IFB 26-002 Landscape Maintenance Group IV - Bermuda Fields.pdf

POWHATAN COUNTY PUBLIC SCHOOLS FACILITIES DEPARTMENT

POWHATAN, VA

Invitation For Bids (IFB) Number: 26-002 Title: Landscape Maintenance Group IV – Bermuda Fields Issue Date: June 16, 2026

Public Notice: This Invitation for Bids has been publicly posted on the Virginia statewide electronic procurement system (eVA) and the PCPS website in accordance with Va. Code § 2.2-4302.1.

Procurement Method: Competitive Sealed Bidding pursuant to Va. Code § 2.2-4302.1. Award shall be made to the lowest responsive and responsible bidder.

Pre-Bid Conference (Mandatory): June 29, 2026 at 10:00 a.m.

Pre-Bid Conference Location: School Board Meeting Room, Pocahontas Landmark Center, 4290 Anderson Hwy, Powhatan, VA 23139

Sealed/Online Bids Due and Opening: July 20, 2026 at 2:00 p.m.

Bid Opening Location: School Board Meeting Room, Pocahontas Landmark Center, 4290 Anderson Hwy, Powhatan, VA

Inquiries: Questions which may arise as a result of this solicitation may be addressed to Thomas Sulzer at (804) 598 - 5700, or by email to thomas.sulzer@powhatan.k12.va.us. Inquiries must be received at least seven (7) business days prior to the due date in order to be considered. Contact initiated by a bidder concerning this solicitation with any other School Board representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in disqualification of the bidder from this transaction.

All prices shall be F.O.B. Destination: Pocahontas Landmark Center, Attn: Thomas Sulzer, 4290 Anderson Hwy, Powhatan, VA, 23139. Freight, delivery costs, and incidental charges shall be included.

My signature below certifies that:

● I agree to abide by all conditions of this bid and that I am authorized to sign this bid;

● the accompanying bid is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under § 18.2-498.1, et. seq. of the Code of Virginia. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards;

● that the accompanying bid is in compliance with applicable provisions of the State and Local Government Conflict of Interests Act (§ 2.2-3100, et. seq. of the Code of Virginia). Specifically, without limitation, no School Board employee or a member of the employee’s immediate family shall have a proscribed personal interest in a contract; and

● that the accompanying bid is in accordance with applicable provisions of the Virginia Public mailto:robert.benway@powhatan.k12.va.us

Procurement Act, Art. 6 Ethics in Public Contracting (§ 2.2-4367, et. seq. of the Code of Virginia), and any other applicable law as set forth therein.

● that neither the undersigned nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency, in accordance with Va. Code § 2.2-4321.

In compliance with this Invitation for Bids and to all conditions imposed therein the undersigned offers and agrees to furnish the goods/services in accordance with this signed bid.

Complete Legal Name of Firm:

Order from Address: _________________________

Remit To Address: ________________________________________________________________________

Signature: __________________________________ Email: _________________________________

Name (type/print): ___________________________ Title: __________________________________

Fed ID No.: _________________________________

Phone: ____________________________________

Fax: ______________________________________

State Corporation Code (SCC) No.: ______________________________

This page must be returned with the Bid Form.

Powhatan County Schools 1

IFB 26-002

TABLE OF CONTENTS PAGE

Section I - Purpose and Background

A. PURPOSE

B. BACKGROUND

Section II - Program

A. PROGRAM REQUIREMENT

B. CONTRACT

C. RESPONSIBILITIES OF THE BIDDER

D. PERFORMANCE EVALUATION

Section III - Bid Preparation and Submission Instructions

A. GENERAL INSTRUCTIONS

B. BID PREPARATION

C. BID ACCEPTANCE OR REJECTION

D. BID OUTLINE

Section IV - Bermuda Field Maintenance / Scope of Work & Specifications

A. MOWING

B. EDGING

C. LANDSCAPE MAINTENANCE, FERTILIZATION, WEED AND INSECT SPECIFICATION SHEET

D. RYEGRASS OVERSEED

E. RYEGRASS REMOVAL

F. AERATION

G. IRRIGATION MAINTENANCE AND COORDINATION

Section V - Evaluation and Basis of Award

A. BID REVIEW

B. BID FORM

C. INTERPRETATION AND ADDENDA

D. CERTIFICATION OF BIDDER / EMPLOYEE

E. SUBMISSION OF RECEIPT OF BIDS

F. BASIS OF AWARD

G. TERMS AND CONDITIONS

Attachment 1 - Virginia State Corporation Commission (SCC) Registration Information

Attachment 2 - Site Plans and Photos

Attachment 3 - Monthly Service Schedule

Attachment 4 - Monthly Payment Schedule (Bid Form)

Attachment 5 - Renovations and Treatments

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Attachment 6 - Certification of Bidder / Employee

Attachment 7 - PROFESSIONAL REFERENCES

SECTION I- Purpose and Background

A. PURPOSE

The Powhatan County Public Schools of Powhatan, Virginia (hereinafter referred to as PCPS) is seeking bids from qualified Landscape Maintenance Service Bidders (hereinafter referred to as Provider(s), Bidder(s) and/or Contractor(s) to perform landscape services for Group IV consisting of fields as listed below. The Bidder is hereby made aware that the Powhatan County School Board anticipates that the landscape maintenance at these sites shall be of the very highest quality possible. All work to be performed within the scope of these specifications shall be strictly managed, executed, and performed by experienced personnel.

