Quick Quote BAAF Air Field Grass Maintenance 2024.pdf

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF MILITARY AFFAIRS

DIRECTORATE OF PUBLIC WORKS

234 Rives Rd., Ft. Barfoot

Blackstone, VA 23824

QUICK QUOTE (UNSEALED BID)

SET-ASIDE FOR SMALL BUSINESS ENHANCEMENT AWARD PRIORITY

Issue Date: May 3, 2024

Title: BAAF Air Field Grass Maintenance 2024

Commodity Code: 98836 Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimming, etc.

Please note: Requested supporting documentation that is not submitted electronically, or not attached to your Quick Quote response in eVA, must be received by the Procurement Unit no later than May 17, 2024 at 10:00 AM in order for your bid to be responsive.

Responses should be submitted via the eVA procurement portal Quick Quote.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Project: BAAF Air Field Grass Maintenance 2024

Prebid: Mandatory Attendance to Bid Project

Date of Prebid: May 9, 2024 @ 10:00am

Where: Blackstone Army Air Field

Address for Prebid: Dominy Corner Road, Blackstone Va.

Project Duration: June – September 2024

Estimated number of cuts: 4

Scope of Work:

The project is described as performing all grass maintenance services for the BAAF Air Field located in Blackstone, Va. Monthly mowing of approximately 620 acres from grass heights from 5” – 8” inches in length. Work will consist of grass maintenance at 5” inch height for a distance of not less than 500’ feet from all points of the existing runway, taxiway, ramps, and 1000’ from the ends of runway.

All other areas can be at a height from 8” to not more than 14” inch grass height and performed by tractor if desired.

Note 1: From edge of runway to extend 15’ beyond runway lights shall be cut with equipment to establish lawn height grass to better assist with visibility and maintenance. Any debris, grass, rocks, fluids, etc.. shall be removed from runway and taxiway by contractor during any cutting events that result in the same being present after execution.

Close trimming (Weed Eating) shall be performed at all lights and signs along runway and taxi ways, sign posts, manhole covers, valve boxes, fire hydrants, telephone pedestals, utility poles, guardrails, security fencing, windsocks, etc…

All debris shall be cleaned up and removed daily.

Note 2: All OSHA / BAAF Airfield safety regulations shall apply.

Note 3: In case of any weather-related activity hindering any operations, the project duration could be subject to adjustment.

Thank you for your interest in the project.

Point of Contact: Ronnie Mason (434) 292-9194 & Eddie Lewis (434) 480-9873

I. SPECIAL TERMS AND CONDITIONS

1. AUDIT

2. AWARD OF CONTRACT

3. eVA ORDERS AND CONTRACTS

4. BID ACCEPTANCE PERIOD

5. BID PRICES

6. DELIVERY

7. PREBID/PREPROPOSAL CONFERENCE - MANDATORY

1. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2. AWARD: The Commonwealth will make the award(s) on a Grand Total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern.

If cash discount for prompt payment is offered, it must be clearly shown in the space provided.

Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

3. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov.

Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

4. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 60 days.

At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

5. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

6. DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the bidder. The Agency requires the bidder to deliver within a reasonable time after ARO. If the bidder does not insert a stated delivery time in the blank below, the bidder will be deemed to offer delivery in accordance with the Agency’s desired delivery time as stated below:

Agency’s desired delivered time: 30 calendar days ARO

BIDDER’S STATED DELIVERY TIME: ____ CALENDAR DAYS ARO

It shall be the responsibility of the contractor to make all arrangements for delivery and unloading of equipment. Contractor shall check with the owner and make necessary arrangements for delivery.

7. PREBID/PREPROPOSAL CONFERENCE - MANDATORY:

A mandatory prebid conference will be at 10:00AM on May 9, 2024 at the Blackstone Army

Airfield located at Dominy Corner Road, Blackstone, VA 23824.

The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all bidders having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a bid. Bids will only be accepted from those bidders who are represented at this prebid conference. No one will be admitted after 10:00AM.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Department of Military Affairs

EMS Language for Federal and State VAARNG Contracts

The Agency has implemented an Environmental Management System (eMS), in accordance with US Army Regulation 200-1, Executive Order 13990 and Code of Virginia 10.1-1187.1, to guide its operations in an environmentally sound manner. The Agency is and will continue to be a leader in protecting the environment. The Agency has implemented and is maintaining an eMS to ensure continuity of environmental protection while maintaining and enhancing mission readiness. The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the eMS. Contractors shall refer to the Virginia National Guard website at http://vaguard.dodlive.mil/environmental-programs/ to read and understand the eMS policy. In addition, the Contractor shall ensure that its employees and subcontractors are aware of the roles and responsibilities identified by the eMS and how these requirements affect the work performed under this contract. If the services supplied have the potential to cause negative environmental impacts, the Contractor is responsible to develop and implement steps to prevent the potential event. In the event an environmental nonconformance or noncompliance associated with the contracted service is identified, the Contractor is responsible to take corrective action immediately. Contractors are liable for any enforcement actions, fines, and/or penalties resulting from their failure to comply with applicable environmental requirements.

All invoices are required to provide the following details:

1. Vendor Name

2. Vendor Address

3. Vendor Phone Number

4. Point of Contact (i.e., salesperson name)

5. Invoice Date

6. Invoice Number

7. Contract #, if applicable (i.e., eVA #)

8. Order Date

9. Individual who ordered service, if applicable

10. Job # (i.e., work order #)

11. Complete Address of Job Location

12. Date of Service

13. Payment Terms (i.e., net 30)

14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)

15. Total Amount Owed http://vaguard.dodlive.mil/environmental-programs/