BMP Maintenance Services

In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the
signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the
opening, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set opposite each item, to be delivered at the time and place specified herein. The above
signature certifies the bidder has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named above.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
BID OPENING
Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public
opening will be held May 19, 2026 at 3:00 PM (local prevailing time), in Suffolk City Hall,
Purchasing Conference Room (1086), located at 442 W. Washington Street, Suffolk, VA 23434-
5237.
SUBMITTALS
Bidder shall submit the entire IFB as their bid package.
Bids may be submitted through EVA.
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INVITATION FOR BID
Table of Contents
BMP Maintenance Services
SECTION/TITLE
PURPOSE .......................................................................................................................... - 4 -
CONTRACT PERIOD ......................................................................................................... - 4 -
SCOPE OF SERVICES....................................................................................................... - 4 -
ADDITIONAL INSTRUCTIONS ........................................................................................... - 7 -
CONTRACT TERMS AND CONDITIONS ......................................................................... - 13 -
BID FORM ........................................................................................................................ - 20 -
REFERENCES ................................................................................................................. - 24 -
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 26 -
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................ - 27 -
EXCEPTION PAGE .......................................................................................................... - 28 -
INSURANCE REQUIREMENTS ....................................................................................... - 29 -
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PURPOSE
The intent of this Invitation for Bid (IFB) and resulting contract is to obtain competitive bids from
qualified contractors to provide Best Management Practices (BMP) services for storm water
facilities and related landscaping on an as needed basis at various locations within the City. The
contractor will be required to furnish all labor, supervision, equipment, materials, supplies, fuel,
transportation, certifications, permits, and fees required to perform the work. All work shall be in
accordance with all specifications, terms, and conditions herein.
It is the City's intent that this Invitation for Bid (IFB) permits competition. It shall be the bidder's
responsibility to advise the Purchasing Agent in writing if any language requirement, specification,
etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this
IFB to a single source. Such notification must be received by the Purchasing Agent no later than
five (5) business days prior to the date set for bids to close.
CONTRACT PERIOD
The contract shall cover the period from June 1, 2026 through May 31, 2027.
The City reserves the option to renew this agreement for four (4) additional one-year periods
ending May 31, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the
contract will automatically renew during these periods.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)
months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all
Urban Consumers (CPI-U) - Other Goods and Services (unadjusted for the current 12-month
period) or 3%. The City does not guarantee approval of any rate increase. The City must be
notified of any rate increases during the contract period.
SCOPE OF SERVICES
General Specifications
The Scope of Services is focused primarily on maintenance of Best Management Practices (BMP)
for storm water facilities (also known as storm water management facilities) and related
landscaping. All work will be performed on an as needed basis following a written request by City
personnel.
The Contractor must be prepared to maintain Best Management Practices facilities including, but
not limited to, wet and dry detention ponds, created wetlands, bio-retention areas, underground
sand filters, grassed or vegetated swales, fore-bays, and manufactured systems. The Contractor
will be required to maintain facilities in accordance with the Virginia Department of Environmental
Quality (DEQ) standards for non-proprietary BMP types and manufacturer specifications for
proprietary BMP's.
The Contractor shall be capable of furnishing all appropriate equipment and qualified operators
to perform outlined tasks in an efficient and safe manner and be able to mobilize and begin work
within five (5) working days of the initial work request.
Contractors are required to be a licensed/certified chemical applicator in accordance with
regulations issued by the Virginia Department of Agriculture and Consumer Services. Contractor
shall possess extensive knowledge of aquatic vegetation, invasive species, water chemistry, non-
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point source pollution, and aeration equipment and maintenance. Chemical applications may not
be applied without approval of the City. The successful bidder will be required to provide proof of
certification prior to award of contract.
A. Maintenance Task List
1. Routine mowing (including pond embankments)
2. Removal of trees, brush, and shrubs. Tree removal can include various sizes of trees.
Trees may be freestanding, fallen (both on land and into water), living, or dead.
3. Trash/debris removal from manufactured BMP's, bio-retention areas, dry and wet ponds
and within control devices including culvert inlet/outlet pipes, spillways and riser structures
4. Remove trash and sediment from underground chambers (screening/separation BMP
structures)
5. Remove oil layer from permanent pools, storm filter systems, and hydrodynamic
separators and dispose of in accordance with state and federal regulations for the type of
oil removed.
6. Sediment removal from dry ponds, wet ponds, sediment fore-bays, and bio-retention areas
7. Dredging and muck removal from vegetated swales, dry ponds, bio-retention areas,
sediment fore-bays, and wet ponds
8. Vegetation establishment including weed control, mulching, regular plant care with
pruning, fertilizing, and watering for maintaining and establishing ground cover
9. Fill animal burrows and dens on embankments and side slopes of dry and wet ponds
10. Wetland plantings shall be maintained in accordance with planting or landscape plan for
the facility. If there is no plan, species native to southeast Virginia shall be used.
