FAUQUIER COUNTY GOVERNMENT AND PUBLIC SCHOOLS
INVITATION FOR BIDS (IFB)
Issued Date: October 15, 2020
Title: Management of Wood Waste
Issued By: Fauquier County Government and Public Schools
Finance Department/Procurement Division
320 Hospital Drive, 2nd Floor, Suite 23
Warrenton, VA 20186
Using Department: Department of Environmental Services
6438 College Street
Warrenton, VA 20186
Sealed Bids Will Be Received Until 3:00 p.m., October 29, 2020 For Furnishing the Goods and Services
Described Herein And Then Opened In Public.
All inquiries for information should be directed to: Kathy H. Stanley, CPPB, Senior Buyer
Phone (540) 422-8354 Fax (540) 422-8355 E-mail: Kathy.firstname.lastname@example.org
IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING DEPARTMENT SHOWN ABOVE, IF BIDS
ARE HAND DELIVERED DELIVER TO: ALICE JANE CHILDS OFFICE BUILDING, 320 HOSPITAL
DRIVE, 2ND FLOOR, SUITE 23, WARRENTON, VA, 20186. DUE TO CONTINUED RESTRICTED
PUBLIC ACCESS, THE AJC BUILDING IS OPEN BUT BIDDERS OR COURIERS MUST ANNOUNCE
THEIR NAME/PURPOSE VIA BUZZER/SPEAKER AT THE 2ND FLOOR SECURE ENTRY DOOR FOR
THEIR BID TO BE ACCEPTED. ACCEPTANCE WILL OCCUR AT THAT SECURE DOOR AND MUST
STILL OCCUR, PRIOR TO THE BID DUE DATE AND TIME.
ATTENTION ALL BIDDERS: FOR CONDITIONS OF BIDDING, INCLUDING INSTRUCTIONS
REGARDING BID SUBMISSIONS, PLEASE REFER TO GENERAL CONDITIONS AND
INSTRUCTIONS TO BIDDERS.
IF YOU NEED ANY REASONABLE ACCOMODATION FOR ANY TYPE OF DISABILITY IN ORDER
TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS SOON AS
No-Bid Response: If you do not wish to bid on this solicitation, return this page only via fax (540) 422-8355
or mail, after completing the information below.
Reason for your no-bid response:
Do you wish to remain on the Bidder’s list for this commodity? YES
TABLE OF CONTENTS
3.0 SCOPE OF SERVICES
4.0 PREPARATION OF BID
5.0 SUBMISSION OF BID
6.0 RECEIPT AND OPENING OF BIDS
7.0 EVALUTION AND AWARD
8.0 CONSTRUCTION ADMINISTRATOR
9.0 CONTRACT TERMS AND RENEWALS
10.0 PRICE AND PRICE ADJUSTMENTS
11.0 METHOD OF ORDERING
12.0 INSURANCE REQUIREMENTS
13.0 VIRGINIA STATE CORPORATION COMMISSION 10
GENERAL TERMS AND CONDITIONS
*STATE CORPORATION COMMISSION FORM
*CONTRACTORS DATA SHEET
* RETURN THESE PAGES
The purpose and intent of this Invitation for Bid (IFB) is to establish a firm fixed price contract with
one or more qualified Contractors to provide management of wood waste at the Corral Farm Waste &
Recycling Facility located near Warrenton, Virginia, on an as-required basis, in accordance with the
terms, conditions and specifications contained herein. This solicitation is issued by the Fauquier
County Government and Public Schools, Procurement Division on behalf of the Fauquier County
Board of Supervisors, a political subdivision of the Commonwealth of Virginia, herein referred to for
convenience as “Owner”.
1.1 For ease of reference, each organization submitting a response to the Invitation for Bid will
hereinafter be Referred to as a “Bidder.” A Bidder whose bid would result in a formal
agreement will hereinafter be referred to as a “Contractor”
1.2 The contents of the bid submitted by the successful Bidder, this IFB (including general and
special terms and conditions) and any addenda issued, will become part of any contracts
awarded as a result of this solicitation. The successful Contractor(s) will be required to sign a
contract with the Owner.
Fauquier County generates clean, unpainted, untreated white wood waste (pallets, dimensional lumber,
particle board, plywood) and green wood waste (vegetative sources including limbs, stumps, brush,
with some leaves and grass clippings possible). Generated wood waste for the past several years as
indicated by outbound weight records is shown in the table below, for Bidder informational purposes
MULCH - Green
MULCH - White
FY2018 FY2019 FY2020
7,183 3,483 1,519
1,422 1,712 830
The Owner schedules wood waste management events based on volumes on-hand; the quantities noted
in this table are not meant to convey any guarantee of work under a resulting contract.
3.0 SCOPE OF WORK:
3.1 Contractor Responsibilities:
3.1.1 The Contractor shall provide unit prices by description on the Bid Form for the
following services: (a) grind wood waste into mulch, load trailers, and haul offsite, (b) grind
wood waste into mulch and leave onsite, and (c) haul wood waste offsite loose. The Owner
reserves the right to award a contract for one or all of the aforementioned services in (a), (b)
3.1.2 The Contractor shall furnish the labor, equipment, materials, fuel, lubricants, repair,
maintenance, and other requirements necessary to perform quantity estimates, mobilization,
loading, grinding, and hauling services. Unless Owner makes a specific request for an
alternative location, all work shall take place at the Corral Farm Sanitary Landfill located at
8499 Bingham Road along US Route 29 adjacent to Warrenton, Virginia.
3.1.3 All Contractor trailers shall weigh empty (inbound) and full (outbound) crossing
Owner’s scale so that Owner can maintain accurate material weight records. Offsite hauling
shall only take place during routine scale house hours from 7:00a.m. To 3:00p.m., Monday
through Friday, this excludes Owner observed holidays. Scale house hours are subject to
change by Owner. Contractor may submit a request for an alternative schedule to improve
operating efficiency to the Contract Administrator.
