VA ABC Headquarters IFB lawn and grounds maintenance and snow and ice removal services.pdf

PROCUREMENT OFFICE

7450 FREIGHT WAY

MECHANICSVILLE, VA 23116

SEALED INVITATION FOR BIDS (IFB) FOR SERVICES

IFB NUMBER 180-26-IFB

TITLE Lawn and Grounds Maintenance & Snow and Ice Removal Services ISSUE DATE March 31, 2026 PAGE 1 OF 21

CONTRACT OFFICER Holleigh Fogarty

EMAIL ADDRESS holleigh.fogarty@virginiaabc.com

PHONE 804-219-2049 FAX N/A

SOLICITATION DUE

DATE

Sealed bids will be received until the date/time listed below for furnishing the services described herein.

Date: April 30, 2026 Time: 1:00 PM (Eastern Standard Time, EST) eVA Mandatory All Bidders must be eVA registered prior to the closing date and time of this solicitation.

PRE-BID

CONFERENCE

Mandatory A mandatory pre-bid conference will be held on April 15, 2026, at 10:00 AM (EST). The conference will be held at Virginia Alcoholic Beverage Control Authority’s Headquarters located at 7450 Freight Way, Mechanicsville, VA 23116. No one will be admitted after 10:10 AM (EST). Attendance at this conference is a pre-requisite to bid submission. See Section 6 of the solicitation for additional information.

PERIOD OF

CONTRACT

Date of award through one (1) year after award with the option of four (4) subsequent one (1) year renewals.

SEALED BID

SUBMISSION

ELECTRONIC SUBMISSION ONLY – NO HAND DELIVERED OR MAILED BIDS WILL BE ACCEPTED.

Late bids will not be accepted. It is the responsibility of the BIDDER (not Virginia ABC) to ensure bids are submitted on time by the date and time noted above. It is the intent of the Procurement Office to assist in recognition of these important documents. Faxed bids will not be accepted. Bids must be submitted on this and the attached form(s) and must be signed.

SERVICE/DELIVERY

DATE

Virginia ABC’s desired service start date is July 1, 2026. State your earliest firm delivery/service date:

SERVICE/DELIVERY

LOCATION

Virginia Alcoholic Beverage Control Authority, 7450 and 7452 Freight Way, Mechanicsville, VA 23116.

INQUIRIES All inquiries for information should be directed via email to the Contract Officer listed above. All inquiries must be received in writing on or before April 17, 2026, no later than 11:00 AM (EST).

TERMS &

CONDITIONS

This solicitation is subject to the provisions of Virginia ABC’s General Terms and Conditions and any changes or revisions thereto, which are hereby incorporated into this Invitation for Bids in their entirety. The attached Special Terms and Conditions shall also be a part of the solicitation.

In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods/services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties.

BIDDER INFORMATION:

Date: Virginia Contractor License # ☐ Not Required ☒ Required (enter #):

Name of Firm: DUNS #:

Address of Firm: City, State, Zip:

Email Address: Phone: Fax:

Is the firm eVA registered? ☐ No ☐ Yes (enter the eVA Vendor ID #):

Is the firm SWaM certified? ☐ No ☐ Yes (enter the DSBSD SWaM certification #):

Does the firm accept the Commonwealth’s Small Purchase Charge Card? ☐ Yes ☐ No

Signature:

Printed Name: Title:

Virginia Alcoholic Beverage Control Authority does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against an BIDDER because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

TABLE OF CONTENTS

Section Page #

Background 3

Purpose 3

Definitions 3

Statement of Needs 4

Bidders Instructions and Checklist 13

Pre-Bid Conference –Mandatory 13

Method of Payment 13

Pricing Schedule 13

General Terms and Conditions 16

Special Terms and Conditions 16

Attachment A – Vendor Data Sheet 20

Attachment B – State Corporation Commission Form 21

1. BACKGROUND:

The Virginia Alcoholic Beverage Control Authority (Virginia ABC) and its nearly 4,000 employees are proud to serve the Commonwealth of Virginia as an independent political subdivision and one of 11 public safety agencies working with the Secretariat of Public Safety and Homeland Security. The Authority administers ABC laws with an emphasis on public safety by ensuring an orderly and regulated system for convenient sales and responsible consumption of alcohol.

Virginia ABC is a leading revenue producer for the Commonwealth and a source of future economic growth and innovation for the State. The profits that Virginia ABC contributes – collected from sales of distilled spirits at Virginia ABC stores, taxes collected on beer and wine sales, violation penalties and license fees – provide much-needed funding for use in a multitude of State programs, thus benefiting all Virginians. Since its establishment in 1934, Virginia ABC has contributed $10.3 billion to the Commonwealth’s General Fund, which supports major education, health and transportation initiatives.

As one of 17 control states across the United States – where the state government manages the sale and distribution of distilled spirits at the wholesale level, Virginia ABC stores are the only retail outlets in Virginia where customers may purchase liquor.

Our Stores and Products: With more than 380 stores in convenient locations throughout the Commonwealth, Virginia ABC is dedicated to providing those ages 21 and older with an enjoyable, modern shopping environment.