PCPS has contracted landscape services since 1998. Powhatan High School opened in 2003 and Flat Rock Elementary School opened in 2008. In 2009 the Landscape Maintenance Contract was divided into four groups as follows:

Group I. Powhatan Elementary School and Powhatan Middle School Group II. Pocahontas Elementary School and Pocahontas Landmark Center Group III. Powhatan High School and Flat Rock Elementary School Group IV. All Bermuda grass fields are as follows: one football/soccer field at Pocahontas Elementary School, two football/soccer fields, and baseball infield at Powhatan Middle School, two competition-football/soccer fields, one competition-field hockey/soccer field, one competition-baseball field, one practice-baseball field, one competition-softball field and one practice-softball field at Powhatan High School

This IFB is only for Group IV.

The Bid Group is as follows:

Group IV - Provide landscape services as detailed in the specifications for All Bermuda grass fields as follows:

Pocahontas Elementary School- football/soccer field Powhatan Middle School- two football/soccer fields and baseball infield Powhatan High School- two football/soccer fields, one field-hockey/soccer field, two baseball fields and two softball fields

These facilities are in the east and west end of Powhatan County.

Powhatan County Schools 3

B. BACKGROUND

Powhatan County Public Schools provides public education (K–12) for the school age residents of Powhatan County, Virginia. The PCPS student population exceeds 3,900 students for the school year 2025-2026. The school year for 2026-2027 will begin on Monday, August 24, 2026 (with Athletics/Sports starting earlier) and end on Friday, June 4, 2027.

SECTION II- Program

A. PROGRAM REQUIREMENTS

a. General – The Bidder shall furnish all supervision, landscape maintenance personnel, equipment, supplies, tools, and other materials as required for the landscape maintenance for PCPS. The Bidder is hereby made aware that the Powhatan County School Board anticipates that the landscape maintenance at these sites shall be of the very highest quality possible. All work to be performed within these specifications shall be strictly managed, executed, and performed by experienced personnel.

b. The landscape maintenance specifications shall include the complete care, as defined within these specifications, of all turf areas within the limits of work for Group IV.

c. The total property acreage for Group IV Bermuda Fields is as follows:

i. Pocahontas Elementary is approximately 2 acres

ii. Powhatan Middle School is approximately 5.5 acres

iii. Powhatan High School is approximately 15 acres

B. CONTRACT

a. Award – PCPS intends to award a contract, assuming that satisfactory bids are received.

If an award is made it will be for a one-year period, beginning on the date of the contract, with renewal provisions to award four one-year extensions. Extensions will be made based upon the recommendations of the authorized representatives of PCPS and the Bidder. Final approval for any extensions shall be made by the School Board of PCPS. In case of extensions, the cost per month, which was submitted in the Bidder’s bid, may be increased or decreased.

b. In the event the contract is terminated before the end of a twelve-month period by either party, cost of services will be adjusted based on Attachments 3, 4 and 5 and the dollar amount of actual work done.

c. Insurance – The Bidder shall maintain Insurance Coverage at all times during the contract period. The type of coverage and minimum coverage requirements are as follows:

i. Workers’ Compensation - Statutory Limits

ii. Comprehensive general liability for bodily injury in the sum of $300,000 each

Powhatan County Schools 4 person and $500,000 each occurrence and $50,000 property damage, including personal injury.

iii. Automobile liability insurance with basic limits $300,000/$500,000 and $50,000 each occurrence and $50,000 property damage, including personal injury.

iv. Umbrella liability with limits of $1,000,000 each occurrence and $1,000,000 aggregate.

v. The bidder shall furnish PCPS certificates of insurance within 21 working days after acceptance of a contract.

vi. PCPS must have thirty (30) days’ notice of cancellation, non-renewal, or material change in insurance coverage (or ten (10) days’ notice for cancellation due to non-payment of premium) and give its approval.

d. Addenda - Any "Addenda" or Instructions to Bidders issued by PCPS prior to the IFB due date and time shall be considered a part of this document and shall become a part of the contract, if awarded.

e. Bid Bond/Performance Bond – No bid bond or performance bond is required for this solicitation. PCPS reserves the right to require a performance bond for contract renewals if circumstances warrant.

