Wood Waste and Stump Grinding Services ITB

C O U N T Y o f R O C K I N G H A M 20 E. Gay Street
Harrisonburg, VA 22802
Invitation to Bid
INVITATION TO BID #26-0409-01
WOOD WASTE AND STUMP GRINDING SERVICES
This procurement is governed by the Virginia Public Procurement Act and all terms and conditions of the
Act are hereby adopted and are made a part of this notice.
Contact Information:
Rebecca Guthrie
Director of Finance
20 E. Gay Street
Harrisonburg, VA 22802
(540) 564-3010
rguthrie@rockinghamcountyva.gov

Table of Contents
1.0 PURPOSE.........................................................................................................................................4
2.0 BACKGROUND.................................................................................................................................4
3.0 SCOPE OF WORK.............................................................................................................................4
4.0 BID PREPARATION AND SUBMISSION.............................................................................................5
5.0 EVALUATION AND CONTRACT AWARD...........................................................................................6
6.0 GENERAL TERMS AND CONDITIONS...............................................................................................6
6.1 APPLICABLE LAWS......................................................................................................................6
6.2 CONTRACTOR'S INSURANCE.......................................................................................................7
6.3 ANTI-DISCRIMINATION...............................................................................................................9
6.4 AMERICANS WITH DISABILITIES ACT COMPLIANCE..................................................................10
6.5 NONVISUAL ACCESS TO TECHNOLOGY.....................................................................................11
6.6 ETHICS IN PUBLIC CONTRACTING.............................................................................................11
6.7 IMMIGRATION REFORM AND CONTROL ACT OF 1986.............................................................12
6.8 ANTITRUST................................................................................................................................12
6.9 CLARIFICATION OF TERMS........................................................................................................12
6.10 PAYMENT..................................................................................................................................12
6.11 QUALIFICATIONS OF BIDDERS..................................................................................................13
6.12 TESTING AND INSPECTION.......................................................................................................13
6.13 CHANGES TO THE CONTRACT...................................................................................................13
6.14 DEFAULT...................................................................................................................................13
6.15 TAXES........................................................................................................................................14
6.16 DRUG FREE WORKPLACE..........................................................................................................14
6.17 NONDISCRIMINATION OF CONTRACTORS................................................................................14
6.18 AUDIT....................................................................................................................................... 14
6.19 NON-APPROPRIATION..............................................................................................................14
6.20 COOPERATIVE PURCHASING/USE OF CONTRACT BY THIRD PARTIES.......................................15
6.21 CONTRACT DOCUMENTS..........................................................................................................15
6.22 LAWS AND REGULATIONS.......................................................................................................15
6.23 PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA.............................................16
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6.24 PREPARATION AND SUBMISSION OF BIDS.............................................................................16
6.25 WITHDRAWAL OR MODIFICATION OF BIDS...........................................................................16
6.26 RECEIPT AND OPENING OF BIDS.............................................................................................16
6.27 PROPRIETARY INFORMATION.................................................................................................16
6.28 BID ACCEPTANCE PERIOD.........................................................................................................17
6.29 TERMINATION BY OWNER FOR CONVENIENCE........................................................................17
6.30 DEBARMENT STATUS................................................................................................................17
7.0 SIGNATURE SHEET - ITB #26-0409-01..........................................................................................18
8.0 BID FORM - ITB #26-0409-01.......................................................................................................19
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1.0 PURPOSE
The purpose of this Invitation to Bid (ITB) is to request formal competitive sealed bids through the
Invitation to Bid process to establish a contract for wood waste and stump grinding services at the
Rockingham County Landfill. The landfill is located at 813 Greendale Road, Harrisonburg, VA 22801.
2.0 BACKGROUND
Rockingham County is located in the center of the beautiful Shenandoah Valley of Virginia. Nestled
between the Blue Ridge Mountains on the east and the Alleghenies on the west, the County is located
along the Interstate 81 corridor and only a two-hour drive to Washington, DC. Rockingham County is
the third largest county in Virginia and encompasses the Harrisonburg-Rockingham metropolitan area.
Rockingham County operates the Rockingham County Landfill located at 813 Greendale Road,
Harrisonburg, VA 22801. The landfill hours of operation are from 7:00 AM to 4:30 PM Monday through
Saturday.
The owner localities, residents, and private businesses deliver yard waste, wood waste, stumps, and
wood pallets to designated accumulation areas within the Rockingham County Landfill. In a given year,
the County has about 60,000 cubic yards of wood waste and 1,500 cubic yards of stumps. The County
will not guarantee quantities of material to be ground. The awarded contractor will be expected to
perform this service about 3 times per year.
The term of the contract will be for three years, and allow for two one-year renewals, when appropriate
if agreed to by both parties.
