Quick Quote: James Madison University Invasive Species Control

Scope of Work and Requirements

Summary:

The Virginia Department of Forestry is looking for a contractor who has working experience and knowledge in performing per-harvest invasive species control on approximately 23 acres (estimated to treat) in Rockingham County, VA.

Work description:

Contractor shall furnish all labor, materials, equipment, tools, transportation, supervision and supplies required to perform Invasive Species control (mainly Ailanthus) on lands owned by the James Madison University in Rockingham County, Virginia, being managed by the Commonwealth of Virginia – Department of Forestry through the State-Owned Lands Program. No materials or labor furnished by the State unless specifically identified in the “State Furnished Property Clause”. The address of the farm where the Stand is to be sprayed is 8309 Alumnae Drive, Port Republic VA. 24471.

The Area (Stand A – map attached) contains various sizes and spots of Ailanthus throughout the stand and wish to treat those areas with a directed foliar spray, hack & squirt and / or basal bark application.

Composition of the stand consist of mature planted Loblolly Pine, White Pine and some various natural hardwoods. Other invasives consist of Japanese Honeysuckle which we also would like to treat.

* Contractor shall provide notification to DOF/JMU at least three business days prior to start of work.

* All work to be completed by October 15, 2026

TECHNICAL SPECIFICATIONS

Pre-harvest Invasive Species Control:

For Preharvest Invasive Species Control of Ailanthus – Basal Bark & Hack-n-squirt: Two methods that you could use to treat Ailanthus are hack and squirt or basal bark spray. If using the hack and squirt method, make a 45 Degree cut into the cambium of the tree. Once cut, take concentrated herbicide with an active ingredient such as glyphosate or triclopyr mixed with dye in a spray bottle and put 1-2 squirts in the cut. Recommend roughly 1 cut per diameter of the stem with an inch spacing per cut.

For Basal Bark - Starting at root collar and spray upward 12-18” around the entire circumference of the stem.

Perform when temperatures are between 20- and 80-degrees F.

The other treatment method is basal bark spray. A mix triclopyr ~20% with ~80% basal oil and apply that on the lower 12 inches of the trunk of the tree. You could use a backpack spray or a hand sprayer for application.

For Honeysuckle & Ailanthus treatment by foliar - A foliar application in late fall is the best method to kill

it. Honeysuckle is evergreen that typically stays green later than other natives, so if applying in the late fall you have less risk of harming non-target species that are on or near the intended target plant.

It should be sprayed prior to freezing temperatures. You can typically use glyphosate at a 2-3% concentration or triclopyr at 2-5% concentration

Apply to plants when they are healthy and actively growing. Take care not to damage non-target vegetation.

Do not apply to plants taller than 6 feet. Spray vegetation to get wet but not to the point of runoff.

Resource Protection

Stream, Lake and Reservoir Pollution Prevention

The contractor shall take sufficient precautions to prevent pollution of lakes and streams by fuels, oils and other harmful materials. All streams will be kept free of all contractors generated debris.

Access

The contractor will protect all trails, roads, ditches, fences and other improvements in the project area.

Roads and trails will be kept free of logs, slash, and debris.

Any road or trail used by the contractor that is damaged by his operation will be promptly repaired by him. Access guidelines will be provided. Access into areas requires walking.

Protection of Trees and Grass areas being mowed

Areas being mowed by the facility will be protected from chemical or chemical application.

Only invasives species are to be treated. Not native hardwood or pines.

Final Cleanup

Before final acceptance, all trash, rubbish, and debris generated by the contractor's operation will be removed from State-Owned land.

Protection of Archeological /Historical Resources

The contractor, upon discovery of suspected archeological or historical materials, will cease work in the vicinity of such material and immediately notify the Department.

INSPECTION AND ACCEPTANCE

Inspection

Inspection of work performed under this contract will be conducted by the Department to ensure compliance with the contract specifications. At a minimum, the contractor will be required to contact the Department prior to leaving to facilitate prompt and timely inspections and the efficient operation of the contractor and their crew.

Department will accept contractor work. In addition, any roads or trails in the work area must be free of contractor created slash and any materials used by the contractor must be cleaned up and removed from State-Owned land.