C. RESPONSIBILITIES OF THE BIDDER

a. Personnel - All matters pertaining to the recruitment, screening, hiring, and retention shall be the exclusive responsibility of the Bidder. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour and any other stipulations appropriate to prudent personnel management and statutory requirements for school divisions.

Only those personnel who have been properly trained shall be assigned duties under this contract.

All personnel shall be dressed in a manner authorized by the Bidder. The personnel shall be neat and clean in appearance. Uniforms shall be worn which fully identify the worker as a member of the Bidder’s workforce.

All employees must complete the “Certification of Contractor/Employee” as required by Section 22.1-296.1 of the Code of Virginia. See attachment 6.

Bidder will pay at least the minimum wage rate. Bidder will pay all taxes pertaining to its employees as required by law.

Any employee whose work habits and/or conduct are deemed objectionable shall be removed from the workforce, assigned to PCPS, upon request of the authorized PCPS representative.

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b. Safety - The Bidder shall be responsible for the training as necessary in the application of chemicals and the use of equipment to facilitate safe conditions for Bidder’s employees, and the students, staff and faculty of PCPS.

c. Security - The Bidder shall be responsible for training employees in security requirements of PCPS and shall be responsible for the enforcement of the same.

i. Guns, knives or other dangerous weapons shall not be allowed on any PCPS property.

ii. Alcohol, Tobacco and drugs are prohibited on any PCPS property.

iii. Keys, which may be distributed at the beginning of each work period, shall be returned to the appropriate supervisor at the end of each work period. Keys which will be required by the Bidder and employees will be approved by the Administration of the PCPS and will be controlled by personnel that will be named after award of the contract. In any event the Bidder shall be fully responsible for the security and appropriate use of the keys which may be issued. Additionally, Bidder shall be fully responsible for the replacement of any keys that are lost.

d. Supervision - All supervision as required for the execution of those contractual responsibilities assumed by the Bidder shall be done by the Bidder or its designated representative.

e. Damage - The Bidder shall be responsible for the repair/replacement to the satisfaction of the PCPS representative of any damage to the facility caused by any employee of the Bidder.

f. Equipment/Supplies/Materials - The procurement and maintenance of all equipment required for the successful execution of this contractual obligation shall be the Provider's responsibility. All equipment shall be maintained properly. A listing of all chemicals and equipment, which will be used by the successful Bidder, must be submitted for approval prior to initial service under the contract. Changes may be made only after being duly authorized. All chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Safety Data Sheets (SDS) will be maintained for all chemicals used in the landscape maintenance contract.

g. Emergencies - All emergency conditions shall be promptly reported to the PCPS authorized representative.

h. Bidder’s Representative - A representative of the Bidder shall be appointed within 24 hours after receipt of contract, and this person shall be available as deemed necessary by the representative for purposes of reporting problems, requesting schedule changes, etc. This individual shall be someone other than the job supervisor and he/she shall be the sole contact person for routine matters.

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i. Scheduling - All landscape maintenance shall be done with a minimum of disruption to normal school functions.

j. Program Responsibility - The Bidder shall assume full responsibility for the PCPS landscape maintenance program as defined herein, after written notice of a contract award, and upon the effective date of the contract.

k. PCPS shall be the sole judge as to whether the Bidder has accomplished the landscape maintenance specifications outlined in the contract.

D. PERFORMANCE EVALUATION

a. Weekly Inspections - The Bidder will be responsible for weekly inspections of the fields and for the performance of all items required and referred to in these specifications. A written summary shall be submitted weekly of work performed including inspections and copies of proof of purchase for materials consumed. Monthly payments will be withheld until complete reports are received.

b. Maintenance Reports- The Bidder will also be responsible for notifying PCPS, in writing, of any landscape problems. Any items not called to the attention of PCPS that result in any damage to the properties will fall under the liability of the Bidder.

c. Monthly Landscape Maintenance Inspections - PCPS has the option to walk the entire property with the Bidder at any time. Any deficiencies will be noted in a written report by

PCPS.

