ITB 27-03TM Landscape & Turf Maintenance

INVITATION TO BID - GOODS AND SERVICES
ISSUE DATE: June 2, 2026 ITB #: 27-03TM NIGP CODE:
90656
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY:
June 25, 2026 at 11:00 AM EST Tammy Martin, Senior Buyer Landscape & Turf Maintenance
THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE LANDSCAPE AND TURF
MAINTENANCE FOR THE LAKE HAMPTON AND FREEMAN/DRIVE/WATERWALK TRAIL AREAS.
ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A B C D (Please initial)
ACKNOWLEDGE RECEIPT OF ADDENDUM: 1 2 3 4 (Please initial)
Pre-Bid Conference - N/A
BIDDER NAME:
COMPETITIVE SEALED BIDDING. This Invitation to Bid ("ITB") is subject to the competitive sealed bidding provisions
outlined in Virginia Code 2.2-4302.1. Sealed bids will be received in the Issuing Office or via DemandStar (www.demandstar.com)
until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by
telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not
responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB
are to be directed to the Issuing Office as defined herein.
THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as "the City", reserves the right to accept or reject any and all
bids in whole or in part and waives any informality in the competitive sealed bidding process. Further, the City reserves the right to
enter into any one or more contracts deemed to be in its best interest. The entire contents of the ITB, addenda, and Bidder's bid shall
be incorporated by reference into any resulting contract.

Bidder Information:
Name of Bidder: Address:
Phone Number: Fax Number:
Email Address: State Corporation Commission ID: ______________________
City of Hampton Business Prof. License Tax No.:
Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________
NOTE: Numbers identified as social security numbers will be redacted in public documents.
Business Classification:
Is Bidder a "minority" business? Yes No
African American Hispanic American Native American Asian American
Other; Please Explain: ______________________________________________________
Is Bidder Woman Owned? Yes No
Is Bidder a Small Business? Yes No
Is Bidder Faith-Based Organization? Yes No
Is Bidder a Disabled Veteran Business? (for informational purposes only) Yes No
Check One: INDIVIDUAL PARTNERSHIP CORPORATION LLC
State in which Registered or Incorporated _____________________________
By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and
in the Instructions to Bidders and General Conditions as described in Attachment A.
Authorized Signature: Date:
Printed Name: Title:
Issuing Office: Wherever used in this ITB, the Issuing Office Will Be:
Tammy Martin, Senior Buyer Phone: 757-727-2205
Consolidated Procurement Division
1 Franklin Street, Suite 345 Email: tmartin@hampton.gov
Hampton, Virginia 23669
Wherever used in this ITB, the City Contract Administrator will be:
Jill Burdine, Contract Coordinator Phone: 757-728-5238
Parks, Recreation & Leisure Services
22 Lincoln St. 5th Floor Email: jill.burdine@hampton.gov
Hampton, Virginia 23669
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I. BACKGROUND
Hampton, Virginia
Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering
the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is
water, with a total population of more than 137,000.
The City boasts a strong military and technology presence. The nation's first air base, Langley Air Force Base, is
home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes
nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America's first
astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace,
run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent
research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to
focus on military and business applications for underwater drones. Virginia Tech has an expanded research center
focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.
In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-
eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University's
Peninsula Center; and Bryant & Stratton College.
The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran's
Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer
treatment, centers affiliated with Riverside Regional Medical Center and the Children's Hospital of the Kings'
Daughters, as well as military and retiree care at the Langley base.
Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,
Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point
National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton
location (in addition to the Unmanned Center). Tourism is also an important economic driver.
The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport
and the smaller Newport News/Williamsburg International Airport.
Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with
populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest
metropolitan region in the nation.
The city's public school system has been recognized nationally, and the city's government has been recognized
for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen
engagement.
Hampton is a welcoming and diverse city - large enough to provide a wide variety of festivals, music, arts and
culture - but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest
continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are
African-American, and 37% are white, with the remainder split among multiple races and other categories. About
6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink:
http://hampton.gov/90/Demographics.
II. BID TERMS AND CONDITIONS
A. Contract Documents. This ITB and its addenda(s), Bidder's Bid, any additional information requested, and the
final awarded contract will constitute the final contract hereafter referred to as the "Contract". These documents
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will be incorporated by reference into the City Purchase Order(s) that award the Contract. The Contract shall be
governed by the contract documents in the following order of precedence:
1. The final negotiated Contract
2. The ITB, its attachments, and its addenda
3. Bidder's Bid
In the event that there is a Conflict between this ITB, its attachments and addenda, Bidder's Bid, or any related
documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.
