dendron, VA

23890 Rt. 10 East County Sign Rushmere/Surry County Line

3.0 SCOPE OF WORK

Awarded contractor shall perform the following services to the highest standards in the landscaping and turf maintenance industry.

3.1 GENERAL PRACTICE GUIDELINES FOR MATERIALS AND

EXECUTION

1. The successful bidder shall furnish all supervision, labor, tools, material, equipment and supplies necessary to provide landscaping, turf maintenance and snow removal service to county-owned properties as identified. It is the intent of the County that

6 | P a g e all sites be maintained in a resource-efficient, sustainable, and cost-effective manner.

a. All turf shall be mowed using professional-grade turf mowing equipment.

b. The Contractor is encouraged to use non-polluting devices such as rakes and brooms wherever feasible.

2. Maintenance shall include, but not be limited to, spring removal of old mulch, pruning, mowing, pest management, weed, insect and disease control, litter control, and other procedures consistent with good horticultural practices and necessary to vigorous, healthy growth of turf and landscaping plantings.

a. The Contractor shall visually inspect all landscape areas monthly from April through September to identify potential pest problems, including insect, disease, and weed infestations. The presence of a pest does not necessarily indicate a problem. Written records of pests and potential problem areas shall be maintained.

b. Weed Control: Use cultural methods (e.g., mulching, proper pruning) to promote plant health and discourage weeds. Keep planter beds and tree wells free of weeds and debris on a weekly rotational basis by hand-pulling or other mechanical means. All areas shall be weeded weekly, removing roots entirely. Ground covers shall be trimmed to meet but not extend over walkways or outside planters.

3. The Contractor is encouraged to develop cultural practices that incorporate on-site recycling of organic materials (e.g., leaves and grass clippings) and the use of recycled materials in maintenance operations.

4. The contractor is not authorized to perform any work beyond the specific scope outlined without the expressed written approval of the County. However, the County respects the Contractor’s professional expertise and will consider any recommendations made by the Contractor.

5. This will be a year-round landscaping and turf maintenance contract, with snow removal as needed.

3.2 ROUTINE MAINTENANCE – MOWING, TRIMMING, EDGING

1. All turf areas shall be mowed using professional-grade turf mowing equipment designed for commercial landscape maintenance. Bagging and removal of grass clippings shall be required only when excessive leaf debris is present, turf height prevents effective mulching, or moisture conditions result in clumping and do not allow for proper mulching.

2. Prior to each mowing, all litter and debris shall be removed from lawn areas. This includes monitoring grounds to ensure all paper and other trash are off turf, beds, and shrubs.

3. Mowing and trimming shall maintain the turf areas and walking paths to a finish cut to 2.0-to-4.0-inches in length.

a. Mowing shall occur every seven (7) to ten (10) days, or as conditions dictate. Routine mowing services shall begin in April of each year and continue through the end of October.

7 | P a g e

b. Excess grass clippings shall be removed from lawn areas, sidewalks, curbs, and other adjacent surfaces following each mowing.

c. Mulching blades shall be used on mowing equipment, when applicable, to reduce green waste and return organic material to the soil.

4. Shrub beds and tree beds shall be weeded during turf mowing visits to control visible weed growth.

5. Mulched areas and shrub beds shall be kept free of excess grass clippings and debris.

6. Appropriate non-selective pre-emergent and post-emergent herbicides shall be applied to sidewalks and curbs, as needed, to prevent the growth of grass and weeds in these areas. All applications shall comply with applicable federal, state, and local regulations.

7. Sidewalks and curbs shall be edged weekly during the cutting season using mechanical edging equipment incorporating a blade and/or string trimmer.

8. All clippings, dirt, and debris shall be swept or blown from sidewalks, curbs, and other hardscape surfaces following each mowing and edging operation.

9. The Contractor shall be responsible for any damage caused by mowing or trimming equipment to trees, shrubs, or other landscape features and shall repair or replace such damage at no cost to the County. Properly maintained tree wells are encouraged to minimize the potential for damage.

10. During the off-season months of December, January, and February, lawn care services shall consist of hard-surface blowing, leaf control, weed control, and debris and trash pick-up. Standard service frequency shall be once per month unless otherwise requested.