Considerable planning is involved in determining locations for new stores to ensure optimum customer service.

Virginia ABC also strives to make sure that customers can easily obtain the spirit they want by being timely and nimble in response to market changes, product availability, and consumer desires.

Virginia ABC offers a wide selection of merchandise – including mixers, vermouth, and Virginia-made wines in addition to liquor – with more than 2,900 items available in its product catalog. These products are stored in the 292,285-square-foot Virginia ABC warehouse – the size of about five and a half (5½) football fields – located in Richmond, VA. The warehouse daily receives and ships about 20,400 cases of distilled spirits for a total of more than 4.8 million last year. Virginia ABC stores receive weekly deliveries to restock items available for sale to customers of legal drinking age.

2. PURPOSE:

The purpose of this Invitation for Bids is to solicit bids from qualified Bidders to establish a term contract to provide Grounds Maintenance and Snow and Ice Removal services for the Virginia Alcoholic Beverage Control Authority, located at 7450 and 7452 Freight Way, Mechanicsville, VA 23116.

3. DEFINITIONS:

BIDDER: The term “Bidder” as referenced in this solicitation refers to the individual or firm preparing and submitting a bid in response to this Invitation for Bids.

CONTRACTOR: The term “Contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Virginia ABC. In addition, it also refers to a firm who, when awarded the contract, will be responsible for the goods or services required, as a result of this solicitation.

TERMINOLOGY: The terms “must”, “shall”, “should”, and “may” are used to identify the criticality of the requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the Contractor to provide required goods or services. Items labeled as “should” are highly desirable, although their absence will not have as large an impact. Items labeled “may” will be useful but are not necessary.

4. STATEMENT OF NEEDS:

4.1 General Requirements

Contractor shall furnish all labor, supervision, equipment, supplies, and materials to provide lawn care and grounds maintenance services, irrigation maintenance and repair, and tree injection treatment, and snow and ice removal services in accordance with the requirements set forth herein. On-site storage will not be provided. All equipment must be maintained in good operating condition and be sufficient in number to adequately perform all services and must be available at the time service is required. As applicable, all equipment must be OSHA-certified and/or meet all OSHA requirements. Use of sulky cart type mower with one wheel under the rider will not be permitted. Use of this type of equipment may result in the Contractor being responsible for irrigation repair costs.

4.2 Areas to Be Serviced

Lawns include all grass and mulched areas, flowers, shrubs, and trees on the premises. Grounds include all interior and exterior sidewalks, interior and exterior fence lines around the entire building, driveways, parking lots (including loading dock areas), drainage ditches, water retention ponds, or any other area(s) not specifically mentioned, but located at the Virginia ABC Headquarters location.

4.3 Lawn and Grounds Maintenance Services

4.3.1 General Grounds Maintenance

1. Grounds maintenance shall, at a minimum, consist of debris removal and leaf and pine needle removal and shall be done once per week. Dumping of all cigarette urns, as well as cleaning or any other actions required in order to present a clean appearance and maintain the functional purpose of the areas shall be done once per week.

2. Grounds shall be free of sticks, clippings, leaves, debris, and other litter after cleaning. Weeds, grasses, or other growths which occur in cracks and crevices in brick, asphalt, or concrete surfaces shall be eliminated by chemical means after treatment. Chemicals used for this purpose must be of low impact to the environment.

Contractor shall provide SDS for all chemicals used for this purpose.

3. Grounds shall be free of accumulated dirt and other foreign substances after sweeping. An eight (8) yard dumpster, which is dumped three (3) times weekly, will be provided by Virginia ABC for general debris, lawn clippings, etc. The dumpster is located at door #3 at the back fence line, behind the administrative building and is provided at no charge to Contractor. Contractor shall notify the Virginia ABC Contract Administrator or his/her designee prior to dumping.

4. Contractor shall furnish all labor, supervision, equipment, tools, supplies, materials and incidentals necessary to provide an initial clean up and continuous maintenance of the following.

4.3.2 Lawn Maintenance

1. Lawn Maintenance – Lawn maintenance shall, at a minimum, consist of mowing, trimming, edging, and weeding. Other services including, but not limited to, seeding, aeration, fertilization, mulching, and trimming of shrubs and trees shall be done once per year.

2. Mowing – Mowing/cutting of the grass shall be performed as needed and shall meet the following performance measures: lawn areas shall be allowed to grow to no more than four (4) inches high and then to be mowed so that height of grass is maintained between two and one-half (2.5) to three (3) inches high, to be uniform throughout all areas on the grounds. It is anticipated that during the growing season, the mowing/cutting frequency will need to increase. Contractor shall be responsible for lowering any sprinkler heads in the irrigation system that interfere with the mowing process. Repairs to damaged sprinkler heads from mowing shall be the responsibility of Contractor. Contractor shall report any damage to the Virginia ABC Contract Administrator or his/her designee in writing immediately.

