IFB No. 024-002_PRTC Landscape Services_FINAL.pdf

POTOMAC AND RAPPAHANNOCK

TRANSPORTATION COMMISSION

(PRTC)

INVITATION FOR BIDS

IFB #024-002

PRTC Landscape Services

IFB Issued: April 1, 2024

Contact: Cynthia Porter Johnson, Manager of Grants and Procurement PRTC, 14700 Potomac Mills Road, Woodbridge, VA 22192

Main Office: (703) 583-7782 Direct/Fax: (703) 583-1377 Email: cporter-johnson@omniride.com mailto:cporter-johnson@omniride.com

Table of Contents

I. INTRODUCTION

II. PROCUREMENT SCHEDULE

III. SCOPE OF WORK

IV. GENERAL TERMS AND CONDITIONS

V. INSTRUCTIONS TO BIDDERS

VI. ATTACHMENTS

Attachment A – Site Map Drawings, Charts & Landscape Plans

Attachment B – Price Schedule

Attachment C – Reference Form

Attachment D – IFB Submission Form

Attachment E – Insurance Checklist

Attachment F – Sample Contract

I. INTRODUCTION

I.1 Purpose of the Request

The purpose and intent of this Invitation for Bids (IFB) is to solicit bids from firms in order to enter into a Contract with a qualified and experienced Contractor to maintain grass and landscaped areas at PRTC’s facilities, its associated employee and commuter parking lots located at 14700 Potomac Mills Road, Woodbridge, VA 22192 and 7850 Doane Drive, Manassas, VA 20109, also includes maintaining the area surrounding PRTC’s bus shelter located on the grounds of the Quantico Terrace Apartments located at 19050 Fuller Heights Road, Triangle, VA 22172.

Failure to provide all the required certifications and documents listed and described in this Invitation for Bids (IFB) may cause the bid to be rejected and be considered non-responsive.

I.2 Background Information

Located in the Greater Prince William County, area about 25 miles southwest of Washington, D.C., the Potomac and Rappahannock Transportation Commission (PRTC) is a multimodal, multijurisdictional agency providing local and commuter bus services and Transportation Demand Management (TDM) services in Prince William County and the Cities of Manassas and Manassas Park. PRTC’s services are operated under the OmniRide brand name and PRTC is a partner in several regional services. PRTC prides itself on providing high quality, progressive and innovative transportation services for residents of its member jurisdictions.

I.3 PRTC Contract Management:

Contract Administrator: Matters relating to prices, terms and conditions, period of performance, quantities to be supplied, delivery schedule and financial adjustments shall be handled through the Contract Administrator, Cynthia Porter-Johnson, PRTC’s Manager of Grants and Procurement.

Project Manager: Doris Lookabill will serve as the Project Manager (PM) for this Contract. The PM is responsible for the technical administration of the Contract and technical liaison with the Contractor. The PM is responsible for the day-to-day clarifications and guidance of Contractor’s personnel as may be required under the Contract.

Contracting Officer: PRTC’s Executive Director is the only individual who can legally commit or obligate PRTC for the expenditure of federal/public funds. Only the Contracting Officer shall have the authority to revise the terms and conditions of the Contract, and any such revisions shall be authorized in writing.

IFB No. 024-002 PRTC Landscape Services

Contract or Agreement: The contractual agreement between PRTC and the successful

Contractor to perform work described in this solicitation and successful Contractor’s bid. Note: The Contractual instrument for this project will be PRTC’s standard form Contract provided as Attachment F, modified as required to conform to this project. PRTC will not use the Offeror’s form contract.

I.4 Scope of Work

PRTC is seeking a Contractor to maintain grass and landscaped areas at PRTC’s facilities, its associated employee and commuter parking lots located at 14700 Potomac Mills Road, Woodbridge, VA 22192 and 7850 Doane Drive, Manassas, VA 20109, also includes maintaining the area surrounding PRTC’s bus shelter located on the grounds of the Quantico Terrace Apartments located at 19050 Fuller Heights Road, Triangle, VA 22172. The full Scope of Services for the procurement is described in Section III – Scope of Work in this document. The successful Bidder shall provide the means to fulfill the types of requirements listed herein.

I.5 Period of Contract

The term of this Contract shall be for one (1) base year from the date of award, with four (4), one

(1) year option periods.

I.6 Type of Contract

PRTC expects to award a firm-fixed price contract for maintaining grass and landscaped areas at PRTC’s facilities, its associated employee and commuter parking lots located at 14700 Potomac Mills Road, Woodbridge, VA 22192 and 7850 Doane Drive, Manassas, VA 20109, also includes maintaining the area surrounding PRTC’s bus shelter located on the grounds of the Quantico Terrace Apartments located at 19050 Fuller Heights Road, Triangle, VA 22172 based on costs provided for the services and materials specified in the Scope of Work to the lowest responsive and responsible bidder.

I.7 Pre-Bid Conference and Submission of Questions

An informational meeting, referred to here as a Pre-Bid Conference, will be conducted in person at PRTC Transit Center located at 14700 Potomac Mills Road, Woodbridge, VA 22192 and virtually via Zoom on April 16th at 11:00 AM. Attendance is encouraged as it will assist PRTC in providing the best information on its requirements and resources to all parties.

