Leaf Season Mulch Technical Specifications - final v2_Fillable PDF.pdf

TECHNICAL SPECIFICATIONS

1. SCOPE OF WORK:

The Fairfax County Department of Public Works and Environmental Services (DPWES), Solid

Waste Management Program (SWMP), requires a contractor to process leaves collected through the County’s vacuum leaf collection program into mulch.

The Contractor shall provide all labor, supervision, equipment, materials, and other resources necessary to process the leaves into mulch at Pine Ridge Park, 3401 Woodburn Road, Annandale, Virginia 22003. The Contractor shall also push, stockpile as necessary, and load the processed material into 48-foot walking-floor tractor trailers for transport (See Attachment

1).

All services shall be performed in accordance with the specifications, deadlines, and operational requirements set forth herein.

Questions regarding these Technical Specifications shall be directed to Gregory Johnson at

571-474-7955 or gregory.johnson@fairfaxcounty.gov.

2. SPECIFICATIONS:

2.1 Leaf Mulching Operations (Minimum Grinder Capacity/Production Rate)

• The Contractor shall provide a commercial-grade horizontal grinder, minimum 4000 Series or equivalent, suitable for processing vacuum-collected leaf material and incidental small woody debris.

• The grinder shall be capable of sustaining a minimum processing rate of 35 tons per hour of loose, vacuum-collected leaves under typical field conditions without chronic clogging, overheating, or excessive downtime.

• The Contractor shall provide a midsize rubber-tired loader, John Deere 444 Series, Caterpillar equivalent, or larger, equipped with an extended-reach arm and tilt bucket. The loader shall be capable of safely loading 48-foot walking-floor tractor trailers from the side, including trailers up to 13 feet 6 inches in height.

• The grinder shall have sufficient engine power, 450 horsepower (HP) class or equivalent, to maintain the required minimum processing rate.

• The Contractor shall screen or otherwise process the leaf material as necessary to produce a finished mulched product with a maximum particle size of approximately four (4) inches.

The Contractor may accomplish the required particle-size control through the grinder’s screening system, reprocessing of oversized material, or other suitable processing methods.

Any oversized material shall be reprocessed or otherwise managed as directed by SWMP.

A separate standalone screening unit is not required, provided the Contractor’s proposed equipment and processing method consistently produce material meeting the specified finished-product requirements.

2.2 Mulched Leaf Loading Operations

• The Contractor shall provide a minimum of one (1) qualified grinder operator and one (1) qualified rubber-tire loader operator for all grinding, pushing, feeding, and loading operations.

mailto:gregory.johnson@fairfaxcounty.gov

• The Contractor shall maintain and manage the designated work area at Pine Ridge Park, including the leaf material staged for grinding and loading.

• The Contractor shall keep the work area orderly and maintain the leaf material in a manner that supports safe and efficient grinding and loading operations.

• The Contractor shall maintain sufficient staffing levels to sustain the required minimum grinder production rate and meet all specified operational requirements and completion deadlines.

2.3 Estimated Annual Volume

• The estimated annual volume of loose leaves to be processed is 20,000 cubic yards.

• The County does not guarantee a minimum or maximum volume; actual volumes are subject to weather conditions, collection rates, and operational needs.

• Contractors must base their proposed rates and equipment on the capability to process peak volumes, not just average daily loads.

2.4 Location and Mobilization Requirements

• Primary Staging and Processing Site: Pine Ridge Park, 3401 Woodburn Road, Annandale, VA 22003.

• Alternate Staging and Processing Site: Wakefield Park, 8100 Braddock Road, Annandale, VA 22003.

• Additional or Alternate Sites: The County reserves the right to designate additional or alternate staging and processing sites within Fairfax County as operational needs dictate.

• The Contractor shall mobilize all required equipment and personnel to any additional or alternate site designated by the County within 48 hours (2 days) of written notice from the

County. The hourly rate shall include the movement within Fairfax County, and no additional compensation will be paid.

2.5 Leaf Season Operating Period

• Operating Period: For the current leaf season, operations are anticipated to occur from

November 2, 2026 through January 29, 2027. The leaf season generally consists of an approximately three-month operating period.

• Work Days: Monday through Friday, excluding Fairfax County-observed holidays. The

Contractor will not be required to perform services on County-observed holidays unless otherwise mutually agreed upon by the Contractor and SWMP.

• Work Hours: 9:00 a.m. to 5:00 p.m., unless otherwise authorized in writing by SWMP.

2.6 Material Handling and Loading Requirements

• Push and consolidate incoming leaf piles as they are delivered to maintain orderly stockpiles and safe access to the staging and processing areas.

• Feed leaf material into the grinder as necessary to maintain continuous grinding operations and the required processing rate.

• Load ground/mulched leaf material into:

o County-provided 48-foot walking-floor tractor trailers; and/or o Other County-designated transport vehicles or containers.

