Arboreal and Tree Services

Agency: City of Fairfax
State: Virginia
Level of Government: State & Local
Category:
  • F - Natural Resources and Conservation Services
  • S - Utilities and Training Services
Opps ID: NBD13555306656486424
Posted Date: Jul 31, 2020
Due Date: Aug 14, 2020
Solicitation No: 21015 (VBO 4027)
Source: Members Only
Arboreal and Tree Services
  • Department: Finance
  • RFP Number: 21015 (VBO 4027)
  • Start Date: 07/17/2020 11:00 AM
  • Close Date: 08/14/2020 3:00 PM

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The City of
Fairfax, Virginia
Invitation for Bid
IFB Number: 21015
Arboreal and Tree Services
Commodity code: 98888, 59575
Issue Date: July 17, 2020
Sealed Bids are Due: August 14, 2020 @ 3:00 p.m.
PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS
SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA
PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY
ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY
TO EVA SUPPORT/HELPDESK.
Your business must be eVA registered and in active status.
Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).
City of Fairfax
10455 Armstrong Street
Fairfax, Virginia 22030
The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, §
2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other
basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.
IFB 21015
1. PURPOSE ............................................................................................................................................... 1
2. SCOPE OF WORK ................................................................................................................................... 1
3. CONTRACT TERM .................................................................................................................................. 1
4. BID SUBMISSION: .................................................................................................................................. 1
5. AWARD.................................................................................................................................................. 1
6. RENEWAL OF CONTRACT ...................................................................................................................... 1
7. BID ACCEPTANCE PERIOD ..................................................................................................................... 2
8. PROMPT PAYMENT DISCOUNTS ........................................................................................................... 2
9. PURCHASE ............................................................................................................................................. 2
10. APPLICABLE LAWS AND COURTS....................................................................................................... 2
11. ANTI-DISCRIMINATION ..................................................................................................................... 2
12. ETHICS IN PUBLIC CONTRACTING ..................................................................................................... 3
13. IMMIGRATION REFORM AND CONTROL ACT OF 1986 ..................................................................... 3
14. DEBARMENT STATUS ........................................................................................................................ 3
15. ANTITRUST ........................................................................................................................................ 3
16. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS ................................................... 4
17. CLARIFICATION OF TERMS ................................................................................................................ 4
18. PAYMENT .......................................................................................................................................... 4
19. UNREASONABLE CHARGES................................................................................................................ 4
20. PRECEDENCE OF TERMS.................................................................................................................... 4
21. QUALIFICATIONS OF BIDDERS........................................................................................................... 4
22. ASSIGNMENT OF CONTRACT ............................................................................................................ 5
23. CHANGES TO THE CONTRACT: .......................................................................................................... 5
24. DEFAULT............................................................................................................................................ 5
25. TAXES ................................................................................................................................................ 5
26. INSURANCE ....................................................................................................................................... 5
27. ANNOUNCEMENT OF AWARD .......................................................................................................... 6
28. DRUG-FREE WORKPLACE .................................................................................................................. 6
29. NONDISCRIMINATION OF CONTRACTORS ........................................................................................ 6
30. AVAILABILITY OF FUNDS ................................................................................................................... 6
31. COOPERATIVE PROCUREMENT ......................................................................................................... 6
32. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH ............................................ 7
33. AUDIT ................................................................................................................................................ 7
IFB 21015
34. INDEMNIFICATION ............................................................................................................................ 7
35. REFERENCES ...................................................................................................................................... 7
36. SUBCONTRACTS ................................................................................................................................ 7
37. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER ..................................................... 8
38. E-VERIFY PROGRAM .......................................................................................................................... 8
39. TERMINATION OF CONTRACTS: ........................................................................................................ 8
IFB 21015
GENERAL TERMS AND CONDITIONS
1. PURPOSE: The intent of this solicitation is to establish a term contract for Arboreal and Tree
Services for the City of Fairfax, VA to be used on an as-needed basis.