3. Edging/Trimming – Contractor shall edge/trim so that there is no encroachment of vegetation of more than two (2) inches onto any bed, curb, or sidewalk. Additionally, all areas near natural tree lines shall be maintained to prevent overgrowth onto lawn, parking lot, or sidewalk areas. Vegetation along sidewalks shall be trimmed even with the edge of the concrete with a long trimmer or edging machine. This procedure shall not dig up soil along sidewalk edge. Vegetation along roadways shall be trimmed to ensure all guardrails are clearly visible and unobscured. Vegetation around water retention ponds shall be left in their natural state to prevent soil erosion per EPA requirements. Any clearing of these areas will be solely at the request of the Virginia ABC Contract Administrator or his/her designee.

4.3.3 Seasonal and Annual Lawn Services

1. Grass and weeds – Grass and weeds shall be removed along the fence line and shall be even with fence and eliminated by chemical means after treatment and grounds shall be free of roots and dirt shall be kept back to the edge line of the fence and then maintained at this level of service. Grass and weeds shall be removed from the parking lots and from interior and exterior sidewalks around the building.

2. Leaf removal – Contractor shall rake and remove leaves and pine needles from all areas including paved, grassed, mulched areas, and plant beds. Any concrete ditches, inlets, and outlets shall be thoroughly cleared each spring and fall season.

3. Aeration – In September, all lawn areas shall be aerated with a hollow-tined core aerator. Aeration shall be done when ground moisture allows full tine penetration, with soil cores to be left on the ground. If a drought prevents September aeration, then aerating the following May is acceptable if approved by the Virginia ABC Contract Administrator or his/her designee. Aeration shall be done in areas designated by the Virginia ABC Contract Administrator or his/her designee.

4. Fertilization – Contractor shall apply fertilizer to lawns and plants as necessary. Fertilizers used for this purpose must be of low impact to the environment. Contractor must provide Safety Data Sheets for all chemical products to be used during the contract period. Contractor shall ensure application of fertilizer does not burn grass or plants. Replacement/repair of damage due to improper application or over fertilization by the Contractor shall be at the Contractor's expense. Fertilization shall be done in areas designated by the Virginia ABC Contract Administrator or his/her designee. Contractor shall provide annual soil analysis if lime application is required. Soil pH shall be maintained at a range of 6.2 to 6.5.

5. Seeding – If requested, Contractor shall seed the grass areas with cold season seeds once per year in early fall

(September), shortly after aeration has been completed, and in conjunction with fertilization, grass seed shall be applied at the rate recommended by the manufacturer.

4.3.4 Mulching and Landscaping Enhancements

1. Mulching – Contractor shall provide and install hardwood mulch once a year where ornamental grass beds are located in the front of the building and in the flower potted area and around all bushes, shrubs, and trees. Care shall be taken around trees to prevent mulch from covering the trunk of each tree. Weeds, grass, or other growth which may appear in mulched areas shall be eliminated by chemical means. Chemicals used for this purpose must be of low impact to the environment. The application of new mulch may not be required annually; thus, Contractor shall evaluate existing mulch thickness and advise the Virginia ABC Contract Administrator or his/her designee when re-mulching is required to maintain a three (3) inch depth. If re-mulching is approved, hardwood mulch shall be used.

2. Flowers/Shrubbery – When requested, Contractor shall provide and install seasonal flowers or shrubbery

(spring/fall) in flowerbed in front of the building and in the flower potted areas on the north side of the building.

Contractor shall bill at an hourly rate as stated in Section 8, Pricing Schedule. Flowers shall be billed at cost and Contractor must provide receipts with invoices.

4.3.5 Other/ Additional Services

1. Watering – The Virginia ABC grounds are watered through an irrigation system; however, there may be areas not serviced through the irrigation system. Therefore, Contractor shall water all grass, shrubs, trees, and other plants as needed to maintain survival and uniformity (water supplied by Virginia ABC). Authorized new planting shall also be watered to maintain survival and growth.

2. Other Services – During storms and other emergencies, Contractor may be called to perform additional services, and Virginia ABC will be billed according to the service provided and at Contractor's labor rate as described in Section 8, Pricing Schedule.

4.4 Tree, Shrub, and Plant Maintenance

4.4.1 Trees, Shrubs, and Plants Under 15 Feet

1. Trimming/Pruning – Trimming/pruning of trees, shrubs and plants under fifteen (15) feet in height shall be carried out according to the following specifications:

a. All shrubs and bushes up against the building shall be cut to window height and maintained at this existing height and trimmed when needed. This plant material shall be trimmed to allow further height and growth.

Any shrubs or bushes that are not maintained properly and allowed to die shall be replaced by Contractor with plant life of the same type and size.

b. Contractor shall prune/trim flowers/hedges/shrubs/trees to encourage healthy growth and remove any diseased, damaged, or dead parts.

c. Shrubs/Trees shall be pruned when they: (1) are getting too large for the space provided; (2) have dead or dying branches; (3) have a stray branch that does not fit with the plants overall shape; (4) have a shell of outer leaves that cause the interior of shrub to be bare.

2. All trees on Virginia ABC's property shall be trimmed when needed and shall be maintained at the existing height or a height above seven (7) feet.