Questions to be discussed at the meeting may be submitted as follows:

• in advance of the pre-bid conference

• orally at the pre-bid conference

• after the pre-bid conference but no later than April 23rd at 12:00 PM

IFB No. 024-002

Questions submitted to PRTC in advance of the pre-bid conference may be sent by e-mail to cporter-johnson@omniride.com and must be titled “PRTC Landscape Services Questions.”

The company posing the question must be clearly identified. PRTC will provide responses to questions via an addendum.

I.8 Posting/Notice of Award

PRTC intends to award this Contract to the lowest responsive and responsible Bidder and the Commission reserves the right to reject any and all bids received, although PRTC also reserves the right to waive irregularities. Notice of Award, made as a result of this solicitation, will be made via official electronic mail. All participants will receive either notification that they are not the lowest responsive and responsible Bidder or “Intent to Award” to the actual lowest responsive and responsible Bidder selected.

1.9 Clarification of Terms

In order to ensure an impartial competitive process, questions, and private communications with the Prospective Bidders during bid preparation and the evaluation period will not be accepted. If a Prospective Bidder has questions about the scope of work or other solicitation documents, the Prospective Bidder should contact in writing PRTC’s Manager of Grants and Procurement, whose name appears on the cover page of this solicitation. Inquiries regarding this IFB will be accepted up until April 23, 2024 at 12:00 PM and the inquiries together with the responses shall be distributed to all IFB recipients. Any revisions to the solicitation shall be made only by addendum issued by PRTC.

1.10 Permits and Licenses

Contractor must be registered and licensed, as necessary, to perform the requested services in the Commonwealth of Virginia.

1.11 Emergency Order

In the event of any emergency, PRTC reserves the right to order the contracted services from other sources which could provide a faster delivery time.

mailto:cporter-johnson@omniride.com

II. PROCUREMENT SCHEDULE

PRTC anticipates following the procurement schedule as shown below. PRTC reserves the right to make changes to the schedule. All such changes shall be made by an addendum to the solicitation. Bidders must frequently monitor PRTC’s procurement webpage at the following location: https://omniride.com/about/business/procurement/ for information concerning this solicitation, including any addenda or notices.

April 1, 2024 IFB Issued by PRTC

April 16, 2024 11:00am EST Pre-bid Conference (In-Person and Virtual)

(In-Person at PRTC Transit Center Large Conference Room and Virtually via Zoom)

April 23, 2024 12:00 Noon EST Final Questions Due

April 30, 2024 PRTC Response to Questions

May 14, 2024 12:00 Noon EST BIDS DUE (Bid Opening)

June 6, 2024 Recommend Award to PRTC Board https://omniride.com/about/business/procurement/

III. SCOPE OF WORK

This scope of work pertains to the requirements of maintaining grass and landscaped areas at PRTC’s facilities, its associated employee and commuter parking lots located at 14700 Potomac Mills Road, Woodbridge, VA 22192 and 7850 Doane Drive, Manassas, VA 20109. This scope of work also includes maintaining the area surrounding PRTC’s bus shelter located on the grounds of the Quantico Terrace Apartments located at 19050 Fuller Heights Road, Triangle, VA 22172.

Site maps are located in Attachment A.

As part of the response to this IFB, bidders, if awarded, will be required to submit a report, with the invoice, showing what tasks were completed. The overall responsibility of the Contractor is to coordinate, plan, manage, and perform activities described in this IFB to maintain an acceptable appearance in the areas included herein.

The Contractor shall furnish all labor and materials necessary to perform the mowing and landscaping maintenance tasks in this IFB. Contractor shall complete all the tasks listed herein and will comply with all the requirements and specifications. It shall be the Contractor’s responsibility to verify the areas, sizes, and quantities of the surfaces and items to be maintained in this IFB.

Failure of the Contractor to verify the listed amounts shall not relieve the Contractor of the responsibility to provide all services required to the standards included herein, for the prices submitted in the Contractor’s proposal.

1. Hours When Work is to be Performed:

a. All work is to be performed Monday through Friday between 7:00 am and 6:00 p.m. No work shall be done on Saturday or Sunday without prior approval from PRTC’s Facility Manager.

2. Beginning of Contract Term:

a. At least five (5) business days prior to the commencement of the contract, the

Contractor shall submit, in writing, to the Facility Manager or his/her designee, the name of the On-Site Supervisor authorized to act for the Contractor in every detail for the lawn mowing and landscape services.

b. At least five (5) business days prior to the commencement of the contract, the Facility Manager or his appointee will confer with the Contractor and review the total specification requirements and the lawn mowing and landscaping services proposed by the Contractor.