2.7 Equipment Availability and Backup Requirements

• The Contractor shall maintain backup equipment for both the horizontal grinder and rubber-tired loader throughout the leaf season operating period.

• The backup grinder shall be of equal or greater processing capacity than the primary grinder and shall be available for mobilization to the designated work site in the event of equipment failure or extended downtime.

• The backup rubber-tire loader shall meet or exceed the minimum equipment requirements specified herein and shall be available for mobilization to the designated work site in the event of equipment failure or extended downtime.

• In the event of a primary grinder or loader failure, the Contractor shall mobilize and place the appropriate backup equipment into operation within 24 hours of the equipment becoming unavailable.

2.8 Relevant Experience and References

• The bidder shall provide a minimum of three references demonstrating experience performing comparable services within the past five (5) years. References shall include the customer name, description of services, approximate annual volume, period of performance, contact name, telephone number, and email address.

• The County may verify the information provided in determining bidder responsibility.

2.9 Pre-Award Site Visit and Operational Verification

• Prior to award, the County may require the apparent low bidder to participate in an on-site visit at the designated processing location.

3. General Requirements and Conditions

• Leaf Material Characteristics: Material will consist primarily of loose, vacuum-collected leaves from residential curbside collection. Moisture content may vary and may be high following rain or snow events, resulting in variable bulk density, clumping, and other conditions that may affect grinding efficiency and loading operations. The Contractor shall provide equipment and staffing sufficient to maintain the required processing rate under these conditions.

• Finished Material: Ground/mulched leaf material shall be processed to a maximum particle size of 4 inches and shall have a texture suitable for reuse in composting, soil enrichment, or similar applications.

• Oversized Material: Material exceeding the specified maximum particle size shall be reprocessed or otherwise managed in a manner approved by SWMP.

4. PRICING:

Bid shall include all charges that may be imposed in fulfilling the Technical Specifications in this solicitation:

1. Leaf Processing and Loading Services: Pricing shall be provided as an hourly, fully inclusive rate for all services required under these specifications, including mobilization, labor, supervision, equipment, fuel, maintenance, pushing, stockpiling, grinding, visual screening of leaves, processing, reprocessing, and loading of processed material into County-provided trailers or other County-designated transport vehicles.

No separate charges for mobilization, equipment, operators, fuel, standby, setup, or demobilization will be permitted.

5. BID EVALUATION/AWARD:

Award will be made to the lowest responsive and responsible bidder whose bid meets the requirements and specifications of this solicitation. NIGP Code 96826. See attached Fairfax

County Quick Quote Terms and Conditions.

6. PRICING SCHEDULE:

Item

No.

Item Description UOM

Estimated

Hours Unit Price

Extended

Price

1. Leaf Processing and Loading Services Hours 320 $_________ $_________

*The estimated quantity of 320 hours is provided for bid evaluation purposes only and does not constitute a guarantee of hours, volume, or expenditure. Actual hours will vary based on material volume, operating conditions, weather, and County requirements.

*No additional charges will be allowed after the award

7. CONTACT FOR ADMINISTRATION:

Name: ______________________________________________________________________________

Address: (Office)______________________________________________________________________

Telephone/Fax: (Office) ________________________________________________________________

E-Mail: ____________________________________________________________________________

8. CONTACT FOR OPERATIONS:

Name: ______________________________________________________________________________

Telephone/Fax: (Office) ________________________________________________________________

E-Mail: ____________________________________________________________________________

Attachment 1

48—Foot Trailer

References: Indicate below a listing of at least three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods in the last five (5) years. Include the length of service and the name, address, and telephone number of the point of contact.

A. Company:_____________________________ Contact: __________________________

Phone:(_____)_____________ Email:_________________________________________

Goods/Services Provided: _________________________________________________

Dates of Service: ___________________________$ Value: _____________________

B. Company___________________________ Contact: ____________________________

Goods/Services Provided:________________________________________________

C. Company:________________________ Contact: ______________________________

Goods/Services Provided:___________________________________________________

Vendor shall list below all equipment intended for use in performing the services required in this

Quick Quote.

MAKE MODEL DESCRIPTION

FAIRFAX COUNTY QUICK QUOTE TERMS AND CONDITIONS

These terms and conditions are applied to your response and incorporated by reference in the Fairfax County purchase order (to include p-card orders), unless otherwise modified in writing on the purchase order.

1. APPLICABLE LAWS: This order is subject to the laws of the Commonwealth of Virginia and the Fairfax County Purchasing

Resolution. The Fairfax County General Terms and Conditions are applicable to this order http://www.fairfaxcounty.gov/dpsm/pdf/generalconditions.pdf.

2. QUOTATION LIMITATION: Bidders shall offer only ONE ITEM AND PRICE for each line item bid. No alternatives will be accepted, unless requested by the County. If an "or equal" item is to be bid, the bidder must select the brand and model that meets or exceeds the specified item and submit their bid for that item. A discount price offered for a quantity purchase of the same manufacturer and model would not be considered a limitation; however, only the unit price requested will be considered in award.