4.4.2 Trees Over 15 Feet

1. Trimming/Pruning – Trimming/Pruning of trees, shrubs and plants over fifteen (15) feet in height shall be carried out according to the following specifications:

a. Contractor shall be responsible for maintaining tree limbs at a minimum distance of eight (8) feet from power lines to avoid potential outages or injury.

b. Identify dead or mortally damaged trees to the Contract Administrator or his/her designee within three

(3) days of identification.

c. Provide a quote to the Virginia ABC Contract Administrator or his/her designee for removal of the dead or mortally damaged trees. Virginia ABC is under no obligation to purchase from Contractor.

4.4.3 Tree Treatment: Insect, Disease, and Fertilization

1. Inject slow-release fertilizer, Mycorrhizae, Kelp, and root stimulant in root zone, as required.

2. Inject Merit in the root system out to the drip line, as required, and spray Horticultural oil and Fungicide

Myclobutanil, as required.

3. Fertilization will only take place during the tree's dormant period, usually October through March, or at the Contract Administrator or his/her designee's discretion. Contractor supplies SDS label and instruction sheet to the Virginia ABC Contract Administrator or his/her designee within ten (10) days of signing this contract for advance approval of materials and methods.

4. Contractor shall coordinate the work with the Contract Administrator or his/her designee to schedule in advance all applications of insecticide, pesticide, and dormant oil at times when it will have minimal disturbance of the facility. All applications shall be performed in accordance with label directions and areas shall be properly barricaded and coned off.

5. An International Society of Arboriculture (ISA) Certified Arborist must be on-site at all times while this work is being performed at Virginia ABC. Contractor shall have an employee on staff full-time that is currently certified pesticide applicator for category 3-A with the Virginia Department of Agriculture and Consumer Services Office of Pesticide Services.

4.5 Irrigation System Maintenance and Repair

4.5.1 General Requirements

Contractor shall provide all labor, supervision, equipment tools, and incidentals necessary to perform preventative maintenance and repair of the irrigation system, to include Spring Start-up and Winterization.

4.5.2 Spring Start‑Up

1. This shall be completed no later than April 15th unless otherwise directed by the Virginia ABC Contract

Administrator or his/her designee. Spring Start-Up shall include the following:

a. Turn on main valve.

b. Pressurize the system and check backflow device for leaks, etc. Test backflow prevention.

c. Backflow device testing shall be performed annually by a DPOR-certified backflow prevention device worker. Test reports shall be provided to the Contract Administrator or his/her designee.

d. Inspection, testing, adjustment, and repair of all pumps, foot valves, float valves, zone valves, electronic controls, dripline, and heads associated with each system.

e. Run testing on each zone to check for leaks, proper operation, and head adjustment.

f. Check rain sensor, if installed.

g. Program controller for seasonal conditions, or as directed by the Contract Administrator or his/her designee.

h. Report and provide a quote for all needed repairs identified during Start-Up, as well as current controller settings to the Contract Administrator or his/her designee. Virginia ABC is under no obligation to purchase from Contractor.

4.5.3 Monthly Irrigation Maintenance

1. Contractor shall perform preventative maintenance on each system prior to the 5th of each month (April through October), including by way of illustration and not limitation:

a. Set/reset all timers to current weather conditions and plant material at site (the Contract Administrator or his/her designee may submit to Contractor a list of requested settings for some systems).

b. Test the entire system under normal operating pressure.

c. Perform a static pressure test of mainlines and lateral pipes. Ensure that all valves open and close without failure.

d. Tighten and adjust nozzles on sprinklers to give optimal coverage.

e. Ensure controller activates irrigation stations electrically.

f. Make a written list of all findings, recommendations, and repairs needed and submit them to the Contract Administrator or his/her designee within three (3) calendar days and return all controls to original or requested settings prior to testing. No work shall be performed prior to any scheduled event at the facility. Contractor shall coordinate maintenance visits with the Contract Administrator or his/her designee.

4.5.4 Winterization

Contractor shall complete winterization of irrigation system by December 1st of each contract year or before the first anticipated freeze.

a. Turn off main valve.

b. Remove back-flow device. Device shall be securely tagged, identifying recent test date.

c. Remove water from system using air compressor.

d. Seal exposed pipes at backflow connection.

e. Store backflow device in area designated by the Virginia ABC Contract Administrator or his/her designee.

4.5.5 Irrigation Repairs, Estimates, and Damages

1. Repairs shall require Contractor to submit a written estimate of the cost to accomplish repairs to the Virginia

ABC Contact Administrator for approval prior to proceeding with the work.

2. Upon receipt of authorization, actual work shall not exceed Contractor's estimate for labor and materials.

3. Contractor shall bill at cost, and Contractor must provide receipts with invoices. COST PLUS A PERCENTAGE

PRICING SHALL NOT BE ALLOWED.

4. Virginia ABC reserves the right to make or obtain other repair cost estimates prior to authorizing Contractor to proceed.

5. Any damages to equipment, caused by Contractor’s negligence, shall be repaired to the satisfaction of Virginia ABC at no cost to Virginia ABC.