SECTION III- Bid Preparation and Submission Instructions

A. GENERAL INSTRUCTIONS:

a. IFB Response - In order to be considered for selection, Bidders must submit a complete response to this IFB. Bids should be organized to correspond with the sections of this IFB to facilitate review and verification of responsiveness.

b. Copies of Bids – Each bid shall contain one original and three (3) complete separately bound copies. Failure to comply will result in rejection of bid. The original shall be marked “original copy” and prices shall be included in the original bid. If any section of the Bidder’s bid is marked proprietary and/or trade secrets and justification of such is given in writing, the offer shall also supply one (1) redacted copy of their bid removing all such privileged information.

c. Submission of Bids - Bids must be submitted to the Director of Facilities or eVA. No other distribution of the bids shall be made by the Bidders.

d. Ownership of Bids - Ownership of all data, materials, and documentation originated and Powhatan County Schools 7 prepared for PCPS pursuant to the IFB shall belong exclusively to PCPS and be subject to public inspection in accordance with the Freedom of Information Act. Any proprietary or trade secrets material submitted must be identified as such, and must indicate the specific words, figures, or paragraphs specifically, and with a reason why such material is proprietary or a trade secret. The classification of an entire bid document, individual pricing or total bid prices is not acceptable and will result in rejection and return of the bid.

e. Review of Information - Each interested Bidder shall be responsible for the review of information contained herein, other information which may be requested, site visitation as required, and other efforts as necessary for the submission of a comprehensive bid which will represent the Bidder’s best offer as a supplier of services for PCPS.

f. IFB Questions and Inquiries - Bidders shall submit any questions via email starting Tuesday June 30, 2026, and no later than Friday, July 3, 2026, at 2:00 p.m. All questions and answers will be posted as an Addendum through the same means as the IFB.

Address questions concerning this IFB to Thomas Sulzer at thomas.sulzer@powhatan.k12.va.us.

g. Due Date - Sealed copies of the bid shall be sent to the Director of Facilities no later than 2:00 p.m. EST on Monday July 20, 2026. The mailing or delivery address is:

Powhatan County Public Schools Facilities Department (IFB 26-002) Thomas Sulzer, Director of Facilities 4290 Anderson Highway Powhatan, VA 23139

h. Format of Bid - Each bid shall be formatted identically to the outline of this request with the intent of facilitating evaluation with a minimum of effort and delay. Therefore, each bid should include information/materials that are clearly marked and separately segregated as required for easy and quick location and identification of that section of the request to which it pertains.

i. Contract Period - It is the intent of PCPS to award a one (1) year contract, with the option of four (4) one-year renewals on a fixed price basis. The initial one-year period will be from September 1, 2026 to August 31, 2027. The fixed price shall cover all work to be performed in providing PCPS with landscape maintenance services as outlined in this IFB.

j. Bid Withdrawal - Bidders may withdraw their bids from consideration under the circumstances and procedures set forth in Va. Code § 2.2-4330 and the Terms and Conditions of this IFB. Written notice of withdrawal must be submitted to the Facilities Directorate prior to award.

Powhatan County Schools 8 mailto:thomas.sulzer@powhatan.k12.va.us

k. Competitive Competition - Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit bids. PCPS reserves the right to award in part or as a whole or to reject any or all bids.

B. BID PREPARATION:

a. Authorized Signature - Bids shall be signed by an authorized representative of the Bidder.

Return the IFB cover sheet and all addenda acknowledgments, if any, signed and filled out as required. By submitting a bid, Bidders certify that all information provided in response to this IFB is true and accurate.

b. Complete Bid - All information requested should be submitted. Failure to submit all information requested may result in PCPS requiring prompt submission of missing information or rejection by PCPS.

c. Organization - Bids should be organized in the order in which the requirements are presented in the IFB. All pages of the bid should be numbered. Each paragraph in the bid should reference the paragraph number of the corresponding section of the IFB. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the IFB. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The bid should contain a table of contents, which cross-references the IFB requirements. Information which the Bidder desires to present that does not fall within any of the requirements of the IFB should be inserted at an appropriate place or be included at the end of the bid and designated as additional material. Bids that are not organized in this manner may be determined non-responsive if the required information cannot be located.

d. Incurred Expenses - PCPS will not be liable for any cost incurred by Bidders in preparing and submitting bids. Providers may not collect bid preparation charges from PCPS due to cancellation of this IFB.

C. BID ACCEPTANCE OR REJECTION:

a. Acceptance and Award - The contract will be awarded to the lowest responsive and responsible bidder meeting the requirements and specifications of this Invitation for Bids. PCPS reserves the right to consider conformity with specifications, bidder qualifications, past performance, delivery, and any other criteria permitted by law in determining responsibility and responsiveness.

b. Rejections - PCPS reserves the right to reject any or all offers and to waive informalities and minor irregularities in bids received. This IFB does not commit PCPS to contract for any requirements for this solicitation.

c. Protest Procedures - Any bidder may protest the award or decision to award a contract by Powhatan County Schools 9 submitting such protest in writing to the Superintendent or designee in accordance with the procedures set forth in Va. Code §§ 2.2-4357 through 2.2-4364 and any applicable PCPS procurement regulations. The protest must be submitted within ten (10) days after the award or the announcement of the decision to award, whichever occurs first. The written protest shall include the basis for the protest and the relief sought.

d. Contract Award - A written award or contract furnished to the successful Bidder within the time for acceptance specified in the bid shall be deemed to result in a binding contract without further action by either party. THE SPECIFICATIONS AND THE SUBMITTED BID

SHALL CONSTITUTE THE CONTRACT.

e. Firm Offer - Each Bidder must agree in advance and in written form to submit a bid with cost figures which will be firm for at least sixty (60) calendar days after the opening date of the bids.

D. BID OUTLINE:

a. Bidder Qualifications and Experience - Each Bidder shall submit evidence of qualifications that demonstrate the ability to satisfactorily perform the landscape maintenance services defined in this IFB. Due to the specialized nature of athletic field turf management, including the complexity of Bermuda grass maintenance, chemical applications, and coordination with school athletic schedules, Bidder must have been in the landscape maintenance business, with demonstrated experience in athletic field turf management, for a minimum of five (5) years. Failure to meet these minimum qualifications will result in rejection of the bid as non-responsive.

b. Responsive Bid Requirements - To be considered responsive, a bid must:

i. Meet or exceed all minimum qualifications stated in this IFB;

ii. Include all required forms, certifications, and attachments;

iii. Provide a complete price for all services specified;

iv. Comply with all technical specifications and scope of work requirements; and

v. Contain no material alterations to the terms and conditions of this IFB.

c. The Responsive Bid should include:

i. The type and size of the Corporation, and whether it is local, regional, or national in operations.

ii. The founding year for the Corporation and the number of continuous years it has been in the business of providing Landscape Maintenance Services.

iii. The Corporate Philosophy, Corporate Organizational Chart, and Corporate Management experience.

iv. The headquarters location and the location of the office that would be responsible for the PCPS contract, if awarded.

v. The number of current contracts for the organization and or annual sales volume.

vi. The number and size of the current contracts for the office that would be

Powhatan County Schools 10 responsible for the PCPS contract, if awarded.

vii. A discussion of Training Programs provided to and required of your staff.

viii. Provider shall provide a list of any professional relationships involving the PCPS

School Board or any of its key staff for the past five (5) years and explain why any such relationship does not constitute a conflict of interest relative to performing the duties prescribed in this IFB.

d. PCPS Project Plan – Bidder must provide detailed plan for the management of this project.

i. The Project Plan must also include the following:

ii. Personnel

iii. Amount of supervision committed to this project.

iv. Amount of staffing committed to this project. Staff uniforms.

v. Equipment and Supplies List

vi. Training Programs

vii. Safety Program

viii. Quality Control Program

e. Qualifications of Personnel Assigned to this Project - Identify the principal supervisory and management staff who would be assigned as the primary contact and manager of the PCPS contract and provide their resumes.

f. Client References – Bidders must provide at least three (3) references, and they must be for contracts that are similar in size, type, and quality of landscape maintenance to this bid. The reference list must include the name, mailing address, phone number, and email address. Complete and return Attachment 7 with Bid Response.

g. Additional Reference Data:

i. Provide a list of Public-School Divisions that you currently provide landscape maintenance services to or have provided these services during the last five years.

ii. Provide a list of contracts that have been added during the last three (3) years.

iii. Provide a list of contracts that have ended during the last three (3) years and state why those contracts were not renewed.

SECTION IV- Bermuda Field Maintenance / Scope of Work & Specifications

BERMUDA FIELD MAINTENANCE

All acres are estimated.

Powhatan High School Two football / soccer fields at 2-2 ½ acres each, One field hockey / soccer field at 2-2 ½ acres, Two baseball fields at 2 acres each, Two softball fields at 1.5 acres each

Powhatan Middle School

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Two football / soccer fields at 2-2 ½ acres each, One baseball infield at ¼ acre

Pocahontas Elementary School One football / soccer field at 2 acres

A. MOWING

Mowing with a reel mower with a minimum of five blades per reel, with a maximum diameter 8 ¾”, height to be consistent and even, blades kept sharp and properly adjusted, twice weekly.

Mow heights:

May thru July to 5/8” - 1” height August thru September to 1” - 1½” height October and April to 1” - 1½” height

B. EDGING

Bidder shall be responsible for edging all curb lines per Attachment 3. Blowers will be used to clean track surfaces, and curbs of organic material caused by mowing, edging and general traffic after each mow. All precautions should be taken to preserve the integrity of the running track at Powhatan High School.

C. LANDSCAPE MAINTENANCE, FERTILIZATION, WEED AND INSECT SPECIFICATION SHEET

i. All pesticides, insecticides, fertilizers, and any other products must be used in strict compliance with labels and instructions. Applications must comply with all state and federal regulations. Provide SDS sheets for all products to the owner prior to the award of the contract.

ii. The Bidder will be responsible for applying chemicals and fertilizers. The Bidder is completely responsible for furnishing PCPS with healthy, vigorous plant material throughout the term of the contract.

iii. Chemical forms may vary with weather conditions.

iv. The Bidder will be responsible for controlling any insect, disease, weed control, or nutrient problems that may occur during the year.

v. The Bidder will be responsible for making any extra visits necessary during the year to correct any problems which may occur during the duration of the contract.

