Ditch Cleaning Services

Agency:	City of Suffolk
State:	Virginia
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Mar 21, 2024
Due Date:	Apr 10, 2024
Solicitation No:	Bid No. 24078-AG
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Number:	24078-AG
Bid Title:	Ditch Cleaning Services
Category:	Purchasing Bid Board Posting
Status:	Open

Description:

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is for roadside and off-road ditch cleaning within the City of Suffolk. The Contractor shall furnish all labor, equipment, supplies, and transportation in accordance with all specifications, terms, and conditions herein. All work performed shall be on an “as needed” basis.

Publication Date/Time:

2/27/2024 12:00 AM

Closing Date/Time:

4/10/2024 3:00 PM

Contact Person:

Amy Gardner, NIGP-CPP, CPPB
Senior Buyer
(757)514-4015
agardner@suffolkva.us

Miscellaneous:

The contract shall cover the period from May 1, 2024 through April 30, 2025.

The City reserves the option to renew this agreement for two (2) additional one-year periods ending April 30, 2027. Unless notified in writing thirty (30) days prior to the expiration date, the contract will automatically renew during these periods.

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INVITATION FOR BID

City of Suffolk

IFB#24078-AG

February 27, 2024

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

https://www.suffolkva.us/Bids.aspx?CatID=17

Ditch Cleaning Services

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is for roadside and off-road ditch

cleaning within the City of Suffolk. The Contractor shall furnish all labor, equipment, supplies, and

transportation in accordance with all specifications, terms, and conditions herein. All work

performed shall be on an “as needed” basis.

Bid Due: 3:00 p.m., April 10, 2024

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

The Senior Buyer, Amy Gardner, is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: agardner@suffolkva.us. The

respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning

bid must be in writing and received five (5) business days prior to the bid opening.

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Signature:

Title:

Date:

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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 April 10, 2024 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 will not be accepted through EVA.

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INVITATION FOR BID

Ditch Cleaning Services

Table of Contents

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

COMPETITION INTENDED................................................................................................ - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

SPECIFICATIONS .............................................................................................................. - 4 -

ADDITIONAL INSTRUCTIONS......................................................................................... - 10 -

CONTRACT TERMS AND CONDITIONS......................................................................... - 16 -

BID FORM ........................................................................................................................ - 23 -

REFERENCES ................................................................................................................. - 25 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 27 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 28 -

EXCEPTION PAGE .......................................................................................................... - 29 -

INSURANCE REQUIREMENTS ....................................................................................... - 30 -

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PURPOSE

The intent of this Invitation for Bid (IFB) is for roadside and off-road ditch cleaning within the City

of Suffolk. The Contractor shall furnish all labor, equipment, supplies, and transportation in

accordance with all specifications, terms, and conditions herein. All work performed shall be on

an “as needed” basis.

COMPETITION INTENDED

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 May 1, 2024 through April 30, 2025.

The City reserves the option to renew this agreement for two (2) additional one-year periods

ending April 30, 2027. 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.

SPECIFICATIONS

General Specifications

Ditch cleaning is defined as removal of debris, vegetation, or other material that impede storm

water runoff.

Clean and reshape is defined as removal of debris, vegetation, or other material that impede

storm water runoff and reshaping the side slopes and bottom of ditch to original gradient and

stabilization. Measurements and payments to be paid for in units shown on the Bid Tab.

Work Method

Excavate and remove excess material from ditches and from around fixtures within the limits of

the excavation. Reshape ditches in conformance with the lines, grades, and typical cross-

sections shown on the plans or as directed. Dispose of excess material in accordance with

applicable federal, state, and local regulations. Maintain ditch drainage during cleaning and

reshaping work.

All work shall be in a first-class workman-like manner acceptable to the City in all respects. Work

shall be performed by the standards and guidelines of the Virginia Work Area Protection Manual

latest edition. The following articles include general specifications that shall apply to work.

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ARTICLE 1. DRAWINGS AND SPECIFICATIONS

If applicable, the contractor shall keep one (1) copy of all drawings and the specifications at the

job site, in good order, available to the City.

ARTICLE 2. PROGRESS OF THE WORK

It is understood and agreed that the contractor will execute the agreement within ten (10) days

after written notice of award. The contractor shall provide an adequate force of labor and

equipment to prosecute the work at as many different points as may be necessary to insure the

completion of the work within the time limit for the completion as set forth in this agreement.

ARTICLE 3. WORK SCHEDULE

Contractor shall schedule all work between 7:00 a.m. and 3:30 p.m. Monday through Friday;

Antonio Jordan, General Manager/Operations Manager, or his designee, must approve all other

times. There will be no ditching or work on recognized holidays. All work shall cease at 12:00

p.m. (noon) the day preceding the holiday and will not resume until 12:00 p.m. (noon) the day

following the holiday. The recognize holidays are as follows: New Year’s Day, Memorial Day,

Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

ARTICLE 4. ORDER OF COMPLETION

The contractor shall submit at such time as may be requested by the City, schedules which shall

show the order in which the contractor will start the several parts of the work and estimated dates

of completion of the several parts. When approved, such schedule shall govern the work. The

City reserves the right to establish an order of precedence for the completion of the work.

ARTICLE 5. DISCREPANCIES

Any discrepancies found between the plans and specifications and site conditions or any

inconsistencies or ambiguities in the plans or specifications shall be immediately reported to the

General Manager/Operations Manager, or his designee, in writing, who shall promptly correct

such inconsistencies or ambiguities in writing. Work done by the contractor after his discovery of

such discrepancies, inconsistencies or ambiguities shall be done at the contractor's risk. During

the course of the work, if the contractor finds any discrepancy between the drawings and the

physical conditions of the locality, or any errors, or omissions in drawings or in the layout as given

by points and instructions, it shall be his duty to immediately inform the engineer and the City in

writing, and the engineer and the City shall promptly verify the same. Any work done after such

discovery, until authorized, will be done at the contractor's risk and expense.

ARTICLE 6. MATERIALS AND APPLIANCES

Unless otherwise stipulated, the contractor shall provide and pay for all materials, labor, water,

tools, equipment, light, power, transportation, sanitary facilities, and other facilities necessary for

the execution and completion of the work. Unless otherwise specified, all materials shall be new

and both workmanship and materials shall be of good quality. The contractor shall, if required,

furnish satisfactory evidence as to the kind and quality of materials.

The character, conditions, adaptability, and quantity of equipment used by the contractor shall be

such as may be necessary for the proper execution of the work within the specified working time.

The equipment used shall be maintained in good condition and shall be subject to approval of the

City prior to and during its use in connection with the work to be performed under this contract.

Contractor shall provide appropriate equipment to move excavated materials to disposal sites in

accordance with applicable federal, state, and local regulations. Contractor shall provide

adequate staffing as well as responsible and reputable management personnel to successfully

manage the job. Staff must reflect capability of performing land survey to check and verify

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Ditch Cleaning Services

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