6. Upon request from Virginia ABC, Contractor shall provide a quote for new irrigation equipment. Virginia ABC may have a need for new equipment such as sprinkler heads, zone valves, etc., to be furnished and installed.

7. If the quote is accepted, the purchase and installation shall be part of the contract.

8. Contractor has three (3) calendar days from request to provide the quote.

9. The cost per hour for installation shall be at the contract price.

10. The quote shall include all necessary parts, labor, supervision, materials, and supplies to complete a turnkey installation.

11. Virginia ABC is under no obligation to purchase from Contractor.

12. In an emergency situation, Virginia ABC will require a quote within 24 hours of notice.

4.6 Snow and Ice Removal Services

4.6.1 General

Contractor shall furnish, on an on-call basis, all labor, equipment, and materials, as necessary to remove snow and/or ice from Virginia ABC parking lots, decks, sidewalks, and fire egress paths, and any other designated areas.

The on-call service shall require Contractor to respond on-site within two (2) hours after receipt of a verbal or written request from a designated representative of Virginia ABC.

4.6.2 Procedures

In the event the National Weather Service (http://www.erh.noaa.gov/akq/) forecast predicts surface area ice or snow conditions, Virginia ABC will notify Contractor to proceed with an application of an anti-icing solution (salt brine or calcium chloride brine) on the surface parking lots. In the event of snowfall, Virginia ABC will give notice to Contractor to proceed with snow and/or ice removal from all designated areas using all labor, equipment and materials necessary to remove snow and/or ice within 24 hours of receipt of a notification to proceed.

4.6.3 Snow Removal Requirements

1. Contractor is required to:

a. Remove all snow from each parking lot, driveway, and walkway and use its resources to transport it to a disposal area which shall be coordinated and managed by Contractor.

b. Use rubber wheeled or rubber treaded snow blowers on all walkways and driveways.

c. Only use rubber-tip snowplow blades on parking deck surfaces.

d. DO NOT heap snow into piles in any designated lots in a manner that would prohibit or limit, in any way, the access or usage of the parking spaces or main thoroughfares.

4.6.4 Ice Control Materials

1. Contractor is required to:

a. Provide all anti-icing materials, snow melting materials, and sand as needed.

b. Only use chemicals approved and accepted for use by the United States Environmental Protection Agency and the Virginia Department of Transportation.

c. Use sand only in the event of ice.

d. Use only a brine solution for asphalt areas.

e. Provide and apply appropriate ice melt chemicals to all areas where snow and ice has been removed.

Chemicals shall be applied at the square footage rate specified by the ice melt manufacturer, or otherwise between mutual agreement of Virginia ABC and Contractor. Bidders shall herein identify the type/brand of ice melt to be used during the term of this contract.

f. Safety Data Sheet (SDS) and Label Data for the ice melt quoted herein shall be provided with the bid. No change in the Type/Brand of ice melt being used will be allowed during the term of the contract, and any renewals thereto, without obtaining prior written approval from the Contract Officer. Products used for this purpose must be of low impact to the environment.

Ice melt – Type:

Ice melt – Brand:

4.6.5 Snow Equipment, Staffing, and Contacts

1. Bidders shall provide an equipment inventory list of all snow removal equipment maintained by their company or otherwise available to the Bidder upon demand which will be used for snow and/or ice removal under this contract in accordance with your bid. The equipment inventory list must be submitted with their bid. The equipment list must indicate whether each piece of equipment is owned by Contractor or rented on a short-term basis.

2. Virginia ABC reserves the right to suspend the operation of any vehicle that, in its opinion, is not in efficient and safe operating condition.

3. Contractor shall provide the names of primary and secondary contact persons and their respective contact information. Primary and secondary points-of-contact must be available on a twenty-four (24) hour/seven (7) day a week schedule. The contact persons must have authority to activate Contractor’s snow and ice removal program upon notification by Virginia ABC. Failure to respond may be grounds for default or termination. Both the primary and secondary contact person(s) must have at a minimum fax and telephone capability at their locations on a twenty-four (24) hour a day basis.

4.7 Hours of Work and Holiday Schedule

Contractor shall provide service between the hours of 7:00 AM (EST) and 5:00 PM (EST) Monday – Friday and Saturday and Sunday between 8:00 AM (EST) – 5:00 PM (EST). On Saturday and Sunday, access to the property will require Contractor to obtain permission from the Virginia ABC Contract Administrator and Virginia ABC Security.

Virginia ABC Holiday Schedule for 2026 is as follows:

January 1 – New Year’s Day November 11 – Veterans Day January 19 – Martin Luther King, Jr. Day November 25 – 4 hours additional holiday time February 16 – George Washington Day November 26 – Thanksgiving May 25 – Memorial Day November 27 – Holiday June 19 – Juneteenth December 24 – Holiday July 3 – Independence Day (Observed) December 25 – Christmas holiday September 7 – Labor Day

4.8 Contract Administration, Inspections, and Reporting

1. The Virginia ABC Contract Administrator or his/her designated representative will make periodic inspections of the premises after the scheduled services have been performed. During the growing season, these inspections may take place at an increased frequency. Any discrepancies noted will be recorded in writing and reported to Contractor in writing.

