Farm Lease - Long Acre Farm

INVITATION FOR BID
City of Suffolk
IFB #26120-JT
May 8, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520/ Fax: (757) 514-7524
Farm Lease - Long Acre Farm
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 below (local prevailing
time), for furnishing the items or services described in the bid.
SCOPE OF WORK - The intent of this Invitation for Bid (IFB) is to offer for lease approximately
93 acres of City property located on Kings Highway in the Chuckatuck Borough of Suffolk, Virginia
for the purpose of farming.
Bid Due: 3:00 PM, May 29, 2026
Lease Officer: Julie Turner
Julie Turner, CPPB, NIGP-CPP, Senior Buyer
The Senior Buyer, Julie Turner, CPPB is the Lease 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: jeturner@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. Any such unauthorized contact may disqualify the bidder from the procurement.
**SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**
Firm Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:

In compliance with this Invitation for Bid, and subject to all the conditions thereof, the bidder will,
if this bid is accepted within ninety (90) calendar days from the date of the opening, adhere to the
terms and conditions of the IFB. The bidder's signature certifies that the bidder has read,
understands, and agrees to all terms, conditions, and requirements of this bid, and is authorized
to lease on behalf of the firm named on the previous page.
Questions concerning this project must be in writing and addressed to the Lease Officer stated
herein; and must be received no later than five (5) business days preceding the date that the bids
are accepted.
BID DELIVERY
All bids should be delivered to Purchasing Office, Suffolk City Hall, 442 W. Washington St.,
Suffolk, VA.
ALL BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 3:00 P.M. on May 29, 2026.
BID OPENING
Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public
opening will be held on May 29, 2026, at 3:00 PM (local prevailing time), in the City of Suffolk City
Hall, Purchasing Conference Room, located at 442 W. Washington Street, Suffolk, VA 23434-
5237.
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.
Bidders are to submit entire IFB as their bid. Failure to do so may result in rejection of
your bid.
Bidders may submit their bids via eVA.
This Invitation for Bid and any lease agreement arising therefrom is not governed by, or subject to,
the Virginia Public Procurement Act (VPPA). This lease shall be subject to Suffolk City Council
approval after a duly advertised public hearing in accordance with Virginia Code Sections 15.2-1800
and 15.2-1813.
IFB 26120-JT Page 2

TABLE OF CONTENTS
INVITATION FOR BID ............................................................................................................................ 1
TABLE OF CONTENTS ........................................................................................................................... 3
1.0 PURPOSE ....................................................................................................................................... 4
2.0 COMPETITION INTENDED ...................................................................................................... 4
3.0 LEASE PERIOD ............................................................................................................................ 4
4.0 PROPERTY DESCRIPTION ....................................................................................................... 4
5.0 LESSEE'S RESPONSIBILITIES ................................................................................................ 5
6.0 ADDITIONAL INSTRUCTIONS ................................................................................................ 5
7.0 TERMS AND CONDITIONS ..................................................................................................... 10
BID FORM ................................................................................................................................................ 17
FARMING LEASE ................................................................................................................................... 18
ATTACHMENT A - Recorded Plat (7 Pages)
ATTACHMENT B - Assessor Information (2 Pages)
IFB 26120-JT Page 3

1.0 PURPOSE
The intent of this Invitation for Bid is to offer for lease City property for the purpose of
farming. Location to be leased is as follows:
Tract 5553
Farm Service Number 5026
Tax Map parcel 10*40
2.0 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 not later than five business days prior to the date set for bids to
close.
3.0 LEASE PERIOD
The initial term of the Lease shall be for one year from upon full execution of lease through
June 30, 2027, or as soon thereafter as practicable to allow the harvest of the current crop.
At the sole option of the Lessor, the Lease may continue in force thereafter on a calendar
year basis not to exceed an additional one (1) year through June 30, 2028, or as soon
thereafter as practicable to allow the harvest of the current crop. Should the City decide
to discontinue the lease at the end of the one-year term or subsequent one-year additional
term, the Lessee will be given ninety (90) days' notice.
4.0 PROPERTY DESCRIPTION
The parcel is located in the Chuckatuck Borough located off Kings Highway. However,
the access is off Brown Lane. The address is 239 Kings Highway, Suffolk, VA 23439.
All that certain piece, parcel or tract of land situated, lying and being in the Chuckatuck
Borough, City of Suffolk, Virginia, under FSN No. 5026, Tract 5553 consisting of 93 acres
of tillable soil, more or less
Inspection of Property
It will be the responsibility of the bidder to schedule a visit to view the tracts offered for
lease to determine what percentage of the land is useable for farming. Some areas may
be overgrown with vegetation and unsuitable for farming. Acreage listed in the IFB is
estimated and does not reflect the actual acreage suitable for farming purposes.
IFB 26120-JT Page 4

