IFB 24-25-083 Contracted Mowing and Grounds Maintenance

The City of Charlottesville, Virginia is soliciting bids for IFB 24-25-083, a comprehensive contracted mowing and grounds maintenance service for municipal properties. The invitation for bid (IFB) seeks a contractor to provide landscaping services across multiple zones, including mowing, trimming, and maintenance of medians, shoulders, traffic islands, and various municipal properties. The solicitation requires the selected vendor to provide all necessary labor, materials, equipment, supervision, traffic control, and personal protective equipment in compliance with VOSH and VDOT standards. The contract term is one year with four potential one-year renewal options, with the 2025 mowing season commencing on March 31, 2025, and service intervals ranging from weekly to bi-weekly through October or December. Key deadlines include a pre-bid meeting (which occurred on February 18, 2025), a question submission deadline of February 25, 2025, and sealed bids due by March 10, 2025 at 2:00 PM. The contract will be awarded to the lowest responsible and responsive bidder based on the sum of all items in the bid, with potential for a 2.5% annual price increase during renewal periods subject to city approval.

The solicitation does not explicitly highlight specific set-aside designations or restrictions for disadvantaged enterprises. Bidders are required to be registered in eVA (Virginia's electronic procurement system) and may submit bids either electronically through eVA or via paper submission to the Purchasing Department. No performance bonds are required for this contract. While the exact budget range is not specified, the comprehensive nature of the services covering 13 major mowing zones and 70 additional areas suggests a substantial annual contract value. The procurement allows for flexible bid submission methods and includes provisions for potential contract renewals, indicating the city's intent to establish a long-term relationship with a reliable grounds maintenance provider. Prospective bidders should carefully review the detailed specifications in the IFB documents, particularly the zone descriptions and service requirements, to ensure they can meet the city's comprehensive maintenance standards.