TURF MOWING SCHEDULE

MONTH NUMBER OF CUTS/TASKS

January Off-season Lawn Care February Off-Season Lawn Care March Pre-emergent /Aeration April Weekly May Weekly June Weekly July Weekly August Weekly September Weekly October Bi-Weekly November Bi-Weekly / Leaf Removal December Off-Season Lawn Care

Note: The base contract price includes approximately 28 mowings at each location per season. The schedule may be adjusted at the County’s request or as required by climatic conditions.

8 | P a g e

3.3 TURF APPLICATIONS PER SEASONAL NEED

1. Turf Application – Round 1 (Late Winter/Early Spring): The Contractor shall apply one (1) application at all sites consisting of pre-emergent crabgrass control and fertilizer providing 0.5 pounds of nitrogen per 1,000 square feet.

2. Turf Application – Round 2 (Spring): The Contractor shall apply one (1) application at all sites consisting of pre-emergent crabgrass control and fertilizer providing 0.5 pounds of nitrogen per 1,000 square feet.

3. Turf Application – Round 3 (Late Spring/Early Summer): The Contractor shall apply one (1) application at all sites consisting of spot treatment applications for broadleaf weed control, as needed.

4. Turf Application – Round 4 (Summer/Early Fall): The Contractor shall apply one

(1) application at all sites consisting of spot treatment applications for broadleaf weed control, as needed.

5. Turf Application – Round 5 (Fall): The Contractor shall apply one (1) application at all sites consisting of granular, controlled-release fertilizer providing 1.1 pounds of nitrogen per 1,000 square feet.

6. All products shall be EPA-approved and applied in accordance with manufacturer recommendations and applicable federal, state, and local regulations.

7. Application timing shall be based on seasonal conditions and turf requirements, subject to County approval.

3.4 AERATION AND SEEDING

The Contractor shall perform one (1) fall aeration and overseeding application annually. Core aeration shall be completed prior to overseeding using mechanical core-aeration equipment.

Bare and thin turf areas shall receive one (1) overseeding application at a rate of four (4) to five (5) pounds of seed per 1,000 square feet. Seed shall consist of a certified blend of turf-type fescue suitable for the region. Overseeding shall be performed during the months of September and October, unless otherwise approved by the County due to weather or site conditions.

3.5 BED, SHRUB AND TREE MAINTENANCE

1. Spring Mulch Installation

a. Mulch shall be top-grade, double-shredded hardwood, free of trash, stones, and other foreign debris. Prior to mulch installation, all beds shall be cleaned of weeds, litter, fallen branches, and other debris.

b. Mulch shall be applied, as needed, to all previously mulched common-area tree rings and shrub beds once each spring to maintain an average depth of two inches (2”) of total organic material.

c. Mulching shall exclude wooded buffer zones, naturalized areas, and mature pine trees. Applied mulch shall not encroach upon tree or shrub collars.

9 | P a g e

d. Mulch shall be pulled back from trunks and stems to prevent moisture retention and decay.

e. Certain groundcover and perennial beds may be excluded from mulching to allow plant material to properly establish and fill the intended planting space, as approved by the County.

2. Bed Edging and De-mulching

a. Mulched areas shall be edged one (1) time each spring to create a clean, defined edge between turf and bed or tree ring. There shall be no turf encroachment into mulched areas and no spillover of mulch into turf areas.

b. Edging and carving shall exclude wooded buffer zones, naturalized areas, and mature pine trees.

3. Shrub Pruning

a. Pruning shall be performed only by skilled plantsmen knowledgeable of the growth habits of the specified plant materials. Hand pruners, loppers, pole pruners, and shears shall be used as appropriate, and all tools shall be kept clean and sharp. All pruning debris shall be removed from the site and properly disposed of immediately following completion of work. All pruning shall be performed in accordance with current ANSI A300 pruning standards and applicable industry best practices.

b. Pruning shall be conducted to enhance the natural growth characteristics of each plant species, remove limbs that interfere with pedestrian access or visibility, and remove dead or diseased wood. All cuts shall be clean and flush, without tears or stubs.

c. Shrubs shall be inspected regularly and pruned as necessary, not to exceed three (3) pruning cycles per year, unless otherwise authorized by the County.

Shrubs and trees shall be maintained to provide unobstructed access to sidewalks, entrances, signage, roadways, and parking areas.

d. Evergreen Shrubs: Pruning methods shall vary based on species and whether the planting is a hedge or informal grouping. Informal mass plantings shall be maintained at varying heights and widths with minimal pruning, preserving a full, natural form characteristic of the species.

e. Deciduous Shrubs: Deciduous shrubs shall be pruned to control suckering and leggy growth and to remove dead or diseased wood. Plants shall be allowed to develop their natural form, height, and spread within the limits of their designated space. Where space allows, minimal pruning shall be performed.