It is important that the Bidder visits the property prior to submitting a bid to ensure
that access to the property will not be an issue. Failure to visit the property site(s)
does not relieve the Bidder of any obligations associated with participation in the
bid process.
5.0 LESSEE'S RESPONSIBILITIES
5.1 During the lease period, the Lessee shall be responsible for any damage incurred
either directly or indirectly that may be caused by the Lessee or his employees to
any City property to include dirt roads, fencing, posts, chains, or property. The
lessee (and his employees) will be required to observe all posted speed limit signs
and to minimize damage to dirt roads caused by heavy farm machinery.
The lessee will be required to add dirt or grade roads which may have been
damaged as a result of its usage for farm equipment or vehicles. Posts and
fencing damaged or removed by the Lessee will be replaced as needed by the
City; costs incurred will be billed to the Lessee.
5.2 The Lessee shall not erect any signs or permit the erection of any signs on the
property without the previous written consent of the Lessor, nor will the Lessee be
permitted to do any hunting, trapping, or fishing, or permit anyone to enter the
property for the purpose of hunting, trapping, or fishing.
5.3 The Lessee shall, at his own cost and expense, maintain any fences on the
demised premises in good repair. He will, at his own cost and expense, establish
and maintain an access for his use within the boundaries designated by the Lessor.
5.4 The Lessee shall keep the entire parcel clean and clear of hazardous materials.
5.5 The Lessee shall not cut growing timber, if there is any, upon the said premises.
5.6 At the expiration, or other sooner termination of the term, the Lessee shall
surrender up unto the said Lessor the demised premises in good condition,
reasonable wear and tear expected.
5.7 The Lessee will be issued keys, if needed, for access to the property. It will be the
responsibility of the Lessee to distribute keys to his employees.
6.0 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 a part of the bid. In case of
conflict, the bid may be considered non-responsive. The City's published specifications
for this Invitation for Bid shall supersede any additional writings submitted with the bid.
Such writings shall be clearly marked and noted as an exception.
IFB 26120-JT Page 5

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 reasons, 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 Contracting 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 Contracting Officer five (5) business days prior to the
date set for the bids to close.
6. 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 so state.
7. Faith-based Organizations: The City of Suffolk does not discriminate against faith-based
organizations.
8. 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 it has adequate and appropriate
manpower, tools and equipment to respond and perform in accordance with the provisions
herein. The City may, at its option, disqualify a bidder and reject its 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 sublessees.
Default on any previous lease.
For unreasonable failure to complete a previous lease within the specified time or
for being in arrears on an existing lease 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 lease
documents
9. 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.
IFB 26120-JT Page 6

10. 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.
11. 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.
12. Capacity of Bidder: All bids must be signed by a responsible officer or employee having
the authority to bind the firm in lease. The bidder agrees that its lease performance shall
be in strict conformance with the lease documents.
13. 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.
14. Anti-collusion: The bidder certifies by signing this Invitation for 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.
15. 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 Lease 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
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.
16. 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 leases
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.
17. Ethics in Procurement: Lessees, offerors, bidders, 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, lessee, or consultant.
18. 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
IFB 26120-JT Page 7