3. Landscape Maintenance Standards and Specifications:

a. The lawn and landscaped areas must be maintained and serviced at the frequency and to the standards as detailed in these specifications. The Facility Manager or his/her designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications.

b. General Standards - Guarantee and Replacement

i. Contractor shall replace, at no additional cost to PRTC, any turf, plant materials or any other PRTC property damaged as a result of improper maintenance attention or procedures. Replacement material shall be of the same size and variety as the dead or damaged material. Property damage must be repaired or replaced within two (2) weeks of identification of damage. Alternatives to size, variety and scheduling of replacement must have prior approval from the Facility Manager.

ii. Contractor is not responsible for losses, repair or replacement of damaged work of plant material resulting from theft, extreme weather conditions, vandalism, vehicular incidents (other than Contractor’s vehicles) or the acts of others over whom they have no reasonable control. Contractor shall inform the Facility Manager on a monthly basis of plant losses unrelated to the maintenance activities, including a probable cause of the plant loss, and recommendations and pricing for the replacement(s).

c. Contractor Responsibilities

i. Contractor must provide staff able to perform work at the highest standards of horticultural excellence. Key staff shall have current knowledge of best management practices regarding safety, hazardous materials spill response, lawn care, plant health, pruning, and integrated pest management. PRTC reserves the right to demand the replacement of Contractor’s staff who do not meet PRTC’s standards for safety, professionalism, or horticultural knowledge.

ii. Contractor shall provide an emergency contact list identifying the names, positions held, and phone numbers of key maintenance personnel. Provide mobile number for the landscape maintenance manager and site supervisor.

iii. Attend meetings and site inspections of the grounds, as requested.

iv. Contractor shall maintain a computerized log of activities performed and provide as an attachment when submitting the invoice.

IFB No. 024-002

v. Establish a schedule/chart for regular maintenance activities by area and submit to PRTC for review. Contractor to review proposed schedules with the Facility Manager.

4. Scope of Work

a. General Guidelines

i. The Contractor shall furnish all labor, equipment, and materials necessary to complete the maintenance of turf and plantings, as specified herein. It is the intent of PRTC that these sites be maintained in a resource-efficient, sustainable, and cost-effective manner.

ii. Maintenance shall consist of spring removal of old mulch, pruning, mowing, pest management, weed/insect/disease control, and any other procedures consistent with good horticultural practice necessary to ensure normal, vigorous, and healthy growth of turf and landscape plantings.

iii. All turf shall be mowed with professional quality turf-mowing equipment.

iv. Contractor is encouraged to use non-polluting devices like rakes and brooms when feasible. PRTC prefers that blowers and other power equipment are low-decibel, low-fossil fuel consumption, and low-emission models.

v. Contractor is encouraged to develop cultural practices which incorporate recycling of organic materials, such as leaves and grass clippings, and the use of recycled materials in its maintenance operations.

vi. Contractor shall visually inspect all landscape areas monthly from April through September to identify potential pest problems. Pest problems include insect, disease, and weed infestations. The presence of a pest does not necessarily mean there is a problem. Contractor shall keep written records of pests identified and areas where problems may be developing and review with the Facility Manager as needed.

vii. Control of Weeds: Contractor shall use cultural methods (mulch, proper pruning, etc.) to encourage plant health and growth and discourage weeds. Keep planter beds and tree wells free of weeds and debris on a rotational basis, weekly throughout the year by hand-pulling or other mechanical means. Entire site shall be weeded by hand or mechanical weeding methods that remove the roots every week. Ground covers are to be trimmed so they meet but do not grow over walkways or outside any of the planters.

viii. Noxious Weed Control

1. Noxious weed list can be found on the Virginia Department of

Agriculture and Consumer Services’ website:

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

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

3. Non-designated and weeds of concern shall be controlled with ongoing landscape management techniques.

b. Turf Maintenance

i. Turf Mowing

1. All turf shall be mowed with professional quality turf-mower equipment. Pricing assumes that bagging and removing clippings will be required only when excessive leaf debris is present, turf is too long to mulch, or when moisture conditions are too high to allow effective mulching without substantial clumping of turf debris.

2. Prior to each mowing, remove all litter and debris from lawn areas.

Formal turf areas shall be mowed per the schedule below and maintained at a height of no less than 3 ½ inches and no more than 4 ½ inches. Increase mowing height during the summer to reduce stress on the turf.

3. Alternate mowing direction where feasible every mowing. Maintain a uniform lawn height free from scalping, removing no more than 1/3 of vertical shoot growth per mowing.

4. Contractor is responsible for any damage incurred as a result of mower damage to trees and shrubs and must repair or replace any such damage at no cost to PRTC. Properly maintained tree wells are encouraged to minimize such damage.

5. Clippings will be swept or blown from hardscapes after each mowing.

Sweeping is encouraged when feasible.

ii. Turf Mowing Schedule

Month Number of Cuts March Pre-Emergents April Weekly May Weekly June Weekly July Weekly

IFB No. 024-002

August Weekly September Weekly

October Bi-Weekly November Bi-Weekly/Leaves

Note: The Base Contract price includes mowing approximately 28 times per the mowing schedule. Schedule of services is an average – some years may require more, some less; the Contractor must mow as many times as is needed to meet PRTC’s standards described herein. The Contractor will not bill PRTC extra in years when mowing is needs to be done more than 28 times, nor shall PRTC seek a credit from the Contractor in years when the number of mowing is less than 28 times.

iii. Turf Edging and Trimming

1. Mechanically trim all landscape turf edges once a month. Edges include all formal lawn perimeters and tree wells in lawn areas. In April, June and August, redefine all formal lawn edges with a mechanical blade-type edger or hand spade. Clean debris from hardscapes and non-turf landscape areas. Remove larger debris.

