Lawn Maintenance

The purpose and intent of this IFB is to is to establish a firm fixed price contract with a qualified Contractor to provide lawn maintenance services for the entire Fauquier County Parks & Recreation Department (FCPRD) in Fauquier County in accordance with the solicitation documents contained herein and attached hereto. Bidders shall include in their prices all costs associated with the scope of work described herein, including labor, material, and equipment.

This solicitation is issued by the Fauquier County Government Procurement Department, on behalf of Fauquier County, a political subdivision of the Commonwealth of Virginia, herein after referred to for convenience as “Owner”.

The Contractor shall provide all equipment, resources and qualified personnel required to perform lawn maintenance services including but not limited to mowing non-Bermuda turf and high angle surfaces, string-trimming, blowing, edging and bushhogging, in accordance with all specifications, terms and conditions specified herein and attached hereto. This contract will be utilized primarily by FCPRD and Fauquier County Schools Facilities Department but may be utilized by other Owner departments. The Owner reserves the right to add or delete individual sites and related item requirements during the term of the contract, at the unit prices specified in the resulting contract.

Fauquier County Parks and Recreation manages over 1,000 acres while only having one-third of that mowed and maintained at a total of 46 sites that vary from narrow shoulders along trails to ballfields at parks and school sites to open spaces.

The FCPRD has defined five different frequencies of mowing:

• A & B – Weekly, totaling approximately 250 acres. (Seven-day cycle)
• C1 – Bi-Weekly, totaling approximately 6 acres. (14-day cycle)
• C2 – Monthly, totaling approximately 13 acres. (30-day cycle)
• C3 – Annual, totaling approximately 6 acres. (August)
• C4 – Bi-Annual, totaling approximately 7 acres. (June & October)

The Contractor shall mow and trim weekly (every 6-7 days, but not less than 5 days and not more than 7 days) unless otherwise specified by the type of lawn maintenance required or by the Owner. [...] The Contractor shall collect and remove all heavy, noticeable grass clippings and remove from Owner sites within twenty-four (24) hours of mowing. [...] The Contractor shall mechanically edge all concrete sidewalks, curbs and courts at each site monthly, specifically on the first mowing of each month, removing encroaching grass and hauling debris away upon completion. [...] The Contractor shall not use any chemicals in the lawn maintenance process.

Contractor shall provide lawn maintenance services from the first day in April through the last day in October, approximately thirty (30) weeks. [...] Regular mowing shall take place between the hours of 7:00 a.m. to dusk, Monday through Friday, unless inclement weather or pre-empted by scheduled activities requires otherwise.

**Submission:** Offerors may submit bids electronically through Bonfire or by delivering/mailing hard copy bids to the Procurement Office. Whether electronic or hard copy, bids must be received by the due date and time, or the bids shall not be accepted. Offerors are cautioned to not submit both electronic and hard copy bids. [...] Facsimile Bids will not be accepted and will result in rejection of the Bid.

Hard copy Bids shall be either hand delivered, express mailed, or mailed to: Fauquier County Procurement Office, 320 Hospital Drive, Suite 23, Warrenton, Virginia 20186.

Bids shall be valid for a minimum of 120 days following the deadline for submitting offers.

**Evaluation:** Award(s) will be given to the lowest responsive and responsible bidder based on the Total Season Price. Bidders are required to bid on every site on the BID FORMS to be considered.

**Qualifications:** Bidders shall demonstrate they have been in business providing similar grounds maintenance services for at least five (5) years. Bidders shall provide, at a minimum, three (3) comparable references for which similar work has been performed.

**Insurance:** The Offeror certifies that if awarded a contract, it will have the insurance coverage specified on the Insurance Checklist at the time the work commences.

**Site inspections:** All potential Bidders shall have the opportunity and are strongly encouraged to visit the various sites listed on the attached Region Tables. To arrange for site inspections, contact the following individual: Paul Scott - 540-219-7366