Vegetative Waste Grinding Services, RFQ 488785

The intent of this Invitation for Bid (IFB) is to obtain the services of a qualified Contractor to provide Vegetative Material Grinding Services at the Loudoun County Solid Waste Management Facility (LCSWMF) located at 21101 Evergreen Mills Road, Leesburg, Virginia 20175. The requested service is to produce double ground landscape mulch, single ground Category 1 compost feedstock, and single ground mulch/erosion control material from land clearing debris.

The Loudoun County Department of General Services, Division of Waste Management (DGS-DWM) operates the LCSWMF. The LCSWMF accepts vegetative waste (VW) from customers for processing into two (2) products: landscape quality mulch and compost. Infrequent on-site land clearing creates vegetative debris, which is processed into a third product, mulch for erosion control.

Prescheduled Task 1 Events for Landscape Mulch Production – There are four (4) prescheduled Task 1 events each year. The events shall be performed in March, June, September, and December beginning the first week of each month.

Task 2 Events for Grinding of Compost Feedstock / Additional On-Call Service – On-call service may be requested by the County. The Contractor shall respond by telephone or email to the County within forty-eight (48) hours after the request for on-call service to set a schedule. On-call service shall be completed by the Contractor within 30 days of the County’s request on a schedule mutually agreed upon by the County and the Contractor. On-call service may occur during a Prescheduled Task 1 event. Task 2 service frequency is unknown but could be several times per year.

Task 3 Events for Grinding of Land Clearing Debris - Task 3 services shall be requested by the County as needed and may occur in conjunction with a Task 1 / Task 2 Event.

Bids shall include a complete description of the number and type of equipment that will be used under this contract and shall include the number of employees and their roles that the Contractor shall provide for each task.

Only horizontal grinders with a minimum 500hp and a maximum processing capacity to equal or exceed 250 cubic yards per hour will be acceptable, and a minimum infeed dimension of 40” height x 60-inch width are preferred.

Pre-Bid Conference:

A Pre-Bid Conference will be held virtually on Microsoft Teams on October 20, 2023, at 10:00 a.m. for clarification of any questions on the drawings, specifications, and site conditions.

Addenda:

Addendum #1 Changes and/or Additions issued on October 24, 2023.

Addendum #2 Acceptance date changed to November 30, 2023 issued on November 9, 2023.