2. Trim all formal lawn areas that cannot be reached by a mower after each mowing. Areas to be trimmed include any lawn adjacent to poles, signs, bollards, trees, walls, and all other obstacles. Perform trimming to the same height as mowing. Clean debris from hardscapes and non-turf landscape areas. Remove larger debris.

3. Contractor shall trim around all guardrails every other mowing.

4. Contractor is responsible for any damage incurred as a result of trimmer or edger damage to trees and shrubs and must repair or replace any such damage at no cost to PRTC. Properly maintained tree wells are encouraged to minimize such damage.

iv. Fall Turf Care

1. Contractor shall implement a fall turf care program consistent with good horticultural practices necessary to ensure normal, vigorous, and healthy growth of turf and landscape plantings. Such fall care program shall include, but is not necessarily limited to, aeration, overseeding, compost top dressing, fertilizer, etc.

v. General Area Maintenance

1. Perennial Care

a. Grasses, Liriope and other perennials which have persisted through winter shall be cut back, if not previously done at the

IFB No. 024-002 beginning of winter, with debris removed from site. Broken, dead and brown tips on Junipers and any other plants shall be removed.

b. All plants, trees, shrubs, groundcover, perennials, grasses, etc., which are dead or dying are to be removed the first day they are noticed. Since plants show signs of stress and dying over a period of time, there may be a period of time in which the condition of plants is being evaluated.

c. When a plant, tree, shrub, groundcover, perennial, grass, etc. is removed, the hole is to be filled in to make it look neat.

Contractor shall replace the removed vegetation with like kind and size within two (2) weeks, or as soon as possible, if the time of year is inappropriate.

2. Leaf and Branch Removal

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

b. In autumn, leaf removal shall occur at each visit as needed to prevent smothering of turf and groundcovers and excessive clumping when mulch mowing. PRTC’s preference is that whenever safety and plant health are not compromised that leaves remain on-site and are incorporated into mulch under plantings. Remove leaves from site only as needed to maintain a neat appearance and the health of the planting.

3. Landscape Debris and Trash Removal

a. Remove biodegradable landscape debris (turf clippings [limited to only those times when mulch mowing is not possible], leaves, branches, dead plant material, etc.) to yard refuse recycling sites.

b. Remove all trash from landscaping beds and turf areas. The Contractor shall haul it away for appropriate disposal.

4. Mulch

a. In early spring, Contractor shall remove old mulch and replenish mulch to maintain a depth of no less than 2 ½ inches in all planting areas and tree wells. Established beds where plant foliage or groundcover completely covers the soil surface require no additional mulch. Keep mulch at least two (2) to three

(3) inches away from the crown of plants and trees. A light

IFB No. 024-002 mulching may be necessary in the summer to maintain at least two (2) to three (3) inches or to maintain appearance of planting beds and tree wells.

b. After leaf removal in fall, a light mulching is to be done in all landscaping to maintain the 2 ½ inches depth in all planting areas.

c. Mulch shall be professional quality shredded hardwood.

vi. Sprinkler System

1. The PRTC Transit Center grounds and the commuter lot have an underground sprinkler system. Since healthy vegetation growth is directly linked to watering, the Contractor will be responsible for all aspects of setting, maintaining, repairing, and recommending changes to improve performance of the sprinkler system. Unless otherwise stated below, sprinkler-related responsibilities will be included in the quoted monthly schedule of prices.

2. Sprinkler-related duties include:

a. Establish watering schedules based on planting type (grass, trees, plants, etc.), location, etc.; set the system and update, correct, and otherwise change as needed to maintain proper moisture levels.

b. Recommend changes to improve sprinkler system performance.

c. Perform preventive maintenance and system checks including, but not necessarily limited to:

4 Spring start-up 5 Mid-summer check-up 6 Winterizing the system

3. The Contractor is responsible for making sprinkler system repairs as needed. The Contractor shall provide recommendations for repair of damage (not caused by the Contractor, its employees, or subcontractors), replacement of worn-out parts, and agreed-upon system upgrades, along with pricing on a Task Order basis, to the Facility Manager.

vii. Quantico Terrace Apartments Landscape Management

1. The site surrounding the PRTC bus shelter located on the grounds of the Quantico Terrace Apartments, 19050 Fuller Heights Road, Triangle, IFB No. 024-002

Virginia 22172, shall be maintained for the areas designated in Figure 3, and as described below:

a. Weekly mowing, trimming, edging, turf trash and leaf removal, and blowing of hard surfaces in and around shelter area shall occur during the turf mowing schedule in Section 4.b.ii.

b. Mulching and weeding of existing landscape island, as needed.

5. Contractor’s Employees

a. Personnel employed by the Contractor shall be capable employees qualified in this type of work.

b. A fully qualified workforce shall be maintained throughout the period of this contract. All personnel shall receive close and continuing first-line supervision.

c. The Contractor’s supervisors shall be fully and adequately trained and have experience in lawn and landscaping supervision sufficient in scope to meet the approval of the Contract Manager.

d. The Contractor shall always employ the quantity and quality of supervision necessary for both effective and efficient management of lawn and landscaping operations.

e. Contractor shall be liable for any damages caused directly or indirectly by its employees and/or sub-contractors.