Bidder shall be responsible for these applications per Attachment 3.

D. RYEGRASS OVERSEED

Over seeding of the following fields shall be done in the fall at Powhatan High School:

i. Stadium Football/Soccer field

ii. Lower Football/Soccer field

iii. Upper Field Hockey/Soccer field

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iv. Competition Baseball field

v. Competition Softball field

E. RYEGRASS REMOVAL

Removal of perennial ryegrass from Bermuda grass fields.

F. AERATION

Bidder shall be responsible for these applications per Attachment 3.

G. IRRIGATION MAINTENANCE AND COORDINATION

It shall be the Bidder’s responsibility to monitor and control the irrigation systems, as dictated by season, weather, and field conditions, if applicable. Do not over-water prior to scheduled school activities or when natural rainfall has provided adequate moisture.

Repair and maintenance will be performed by Twin Rivers Irrigation, Mr. Jimmy McInteer

(804) 921-5912, working directly for Powhatan County Public Schools. It will be the landscape contractor’s responsibility to coordinate these activities. Damage to the irrigation system caused or created by the Bidder will be at the Bidder’s expense.

SECTION V- Bid Evaluation and Basis of Award

A. BID REVIEW

The Facilities Director will review all bids submitted in response to this solicitation to determine responsiveness to the IFB requirements and bidder responsibility. During the review process, the Facilities Director may request additional information to verify bidder qualifications or clarify bid submissions. Such requests will be communicated to the Bidder by Mr. Thomas Sulzer, and each Bidder shall be responsible to respond in written form. Upon completion of the review, a recommendation will be presented to the School Board for PCPS, and the recommended Bidder may be asked to attend that Board meeting.

B. BID FORM

a. These documents include a complete set of bid forms (Attachments 4 and 5) which are for the convenience of the bidder and are to be filled out and executed. All bid forms and addendums must be filled out completely and enclosed in a sealed opaque envelope which states on the outside:

“IFB Number: 26-002 Landscape Maintenance Group IV – Bermuda Fields”

b. Base the bid on Invitation For Bid IFB Number: 26-002 Facilities; issue date June 16, 2026.

C. INTERPRETATION AND ADDENDA

No oral interpretations will be made to any bidder as to the meaning of the specifications.

Interpretations, if made, will be written in the form of an addendum and sent to all registered bidders.

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D. CERTIFICATION OF BIDDER / EMPLOYEE

Complete and return Attachment 6 with Bid Response

E. SUBMISSION AND RECEIPT OF BIDS

a. Sealed bids on behalf of Powhatan County Public Schools, Powhatan, Virginia, will be received electronically or in hard copy at the Powhatan County Public Schools, Facilities Directorate, Pocahontas Landmark Center, 4290 Anderson Hwy, Powhatan, VA 23139.

A bidder SHOULD NOT submit a bid in both hard copy and electronically. Bids will be accepted until, but no later than, the specified time and date of opening as designated in the invitation, and then publicly opened and read aloud.

If hand-delivered, bids shall be submitted in a sealed envelope with the IFB number and due date and time written on the outside of the envelope and handed to Facilities Directorate personnel. The time of receipt shall be determined by the time clock stamp in the Facilities Directorate. Bidders are responsible for ensuring that their bids are stamped by Facilities Directorate personnel before the deadline. Late bids shall be rejected.

If submitted electronically, bids must be submitted through eVA.

*ANY NOTATION ON THE EXTERIOR OF THE ENVELOPE PURPORTING TO ALTER, AMEND,

MODIFY OR REVISE THE BID CONTAINED WITHIN THE ENVELOPE SHALL BE OF NO

EFFECT AND SHALL BE DISREGARDED.

b. Bids or changes to a bid response shall not be accepted via fax or email.

c. In the event that PCPS offices are not operating under normal staffing levels or if the location for bid submission, bid opening or a pre-bid conference is inaccessible due to inclement weather or other emergency situations at the published time, the bid submission, bid opening or pre-bid conference will default to the next regular business day at the same time.

d. All bids shall be signed in the space provided for a signature on the cover sheet and returned. If the bidder is a partnership or corporation, the bidder shall show the title of the individual signing the bid, and if the individual is not the president or vice president of the partnership or corporation, if requested, the bidder shall submit proof that the individual has the authority to bind the partnership or corporation.

e. Bids concerning separate bid invitations are not to be combined on the same form or placed in the same envelope. Bids submitted in violation of this provision may not be considered.