3. PRODUCT INFORMATION: The bidder is responsible for clearly and specifically identifying the product being offered and enclosing complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the County to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered non-responsive.

4. BID EVALUATION/CONTRACT AWARD: All items listed in this solicitation will be awarded to the lowest responsive responsible bidder meeting specifications. The County reserves the right to award the contract in the aggregate, by line item, by section or by manufacturer, based on the best interest of the County.

5. METHOD OF ORDERING: The County may use two (2) different methods of placing orders from the final contract: Purchase Orders (PO’s) and approved County procurement cards. A Purchase Order (PO) may be issued to the Contractor on behalf of the County agency ordering the items/services covered under this contract. An issued PO will become part of the resulting contract. The purchase order indicates that sufficient funds have been obligated as required by Title 15.2-1238 of the Code of the Commonwealth of Virginia. Procurement Card orders and payments may also be made by the use of a Fairfax County or Fairfax County Public Schools “Procurement” Card. Regardless of the method of ordering used, solely the contract and any modification determine performance time and dates. Performance under this contract is not to begin until receipt of the purchase order, Procurement Card order, or other notification to proceed by the County Purchasing Agent and/or County.

6. DELIVERY DATE: Shipment must be made by date specified. Please advise Contact on purchase order if shipment cannot be made as specified.

7. PACKING SLIP: A packing list or delivery ticket must be furnished with each shipment indicating the Purchase Order number (or other order reference), vendor name, item description, quantity ordered, and quantity shipped.

8. CHANGES IN PURCHASE ORDER: No changes or substitutions may be made in any of the provisions of this order without prior approval of the Contact on purchase order. If approved, a Change Order will then be issued.

9. PRICES / PROMPT PAYMENT: In the absence of other contractual terms, payment shall be due 30 days after receipt of properly completed invoice, or acceptance of materials or services, whichever is later. If a discount for prompt payment is allowed, the discount period will begin on the date of receipt of a properly completed invoice, or acceptance of materials or services, whichever is later.

10. TAXES: Fairfax County is exempt from and will not pay Federal Excise Tax, Transportation Tax, or the Commonwealth of Virginia Sales and Use Tax. Federal Excise Tax Exemption Number is 0003018644. The Commonwealth of Virginia Sales and Use Tax Certificate may be obtained by calling 703-324-3206.

11. INVOICES / PAYMENTS:

a. Vendor will render invoices as per specific instructions in this order. Purchase Order number (PO number) issued by the County must be referenced on all invoices, packages or correspondence.

b. Each Purchase Order must be invoiced separately.

c. Address inquiries concerning the payment of invoices to:

1. For Public School Invoices / Payments – contact: Department of Financial Services, 571-423-3636.

2. For County Department Invoices / Payments – contact: Department of Finance, 703-324-2530.

12. CONTRACTUAL DISPUTES: Any dispute concerning a question of fact as a result of this contract which is not disposed of by agreement shall be decided by the County Purchasing Agent, in accordance with Article 4, Section 5 of the Fairfax County Purchasing Resolution.

13. INDEMNITY: Contractor shall indemnify, keep and save harmless the County, its agents, officials, employees and volunteers against any claims, damages, and actions of any kind or nature, whether at law or in equity, which may otherwise accrue against the County in consequence of the granting of a contract or which may otherwise result therefrom, if it shall be determined that the act was caused through negligence or error, or omission of the Contractor or his or her employees, or that of the subcontractor or his or her employees, if any; and the Contractor shall, at his or her own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith; and if any judgment shall be rendered against the County in any such action, the Contractor shall, at his or her own expense, satisfy and discharge the same.

http://www.fairfaxcounty.gov/dpsm/pdf/generalconditions.pdf

FAIRFAX COUNTY QUICK QUOTE TERMS AND CONDITIONS

14. INSURANCE: In the absence of other contractual terms, for work performed on Fairfax County owned or leased facilities or property, the Contractor shall maintain at a minimum, the following insurance coverages: Worker's Compensation - statutory requirements and benefits; Employer's Liability - $100,000; Commercial General Liability - $1,000,000 combined single limit; Automobile Liability - $1,000,000 combined single limit.

15. NONDISCRIMINATION: Vendors must comply with the employment non-discrimination provisions of the Fairfax County Purchasing Resolution, Article 2, Section 4. C.

16. AUDIT BY THE COUNTY: The County or its agent shall have access to and the right to examine any books, documents, papers, and records of the contractor involving transactions related to the contract or compliance with any clauses thereunder, for a period of three (3) years after final payment. These same provisions included in all related subcontracts.

17. IMMIGRATION REFORM AND CONTROL ACT COMPLIANCE: The contractor shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the Immigration Reform and Control Act of 1986.

11. INVOICES / PAYMENTS: