Matthews Mowing

The Virginia Department of Forestry issued an Invitation for Bid (IFB#DOF25:83707) for lawn care services at the Matthews State Forest property in Campbell County, involving two separate locations divided by U.S. Highway 58: 106 Forestry Lane and 200 Jacks Orchard Road. The procurement seeks a contractor to provide weekly mowing and trimming services from March 15 through October 31, with a maximum of 38 potential cuts per season based on actual need. Specific performance requirements include maintaining a 3-inch grass height, proper clipping disposal, and weed control around concrete and asphalt areas. Bidders must submit per-cut pricing for each location, with costs inclusive of all labor, equipment, supplies, and associated fees. The initial contract term runs from March 1, 2025, through February 28, 2026, with four optional one-year renewals available. Sealed bids were due on January 14, 2025, at 2:00 PM local time, with no mandatory pre-bid conference but site visits available upon request. Evaluation criteria focus on determining the lowest responsive and responsible bidder.

The solicitation included provisions for small business participation, with the bid designated as a Small Business Set-Aside for awards between $10,000 and $100,000. Contractors must maintain specific insurance coverages, including $1,000,000 in commercial general liability, workers' compensation insurance, and $100,000 in employer's liability insurance. Bidders were required to be properly registered with the State Corporation Commission and provide a completed vendor data sheet. The final bid tabulation revealed seven suppliers submitted bids, with Miller's Lawn Care ultimately awarded the contract at $290.00, which was the lowest responsive bid. RX Fire Effects was specifically identified as both a micro and small business participant. The solicitation allowed for potential price increases at renewal time, limited to the percentage increase in the Other Services category of the Consumer Price Index for Urban Consumers (CPI-U). While no specific contractual infrastructure integration was mentioned, the bid process emphasized local business participation and competitive pricing for lawn maintenance services.