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f. Unless otherwise specified, bidders are to complete and return the Bid Form furnished by the School Board.

g. No bid shall be altered or amended after the specified time for opening.

h. If you are an individual with a disability and require reasonable accommodation in order to participate in this procurement, please notify the Facilities Directorate at (804) 598 - 5700 as soon as possible.

i. For information pertaining to the bid tabulation, decision to award and/or award on this procurement transaction, bidders may access public notification electronically at:

https://www.powhatan.k12.va.us/page/facilities-maintenance

j. Amendments or Requests to Withdraw Bids by a Bidder Prior to Bid Opening: A bidder may amend and/or withdraw their bid before the due date and time designated for receipt of bids. All requests from a bidder to return their bid shall be in writing, addressed to the Facilities Directorate, and signed by a person authorized to represent the person or firm that submitted the bid. The bidder may be contacted by telephone to verify the authorization of the return request and the signature involved if there is doubt as to the document’s authenticity. All amendments to the bid are to be initiated by an individual authorized to represent the bidder.

k. Pre-Bid Conference (Mandatory): A mandatory pre-bid conference will be held on Monday, June 29, 2026, at 10:00 a.m. at Pocahontas Landmark Center, 4290 Anderson Highway, Powhatan, VA 23139. Attendance is required for your bid to be considered.

l. Site Visits – Non-Mandatory: Bidders submitting bids who wish to make additional site visits in conjunction with this solicitation are asked to schedule the site visit by contacting: Thomas Sulzer at (804) 598 - 5700.

F. BASIS OF AWARD

Award shall be made to the lowest responsive and responsible bidder meeting the requirements and specifications of this Invitation for Bids. In the event of a tie bid, PCPS will apply preferences in accordance with Va. Code § 2.2-4324, giving first preference to goods produced in Powhatan County or provided by persons, firms, or corporations having principal places of business in Powhatan County, then to goods and services produced in the Commonwealth of Virginia, then to goods containing the greatest amount of recycled content, and finally by lot if no other preference applies.

a. Factors Considered in Determining Responsibility:

The ability to provide references that substantiate past work performance and experience

Powhatan County Schools 15 in the type of work required for the contract. The lowest responsive bidder may be required to furnish a contractor qualifications statement, including references, prior to award. PCPS may contact all references furnished by bidders and reserves the right to contact references other than, or in addition to, those furnished by the bidder. If, in the sole opinion of PCPS, a bidder is determined to be non-responsible as a result of any investigation, award will not be made to that bidder.

b. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services.

c. Whether the bidder is in arrears on a debt or contract to PCPS or whether the bidder's county taxes or assessments are delinquent.

d. The quality of performance/workmanship of previous contracts for goods and/or services delivered to or performed for PCPS.

e. The timely completion of previous contracts for services or the timely delivery of past orders for goods.

f. PCPS reserves the right, at its option, to conduct on-site inspections of any bidder's facilities prior to award. The results of any such inspection will be considered by PCPS in determining the bidder's capabilities of successfully administering the contract.

g. Delivery per bid document.

G. TERMS AND CONDITIONS

The following terms and conditions are applicable to, and incorporated by reference in, any governmental procurement from a nongovernmental source conducted by the Powhatan County Public Schools (PCPS), or pursuant to delegated purchasing authority on behalf of all Powhatan County Public Schools, hereinafter referred to as “School Board” or "County” as public bodies are defined in Code of Virginia Section 2.2- 4301, as amended.

a. General Terms and Conditions

i. Addenda: Any changes or supplemental instructions to this solicitation shall be in the form of written addenda. All addenda are downloadable from the Facilities Directorate website at:

ii. Each bidder is responsible for obtaining all addenda posted at the Facilities Directorate website or by calling (804) 598-5700. Acknowledgement of receipt of all addenda shall be in the space provided within the solicitation or by returning a copy of each signed addendum. Failure to do so may result in rejection of the bid.

All addenda issued shall become part of the solicitation and all resulting contract

Powhatan County Schools 16 documents.

iii. Appropriation of Funds: The continuation of the terms, conditions, and provisions of a resulting contract beyond June 30 of any year, the end of the School Board’s fiscal year, are subject to approval and ratification by the Powhatan County Public School Board and appropriation by them of the necessary money to fund said contract for each succeeding year. In the event of non-appropriation of funds, the contract shall be automatically terminated with no recourse for the Contractor.

iv. Assignment of Contract: The School Board and Contractor bind themselves and any successors and assigns to the contract. The employees of the Contractor will perform the work necessary to fulfill the contract. The Contractor shall not assign, sublet, subcontract or transfer any of its interest in the contract without written consent of the School Board. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of the School Board, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the School Board and Contractor.