IV. GENERAL TERMS AND CONDITIONS

III.1 Bid and Contract Requirements

This IFB plus the resulting bid and contract shall be consistent with and governed by the Virginia Public Procurement Act, Va. Code §§ 2.2-4300 et seq. In the event of an inconsistency between the solicitation and the selection requirements set forth in this IFB versus those set forth in the Virginia Public Procurement Act, the inconsistency shall be resolved by giving precedence to the solicitation and selection requirements of the Virginia Public Procurement Act.

PRTC will provide a contract for execution by the Successful Contractor – a sample contract containing these provisions is included as Attachment F. Successful Contractors will not use their own standard contracts for this engagement.

III.2 Obligation of Prospective Contractor

By submitting a bid, the Prospective Contractor agrees that it has satisfied itself from a personal investigation of the conditions to be met, that the obligations herein are fully understood, and no claim may be made, nor will there be any right to cancellation or relief from the Contract because of any misunderstanding or lack of information.

III.3 Qualification of Offerors

The Prospective Contractor must demonstrate to the satisfaction of PRTC that it has the necessary experience, skilled personnel, and financial resources to perform the services required under this solicitation. Qualified contractors shall have substantial recent experience in providing similar services on a scale equal to or greater than what PRTC is requesting and meet the following requirements:

• Receive high praise from past clients for quality of work, timely delivery, and fair and equitable handling of change orders.

• Employ, or have the ability to hire, the necessary complement of personnel to complete all work in the specified time.

PRTC may make such reasonable investigations as deemed proper and necessary to determine the competency and financial stability of the Offeror to perform the contract. The Offeror shall furnish to PRTC such information and data for this purpose as may be requested. PRTC reserves the right to inspect the Prospective Contractor’s physical plant prior to award to satisfy questions regarding the Prospective Contractor’s capabilities.

If, after the investigation, the evidence of competency and financial stability is not satisfactory, in the sole opinion of PRTC, PRTC reserves the right to reject the bid.

III.4 Additional Information

PRTC reserves the right to ask any Prospective Contractor to clarify its offer.

IFB No. 024-002

III.5 Qualification Acceptance Period

The bid and any modification thereof shall be binding upon the Prospective Contractor for 90 calendar days following the bid due date. Any bid for which the Prospective Contractor shortens the acceptance period may be rejected. At the end of that time, the Prospective Contractor may retract its bid by giving written notice to PRTC.

III.6 Delays in Award

Delays in award of a contract, beyond the anticipated starting date, may result in a change in the contract period indicated in the solicitation. If this situation occurs, PRTC reserves the right to award a contract covering the period equal to or less than the initial term indicated in the solicitation.

III.7 Award for All or Part

Unless otherwise specified, PRTC may, if it is in the best interest of PRTC to do so, award all or part of the bid to any Prospective Contractor whose bid is the most responsible and responsive and whose bid meets the requirements and criteria set forth in the Request for Bid with respect to the items in question.

III.8 Rejection of Bids

PRTC expressly reserves the right to reject any or all bids or any part of a bid, and to re-solicit the services in question, if such action is deemed to be in PRTC’s best interest. PRTC will not compensate Offerors for the cost of bid preparation whether or not an award is consummated.

III.9 Single Bid

If a single conforming bid is received, a price and/or cost analysis of the Bid shall be made by PRTC. A price analysis is the process of examining and evaluating a prospective price without evaluation of the separate cost element. It should be recognized that a price analysis through comparison to other similar contracts should be based on an established or competitive price of the elements used in the comparison. The comparison shall be made to the cost of similar projects and involve similar specifications.

III.10 Inspection of Bids

The Virginia Freedom of Information Act, §§ 2.2-3700 et seq. shall govern the release of public records related to the Contract. Trade secrets or proprietary information related to procurement may not be subject to public disclosure, provided the requirements at Va. Code § 2.2-4342.F. are met.

III.11 Protest of Award

A Prospective Contractor who wants to protest an award or a decision to award a contract must submit the protest, in writing, to PRTC no later than 10 days after either the decision to award or the award, whichever occurs first. The protest must include the basis for the protest and the relief sought. Within 10 days after receipt of the protest, the Executive Director of PRTC will issue a written decision stating the reasons for the action taken. This decision is final. Further action, by a Prospective Contractor, may be taken by instituting action as provided by the Code of Virginia.

III.12 Protest Policy

PRTC policy and procedure for the administrative resolution of protest is set forth in §3.8 of the Public Procurement Policy and Procedures Manual (Procurement Manual). The Procurement Manual contains rules for the filing and administration of protests. The Contract Administrator shall furnish a copy of §3.8 upon request.

III.13 Debarment Status

The Commonwealth Transportation Board's Policy of Debarment, dated January 1, 1987, shall apply with the exception that the debarment period shall be for a period of up to thirty-six (36) months. By submitting a bid, the Prospective Contractor certifies that it is not currently debarred from submitting bids on contracts by any agency of the Commonwealth of Virginia, nor is an agent of any person or entity that is currently debarred from submitting bids or contracts by any agency of the Commonwealth of Virginia.