3.0 SCOPE OF WORK
The selected contractor, under the direction of the County, shall perform in a satisfactory and proper
manner all the necessary services required under this solicitation, subject to the following conditions:
a. The bidder/contractor is responsible for mobilizing, loading, grinding, and moving the ground
material within the accumulation area, and demobilizing from the landfill. All fuel and
equipment will be supplied by the contractor.
b. All stumps, wood waste, and pallets must be ground within 60 days of the scheduled start
date, with the grinding schedule coordinated between the contractor and county staff.
c. Rockingham County shall not be responsible for tramp metal or other contamination found in
the yard and wood waste that may cause damage to the bidder's equipment.
d. The bidder/contractor can separate non-wood debris which cannot be ground and Rockingham
County Landfill will transport and dispose of this material.
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e. The bidder/contractor shall leave all ground material on-site for use as alternative daily cover at
the Rockingham County Landfill.
f. The bidder/contractor shall respond within 2 weeks after the County requests grinding services.
g. The bidder/contractor shall also provide and ensure that all employees wear proper safety
equipment while working onsite in accordance with OSHA and VOSH standards. Necessary
safety supplies and equipment shall include, but is not limited to safety hats, vests, steel toe
shoes, gloves, glasses, etc. Rockingham County staff or designee will have authority to suspend
the work fully or in part due to unsafe work conditions or safety concerns for staff or general
public.
h. The bidder/contractor shall comply with all applicable federal, state, and local environmental
laws, regulations and guidelines.
i. The bidder/contractor shall be available for large volume debris by seasonal storms or natural
disasters.
4.0 BID PREPARATION AND SUBMISSION
Bidders are required to submit the following items as a complete bid:
1. The completed signature sheet (see 7.0 Signature Sheet).
2. The completed bid form (see 8.0 Bid Form).
Bids shall be submitted in a sealed envelope, clearly marked "ITB-# 26-0409-01 WOOD WASTE AND
STUMP GRINDING SERVICES" no later than 2:30p.m., local time, Friday, May 1, 2026 to:
Rockingham County Finance Department
Attention: Rebecca Guthrie
20 East Gay Street
Harrisonburg, VA 22802
Electronic submissions can also be submitted through the County's website or using the following link
https://va-rockinghamcounty2.civicplus.com/FormCenter/Email-Forms-13/Procurement-200.
Itistheresponsibilityofthebiddertoensurethattheirbidreachestheappropriateofficepriortothedate
and time of closing.
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All costs of proposal preparation and presentation shall be borne by each bidder. The County is not
liable for any cost incurred by the bidder prior to issuance of a contract.
5.0 EVALUATION AND CONTRACT AWARD
Bids will be opened at the time and place stated in the Invitation to Bid or as modified by subsequent
Addenda,andtheircontentspubliclyannounced.ThePurchasingAgentshalldecidewhenthespecified
time for bid opening has arrived. No responsibility will be attached to any officer or agent for the
premature opening of a bid not properly addressed and identified. The provisions of 2.2-4342 of the
Code of Virginia shall be applicable to the inspections of bids received.
The Contract, if awarded, will be awarded to the lowest responsive and responsible bidder, if any,
provided his bid is reasonable and it is in the best interest of the County to accept it and subject to the
County's right to reject any and all bids and to waive informality in the bids and in the bidding.
Determinationofthelowestresponsiblebidder,ifany,willbebasedonthetotalbidamountenteredon
theBidForm.Wherethesumofthevaluesenteredinthemultiplepartsdonotagreewiththetotalbid
amount, the total bid amount entered on the Bid Form, including any properly submitted bid
modifications, shall take precedence. In the event that the total bid from the lowest responsible bidder
exceedsavailablefunds,theCountymaynegotiatethetotalbidamountwiththeapparentlowbidderto
obtain a contract price within available funds, pursuant to 2.2-4318 of the Code of Virginia.
Inthecaseofatiebid,theCountymaygivepreferencetogoods,services,andconstructionproducedin
the County or provided by persons, firms or corporations having principal places of business in the
County.Ifsuchchoiceisnotavailable,preferenceshallthenbegiventogoodsandservicesproducedin
the Commonwealth pursuant to Section 2.2-4324 of the Code of Virginia. If no County or
Commonwealth choice is available, the tie shall be decided by lot.
The Notice of Award will be posted on the County website after the Board awards the contract. Any
bidder who desires to protest the award or decision to award a contract shall submit the protest in
writing to the Rockingham County Purchasing Agent no later than ten days after the award date of the
Board of Supervisors or date of the Notice of Award, whichever comes first ( 2.2-4360).