2. SCOPE OF WORK: The scope of services in this solicitation is divided into the following categories:
A. Tree Trimming and Pruning Services;
B. Tree and Stump Removal Services; and
C. Trees in Place Services.
Bidders may submit pricing for either a single, multiple or all categories. Bidders must offer pricing
for all items in any single category of the Pricing Schedule in order to be considered responsive.
3. CONTRACT TERM: The term of the contract shall be from date of award to August 30, 2022.
4. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA
website, no later than 3:00 PM on August 14, 2020, (“Bid Closing”) and will be publicly posted,
following the Bid Closing. Bidders are responsible for ensuring its submission prior to Bid Closing.
The time a Bid is received shall be determined by the time stamp on the Bid receipt by the time
clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any
technical difficulties which may result in the Bidders response not uploading in time, or any
responses that are not properly uploaded. The City will not receive any bids in person. The
Fairfax City Hall is open for appointments only; therefore, paper bids will not be accepted. Any
paper bids received will be not be considered and will be returned, unopened, to the bidder. Bids
received after the Bid Closing shall not be considered.
5. AWARD: An award will be made to the lowest responsive and responsible. Evaluation will be
based on net prices. Unit prices, extensions and grand total must be shown. In case of arithmetic
errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly
shown in the space provided. Discounts for prompt payment will not be considered in making
awards. The State reserves the right to reject any and all bids in whole or in part, to waive any
informality, and to delete items prior to making an award.
6. RENEWAL OF CONTRACT: This contract may be renewed by the City for three (3) successive one
year periods under the terms and conditions of the original contract except as stated below. Price
increases may be negotiated only at the time of renewal. Written notice of the City’s intention to
renew shall be given approximately 90 days prior to the expiration date of each contract period.
a. If the City elects to exercise the option to renew the contract for an additional one-year
period, the contract price(s) for the additional one year shall not exceed the contract
price(s) of the original contract increased/decreased by more than the percentage
increase/decrease of the CPI-U section of the Consumer Price Index of the United States
Bureau of Labor Statistics for the latest twelve months for which statistics are available.
b. If during any subsequent renewal periods, the City elects to exercise the option to renew
the contract, the contract price(s) for the subsequent renewal period shall not exceed the
contract price(s) of the previous renewal period increased/decreased by more than the
percentage increase/decrease of the CPI-U section of the Consumer Price Index of the
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IFB 21015
GENERAL TERMS AND CONDITIONS
United States Bureau of Labor Statistics for the latest twelve months for which statistics
are available.
7. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At
the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is
not withdrawn at that time it remains in effect until an award is made or the solicitation is
canceled.
8. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of
a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days
or longer will be calculated in determining net low bid.
9. PURCHASE ORDER: To be valid, a purchase order issued under this Contract must be issued during
the term of the Contract. The period specified for performance of the purchase order may extend
past the term of the Contract. If a notice terminating this Contract is issued, the notice shall be
construed as applying only to the Contract and not to any existing purchase order, unless the
notice expressly states the intent to terminate the purchase order.
10. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in
all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law
provisions, and any litigation with respect thereto shall be brought in the circuit courts of the
Commonwealth. The agency and the contractor are encouraged to resolve any issues in
controversy arising from the award of the contract or any contractual dispute using Alternative
Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are
described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable
federal, state and local laws, rules and regulations.
11. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the City that they will conform
to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Contracting Act of 1975, as amended, where applicable, the Virginians With
Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public
Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall
not discriminate against any recipient of goods, services, or disbursements made pursuant to the
contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious
practice, or on the basis of race, age, color, gender or national origin and shall be subject to the
same rules as other organizations that contract with public bodies to account for the use of the
funds provided; however, if the faith-based organization segregates public funds into separate
accounts, only the accounts and programs funded with public funds shall be subject to audit by
the public body. (Code of Virginia, § 2.2-4343.1E).
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited
by state law relating to discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal operation of the contractor. The
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