MEASUREMENT AND PAYMENT

Method of Measurement

Chemical Site Preparation & Invasive Species Control

A “Per Acre” rate will be used to pay the contractor.

Basis of Payment

Preharvest Invasive Species Control

Payment will be made at the per acre bid price for the area successfully treated to standards.

Contractor or Contractor’s Operations shall not allow:

a). The unlawful manufacture, distribution, dispensing, possession or use of alcohol or other drugs; and b). Any impairment or incapacitation from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes).

Quotes accepted until but no later than, 12:00PM EST, September 10, 2026.

If Contract is awarded, the work shall be completed before October 15th, 2026.

For more information, please call Brian Fox at (434) 995-0394 or email him at brian.fox@dof.virginia.gov or Ed Stoots at (540)492-0152 or email ed.stoots@dof.virginia.gov

SITE VISIT

The area is adjacent to a paved road on one side and there is a grass perimenter along the road coming into the Office area & parking grounds. Please contact Jack Kaufman at (540) 395-1226 or Stuart Baker at

(434) 987-8326 to schedule a site visit.

A Geo-referenced Avenza map is made available but you are required to notify before visiting the property. For further information you may call Jack Kaufman at (540) 395-1226 or Stuart Baker at (434) 987-8326.

mailto:brian.fox@dof.virginia.gov mailto:ed.stoots@dof.virginia.gov

Visitation of the site is optional prior to submitting a quote.

Offerors are urged to inspect the contract areas to view current conditions.

For more information, please call Brian Fox at (434) 995-0394 or email him at brian.fox@dof.virginia.gov or Ed Stoots at (540)492-0152 or email ed.stoots@dof.virginia.gov

SITE CONDITIONS – DIRECTIONS

Pre-Harvest Invasive Species Control

The contract areas are located on the James Madison University Property near Port Republic in Rockingham County, Virginia.

Description / location of area to Treat:

General Area – James Madison Farm: Going on I-81 North from the Staunton area take Exit 235

– heading Southwest on the Weyers Cave Road through Weyers Cave – then take a left on State Road 605 to Port Republic and take a right on State Road 253 to Alumnae Drive. Address is 8399 Alumnae Drive, Port Republic VA. 24084.

Bid Submission Instructions:

1. Pricing to be an all-inclusive “per acre” bid price, submitted on the electronic pricing grid included with the solicitation posting on eVA.

2. Complete and submit the Vendor Data Sheet (Attachment B) with your bid.

3. *All bids must be submitted electronically through eVA and all bidders must be eVA registered. Instructions for electronic bid submission are linked here.

4. Bids accepted until but no later than 12:00pm on September 10, 2026.

If contract is awarded the work shall be completed before October 15th, 2026.

*Contact brian.fox@dof.virginia.gov with any bid submission or solicitation specific questions.

ATTACHMENTS:

Attachment A – Unit map and acreage

Attachment B – Vendor Data Sheet mailto:ed.stoots@dof.virginia.gov https://dgs.virginia.gov/globalassets/business-units/dps/documents/vbo/how-to-respond-to-qq.pdf mailto:brian.fox@dof.virginia.gov

ATTACHMENT A

Attachment B

Vendor Data Sheet

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Primary Contact:

Name: __________________________________ Phone: _________________________

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

__________ Years ________ Months

4. Vendor Information:

eVA Vendor ID or DUNS Number: ________________________________

5. Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact. Email is sufficient in lieu of a fax number.

A. Company:_________________________________Contact: ___________________________________

Phone:(_____)______________________________Email: ___________________________________________

Project:___________________________________________Dates of Service:____________________________

B. Company:_________________________________Contact: ____________________________________

Phone:(_____)______________________________ Email:____________________________________________

Project:___________________________________________Dates of Service:____________________________

C. Company:_________________________________Contact: ____________________________________

Phone:(_____)______________________________ Email:____________________________________________

Project:___________________________________________Dates of Service:____________________________

D. Company:_________________________________Contact: ____________________________________

Phone:(_____)______________________________ Email:____________________________________________

Project:___________________________________________Dates of Service:____________________________

I certify the accuracy of this information.

Signed: _______________________________Title: ______________________________ Date: _______________