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.
19. 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 (2) 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.
20. Award: Award will be made to the lowest responsive and responsible bidder based on
the Total Bid price. 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' for IFB 26120-JT. In case of error in the extension of prices, the unit price shall
govern. The award of the lease will be subject to approval by Suffolk City Council.
21. Announcements: Upon the award or the announcement of the decision to award a lease,
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
22. 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 lease 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
such bidder, except for causes beyond reasonable control; and pay for, at the agreed
prices, all goods and/or services specified and delivered.
23. Acceptance of Bid: Receipt of the bid by the City is not to be construed as an award or
an order to ship.
24. 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.
25. 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 lease. 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 Lease Officer at once for assistance.
26. Additional Conditions: The Conditions and Instructions in this solicitation are intended
to apply to the resulting lease 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. Contract documents
submitted by the successful firm after an award will not be accepted.
IFB 26120-JT Page 8

27. Conflict: In the event of a conflict between the lease documents, including these
Conditions and Instructions, and the terms of a purchase order or related document issued
by Purchasing, the lease documents shall control.
28. Precedence of Documents: In interpreting this Invitation for Bid (IFB) and resolving any
ambiguities between the main body of the IFB (Sections A, B and C) and any supplemental
documents or appendixes, Sections A, B, and C shall take precedence over any
supplemental documents.
29. 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.
30. 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 lease price within the available funds.
31. Prices: Prices shall be stated in units of quantity specified. No additional charges shall
be passed on to the City, including any applicable taxes, delivery, or surcharges. Prices
quoted shall be the final cost to the City. In case of error in the extension of prices, the unit
price shall govern.
32. Corrections: All prices and notations should be in ink or typewritten. Mistakes may be
crossed out and corrections made in ink and must be initialed and dated by the person
signing the bid.
33. 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 lease 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 lease 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).
In every lease over $10,000 shall include the following provisions:
1. During the performance of this lease, the bidder agrees as follows:
a. The Lessee will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age, disability,
service disabled veterans 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 Lessee. The
IFB 26120-JT Page 9

Lessee agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
b. The Lessee, in all solicitations or advertisements for employees placed by or on
behalf of the Lessee, will state that such Lessee is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law,
rule or regulation shall be deemed sufficient for the purpose of meeting these
requirements.
2. The Lessee will include the provisions of Section a, b, and c above in every sublease
or purchase order over $10,000, so that the provisions will be binding upon each
sublessee or vendor.
.
7.0 TERMS AND CONDITIONS
1. Alien Employment: The Lessee certifies that he does not and shall not during the
performance of the lease for goods and services in the Commonwealth, knowingly employ
unauthorized aliens as defined in the federal Immigration Reform and Control Act of 1986,
as amended.
2. Assignment of Lease: The lease shall not be assignable by the Lessee in whole or in
part without the written consent of the City
3. Availability of Funds: A lease shall be deemed in force only to the extent of
appropriations available to each department for the purchase of such goods and/or
services. The City's extended obligations on those leases that envision extended funding
through successive fiscal periods shall be contingent upon actual appropriations for the
following years.
4. Changes and Additions: It shall be the responsibility of the Lessee to notify the City, in
writing, of any necessary modifications or additions in the scope of this lease
Compensation for changes or additions in the scope of this lease will be negotiated and
approved by the City, in writing.
It is understood and agreed to by both the City and the Lessee that such modifications or
additions to this Agreement shall be made only by the full execution of the City's standard
Agreement change order form. Furthermore, it is understood and agreed by both parties
that any work done by the Lessee on such modification or addition to this Agreement prior
to the City's execution of its standard Agreement change order form shall be at the total
risk of the Lessee and said work may not be compensated by the City.
5. Lessee's Form: In cases where the City may accept the Lessee's lease, whereas certain
standard clauses that may appear in the Lessee's form lease cannot be accepted by the
City, and in consideration of the convenience of using that form, and this form, without the
necessity of negotiating a separate lease document, the parties hereto specifically agree
that, notwithstanding any provisions appearing in the Lessee's form lease, the City's lease
addendum shall prevail over the terms of the Lessee's agreement in the event of a conflict.
IFB 26120-JT Page 10