4. Tree Pruning

a. Trees shall be selectively pruned one (1) time per year in the season proper to species. Pruning shall include the removal of small interior branches, crossed or rubbing limbs, suckers, waterspouts, and dead or diseased wood.

10 | P a g e

b. Pruning shall partially expose the branching structure to encourage an open, well-balanced, and structurally sound canopy while maintaining the tree’s natural form.

3.6 GENERAL AREA MAINTENANCE

1. Keep walks, patios, shelters, planting beds, roadway gutters, and lawn areas free of leaves and branches on a weekly basis throughout the year.

2. During autumn, remove leaves as needed during each visit to prevent turf smothering or excessive clumping during mulch mowing. Whenever possible, and where safety or plant health are not compromised, leaves should be incorporated into mulch under plantings rather than removed.

3. Remove biodegradable landscape debris (e.g., clippings, leaves, branches, dead plant material) to yard waste recycling sites such as topsoil production or landscape recycling facilities. No biodegradable material should be disposed of as garbage, except for noxious weeds.

4. Noxious Weed Control:

a. A current list of noxious weeds can be found on the Virginia Department of

Agriculture & Consumer Services website:

https://www.vdacs.virginia.gov/plant-industry-services-noxious-weeds.shtml

b. Noxious weeds must be bagged and disposed of at the landfill.

5. Non-designated weeds and weeds of concern shall be controlled through on-going landscape management practices.

6. Remove all non-landscape trash from planting beds and turf areas. The Contractor shall haul and properly dispose of this material.

7. In early spring, remove old mulch and replenish to maintain a depth of at least 2½ inches in all planting areas and tree wells. Established beds where foliage fully covers the soil require no additional mulch.

8. After fall leaf removal, apply a light mulch layer to maintain the 2 inch depth.

9. Mulch shall be brown shredded hardwood. “Red” bark mulch or dust is not permitted.

3.7 SNOW AND ICE REMOVAL SERVICES

1. The Contractor shall provide all labor, equipment, materials, and supervision necessary to perform snow and ice removal services at all designated County sites.

Services shall include, but are not limited to, snow plowing, de-icing, salting/sanding, pretreatment applications, and removal of accumulated snow from sidewalks, parking lots, loading areas, entrances, and emergency access routes.

2. The intent of this section is to ensure safe, passable, and accessible conditions for County facilities during winter weather events. Priority shall be given to emergency facilities, public safety buildings, and high-traffic public access areas as designated by the County.

11 | P a g e

3. Snow and ice removal operations shall be performed in accordance with established trigger depths and response times as directed by the County. Unless otherwise specified by the County, accumulation thresholds shall generally include:

a. Plowing operations beginning at a minimum accumulation of two (2) inches of snow, or as directed by the County based on storm conditions.

b. Ice control and de-icing applications as conditions warrant, including freezing rain, sleet, or refreezing events.

4. The Contractor shall provide 24-hour on-call service during winter weather events and shall mobilize personnel and equipment in advance of or immediately following snowfall, as directed by the County.

5. The Contractor shall ensure that all plowing equipment is properly maintained and equipped with appropriate blades, scrapers, and safety lighting. Equipment used for snow removal shall not damage pavement, curbing, landscaping, or other site improvements. Any damage caused by Contractor operations shall be repaired or replaced at no cost to the County.

6. Snow shall be removed in a manner that does not obstruct pedestrian walkways, fire lanes, hydrants, building entrances, loading docks, or emergency access points. Snow piles shall be placed in designated areas as approved by the County and shall not interfere with drainage or visibility.

7. De-icing materials shall be applied in accordance with manufacturer recommendations and all applicable federal, state, and local environmental regulations. The Contractor is encouraged to use environmentally responsible materials when feasible.

8. Sidewalks, ramps, and building entrances shall be cleared and treated to maintain safe pedestrian access. Special attention shall be given to ADA-compliant routes and emergency egress paths.

9. The Contractor shall monitor weather forecasts and proactively stage equipment and materials prior to anticipated storm events to ensure timely response.

10. Following snow events, the Contractor shall perform cleanup operations, including removal of excess snow piles where necessary, clearing of drainage paths, and application of additional de-icing materials as needed to prevent refreezing.