11. Maintenance, servicing, and cleaning of proprietary BMP's according to manufacturer
specifications and/or recommendations
12. Filter replacement according to manufacturer specifications and/or recommendations
13. Vacuum sweeping, repacking and replacement of permeable surface pavers, and
replacement of underlayment (filtering sand). Vacuum sweeping of permeable asphalt
and concrete
14. Repair and Replace culverts, spillways, structures, flared end sections, and pipe joints.
15. Access maintenance for ingress/egress of the facilities
16. Monitoring of dry ponds and bio-retention areas for a 72-hour duration following rainfall to
verify water level draw down and proper function of facilities
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17. Inspection, maintenance, and repair/replacement of mechanical components such as
valves, sluice gates and flap gates, anti-vortex devices, pumps, access hatches, aerators,
fountains, bubblers, diffusers, and electrical control panels for such devices.
18. Maintain traffic control, to include furnishing signs, cones, barrels, flagmen, vehicles, and
other equipment to maintain proper traffic control in accordance with the current Work
Area Protection Manual as necessary to accomplish work outlined by this contract.
19. Repair of erosion areas in and around BMPs, including but not limited to, side slopes,
inlets, outlets, embankments forebays, etc.
20. All planting shall be maintained in accordance with the planting or landscape plan for
BMP facilities, e.g. Bioretention facilities, wet ponds, dry ponds, constructed wetlands,
extended detention pond, etc.
B. Utility Location and Protection of Property
Prior to commencing work, the Contractor shall be responsible for obtaining his own
Virginia 811 Utility Ticket and satisfy himself as to the location of underground utilities. All
damage to existing utilities is fully the responsibility of the Contractor. The Contractor shall
be liable for all damage made to any structures or property arising through negligence or
carelessness. The Contractor shall take care of and maintain all underground, overhead,
or surface utilities encountered in the performance of the work.
The Contractor shall not use private property in connection with work unless prior written
permission is obtained from the property owner. A copy of the written permission shall be
furnished to the Department of Public Works. The written statement of permission shall
indicate the name, address, and phone number of the property owner. Verification of
ownership shall be the responsibility of the Contractor.
Contractor shall adequately protect adjacent private and public property. The Contractor
shall, during the progress of work and as directed by the owner, remove from the owner's
property and from public and private property, at his expense, all temporary structures,
rubbish, debris, piles of earth, foreign matter, and waste materials resulting from his
operations. The site of the work shall be restored to conditions existing before the work to
the satisfaction of the owner. Lawns, pavement, sidewalks, and other surfaces shall be
preserved where practical but if damaged shall be fully restored at the expense of the
Contractor.
Bid Evaluation and Award
If awarded, the bid shall be awarded to the lowest responsive and responsible bidder. In
determining the responsible bidder, the following factors shall be considered:
* Ability, capability, and skill of the bidder to perform the contract within the time frame(s)
specified.
* The character, integrity, reputation, judgment, experience and efficiency of the bidder
* The quality of performance of previous contracts.
* The financial resources and ability of the bidder to perform the contract.
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ADDITIONAL INSTRUCTIONS
1. Use of Form: All bids shall be submitted on and in accordance with this form. If more
space is required to furnish a description of the goods and/or services bid, or delivery
terms, the bidder may attach a letter hereto that will be made as part of the bid. In case of
conflict, the bid may be considered non-responsive. The City's published specifications
for this IFB shall supersede any additional writing submitted with the bid. Such writings
shall be clearly marked and noted as an exception.
2. Submittals: All bids shall be submitted sealed, plainly marked showing the bid number,
date and time. The entire solicitation document is to be returned when submitting a bid
unless otherwise directed by the bid document. Failure to return all pages may result in a
determination that the submittal is non-responsive.
3. Late Bids: Bids and amendments thereto, if received by the City's Purchasing Division
("Purchasing") after the date and time specified for bid opening, will not be considered. It
will be the responsibility of the bidder to see that their bid is received by Purchasing as
specified. There will be no exceptions. Date of postmark will not be considered.
Telephone, facsimile, electronic and verbal bids will not be accepted. Prices or changes
shown on the outside of an envelope will not be considered in determination of low bid.
4. City Hall Closure: If City Hall is closed for business at the time scheduled for the bid
opening, for whatever reason, sealed bids will be accepted and opened on the next
business day of the City, at the original scheduled hour.