2. The Virginia ABC Contract Administrator or his/her designee may require a periodic meeting with Contractor to discuss either the Manager's exceptions and/or the Contractor's performance. Such meeting will be scheduled at a time which is mutually agreeable to both parties.

3. The Virginia ABC Contract Administrator or his/her designee shall have no authority to approve changes in the Statement of Needs, or change requests for an extension of time, or change in contract prices. Any contract modifications must be authorized by the Contract Officer and issued as a written amendment to the contract.

4. The Contractor is responsible for quality control and evaluation of the property in a self-policing manner.

Therefore, the Contractor shall submit a written report at the completion of each service visit to the Virginia ABC Contract Administrator or his/her designee which details completed work and identifies any additional services which may be necessary (e.g. seeding, re-mulching, lime treatment etc.). Reporting shall include before and after photos of areas serviced or task performed.

4.9 Contractor Responsibilities and Conduct

1. Contractor shall adhere to the schedule submitted under the provision of the Plan of Operations (outlined on page 10). If it becomes necessary to perform services at times other than those submitted under the plan of operations, then Contractor shall contact the Virginia ABC Contract Administrator of his/her designee for approval of such changes.

2. Contractor shall correct all discrepancies reported by the Virginia ABC Contract Administrator or his/her designee during the next scheduled period.

3. Contractor shall be responsible for the conduct and performance of Contractor's employees, and compliance with the following rules:

a. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted on the facility premises.

b. No loud or boisterous conduct will be permitted.

c. Contractor’s employees will operate all equipment in a safe manner.

d. Contractor must obtain approval from the Virginia ABC Contract Administrator or his/her designee prior to applying any chemicals. Safety Data Sheets must be provided to Virginia ABC for all chemicals used.

Contractor’s employees will apply all chemicals in accordance with the manufacturer’s labeled instructions.

e. Contractor’s employees are not to use Virginia ABC telephones at any time.

f. Virginia ABC reserves the right to request the removal of any Contractor’s employees from the premises at any time for reasonable cause. The Contractor or their designated supervisory representative shall have such employee leave the premises upon receipt of such request.

g. All employees of the Contractor must wear approved uniforms/shirts with visible company identification/logo while on Virginia ABC's premises.

4.10 Plan of Operations and Reporting

Within seven (7) calendar days after the award of the contract, Contractor shall submit to the Contract Administrator a complete Plan of Operations as described below:

1. Contractor's Plan of Operations shall include (at a minimum):

a. A detailed weekly schedule of services to be provided and the dates on which the services will be performed for the entire calendar year. Schedule adjustments can be finalized after award with the Virginia ABC Contract Administrator or his/her designee.

b. A detailed schedule with specific service performance dates for the contract year, including monthly meetings between Contractor and the Contract Administrator or his/her designee (for communications, coordination of functions, and quality control). A detailed outline describing service performance during periods of inclement weather or related emergencies shall also be included in this schedule.

2. A pre-existing conditions assessment as described below:

a. A complete, detailed assessment of all the grounds and landscaping shall be conducted by Contractor prior to the assumption of any grounds maintenance responsibilities. During this assessment, Contractor shall identify any areas of the grounds that are not presently in compliance with the contract requirements and are not capable of being maintained accordingly (this does not include those items which need only aesthetic maintenance). The Contractor will not be responsible for meeting performance targets for any pre-existing condition that is noted in this assessment and agreed upon by the Contract Administrator or his/her designee, until such time as the specified condition can be corrected.

b. Contractor shall then provide Virginia ABC with a written site assessment plan which: (I.) fully describes any pre-existing condition; (2.) includes an apparent cause for any such condition; and (3.) contains a schedule for the repair/replacement and estimated cost to correct said condition. Virginia ABC may, at its sole discretion, authorize Contractor to perform all or part of the work listed in the site assessment plan.

Virginia ABC also reserves the right to utilize its own resources or engage the services of an outside vendor to perform the work, as deemed to be in the best interest of the Virginia ABC.

c. Virginia ABC may, at its sole discretion, authorize Contractor to perform all or part of the work listed in the site assessment plan. Virginia ABC also reserves the right to utilize its own forces or engage the services of an outside vendor to perform the work, as deemed to be in the best interest of the Virginia ABC.

d. Following submission of the Plan of Operations to the Virginia ABC Contract Administrator or his/her designee, the Contractor shall schedule a meeting between him or herself and the Virginia ABC Contract Administrator or his/her designee to review and approve outlined services and schedule. Once accepted by the Contract Administrator or his/her designee, the schedule of services contained in the Plan of Operations may not be changed unless approved by the Contract Administrator or his/her designee in writing.

e. Contractor shall adhere to the schedule submitted and approved in the Plan of Operations. If it becomes necessary to perform the services at times or dates other than those submitted under the Plan of Operations, the Contractor shall notify the Virginia ABC Contract Administrator or his/her designee of proposed changes; however, no changes to the Plan of Operations are effective unless authorized by the Virginia ABC Contract Administrator or his/her designee in writing.

f. An updated Plan of Operations and schedule of services shall be submitted to the Virginia ABC Contract

Administrator or his/her designee annually within 15 calendar days following notice of renewal action.