B. Copies of Contract Documents. If Bidder is awarded the Contract, Bidder will receive electronic copies of all
documents. All original documents will be maintained at the Issuing Office. If Bidder requires a certified copy of
any document to which Bidder is entitled, the Issuing Office will accommodate that request.
C. Bid Binding for Ninety (90) Days. Bidder agrees that its Bid shall be binding and may not be withdrawn for a
period of ninety (90) calendar days after the scheduled closing date of this ITB.
D. Proprietary Information/Non-Disclosure. Bidder is advised that the Virginia Public Procurement Act (Section
2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Bidder.
1. Bidder may invoke the protections of 2.2-4342 of the Code of Virginia to protect trade secrets,
proprietary information, and other confidential information provided by the Bidder:
i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.
ii. Provide a statement that identifies the data or other materials to be protected and that states the
reasons why protection is necessary.
iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope
clearly marked "PROPRIETARY".
iv. References to the proprietary information may be made within the body of the Bid; however, all
information contained within the body of the bid shall be public information in accordance with
State statutes.
v. An all-inclusive statement that the entire bid is proprietary is unacceptable. A statement that
Bidder's costs and/or bid pricing are to be protected is unacceptable. Bidder will be requested to
remove any such statement(s) in order to be eligible for further consideration.
2. The City reserves the right to submit such information to the City Attorney for concurrence of the
Bidder's claim that it is in fact proprietary. Information submitted that does not meet the above
requirements will be considered public information in accordance with the VFOIA.
D. Bidder Obligation. Bidder shall carefully examine the contents of this ITB and any subsequent addenda(s).
Failure to do so shall not relieve the Bidder of its obligation to fulfill the requirements of any contract awarded as
a result of this ITB.
E. Conditions of Work. Bidder shall inform itself fully of the conditions related to services required herein.
Failure to do so will not relieve a Bidder of the obligation to furnish all goods and/or services necessary to carry
out the provisions of the Contract.
F. Withdrawal of Bid Due to Error. Withdrawal of a Bid due to error shall be in accordance with 2.2-4330(B)(1)
of the Code of Virginia. The Bidder shall give notice in writing of its claim of right to withdraw its Bid within
two (2) business days after conclusion of the Bid opening date and shall submit original work papers with such
notice.
G. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other
Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly
with the Contractor(s) awarded the Contract(s). The City of Hampton acts only as the issuing agent and is not
responsible for placement of orders, payment or discrepancies of other participating Public Bodies.
H. Bidder Representations and Acknowledgements. The attached "Bidder Representations and
Acknowledgements" at Attachment C to this ITB, shall be executed by Bidder and is to be submitted with the
Bid. The requirements set forth on said form shall be considered to be binding terms and conditions in any
contract resulting from this ITB. A contract will not be awarded to a Bidder who has not initialed and signed the
Bidder Representations and Acknowledgements.
I. Mathematical Errors. Discrepancies between multiplication of units of work and unit prices will be resolved in
favor of unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum will
be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of
words.
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III. SCOPE OF CONTRACT. The purpose of the ITB is to solicit bids to establish a contract for the provision of
landscape and turf maintenance.
SCOPE OF WORK
General Requirements:
The City of Hampton is seeking bids for landscape and turf maintenance for the Lake Hampton and
Freeman Drive/Waterwalk Trail areas.
Specific Requirements:
Contractor shall perform services to the highest standards in the landscaping and turf maintenance
industry.
The successful bidder shall furnish all supervision, labor, tools, material, equipment and supplies
necessary to provide landscape maintenance and turf maintenance to city-owned properties, as identified.
The Contractor shall provide services on an as needed basis and shall be paid for each function performed.
Some functions such as mowing grass may be performed weekly whereas some functions may be
performed only one (1) time. The Contractor is not authorized to perform any work without the expressed
written approval of the Parks, Recreation, and Leisure Services (PRLS) Department. This will be a year-
round grounds and landscape contract.
1. SPRING CLEAN-UP
During the first three weeks of March, a general landscape clean-up shall occur. This service shall include
the following:
* Removal of landscape debris that has accumulated over the winter months.
* Pruning to remove deadwood from plant material up to a height that can be reached with a pole pruner.