v. Audit of Vendor Records: Contractor shall maintain full and accurate records with respect to all matters covered under the contract including, without limitation, accounting records, written policies and procedures, time records, telephone records, reproduction cost records, travel and living expense records and any other supporting evidence necessary to substantiate charges and compliance related to the contract. Contractor's records shall be open to inspection and subject to audit and/or reproduction, during normal working hours by PCPS and its employees, agents or authorized representatives to the extent necessary to adequately permit evaluation and verification of any invoices, payments or claims submitted by Contractor pursuant to this contract. Such records subject to examination shall also include, without limitation, those allocations as they may apply to costs associated with the contract. The School Board shall have access to such records from the effective date of the contract, for the duration of the contract, and until two (2) years after the date of final payment by the School Board to the Contractor pursuant to this contract. The School Board’s employees, agents or authorized representatives, shall have access to the Contractor's facilities, shall have access to all necessary records, and shall be provided adequate and appropriate workspace, in order to conduct audits in compliance with this paragraph.

vi. Change Orders: Change orders must be approved by the School Board prior to work being performed.

vii. Contract Execution: Though the term “School Board” is defined herein to include distinct entities, the contract shall be entered into by, and in the name of, the

Powhatan County Schools 17 specific entity receiving the benefit of the goods and services.

viii. Felony Conviction: By signing and submitting a bid, the Bidder acknowledges that as a condition of any Contract awarded and prior to Notice of Award, the Bidder/Contractor must certify that neither the Contractor, any employee of the Contractor, nor any other person who will provide services under the Contract and will have direct contact with students on school property during regular school hours or school-sponsored activities, have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. Bidder further acknowledges that such certification shall be binding on the Bidder/Contractor throughout the term of any Contract, including renewals or extensions, thereof, and agrees to provide immediate notice to PCPS of any event which might render such certification untrue, including the arrest indictment, or investigation of any individual providing such services. Bidder/Contractor acknowledges that, pursuant to the Code of Virginia §22.1-296.1 (A), any person making a materially false statement on this certification, shall be guilty of a Class 1 misdemeanor.

ix. Contractor’s Authorization To Transact Business: In accordance with Code of Virginia, Section 2.2-4311.2, as amended, any bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. Any bidder organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid the identification number issued to it by the State Corporation Commission. Any bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title

13.1 or Title 50 of the Code of Virginia, or as otherwise required by law, shall include in its bid a statement describing why the bidder is not required to be so authorized. This information shall be provided on Attachment A titled “Virginia State Corporation Commission (SCC) Registration Information”. Failure to provide the required information may result in the rejection of the bid. The Contractor 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 of the Code of Virginia, to be revoked or canceled at any time during the term of the contract. The School Board may void any contract with a Contractor if the Contractor fails to remain in compliance with the provisions of this section. SEE

ATTACHMENT A.

x. Copyrights or Patent Rights: The bidder certifies by submission of a bid that there has been no violation of copyrights or patent rights in manufacturing, producing, Powhatan County Schools 18 or selling the product or services shipped or ordered as a result of this solicitation.

The Contractor shall, at his own expense, defend any and all actions or suits charging such infringement, and will save PCPS, its officers, employees, and agents harmless from any and all liability, loss, or expense incurred by any such violation, or alleged violation.

xi. Default: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the School Board may, without prejudice to any other right or remedy, and after giving the Contractor seven (7) calendar days written notice, terminate the employment of the Contractor and procure such goods or services from other sources. In such an event, the Contractor shall be liable to the School Board for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the School Board may have.

xii. Drug Free Workplace: (Code of Virginia, Section 2.2-4312, as amended) This provision only applies to contracts valued in excess of $10,000. During the performance of this contract, the Contractor agrees to 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; provide a drug-free workplace for the Contractor's employees; 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 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.

xiii. Drug-Free Workplace Certification - By submitting a bid, the Bidder certifies that it will (i) provide a drug-free workplace for the Bidder’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 Bidder’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 Bidder that the Bidder maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000. This certification is required pursuant to Va. Code § 2.2-4312.

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

Powhatan County Schools 19

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.

xiv. Employment Discrimination: (Code of Virginia, Section 2.2-4311, as amended) This provision only applies to contracts valued in excess of $10,000.

During the performance of the contract, the Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any 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.

2. 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.

3. 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.

The Contractor shall include the provisions of the foregoing paragraphs 1, 2, and 3 in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

xv. Environmental, Health & Safety (EHS): The Contractor shall follow all federal, state ISO 14001 and 45001 standards. The Contractor shall work with PCPS to manage and control those activities that may cause an environmental impact or present a safety hazard. Bid pricing shall include all costs associated with controls, permits and training to ensure regulatory compliance and to protect human health and the environment.

The Contractor, its employees and Subcontractors shall comply with all current applicable local, state and federal policies, regulations and standards relating to occupational health and safety, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health (VOSH) Compliance Program administered by the Virginia Department of Labor and Industry.