4.11 Contractor Qualifications, Certifications, and Licensing

Certification and License: Contractor shall be Certified Landscape Irrigation Auditor (CLIA) or Certified Landscape Water Manager (CLWM). Technicians performing routine maintenance and repairs should be, at minimal, Certified Irrigation Technicians (CIT). Contractor shall possess backflow prevention device worker certification, issued by the Virginia Department of Professional and Occupational Regulation (DPOR).

Contractor shall have a current Contractor's license issued by the Virginia Department of Professional and Occupational Regulation (DPOR). Contractor should have a license to provide irrigation services within the Commonwealth of Virginia under their name as “owner" for a minimum of five (5) consecutive years preceding submission of bid.

Application of insecticides, fungicides, and other such chemicals utilized in the performance of this contract shall be performed by a Contractor holding all state and local licenses required by statute and local ordinances. Contact the Department of Agriculture and Consumer Services (wvw.vdacs.virginia.gov) for more information.

Contractor should have a certified arborist with the International Society of Arboriculture (ISA).

5. BIDDER’S INSTRUCTIONS AND CHECKLIST:

In order for the bid to be responsive, the following should be submitted:

A. Cover sheet, completely filled out and signed

B. Pricing Schedule, completed in its entirety

C. Discount Clause, completed as appropriate

D. Completed Vendor Data Sheet (Attachment A)

E. Completed State Corporation Commission Form (Attachment B)

F. Plan of Operation (see Page 10)

G. Entire Bid Package

6. PRE-BID CONFERENCE – MANDATORY:

A mandatory pre-bid conference will be held at 10:00 AM (EST) on April 15, 2026, at Virginia ABC’s HQ and Warehouse site, located at 7450 Freight Way, Mechanicsville, VA 23116. No one will be admitted after 10:10 AM (EST). 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.

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

7. METHOD OF PAYMENT:

The Contractor will be paid based on invoices submitted. Payments will be made according to §20315 of the CAPP Manual, which is thirty (30) days after receipt of a proper invoice by Virginia ABC’s Accounts Payable Department or receipt of goods or services, whichever is later. Virginia ABC will have the option of paying the Contractor in less than thirty (30) days if a discount is offered for expedient payment.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

The Commonwealth of Virginia encourages Contractors to accept electronic and charge card payments. The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of Virginia ABC if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to Virginia ABC. Invoices shall be submitted to the following address:

Virginia Alcoholic Beverage Control Authority Attention: Accounts Payable 7450 Freight Way Mechanicsville, VA 23116 *Preferred method of invoice submittals: accounts.payable@virginiaabc.com

8. PRICING SCHEDULE:

The Contractor agrees to provide the described goods/services herein based on the prices indicated below. Prices shall include all expenses (i.e., parking, meals, lodging, photocopying, airfare, mileage, communication cost, automobile rental, etc.). In case of arithmetic errors, the unit price will govern.

Standard Contract Pricing

Item Description Quantity Unit Unit Cost Extended Cost 1 Lawn/Grounds Maintenance 52 WEEKS $ $ mailto:accounts.payable@virginiaabc.com

2 Irrigation System (Yearly: Spring Start Up, Winterization, and Monthly Maintenance

1 YEAR $ $

3 Fertilization (5 Turf Applications, 1 Tree, Shrubs Fertilizer)

1 EACH $ $

4 Mulching 1 EACH $ $

5 Aeriation 1 EACH $ $

6 Seeding 1 EACH $ $

7 Leaf Removal 1 EACH $ $

8 Tree Treatment:

Injection of slow-release fertilizer, Mycorrhizae, Kelp, and root stimulant

1 YEAR $ $

9 Tree Treatment:

Merritt in the root system out to the drip line

1 YEAR $ $

10 Tree Treatment:

Spray of Horticultural Oil and Fungicide

1 YEAR $ $

11 Snow and Ice Removal, Hand Labor Only:

Hand Labor Rate

1 HOUR $ $

12 Lime Application* (As Needed) *Amount is an estimate only. Virginia ABC will be billed based on the # of bags of lime actually used. The # of bags required is based on an established pH level to be achieved for the soil. Soil sample testing will be completed to determine the pH level and Virginia ABC shall provide final approval for any lime application based on the testing results and the soil’s pH level.

1 BAG $ $

13 Irrigation Repairs ** (As Needed) **Amount is an estimate only. Virginia ABC shall only be billed for those repairs for which Virginia ABC is responsible for the associated damage. If Contractor is responsible for the associated damage, Virginia ABC shall not bear the cost of the repair.