* Removal of excessive mulch build-up in beds and tree pits as deemed necessary by the Contractor.
Excessive mulch is detrimental to plant health as it encourages insects, disease and root growth in the
mulch.
* Edging of all beds and tree wells at right angle to a depth of 1 inch to 2 inches (1-2"). All tree rings
shall be concentric and all bed lines maintained as smooth and continuous lines. All existing mulch
will be turned before new mulch is applied.
2. PLANT BEDS
All plant bed areas shall be sprayed in the spring with an approved post emergent herbicide suitable to
control unwanted vegetation, which competes with desirable plantings for moisture and nutrients. Round-
Up Pro, plus a pre-emergent combination or newer product which will result in an equal or a better quality
control may be permitted upon approval by PRLS Representative. Several applications may be necessary
to ensure clean and weed free beds all season. No spraying shall be performed during days of inclement
weather [i.e., gusting winds above fifteen miles per hour (15 mph and sixty percent (60%) or better chance
of precipitation]. All products shall be applied following label recommendations.
An application of an approved pre-emergent herbicide that will control the annual and perennial weed
present in the plant areas shall be applied following label recommendations, prior to mulching areas.
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Certain groundcover or perennial plantings may not receive pre-emergent in order not to damage the
material. Hand removal weeds not controlled by post emergent application shall be necessary before pre-
emergent is applied.
All large weeds that have expired shall be removed prior to mulching of planted areas.
3. PRUNING SHRUBS
All vines, large weeds, wild trees, etc., shall be removed prior to trimming in order to remove as much of
the root system as possible. Shrub/hedges shall be trimmed broad at the base and narrow at the top.
Hedges shall be trimmed removing any new growth while maintaining their present height. Single shrubs
may be allowed to develop to mature size unless they are blocking a window, impeding pedestrian traffic,
etc. Any shrubs in question shall be discussed with the PRLS Representative. Plant Growth Regulators
(PGR) may be used on some shrubbery to control growth only after consulting with the PRLS
Representative and receiving written approval.
4. PRUNING TREES
Pruning of deciduous trees shall be in the months of January, February and March, during dormant season
or in the fall depending on plant material. Pruning shall include removal of crossing branches or those
not consistent with standard form, general thinning for good light penetration and air circulation, and dead
or diseased branches.
Subsequently, pruning of suckers, water sprouts and low hanging branches shall be performed during
regular visits. Trees shall be elevated to a height at least eight feet (8') over sidewalks so as not to interfere
with pedestrian traffic. Some trees may not be able to be elevated to this height due to limb structure and
Contractor shall use their professional judgment. All pruning cuts shall be made to the lateral branches
buds and flush with the branch collar. Stubbing shall not be permitted. All debris shall be removed from
the site.
5. MULCHING
All tree rings shall be concentric and all bed lines maintained as smooth and continuous lines. All
existing mulch will be turned before new mulch is applied. Mulch shall be color enhanced (dark brown)
double shredded hardwood mulch (not made from pallets). A maximum two-inch (2") layer shall be
provided and maintained. Mulch shall be kept away from the base of tree trunks and from the crown of
the shrubs. Mulch shall not be mounded (volcano shape) around the base of any trees. The goal shall be
to maintain no more than three inches (3") of organic material. To correct the effect of wash out or
other unanticipated dissipation of mulch, Contractor will add mulch from time-to-time on a spot basis.
Mulch applications will be done in spring and fall but can be more frequent at the City's request.
6. APPLICATION OF PESTICIDES (TURF AND ORNAMENTALS)
All chemicals used for control purposes, including; but not limited to, pesticides and herbicides, shall be
applied by or under the direct supervision of a Virginia Certified Pesticide Applicator who holds a
Commercial Applicator's license for Ornamentals (3A), Turf Pest Control (3B) and Right of Ways (6).
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Licenses shall be valid during duration of the contract and issued by the Virginia Department of
Agriculture and Consumer Services. Contractor shall furnish, at time of placing bids, copies of valid
VDACS permits showing the commercial categories.
7. PEST MANAGEMENT
The Contractor shall be responsible for the detection, monitoring and control of plant damaging insects.
The Contractor shall be aware of the potential pests and shall make regular inspections of the plant material
and treat it as deemed 4necessary. These principles will be practiced under an Integrated Pest
Management Program (IPMP).