11. The Contractor shall maintain accurate logs of each snow and ice event, including start and completion times, equipment used, materials applied, and areas serviced.

Records shall be provided to the County upon request.

12 | P a g e

Questions concerning the services are to be directed to:

3.8 CHANGES TO SCOPE OF WORK

1. The County may modify the scope of work by written amendment to the agreement with the Contractor. Upon notification, the Contractor shall implement the required changes on the effective date.

2. Monthly invoices shall be adjusted, if necessary, to reflect changes in service scope.

3.9 INSPECTIONS AND APPROVAL OF WORK

1. The County will require strict conformance to the standards and frequencies specified herein.

2. The County reserves the right to conduct periodic inspections to assure services conform to specifications and ensure satisfactory performance.

4.0 TERM, PRICING AND PERFORMANCE

4.1 LENGTH OF TERM

The term of the contract is for an initial period of one year, commencing August 2026 – August 2027. The contract may be renewed by four (4) one (1) year extensions upon agreement by both parties. If either party desires to terminate the agreement prior to the close of the four year terms, a minimum of a 60-day written notice will be required.

4.2 PRICING

The County will accept a single total price bid for the collective scope of this contract.

Contractor costs will be based on firm fixed prices for the entire first year of the contract.

No changes in price will be permitted during this first year. A “not to exceed” percentage increase will be negotiated for the following seasons to allow for market cost adjustments at the close of each season.

4.3 WORK HOURS

The contractor will be allowed to schedule their normal work hours between the hours of 7:00 a.m. and 6:00p.m., Monday through Saturday, unless otherwise stated in the

13 | P a g e specifications. Working during other hours will be allowed only after written authorization is obtained from the County.

4.4 COORDINATION OF WORK ACTIVITIES

Other Contractors employed by the County may be working at the same site that the contract encompasses, It shall be the responsibility of each Contractor to coordinate their activities with all parties involved.

4.5 CONTRACTOR’S EMPLOYEES

1. Personnel employed by the Contractor shall be capable, qualified, and experienced in this type of work. A fully qualified workforce shall be maintained throughout the contract term.

2. Contractor supervisors shall be fully trained and experienced in lawn and landscape supervision sufficient to meet County approval.

3. The Contractor shall employ adequate supervision to ensure effective and efficient management of all operations at all times.

4. The Contractor shall be liable for any damages caused directly or indirectly by its employees.

5. The Contractor shall designate an on-site supervisor who shall serve as the primary point of contact for all work performed under this Contract. The supervisor shall:

a. Communicate routinely, both verbally and in writing, with the County’s designated representative to receive instructions, discuss performance, and coordinate landscaping activities; and

b. Direct and supervise the Contractor’s workforce and be responsible for the conduct, safety, and performance of all personnel assigned to the Contract.

6. The Contractor shall provide training and enforce safety precautions for all employees performing work under this contract

4.6 DEFAULT

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, 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. The remedy shall be in addition to any other remedies which the county might have.

4.7 PAYMENT TO CONTRACTOR

1. At the end of each month, the Contractor shall submit an invoice to the County at accountspayable@surrycountyva.gov with cc: aphinney@surrycountyva.gov

14 | P a g e for services provided during the preceding month.

2. Any approved tasks outside the contract performed during that month shall be itemized separately.

5.0 BID SUBMISSION AND AWARD

5.1 BID SUBMISSION

Offerors are required to submit the following items as a complete bid:

1. Return of the completed Bidders Representations & Acknowledgements Sheet

(see Section 8.0).

2. The return of the bid form, with prices provided as required (see Section 9.0 Bid

Form)

3. Vendor Data Sheet (see Attachment B)

Bids shall be submitted in a sealed envelope, clearly marked “IFB-#2027001 Landscaping – Surry County” no later than 2:00 p.m., local time, July 16, 2026:

Surry County Attention: Ann Phinney 45 School Street Surry, VA 23883

OR electronically via bids@surrycountyva.gov It is the responsibility of the bidder to ensure that their bid reaches the appropriate office prior to the date and time of closing.

5.2 MATHEMATICAL ERRORS

Discrepancies between multiplication of units of work and unit prices will be resolved in favor of unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum will be resolved in favor of correct sum. Discrepancies between words and figures will be resolved in favor of words.