1 EACH $ $

Additional Hourly Rate Pricing Item Description Quantity Unit Unit Cost Extended Cost

14 Lawn/Grounds Maintenance 1 HOUR $ $

15 Irrigation Maintenance 1 HOUR $ $

16 Tree Maintenance 1 HOUR $ $

Additional Time and Materials Snow Removal Pricing Item Description Quantity Unit Unit Cost Extended Cost

17 Spreader Truck 1 HOUR $ $

18 Snowplow (Up to 9’) 1 HOUR $ $

19 Front-End Loader (2 Yd bucket) 1 HOUR $ $

20 Specialty Front-End Loader (3 Yd bucket) 1 HOUR $ $

21 Skid steer with bucket 1 HOUR $ $

22 Skid steer with snow box or plow 1 HOUR $ $

23 Dump Truck (Single Axle Stake body) 1 HOUR $ $

24 Dump truck (Tandem Axel) 1 HOUR $ $

25 Hand Labor 1 HOUR $ $

26 Manager 1 HOUR $ $

27 Backpack blower 1 HOUR $ $

28 Snow Blower (Walk-Behind) 1 HOUR $ $

29 Snowplow/ Broom (Small Equipment Mount)

1 HOUR $ $

30 Calcium Chloride or Equivalent – Per 50

lb. Bag

1 BAG $ $

31 Premium De-icing Chemical – Per 50 lb.

Bag

32 Rock Salt – Per 50 lb. Bag

GRAND TOTAL $

6. GENERAL TERMS AND CONDITIONS:

The General Terms and Conditions are located on Virginia ABC’s website at the following link:

https://www.abc.virginia.gov/about/procurement/terms-conditions

The Contractor will be responsible for reading and understanding the General Terms and Conditions.

7. SPECIAL TERMS AND CONDITIONS:

AUDIT: Contractor shall retain all books, records, and other documents relative to this contract for three (3) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia ABC, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

AWARD: Selection shall be made of two (2) or more Bidders deemed to be fully qualified and best suited among those submitting bids on the basis of the evaluation factors included in the Invitation for Bids. Negotiations may be conducted with the Bidders so selected. After negotiations have been conducted with each Bidder so selected, Virginia ABC shall select the Bidder which, in its opinion, has made the best proposal, and shall award the contract to that Bidder. Virginia ABC may cancel this Invitation for Bids or reject bids at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Virginia ABC determine in writing and in its sole discretion that only one (1) Bidder is fully qualified, or that one (1) Bidder is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Bidder. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.

BID ACCEPTANCE PERIOD: Any bid submitted in response to this solicitation shall be valid for 60 days. At the end of the 60 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 program is canceled.

CANCELLATION OF CONTRACT: Virginia ABC reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

CONTINUITY OF SERVICES: The Contractor recognizes that the services under this contract are vital to Virginia ABC and must be continued without interruption and that, upon contract expiration, a successor, either Virginia ABC or another Contractor, may continue them. The Contractor agrees:

A. To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.

https://www.abc.virginia.gov/about/procurement/terms-conditions

B. To make all Virginia ABC owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and

C. That the Virginia ABC Contract Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety

(90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.

DISCOUNTS, PROMPT PAYMENT: Discounts for prompt payment will not be calculated in determining net low bid.

Discounts for prompt payment will be shown on the purchase order/contract and taken if invoices are processed and payment made within the stipulated time frame. If discounts are not offered, payment shall be made thirty

(30) days after receipt of an accurate invoice by Virginia ABC’s Accounts Payable Department.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one (1) purchase order with the applicable eVA transaction fee assessed for each order. It is anticipated that the contract will result in multiple purchase orders (i.e., one for each delivery requirement) with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to Virginia ABC 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 Virginia ABC to reject your offer 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.

PERFORMANCE, CONTRACTOR: Contractors providing goods and services to Virginia ABC are required to perform in accordance with the terms and conditions of their contract. When contractual requirements are not met, the following actions may be taken (at Virginia ABC’s option):

A. Contractor Complaint Form: If a Contractor fails to perform in accordance with the terms and conditions of the contract, Virginia ABC will prepare a Contractor Complaint Form and forward to the Procurement Office.

This form will be sent to the Contractor for a corrective action plan.

B. Default: If the Contractor is non-responsive to the Complaint Form, does not satisfy the corrective action plan submitted in the Complaint Form, or provides an unsatisfactory corrective plan, as determined by Virginia ABC, the Contractor may, at Virginia ABC’s discretion, be placed in default and notified via Contractor Complaint Form.

C. Ineligible for Award: Once placed in default, the Contractor will be ineligible to do business with Virginia ABC for purchases exceeding $5,000 for a period of three (3) years.

D. Re-procurement of Goods and Services: In addition to a Contractor’s ineligibility for award of programs over

$5,000, Virginia ABC may procure the goods and/or services from other sources and hold the Contractor responsible for the price difference of the original contract amount and the amount of the new contract.

Virginia ABC will follow competitive principles as outlined herein for the re-procurement.

The vendor will remain in default until the re-procurement costs have been paid to Virginia ABC. The vendor is still subject to the three (3) year ineligibility based on the default regardless as to when the re-procurement cost is paid.

mailto:eVA-catalog-manager@dgs.virginia.gov mailto:eVA-catalog-manager@dgs.virginia.gov

E. Number of Complaints:

1. For Term Contracts: If the Contractor has received three (3) or more complaints within the initial contract period as documented by Contractor Complaint Forms, the Contractor may, at…