Our goal in implementing an IPMP is to maintain insects and disease problems at acceptable levels. If
deemed necessary, pesticides shall be applied under the supervision of a certified applicator and after
written approval from Parks Division Representative.
8. HERBICIDE APPLICATION TO OTHER AREAS
An approved herbicide shall be applied to weeds growing in curb and gutter areas, cracks/expansion
joints in walks, paved areas, guard rails and around all mowing obstacles.
9. MOWING
Prior to each mowing, all reasonable trash, cigarette butts, sticks and other unwanted debris shall be
removed and disposed of from lawns, plant beds, curb and gutters and paved areas.
Lawns shall be mowed at a finished height of two and a half to three inches (2 1/2 to 3") throughout the
mowing season.
During the mowing season, the third week of March through the third week of October, all lawn areas
shall be mowed every seven (7) days.
The mowing operation shall include trimming around all obstacles, raking excessive grass clipping and
removing debris from walks, curbs and parking areas. Grass clippings shall be kept out of sidewalks,
streets, plant beds, and tree pits. Mowing patterns shall be established and changed on a regular basis to
present the most aesthetically pleasing appearance.
All sidewalks and curb lines will be edged at each visit. Debris from this operation shall be removed
and areas swept or blown clean. Contractor shall take care not to blow debris into adjacent areas outside
of the project limits or into the street.
10. TURF FERTILIZATION
A soil test shall be taken in early spring to determine fertilization needs and lime requirements. If lime
is needed, the Contractor shall specify the rate and apply it at an additional cost with prior approval from
the PRLS Representative.
The majority of established turf is Bermuda and fertilization program shall follow recommendations for
warm season grasses as recommended by Virginia Tech's Cooperative Extension. Application of slow-
release fertilizers are recommended and shall be approved by the PRLS Representative, in writing.
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11. TURF HERBICIDES
A pre-emergent herbicide shall be applied in the Spring and Fall to help control the growth of crabgrass
and other annual weeds. Post-emergent herbicide shall be applied in the Spring to help control broadleaf
weeds. Additional spot treatments shall be performed throughout the season to control different and
seasonal weeds.
Pre-emergent applications must stay a minimum of ten (10) feet from the lake and creek water's edge.
For fall applications, pre-emergent must occur fifteen (15) days after the overseeding process occurs to
prevent poor Perennial Ryegrass seed germination. Example: Overseeding operations must occur before
September 1st to allow seed germination before pre-emergent applications. Pre-emergent is applied no
earlier than September 15th .
12. INSECT AND DISEASE CONTROL
On-site personnel will perform insect control on a curative basis following regular Integrated Pest
Management Program (IPMP) inspections.
Treatment of turf disease problems shall be on a curative basis only. Due to the nature of turf diseases
being extremely weather sensitive and expensive to control, these shall be performed on an as needed
basis, at an additional cost.
13. SIDEWALK AND WALKWAY MAINTENANCE
Litter collection and walkway cleaning/ weed removal will be performed three (3) times per week, each
week to achieve a neat, professional appearance.
14. LEAF REMOVAL
Leaves shall be removed from turf areas, curbs and sidewalks during every seven (7) days from
November 1st through December 31st.
15. AERATION/OVERSEEDING
Aeration of turf areas shall be performed once in the Fall, prior to over seeding, utilizing an open-time
coring type aerator with three eighths to five eighths inch (3/8" to 5/8") diameter core. Aeration tines
should optimally penetrate the soil to a minimum depth of one and one half inch (1 1/2"), depending on
existing soil conditions. Care shall be taken to ensure irrigation heads are not damaged during this
operation.
Over seeding shall be performed using an approved turf type Perennial Ryegrass, Seed shall be applied
at a rate of six pounds (6 lbs.) per 1,000 square feet. Pre-emergent application will begin no earlier than
September 15th, so all Perennial Ryegrass overseeding and aeration must occur before September 1st,
allowing time for Perennial Ryegrass seed germination. Improper timing will create poor seed
germination due to pre-emergent herbicide limiting seed emergence. Because seasons and weather very,
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ryegrass and pre-emergent operational timeframes can very if agreed by PRLS Representative and
contractor, and allow a minimum of fifteen (15) days between ryegrass and pre-emergent applications.
16. IRRIGATION
Contractor will be responsible for damages caused by Contractor's landscape maintenance operations.
Otherwise, Contractor will not be responsible for maintaining any irrigation system on the property.