5. Competition Intended: It is the City's intent that the Invitation for Bid (IFB) permits
competition. It shall be the bidder's responsibility to advise the Contract Officer in writing
if any language requirement, specification, etc., or any combination thereof, inadvertently
restricts or limits the requirements stated in the IFB to a single source. Such notifications
must be received by the Contract Officer five (5) days prior to the date set for the bids to
close.
6. Contract Quantities: The quantities specified in the Invitation for Bid are estimates only
unless otherwise clearly noted and are given for the information of bidders and for the
purpose of bid evaluation. They do not indicate the actual quantity that will be required,
since such volume will depend upon requirements that may develop during the contract
period. Quantities shown shall not be construed to represent any amount which the City
shall be obligated to purchase under the contract or relieve the bidder of his obligation to
fill all orders placed by the City, except as clearly noted.
7. Delivery: The time of delivery must be stated in definite terms. If time of delivery for
different goods and/or services varies, the bidder shall state so.
8. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based
organizations.
9. Bidder Qualifications: Only bids from established Bidders for work similar in scope to
work herein shall be considered; the City reserves the right to request specific reference
information prior to award. Bidder shall demonstrate that he has adequate and appropriate
manpower, tools and equipment to respond and perform in accordance with the provisions
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herein. The City may, at its option, disqualify a bidder and reject his bid for cause. Reasons
deemed to be sufficient for this action shall include, but not be limited to, the following:
Evidence of collusion among bidders.
Receipt of more than one bid on any project from an individual, or from a
corporation. This restriction does not apply to subcontractors.
Default on any previous contract.
Unreasonable failure to complete a previous contract within the specified
time or for being in arrears on an existing contract without reasonable
cause for being in arrears.
Inability to perform as revealed by an investigation of the Bidder's
financial statement, experience and/or plant and equipment.
Bidder does not meet project-specific requirements, as identified in the Contract
Documents
10. Pricing to be F.O.B. Destination - Freight Allowed: Pricing shall be F.O.B. destination-
freight included for all competitive bids. F.O.B. Destination-Freight Included shall include
all shipping costs to the City location(s) at the unit cost. No additional shipping charges
shall be allowed.
11. Samples: Samples, when requested, must be furnished free of expense, and upon
request, if not destroyed, will be returned at the bidder's risk and expense.
12. Silence of Specifications: The apparent silence of these specifications and any
supplemental specifications as to any detail or the omission from the specifications of a
detailed description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail and correct type, size and design are to be used. All
interpretations of these specifications shall be made on the basis of this statement.
13. Capacity of Bidder: All bids must be signed by a responsible officer or employee having
the authority to bind the firm in contract. The bidder agrees that its contract performance
shall be in strict conformance with the contract documents.
14. Rights to Damages: By signing this bid, the bidder assigns to the City any and all rights
that it may have under the antitrust laws of the United States and the Commonwealth of
Virginia in any way arising from or pertaining to this bid. This provision is remedial in nature
and is to be liberally construed by any court in favor of the City.
15. Anti-collusion: The bidder certifies by signing this Invitation of Bid that this bid is made
without prior understanding, agreement, or accord with any other person or firm submitting
a bid for the same goods and/or services and that this bid is in all respects bona fide, fair,
and not the result of any act of fraud or collusion with another person or firm engaged in
the same line of business or commerce. Any false statement hereunder may constitute a
felony and can result in a fine and imprisonment, as well as civil damages.
16. Contact Prohibition: Direct contact with City departments other than Purchasing, on the
subject of this bid is expressly forbidden except with the foreknowledge and permission of
the Contract Officer. Violation may result in a determination that your firm is ineligible for
an award.
All questions shall be in writing to the Contract Officer shown on the title page of the bid.
The respondents to this IFB shall not contact, either directly or indirectly, any other
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employee or agent of the City regarding this IFB. This prohibition shall also extend to the
Suffolk City Council and locally elected officials. Any such unauthorized contact may
disqualify the bidder from this procurement.
17. Debarment Status: By submitting a bid, bidders certify that they are not currently
debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts
for the type of goods and/or services covered by this solicitation, nor are they an agent of
any person or entity that is currently so debarred.
18. Ethics in Procurement: Bidders, Offerors, Contractors, or Consultants must provide
written disclosure with their bid or proposal if one of its officers, directors, trustees,
partners, employees or lenders is an employee or an immediate family member (as
defined by 2.2-4368 of the Virginia Public Procurement Act) of the City who is involved
personally or substantially participates in this procurement transaction or owns or controls
an interest of more than three percent (3%) of the company or received more than $5,000
annually from the Bidder, Offeror, Contractor, or Consultant.