5.3 AWARD CRITERIA

At the time and place designated on this IFB, the County shall publicly open and announce all Bids received under this IFB. After the Bid opening, the County will award the Contract to the lowest responsive and responsible bidder. A determination of the lowest responsible and responsive bidder may include consideration of the special qualifications of potential contractors, life-cycle costing, value analysis, and any other criteria, including but not limited to inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose which are helpful in determining acceptability. If

15 | P a g e cash discount for prompt payment is offered, it must be clearly shown on the Bid Form.

The County reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

In the event that the Bid from the lowest responsible bidder exceeds the funds available for the project, the County may negotiate with the apparent low bidder to obtain a contract price within available funds. The County will initiate the negotiations by notifying the low bidder in writing that its bid exceeded the available funds for the project and state that the County wishes to negotiate a lower contract price. These negotiations may include, in the sole discretion of the County:

i. modification of the bid price and/or

ii. modification of the Scope of Work/Specifications

In the case of a tie bid, the County may give preference to goods, services, and construction produced in the County or provided by persons, firms or corporations having principal places of business in the County. If such choice is not available, preference shall then be given to goods and services produced in the Commonwealth pursuant to Section 2.2-4324 of the Code of Virginia. If no County or Commonwealth choice is available, the tie shall be decided by lot.

5.4 QUALIFICATIONS OF BIDDERS

The County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to furnish the goods and the offeror shall furnish to the County all such information and data for this purpose as may be requested.

Vendor submitting a bid must fully fill out Attachment B – Vendor Data Sheet to demonstrate their experience in landscaping, turf maintenance and snow removal.

a. Experience in Landscaping Maintenance and Snow Removal: The successful contractor must demonstrate experience with a current or recent multi-site landscaping and snow removal contract. The contract should be similar in scope and nature to the services described in this IFB.

b. Minimum Experience Requirement: Due to the complexity and variables associated with these services, Surry County requires that the successful bidder have been in the landscaping and snow removal business, providing similar services for a minimum of three (3) years under the company name in which the bid is submitted.

The County further reserves the right to reject any bid if the evidence submitted by, or investigations of, such offeror fails to satisfy the County that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

6.0 GENERAL TERMS AND CONDITIONS

16 | P a g e

6.1 ORDER OF PRECEDENCE

Order of Precedence. By accepting a purchase order from the County, the contractor identified in the purchase order agrees to these General Terms and Conditions. These General Terms and Conditions, when combined with other contract documents incorporated by attachment or reference into the purchase order, form the contract between the contractor identified in the purchase order and the County of Surry, Virginia (the “County”). Notwithstanding the provisions of any other such contract document to the contrary, these General Terms and Conditions shall control in the event of a conflict between a provision of any other contract document and a provision of these General Terms and Conditions.

6.2 STATUATORY MANDATES

A. Employment Discrimination. Pursuant to Virginia Code § 2.2-4311, if this contract is for more than $10,000, then:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

B. Immigration. Pursuant to Virginia Code § 2.2-4311.1, the contractor does not, and shall not during the performance of this contract, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

17 | P a g e

C. State Corporation Commission Authorization. Pursuant to Virginia Code § 2.2-4311.2, 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 of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with the County pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth of Virginia, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. The County may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

D. Child Labor. Pursuant to Virginia Code § 2.2-4311.4, if this contract exceeds $10,000, during the performance of this contract the use of forced or indentured child labor is prohibited, and the contractor shall include such prohibition in every subcontract or purchase order that exceeds $10,000, so that the prohibition will be binding upon each subcontractor or vendor. For the purposes of this section, “forced or indentured child labor” means all work or service (i) exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or (ii) performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

E. Drug-Free Workplace. Pursuant to Virginia Code § 2.2-4312, if this contract is over $10,000, during the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

F. Faith-Based Organizations. Pursuant to Virginia Code § 2.2-4343.1, the County does not discriminate against faith-based organizations. A faith-based

18 | P a g e organization contracting with the County (i) shall not discriminate against any recipient of goods, services, or disbursements made pursuant to this contract on the basis of the recipient’s religion, religious belief, or refusal to participate in a religious practice or on the basis of race, age, color, gender, sexual orientation, gender identity, or national origin and (ii) shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the County. For the purposes of this section, “faith-based organization” means a religious organization that is or applies to be a contractor to provide goods or services for programs funded by the block grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104-193.