Contractor will assist the PRLS Representative in arranging suitable irrigation settings for prevailing
conditions.
17. REPORTS
Contractor is required to prepare and submit an annual schedule with monthly tasks assigned. Weekly
reports verifying completion of task(s) are to be emailed to the PRLS Representative.
Good communication between the Contractor and the City is crucial in the successful management of
the contract(s). Please notify the PRLS Representative of pending delays, in writing by email, and an
estimate of when task(s) shall be completed.
18. UNIFORMS/IDENTIFICATION
All employees of the Contractor will be required to wear uniforms or badges which will clearly identify
that person as an employee of the Contractor.
19. WORK HOURS
The Contractor will be allowed to schedule his normal work hours between the hours of 7:00 a.m. and
6:00 p.m., Monday through Saturday, unless previously stated in the specifications. Working during
other hours will be allowed only after written authorized is obtained from the PRLS Representative.
20. CLEAN-UP
At the end of the day's work, the Contractor shall remove all trash and debris resulting from their
operation and dispose of off-site. Sidewalks and streets will be swept, if necessary.
21. STORAGE OF MATERIALS AND EQUIPMENT
Storage shall be the responsibility of the Contractor. The City of Hampton will not be responsible for
materials or equipment that is stolen, lost, or damaged.
22. COORDINATION OF WORK ACTIVITIES
Other Contractors employed by the City of Hampton may be working at the same site that this contract
encompasses. It shall be the responsibility of each Contractor to coordinate their activities with all
parties involved.
23. INVOICING
Contractors will invoice per service performed. Contractor cannot divide their total bid into twelve
monthly payments.
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INSTRUCTIONS TO BIDDERS
A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff,
representatives, and/or agents other than the Consolidated Procurement Division staff on the subject of this
ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission
of the Purchasing Agent or designated representative.
B. Questions. Bidders must submit questions regarding the ITB in writing to the Issuing Office via email to:
tmartin@hampton.gov no later than 3:30PM EST on June 16, 2026. Necessary replies will be issued to all
Bidders of Record as addenda that shall become part of the contract documents. Oral instructions do not form
a part of the bid documents. Bidder is responsible for checking website http://www.Hampton.gov/bids-
contracts or contacting the Issuing Office within 48 hours prior to bid closing to secure any addenda issued
for this ITB.
C. Changes or Modifications. Changes or modifications to this ITB made prior to the date and time of closing
will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the
space provided on the cover page of this ITB. Oral communications are not a part of the bid documents. This
ITB and any addenda shall be incorporated, by reference, into any resulting contract.
D. ITB Closing. Bidder shall ensure its sealed bid is time stamped by the Issuing Office or DemandStar
(www.demandstar.com) no later than the Closing Date and Time shown on the cover page of the ITB. Bids
received after the specified date and time (time stamped 11:01 AM or later) will not be considered and will be
returned to the Bidder unopened.
E. Bid Submittal Requirements:
1. Each Bid submission shall be submitted to the Issuing Office and shall include the following:
i. Pages 1-2 of this ITB and it will contain:
a. Original signature of an agent authorized to bind the company
b. Requested contact information
c. Company Federal Employer Identification Number
d. Acknowledgement of any addenda received
ii. All Bid pages must be numbered
iii. All Bids must include a completed pricing sheet
iv. A definite time for delivery of goods or for performance of services, unless otherwise specified in
the ITB. Time, if stated, as a number of days, will be interpreted to include Saturdays, Sundays,
and holidays.
v. Attachments:
a. Attachment C
2. Bids must be submitted utilizing the following requirements:
i. Bidders shall submit sealed bids in a labeled envelope or package with the ITB's Item Number
and the name and address of the Bidder. Bidders may also submit bids electronically via
DemandStar. Bids received by telephone, email, facsimile, or any other means of electronic
transfer will not be accepted.
ii. Submit the original document of this bid.
iii. All bids must be received and time stamped in the Issuing Office no later than the Closing Date
and Time shown on the cover page of this ITB. Any Bid received after the specified date and
time (11:01 PM EST or later) will not be considered and will be returned to the Bidder unopened.
iv. Include a statement setting forth the basis for protection of proprietary information, if any, as
detailed in the "Proprietary Information/Disclosure" section.
3. Submit all Descriptive Literature as requested under the ITB in the Scope of Services. Descriptive
Literature, as used here, shall include, but not be limited to, design, materials, components, performance
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