III.14 Anti-Discrimination

By submitting a bid, the Prospective Contractor certifies to PRTC that it will conform to the provisions of Title VI of the Federal Civil Rights Act of 1964, as amended; DOT regulations, “Nondiscrimination in Federally-Assisted Programs of the Department of Transportation” -- Effectuation of Title VI of the Civil Rights Act; the Virginia Fair Employment Act of 1975, as amended, where applicable; all requirements of Title VIII of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 20003, and 49 U.S.C. §4332 and any implementing requirements FTA may issue; the provisions of 49 U.S.C, § 5332, “Nondiscrimination in Federal Transit Programs,” which prohibits discrimination on the basis of race, color, creed, national origin, sex, or age, and prohibits discrimination in employment or business opportunity; and Va. Code § 2.2-4311 of the Virginia Public Procurement Act.

III.15 Insurance

PRTC will require the Contractor to purchase and maintain insurance coverage to the levels described in this section.

A description of the proposed insurance as specified below, including insurance carrier names and policy numbers, should be included in the Offeror’s technical bid. The cost of insurance should be shown by line of coverage.

A checklist of required insurance coverage is attached and identified as Insurance Checklist (Attachment E). Items marked “X” are required to be provided. If such insurance is incomplete, provide a letter from your insurance agent stating that the Offeror is eligible to obtain insurance to the prescribed limits should a Contractual offer be extended.

PRTC may require that insurance be raised due to change orders to this Contract and/or execution of “Options.” At no time shall the insurance coverage be less than required.

The Successful Contractor agrees to include the provisions of the foregoing clause in every subcontract or purchase order so that the provisions shall be binding upon each subcontractor or vendor.

In addition to the terms and provisions set forth above, the Successful Contractor shall be required to provide evidence of the minimum coverage described in Attachment E, Insurance Checklist.

No contract shall be finalized, and no work shall commence until PRTC’s insurance requirements are met. The Successful Contractor shall comply with the insurance requirements set forth in the following numbered paragraphs, plus the coverage and limits indicated on Attachment E, Insurance Checklist. Technical proposals must note any desired exceptions to the insurance coverage, which may include the submission of proposed alternatives.

a. The firm shall be responsible for its work and every part thereof, and for all materials, equipment, and property of any and all description used in connection therewith. The firm assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work.

b. The firm shall, during the continuance of all work under the contract provide and agree to maintain the following unless omitted from the attached “Insurance Checklist”:

i. Workers’ Compensation and Employers’ Liability insurance under the Commonwealth of Virginia statutory requirements, to protect the firm from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

ii. General Liability insurance in the amount prescribed by PRTC, to protect the Contractor, its subcontractors, and the interest of PRTC, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability insurance shall also include the Broad Form General Liability endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required. Completed Operations Liability coverage shall continue in force for one year after completion of work.

iii. Automobile Liability insurance, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Successful Contractor. In addition, IFB No. 024-002 all mobile equipment used by the Successful Contractor in connection with the contracted work, shall be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

c. Liability insurance may be arranged by General Liability and automobile Liability policies for the full limits required, or by a combination of underlying Liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

d. The Successful Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best’s Key Rating of at least A: VI.

e. The Successful Contractor will provide an original, signed Certificate of Insurance, showing PRTC as an additional insured, evidencing such insurance and such endorsements as prescribed herein, and shall have it filed with the PRTC Executive Director before a contract is executed and any work is started.

f. The Successful Contractor will secure and maintain all insurance policies of its subcontractors, which shall be made available to PRTC on demand.

g. The Successful Contractor will provide on demand, certified copies of all insurance coverage on behalf of the Contract within ten (10) business days of demand by PRTC. These certified copies shall be sent to PRTC from the Contractor’s insurance agent or representative.

h. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 30-day written notice to the PRTC Executive Director. The Successful Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the PRTC Executive Director.

i. Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the Successful Contractor fail to provide acceptable evidence of current insurance within five days of written notice at any time during the Contract term, PRTC shall have the absolute right to terminate the Contract without any further obligation to the Successful Contractor, and the Successful Contractor shall be liable to PRTC for the entire additional cost of procuring the incomplete portion of the Contract at time of termination.

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

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

IFB No. 024-002

l. Nothing contained herein shall be construed as creating any contractual relationship between the subcontractor and PRTC. The Successful Contractor shall be as fully responsible to PRTC for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

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

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

o. If the Successful Contractor does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the PRTC Executive Director, may be considered.

p. PRTC shall be named an additional insured in the General Liability policies and stated so on the Certificate.

V. INSTRUCTIONS TO BIDDERS

V.1. General

The following general information is provided all bidders to facilitate the preparation of suitable bids for the goods or services identified in this IFB, and the requirements set forth shall be binding on all bidders.

Bids must be based on the entire bid set and nothing else, and bidders are expected to take into consideration that the bid set, including any contract which is a part of the Invitation, will constitute the terms of the bargain between PRTC and the successful bidder. Where a contract is provided, it is intended that it shall incorporate the terms and conditions of the bid, rendering further reference to the bid set unnecessary.

PRTC is not at liberty to change the terms of the bargain after the opening of bids. Where questions and discussions prior to bid opening disclose a need for additional information or amendments, appropriate addenda to the IFB will be prepared and distributed so that all bidders will be offering price quotes based on the same information and specifications.

