Tree Planting and Establishment Services

The City of Fairfax, Virginia Office of Procurement Services is requesting bids for tree planting and establishment services on an as-needed basis under IFB 124495, with bids due September 9, 2026 at 3:00 p.m. through the eVA website. Addendum #2, posted September 8, extended the deadline from August 31. No set-asides or preference programs apply.

The scope encompasses provision of plant materials, installation, warranty, and one-year establishment care for trees and woody shrubs on city-owned or maintained land, including parks, streets, rights-of-way, and facilities. The City estimates 200 to 300 trees annually, with individual orders typically ranging from 5 to 30 trees for park and facility projects and 30 to 80 trees per street and right-of-way planting seasons. Contractors must provide all labor, materials, tools, and equipment. Work must comply with ANSI A300 standards and ANSI Z60.2 nursery stock requirements. Planting windows are March 1 to May 31 (spring) and October 1 to December 15 (fall) unless approved otherwise. All plants carry a one-year warranty with replacement required for any plant displaying 30 percent or more dieback or dead main leader. Establishment services include soil preparation, one-time and recurring watering (May through October, based on Northern Virginia growing conditions), mulching, restaking, pruning, weeding, fencing, and deer protection. Traffic control is required for commercial main street plantings (Main Street, Fairfax Boulevard, Pickett Road). Pricing must include all labor, materials, and equipment as unit costs; incidental time and material services under $10,000 require hourly labor rates and actual material invoice costs or discount off list price.

Award will be made to the lowest responsive and responsible bidder on six designated bid items (2" caliper deciduous canopy trees, deciduous understory multi-stem trees, six-foot evergreens, 24-inch deciduous shrubs, 24-inch broadleaf evergreen shrubs, and 24-inch conifer shrubs). All other pricing is used for as-needed orders. The contract term is three years with two optional one-year renewals; renewal pricing may adjust by the CPI-U percentage for the prior twelve months, with 30 days' advance notice required. The contractor must maintain workers' compensation, employer's liability of $500,000, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 combined single limit. Contractors with over 50 average employees and contracts exceeding $50,000 must register with E-Verify. Questions were due August 17, 2026.