Cutting Hay

The Economic Development Authority (EDA) of Botetourt County, Virginia, in conjunction with Botetourt County, has issued Invitation for Bids (IFB #26-004) seeking qualified contractors to lease and harvest hay from three designated areas located at Botetourt Center at Greenfield and Greenfield Elementary School/Botetourt Sports Complex. The procurement requires contractors to mow, bale, and remove hay a minimum of twice annually (spring and fall), with optional additional mowing permitted at the contractor's discretion. Successful bidders must submit annual rental amounts they will pay the EDA for the right to harvest hay from one, two, or three designated areas, with all harvested hay becoming the contractor's property and responsibility. Required qualifications include current Virginia State Contractors license, proof of business licensing compliance, certificate of insurance naming Botetourt County and the EDA as additional insureds with minimum liability coverage of $1,000,000 per occurrence, and three verifiable references with contact information. The EDA reserves the right to adjust, increase, decrease, or modify acreage at renewal with 30 days' written notice and at mid-season with 30 days' notice for public use, construction, environmental compliance, or safety concerns, with compensation prorated accordingly. Contractors are encouraged to apply lime and synthetic fertilizer to improve soil quality, with reimbursement available on a pro-rata basis if documented within 60 days of application. The deadline for submission of all questions and clarifications is March 24, 2026, at 5:00 p.m. EST, with bids due on April 7, 2026, at 2:00 p.m. EST, followed by public bid opening. The contract will be awarded for an initial one-year term beginning upon execution through December 31, 2026, with two optional one-year renewals contingent on both parties' satisfaction with completed work.

No set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor protections are identified in this solicitation, indicating the opportunity is open to all qualified bidders meeting the stated requirements. No specific award values or budget ranges are disclosed in the procurement documents, as the EDA's compensation structure is based on bidder-submitted annual rental amounts. Interested contractors must submit proposals electronically through the Botetourt County Vendor Portal and are encouraged to review the three geographic information maps identifying the specific boundaries and reference points of the designated leasing areas in the Greenfield location. The solicitation does not reference existing infrastructure or technology requiring integration, as the procurement focuses on agricultural land leasing and hay harvesting operations. The EDA's primary objective is to receive annual rent compensation for the leased acreage or, alternatively, secure low or no-cost mowing services, providing flexibility in the compensation model based on market conditions and bidder proposals. No incumbent contractor is identified for this opportunity.