G. Payment Clauses. Pursuant to Virginia Code § 2.2-4354:

1. The contractor shall take one of the two following actions within seven days after receipt of amounts paid to the contractor by the County for work performed by the subcontractor under that contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under that contract; or

b. Notify the County and subcontractor, in writing, of the contractor’s intention to withhold all or a part of the subcontractor’s payment with the reason for nonpayment.

2. Individual contractors shall provide their social security numbers.

Proprietorships, partnerships, and corporations shall provide their federal employer identification numbers.

3. The contractor shall pay interest to the subcontractor on all amounts owed by the contractor that remain unpaid after seven days following receipt by the contractor of payment from the County for work performed by the subcontractor under that contract, except for amounts withheld as allowed in section II(G)(1)(b) above. Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month. A contractor’s obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the County. A contract modification shall not be made for the purpose of providing reimbursement for the interest charge. A cost reimbursement claim shall not include any amount for reimbursement for the interest charge.

4. The contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

19 | P a g e

5. If this contract is a construction contract, the contractor shall comply with the requirements of Virginia Code § 2.2-4354(1).

H. Contractual Disputes. Pursuant to Virginia Code § 2.2-4363, contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after receipt of final payment; however, written notice of the contractor’s intention to file a claim shall be given at the time of the occurrence or at the beginning of the work upon which the claim is based. No written decision denying a claim or addressing issues related to the claim shall be considered a denial of the claim unless the written decision is signed by the County’s County Administrator or the written designee thereof. The contractor may not institute legal action prior to receipt of the final written decision on the claim unless the County fails to render a decision within 90 days of submission of the claim. Failure of the County to render a decision within 90 days shall not result in the contractor being awarded the relief claimed or in any other relief or penalty. The sole remedy for the County’s failure to render a decision within 90 days shall be the contractor’s right to institute immediate legal action.

I. Ethics in Public Contracting. By entering into this contract, the contractor certifies that:

1. Pursuant to Virginia Code § 2.2-4371, the contractor has not conferred upon any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

2. Pursuant to Virginia Code § 2.2-4372, the contractor has not demanded or received from any of the contractor’s suppliers or the contractor’s subcontractors, as an inducement for the award of a subcontract or order, any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. If a subcontractor or supplier makes a kickback or other prohibited payment as described in this section, the amount thereof shall be conclusively presumed to have been included in the price of the subcontract or order and ultimately borne by the County and shall be recoverable from both the maker and recipient. Recovery from one offending party shall not preclude recovery from other offending parties.

6.3 OTHER MANDATORY PROVISIONS

A. Assignment. The contractor may not assign, delegate, sublet, or otherwise transfer the contractor’s interest in this contract, any of the contractor’s rights or duties under this contract, or any part of such interest, rights, or duties. Further, the contractor shall not assign, sublet, or transfer its interest or any part thereof in this contract by means or as part of any sale, merger, consolidation, assignment, or any other event that would result in new or different ownership, 20 | P a g e control, operation, or administration of the contractor’s business affairs without the prior written consent of the County.

B. Availability of Funds. All payments and other performance by the County under this contract are subject to appropriations by the County’s Board of Supervisors.

Consequently, this contract binds the County only to the extent that the County’s Board of Supervisors appropriates sufficient funds for the County to perform its obligations hereunder. Under no circumstances will the total liability of the County exceed the total amount of funds appropriated by the County’s Board of Supervisors for payments or other performance pursuant to this contract.

C. Binding Effect. The terms, provisions, covenants, and conditions contained in this contract apply to, inure to the benefit of, and are binding upon the contractor and the County and upon their respective heirs, legal representatives, successors, and permitted assignees except as otherwise expressly provided in this contract.

D. Compliance with Laws. The contractor shall comply with the provisions of any statutes, ordinances, rules, regulations, or other laws enacted or otherwise made effective by any local, state, or federal governmental entity which may be applicable to the performance of this contract and shall obtain all necessary licenses and permits thereunder.

E. Entire Agreement; Modification. This contract, including those documents incorporated herein by reference, contains the entire agreement of the contractor and the County with respect to the subject matter hereof. No prior written agreement or contemporaneous or prior oral agreement between the contractor and the County relating to the subject matter hereof shall be of any effect. No alteration, amendment, or modification to this contract is binding or valid unless memorialized in a written document signed by the duly authorized representatives of the contractor and the County.