3.1.4 The Contractor shall provide and utilize a magnet to recover nails and any other
contained metal. Owner retains ownership of all processed/recovered metal. Prior to
grinding, an Owner-provided container will be placed to collect any metal contained in the
wood pile released by the grinding operation. Grinding shall not take place at any time
without a metal container in place to ensure that metal does not fall to the ground.
3.1.5 The Contractor shall be responsible for all equipment maintenance and repairs
regardless of reason. Though the Owner routinely inspects and removes contaminants, it is
possible that non-desirable ‘tramp’ materials are in the pile, which could result in significant
equipment damage. The Owner does not warrant that stockpiled materials are free of
contaminants. The Contractor shall inspect any material considered for processing to remove
contaminants in order to avoid undue wear or damage to his equipment. Damage to the
Contractor’s equipment from debris or contaminants in the stockpiles shall not be cause for
3.1.6 The Contractor shall not undertake maintenance or servicing of his equipment at the
worksite without the prior approval of the Contract Administrator. The Contractor may store
his equipment at the worksite for the time required to complete a requested grinding event.
The Owner accepts no responsibility for damage, vandalism or theft to any of the
Contractor’s equipment used or stored at the worksite. The Owner will withhold final
Contractor compensation until all work is completed including equipment demobilization
from Owner property.
3.2 Grinding Operations:
3.2.1 The Contractor shall provide all resources necessary to grind and screen all material
that is stockpiled.
18.104.22.168 Mulch: At the discretion of the Owner to satisfy end-use requirements,
mulch screen sizes may be a 2-inch screen or a 6-inch screen. The Owner will
negotiate alternative sizes with the Contractor. On the Bid Form, Bidders shall
provide a cubic yard price to grind stockpiled loose wood waste based on the
different wood types and mulch output sizes. A long-stranded mulch product is
3.2.2 Grinding shall continue uninterrupted each day Monday-Friday for a minimum eight
(8) hours and be completed within seven to fourteen (7-14) working days. In the event of a
work stoppage due to equipment failure or inclement weather conditions, the Contractor shall
begin work on the next available day. Grinding on weekends may be requested by the
Contractor to the Contract Administrator, and is subject to Owner’s approval and operational
22.214.171.124 Grinding with Off-site Hauling: If the Owner elects ‘Grinding with Offsite
Hauling,’ the Contractor shall initiate hauling mulch offsite no later than the
beginning of the second day after grinding commences. Contractor agrees to
continuously haul mulch offsite during grinding operations to minimize mulch
stockpiles at all times. Contractor agrees that Owner may terminate grinding
operations at any time until Contractor maintains continuous offsite hauling.
3.2.3 The majority of green wood waste will be less than twenty four (24) inches in
diameter but larger sizes may occur; white wood waste will be of relatively uniform lengths
of eight (8) feet or less. Upon delivery at Corral Farm, delivered stumps are set aside to dry.
The Contractor is responsible for dropping stumps to remove dirt and/or rock, and for cutting
any over-sized materials so that grinding may take place. In order to receive final
compensation, Contractor must remove all stockpiled material offsite.
3.2.4 The Contractor is responsible for loading material into the grinding equipment with a
grapple, front end loader or other similar equipment provided by the Contractor. The
Contractor must be able to load transfer trailers simultaneously with loading grinding
equipment. Pushing the wood waste pile toward the grinding equipment is unacceptable
since rock and dirt is pushed into the pile. Care should be taken to not mix gravel with the
wood waste and to remove all contaminants prior to grinding.
126.96.36.199 The Owner routinely removes contaminants upon receipt of this material,
inspects/cleans the pile daily, and will assist Contractor with contaminant removal
during grinding. As maintaining high mulch quality is an ongoing concern, the
Contractor and Owner agree to work closely together maintaining both a quality
product and safe working conditions.
3.3 Event Scheduling:
3.3.1 Owner will arrange a routine mobilization schedule with the Contractor to initiate
grinding operations. Within one (1) week of this schedule, the Contractor shall measure the
pile in coordination with the Contract Administrator to determine the volume of material to
be ground into mulch, and if volume dimensions are mutually agreeable, Owner will send the
Contractor a Notice to Proceed (NTP) in the form of a Purchase Order or release against a
Blanket Purchase Order, to begin the grinding event within two (2) weeks of NTP.
188.8.131.52 Wood waste piles are inherently uneven with inconsistent voids so the
formula to calculate volume will typically be the average between a rectangle and
equilateral triangle based on average minimum – maximum values for height, length,
and width. The Owner reserves the right to utilize a different Contractor if Owner
and Contractor are unable to agree on a volume calculation or grinding schedule.
3.3.2 Excessive delays by the Contractor to begin or complete work, or excessive
equipment repairs may constitute cause for contract termination. The Owner will give
written notice of any concerns prior to contract termination to allow the Contractor an
opportunity to cure the situation and improve performance.
3.3.3 In the event of a natural disaster, non-routine processing services for storm debris
may be requested to be performed at various locations throughout Fauquier County, at the
Owner’s discretion. Fees for this type of service will be negotiated, at the time the need
arises, based on volume and degree of contamination.
3.4 Contractor Personnel & Safety:
3.4.1 The Contractor shall provide skilled, qualified operators for all grinding events that
are fully experienced to operate the equipment and provide services as requested to include
but not limited to; grinding wood waste into mulch, loading trailers, and hauling. The Owner
reserves the right to remove an operator from the site for just cause and the Contractor shall