The PRTC Executive Director may extend the date and time for opening of bids if he believes it is necessary.

V.2 Bid Format

One (1) copy of the Bid Submission Package including the required forms must be returned.

The Bid Submission Package should include the following:

a. Title Page – show the name of the Bidder’s firm, local address, telephone number, name of contact person and date.

b. Letter of Transmittal summarizing the bid and noting exceptions (if any).

c. A written statement giving the name and address of all proposed subcontractors, the portion of the work and materials which the proposed subcontractors are to perform and any other information which indicates the proposed subcontractors have the necessary facilities, skills, integrity, past experience and financial resources to perform the work.

d. Required Bid Submission Forms as listed below:

1. Price Schedule (Attachment B)

2. Reference Form (Attachment C)

3. IFB Submission Form (Attachment D)

IFB No. 024-002

4. Insurance Checklist, including Offeror and Insurance Agent Statement (Attachment E)

Additionally, Bidders may submit other materials describing their company, qualifications, etc.

Bids shall be submitted in a sealed package which clearly identifies the Project or procurement name, the name of the bidder, the due date and time of the bid opening and plainly states that the bid is not to be opened until bid opening. The bidder assumes the risk that an envelope not properly marked will be mistakenly opened, and thus may be rendered ineligible for consideration. The PRTC Executive Director or his representative(s) shall not be responsible for the premature opening of a bid not properly addressed and identified as specified herein.

V.3 Completeness

All information required by the IFB must be supplied in order for the bid to be considered complete. Inadequate information may require disqualification of the bid. Bids cannot ordinarily be modified after they are opened. Any modifications not expressly provided for in the Invitation may require rejection of the bid.

V.4 Net Prices

Bid prices, unless otherwise specified, must be net, including transportation and handling charges fully prepaid by the contractor to destination, and subject only to any discount for prompt payment that may be provided in this Invitation.

V.5 Tax Exemption

PRTC is exempt from the payment of any Federal excise or any Virginia sales tax.

However, when under established trade practice any Federal excise tax is included in the list price, the bidder may quote the list price and shall show separately the amount of Federal tax, as a flat sum, which shall be deducted by PRTC.

V.6 Only Authorized Parties to Sign

Each bid, and any contract, must be signed by a person authorized to bind the bidder to a valid Contract with PRTC. The PRTC Executive Director may require that any bidder submit powers of attorney or other appropriate documentation showing the authority of the signature to act on the Contractor’s behalf. If, whether such proof of agency has been demanded or not, it later appears that the signatory was not authorized to act, PRTC may declare the Contract void if it is in its best interests to do so.

IFB No. 024-002

V.7 Time for Submission of Bids

Written sealed bids for the goods or services identified must be submitted not later than the date and time set forth elsewhere in this IFB.

V.8 Return of Bid Package

If a prospective Bidder is unable to submit a bid in response to this IFB, the bidder should return the IFB with a statement as to why the bidder is unable to bid. Because of the large number of firms listed on PRTC’s qualified list of bidders, it is necessary to delete from these lists the names of those persons, firms or corporations who fail to respond after having been invited to bid on three successive solicitations. Furthermore, PRTC is interested in learning whether problems with the bid process have discouraged responses.

V.9 Bidders Present

Contents of bids (price schedule) will be made public at the time fixed for the opening of bids.

Bidders are strongly encouraged to attend all openings, and to offer constructive suggestions for improvements to bid procedures, format, or other matters.

V.10 Evaluation of Bids

Bids shall be evaluated on the basis of those requirements which are set forth in the IFB, the Specifications, and the requirements of these General Provisions, any Special Provisions, and the Virginia Public Procurement Act. Bids shall be awarded to the lowest responsive and responsible bidder as set forth in Va. Code § 2.2-4318.

V.11 Competency of Bidder

No bid will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears, or is in default to PRTC upon any debt or contract, or that has defaulted as surety or otherwise upon any obligation to PRTC. The bidder, if requested, must present within forty-eight

(48) hours evidence satisfactory to the PRTC Executive Director of performance ability, and possession of necessary facilities, pecuniary resources, and adequate insurance to comply with the terms of these Specifications and contract documents.

V.12 Waiver of Informalities or Irregularities

The PRTC Executive Director is authorized to waive any irregularity or informality in any bid;

provided, however, bids or amendments which are received after the time specified for the opening of bids will be neither opened nor considered.

IFB No. 024-002

V.13 Withdrawals of Bids

Withdrawal of bids is strictly governed by Va. Code § 2.2-4330. If a bid may be lawfully withdrawn under that section, notice of withdrawal must be provided in writing within two (2) business days after the bid opening.

V.14 One Responsive and Responsible Bid

When only one responsive and responsible bid is received, the IFB may be cancelled and items rebid, unless the PRTC Executive Director determines the price bid is reasonable and in the best interests of PRTC, on the basis of price comparison, value analysis, prior price history, an engineering estimate, or other method which establishes the reasonableness of the price bid.

When the PRTC Executive Director personally determines that the above methods of establishing price reasonableness are not feasible, he may enter into negotiations with the single responsible and responsive bidder. Such negotiations shall consist of detailed discussions with regard to the cost of labor, materials, overhead and profit. The PRTC Executive Director shall establish a detailed cost/price objective that he determines to be in the best interest of PRTC, prior to the initiation of negotiations.