F. Forum and Venue Choice. Any and all disputes, claims, and causes of action arising out of or in connection with this contract, or any performances made hereunder, shall be brought, and any judicial proceeding shall take place, only in the General District Court or Circuit Court of the County of Surry, Virginia. The contractor accepts the personal jurisdiction of this court for purposes of such action and waives all jurisdiction- and venue-related defenses to the maintenance of such action.

G. Governing Law. All issues and questions concerning the construction, enforcement, interpretation, and validity of this contract, or the rights and obligations of the contractor and the County in connection with this contract, shall be governed by, and construed and interpreted in accordance with, the laws of the Commonwealth of Virginia, without giving effect to any choice of law or conflict of laws rules or provisions, whether of the Commonwealth of Virginia or any other jurisdiction, that would cause the application of the laws of any jurisdiction other than those of the Commonwealth of Virginia.

21 | P a g e

H. Indemnification. The contractor shall indemnify and hold harmless the County and its agents, contractors, employees, officers, and volunteers from and against any and all liability for damage or injury, including, but not limited to, personal injury, property damage, or intellectual property infringement, arising out of, caused by, or resulting from any material breach by the contractor of this contract or any error, omission, negligent act, or intentional act of the contractor or any agent, employee, officer, or subcontractor thereof. The contractor shall, upon written demand by the County, defend at the contractor’s sole expense, including, but not limited to, attorneys’ fees and other litigation costs, any actual or threatened administrative, arbitration, or judicial action, claim, investigation, proceeding, or suit initiated by a third party in connection with such liability. This section will survive the expiration or earlier termination of this contract. The laws of the Commonwealth of Virginia do not permit the County to indemnify the contractor or any other party, and any provision in any other contract document purporting to require the County to do so is void.

I. Insurance. The contractor shall provide and maintain throughout the life of this contract insurance in the kinds and amounts specified in this section with an insurer licensed to transact insurance business in the Commonwealth of Virginia.

Each insurance policy, endorsement and certificate of insurance shall be signed by duly authorized representatives of such insurers and shall be countersigned by duly authorized local agents of such insurers.

1. Costs and Premiums. The contractor shall pay all premiums and other costs of such insurance. The consideration paid or to be paid to the contractor for the performance of the contract includes the premiums and other costs of such insurance, and the County shall not be responsible therefore.

2. Policy Requirements. All insurance contracts and policies shall provide, or be endorsed to provide, as follows:

a. Subrogation against the County shall be waived.

b. The County, and its officers, employees, agents and volunteers shall be listed as an additional insured, except for Workers Compensation and Professional Liability.

c. Coverage will not be canceled, non-renewed or materially modified in a way adverse to the County without 30 days’ written notice to the County.

d. The insolvency or bankruptcy of any of the insured shall not release the insurer from its obligation to satisfy claims otherwise within the coverage of such policies.

e. All Certificates of Insurance shall show the Certificate Holder as:

22 | P a g e

County of Surry, Virginia 45 School St.

Surry, VA 23883

f. No insurance contract or policy shall be expanded to afford coverage which is greater than the maximum coverage approved for writing in the Commonwealth of Virginia.

3. Evidence to Be Furnished.

a. Endorsements. The contractor shall furnish the County with a copy of the policy endorsement listing the County, and its officers, employees, agents and volunteers as an additional insured for each policy, other than Workers Compensation and Professional Liability, required under this contract. The contractor shall furnish the County with copies of such other endorsements as may be required under this contract upon request by the County therefor.

b. Certificates of Insurance. The contractor shall furnish the County with a certificate of insurance evidencing the above coverage, indicating that the County, and its officers, employees, agents and volunteers are listed as additional insured for each policy, other than Workers Compensation and Professional Liability, and that the coverage will not be canceled, non-renewed or materially modified in a way adverse to the County without 30 days’ written notice to the County. All certificates of insurance shall show the contract number assigned to this contract by the County.

c. Contracts and Policies. The contractor is not required to furnish the County with copies of insurance contracts or policies required by this contract unless requested at any time by the County’s Director of Finance.

4. Schedule of Coverage. The contractor shall provide and maintain the following types of insurance in accordance with the requirements of this contract:

a. Commercial General Liability Insurance with a combined limit of not less than $1,000,000 per occurrence.

b. Automobile Liability Insurance with a combined limit of not less than $1,000,000 per occurrence.

c. Statutory Workers’ Compensation and Employers’ Liability Insurance…