19. Addenda: If issued, addenda to this solicitation will be posted on the Purchasing website:
https://www.suffolkva.us/Bids.aspx?CatID=17. It is the bidder's responsibility to check the
website or contact Purchasing prior to the submittal deadline to ensure that the bidder has
a complete, up-to-date package. Acknowledgement of all issued addenda shall be
indicated on the bid form in the appropriate spaces. Failure to acknowledge all addenda
will result in bid being non-responsive.
20. Withdrawal of Bids: Bidder has the right to request withdrawal of their bids from
consideration due to error by giving notice not later than two business days after the bids
are publicly opened. Work papers showing evidence of error(s) may be required.
Bids may be withdrawn any time prior to the bid opening. Withdrawal of bids may be
accomplished by submitting such request in writing on the issuing company's letterhead
either in person, electronically, or by certified mail.
21. Award: Award will be made to the lowest responsive and responsible bidder based on the
Total Bid Amount. The quality of the goods and/or services to be supplied, their conformity
with the specifications, their suitability to the requirements, the delivery, qualifications and
references will be taken into consideration in making the award. The City reserves the
right to refuse all bids. Determination of low bid shall be determined by the audited figure
shown on the pricing page titled 'Total Bid Amount'. In case of error in the extension of
prices, the unit price shall govern.
22. Announcements: Upon the award or the announcement of the decision to award a
contract, the City will publicly post such notice on the bulletin board located outside of the
Purchasing Division and on the City's web site:
https://www.suffolkva.us/Bids.aspx?CatID=17.
23. Offer/Acceptance: Each bid is received with the understanding that the acceptance in
writing by the City of the bidder to furnish any or all of the goods and/or services described
therein, shall constitute a contract between the bidder and the City, which shall bind the
bidder to furnish and deliver the goods and/or services quoted at the prices stated and in
accordance with the conditions of the accepted bid; and the City on its part to order from
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such bidder, except for causes beyond reasonable control; and pay for, at the agreed
prices, all goods and/or services specified and delivered.
24. Acceptance of Bid: Receipt of the bid by the City is not to be construed as an award or
an order to ship.
25. City's Rights: The City reserves the right to reject any and all bids, and to waive any
informality if it is determined to be in the best interest of the City.
26. Appeals Procedure: Upon bidder's request, administrative appeals information will be
provided that shall be used for hearing protests of a decision to award, or an award,
appeals from refusal to allow withdrawal of bids, appeals from disqualification, appeals for
debarment or suspension, or determination of non-responsibility and appeals from
decision or disputes arising during the performance of a contract. To be timely all appeals
shall be made within the time periods set forth by the Virginia Public Procurement Act,
2.2-4357, et seq. Contact the Contract Officer at once for assistance.
27. Additional Conditions: The Conditions and Instructions in this solicitation are intended
to apply to the resulting contract and shall supersede any conflicting terms offered. Any
additional conditions a bidder intends be considered must be submitted with the bid and
noted as an exception. Such exceptions may result in a finding that the submittal is 'non-
responsive' to the bid, negating possibility of an award to that bidder. Contractual
documents submitted by the successful firm after an award will not be accepted.
28. Conflict: In the event of a conflict between the contract documents, including these
Conditions and Instructions, and the terms of a purchase order or related document issued
by Purchasing, the contract documents shall control.
29. Precedence of Documents: In interpreting this Invitation for Bid (IFB) and resolving any
ambiguities between the main body of the IFB and any supplemental documents or
appendices, the main body of the IFB shall take precedence over any supplemental
documents.
30. Governing Document: The solicitation document maintained by Purchasing, in the bid
file, shall be considered the official copy. In the case of any inconsistency between bid
documents submitted to the City, but not clearly listed as an exception, the language of
the official copy shall prevail. Furthermore, any exception or change to the specifications
made by the bidder may be cause to disqualify your bid.
31. Negotiation: Unless canceled or rejected, a responsive bid from the lowest responsible
bidder shall be accepted as submitted; except that if the bid from the lowest responsible
bidder exceeds available funds, the City may negotiate with the apparent low bidder to
obtain a contract price within the available funds.
32. Cooperative Agreements: If authorized by the bidder(s), the resultant contract(s) may be
extended to any jurisdiction within the Commonwealth of Virginia to purchase at the
contract prices in accordance with the contract terms. Any jurisdiction using such contracts
shall place its own order(s) directly with the successful bidder(s). The City of Suffolk acts
only as the contracting agent and is not responsible for placement of orders, payment, or
discrepancies of the participating jurisdictions. It is the bidder's responsibility to notify the
jurisdictions of the availability of contract(s).
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