Any bidder who is a party to such negotiations shall be required to certify that its price proposal is complete, current, and accurate prior to the initiation of such negotiations.

A record of negotiations shall be prepared upon the completion thereof, which shall detail the most significant considerations which resulted in the agreed upon Contract price.

V.15 Cancellation of the Invitation for Bid

Virginia Code § 2.2-4319, permits the PRTC Executive Director to cancel any solicitation if it is in the best interest of PRTC to do so.

Bids received at PRTC after the date and time prescribed will not be considered for Contract award and will be returned to the Offeror. The names of the Offerors submitting bids will be available after the bid closing time and date.

VI. ATTACHMENTS

ATTACHMENT A - SITE MAP DRAWINGS & LANDSCAPE

PLANS

ATTACHMENT B – PRICE SCHEDULE

ATTACHMENT C - REFERENCE FORM

ATTACHMENT D - IFB SUBMISSION FORM

ATTACHMENT E - INSURANCE CHECKLIST

ATTACHMENT F - SAMPLE CONTRACT

PRTC Transit Center – 14700 Potomac Mills Road, Woodbridge, VA 22192

(FIGURE 1)

PLANT/TREE CHART

PRTC Transit Center – 14700 Potomac Mills Road, Woodbridge, VA 22192

Color Area Plants, Trees, Etc.

Blue

Rose Glow Barberry, Abelia, Viburnum, Crepe Myrtle, Red Chokeberry, Arrowwood Viburnum, Green Spire Linden, Red Maple, Pin Oak, White Pine, Dogwood, Kwanzan Cherry, Redbud, Red Oak, American Holly

Orange Liriope Spicata, Rose, Juniper, Blue Pacific Juniper, Little Princess Spirea, Kwanzan Cherry

Green Rose Glow Barberry, Blue Pacific Juniper, Helleri Holly, Pansy, Begonia, Crepe Myrtle, Downy Serviceberry, White Pine, Pin Oak, Green Spire Linden, Red Maple, Dogwood, Redbud, Black Pine, Red Sunset Maple

Yellow Cotoneaster, Abelia, Liriope Spicata, Kwanzan Cherry, Black Pine

Red Crepe Myrtle, Forsythia, Red Maple, Black Pine, Pin Oak, Little-Leaf Linden

Light Green White Pine

Brown (Interior Bus Yard Area – Note: this service is optional)

Forsythia, Crepe Myrtle, Red Chokeberry, Arrowwood Viburnum, Pine, Maple, Downy Serviceberry, Red Oak, American Holly, Dogwood, Sweet Bay Magnolia, Little-Leaf Linden

PRTC Commuter Lot Landscape Plan

(FIGURE 2)

Quantico Terrace Apartments - 19050 Fuller Heights Road, Triangle, VA 22172

(FIGURE 3)

Areas to maintain are in Yellow

PRTC Maintenance and Operations Facility – Landscape Plan 7850 Doane Drive, Manassas, VA 20109

(FIGURE 4)

PRTC Maintenance and Operations Facility – Landscape Plan 7850 Doane Drive, Manassas, VA 20109

(FIGURE 5)

ATTACHMENT B

PRICE SCHEDULE

Pricing shall be based on services outlined in the SOW per location, per month.

Print Name of Authorized Official: ______________________________

Signature of Authorized Official: ______________________________

Title of Authorized Official: __________________________________

Date: ____________________

BASE YEAR

CONTRACT LINE-

ITEM NO.

ITEM DESCRIPTION

QUANTITY

(per month)

UNIT PRICE TOTAL

PRICE

001 Transit Center 1

002 Commuter Lot 1

003 Quantico Terrace Apartments 1

004 Western Operations Facility 1

BASE YEAR NOT-TO-EXCEED GRAND TOTAL

IFB No. 024-002

ATTACHMENT B (continued)

OPTION YEAR ONE (1)

ITEM NO.

ITEM DESCRIPTION QUANTITY

(per month)

UNIT PRICE TOTAL PRICE

001 Transit Center 1

002 Commuter Lot 1

003 Quantico Terrace Apartments 1

004 Western Operations Facility 1

OPTION YEAR ONE NOT-TO-EXCEED GRAND TOTAL

IFB No. 024-002

OPTION YEAR TWO (2)

ITEM NO.

ITEM DESCRIPTION QUANTITY

(per month)

UNIT PRICE TOTAL

PRICE

001 Transit Center 1

002 Commuter Lot 1

003 Quantico Terrace Apartments 1

004 Western Operations Facility 1

OPTION YEAR TWO NOT-TO-EXCEED GRAND TOTAL

IFB No. 024-002

OPTION YEAR THREE (3)

ITEM NO.

ITEM DESCRIPTION QUANTITY

(per month)

UNIT PRICE TOTAL

PRICE

001 Transit Center 1

002 Commuter Lot 1

003 Quantico Terrace Apartments 1

004 Western Operations Facility 1

OPTION YEAR THREE NOT-TO-EXCEED GRAND TOTAL

IFB No. 024-002

OPTION YEAR FOUR (4)

ITEM NO.

ITEM…