TheCountyreservestherighttorejectanyandallbidsinwholeorinpart,towaiveanyinformality,and
to delete items prior to making an award. The County at its discretion may enter into an agreement
with multiple bidders.
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6.0 GENERAL TERMS AND CONDITIONS
6.1 APPLICABLE LAWS
This solicitation and any resulting contract shall be governed in all respects by the laws of the
Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the
County.Theagencyandthecontractorareencouragedtoresolveanyissuesincontroversyarisingfrom
the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR)
procedures (Code of Virginia, 2.2-4366). The contractor shall comply with all applicable federal, state,
and local laws, rules, and regulations.
6.2 CONTRACTOR'S INSURANCE
By signing and submitting a proposal under this solicitation, the bidder certifies that if awarded the
contract, it will purchase and maintain, at its sole expense, and from a company or companies
authorized to do business within the Commonwealth of Virginia, insurance policies containing the
following types of coverages and minimum limits, protecting from claims which may arise out of or
result from the Bidder's performance or non-performance of services under this Contract, or the
performance or non-performance of services under this Contract by anyone directly or indirectly
employed by the Bidder or for whose acts it may be liable:
1. Workers' Compensation - Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Businesses who hire
subcontractors who will perform the same trade or are hired to fulfill contract requirements
must include the subcontractor's employees when determining the total number of employees
forworkerscompensation.AwaiverofsubrogationinfavoroftheCountyofRockinghamandits
officers, employees, agents, and volunteers must be endorsed on the workers compensation
policy. Contractors who fail to notify the County of increases in the number of employees that
changetheirworkers'compensationrequirementsundertheCodeofVirginiaduringthecourse
of the contract shall be in noncompliance with the contract. This policy shall specifically list
Virginia as a covered state.
2. Employer'sLiability-$1,000,000eachaccident/$1,000,000eachdisease-policylimit/$1,000,000
each disease each employee. This policy shall specifically list Virginia as a covered state.
3. CommercialGeneralLiability-$1,000,000peroccurrence/$2,000,000aggregatelimit,andaper
project aggregate limit of $2,000,000. CGL form CG 2010 11/85 edition or its equivalent is
requiredtobeendorsedtothecommercialgeneralliabilitypolicy.CommercialGeneralLiability
is to include bodily injury and property damage, personal injury, advertising injury, contractual
liability, and premises, operations and products and completed operations coverage. The
County of Rockingham and its officers, employees' agents and volunteers must be named as
additional insureds and be so endorsed on the policy on a primary and non- contributory basis.
CG 20 01 04 13 or its equivalent is required to be endorsed to the commercial general liability
policy. A waiver of subrogation in favor of Rockingham County Government is required on the
commercial general liability policy.
4. AutomobileLiability-$1,000,000peraccident.Coverageistoincludehired,owned,non-owned,
temporary, and leased vehicles. An additional insured endorsement in favor of the County of
Rockingham and its officers, employees, agents and volunteers is required on the Commercial
autopolicyonaprimaryandnon-contributorybasis.CA04491116oritsequivalentisrequired
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to be endorsed to the commercial auto policy. A waiver of subrogation naming the County of
Rockingham and its officers, employees, agents and volunteers is also required on the
commercial auto policy.
5. Umbrella Liability Coverage - minimum coverage of $1,000,000 or greater; must be follow form
and go over the underlying general liability, commercial auto and employer's liability policies.
TheCountyofRockinghamanditsofficers,employees,agentsandvolunteersmustbenamedas
additional insureds and be so endorsed on the umbrella policy on a primary and non-
contributory basis. A waiver of subrogation naming the County of Rockingham and its officers,
employees, agents and volunteers is also required on the umbrella policy.
6. Professional (E&O) Liability Insurance - of an amount not less than $1,000,000.
All insurance coverage:
1. shallbeissuedbyaninsurancecarrierauthorizedtodobusinesswithintheCommonwealth
ofVirginiaandratedA-VIIIorbetter,byA.M.BestCompanyorequivalentratingfroman
alternate recognized ratings agency, and otherwise acceptable to the County;
2. shall be kept in force throughout performance of services;
3. shall be an occurrence-based policy; professional liability may be claims made basis;
4. shall include completed operations coverage;
5. shall contain a cross liability or severability of interest clause or endorsement. Insurance
covering the specified additional insured shall be primary and non-contributory, and all
other insurance carried by the additional insureds shall be excess insurance;
6. where additional insured required, such policy shall not have a restriction on the limits of
coverage provided to the County as an additional insured. The County shall be entitled to
protection up to the full limits of the bidders' policy regardless of the minimum
requirements specified in the Contract.
ProofofInsurance:Priortoperformanceofanyservicesordeliveryofgoods,theBiddershall(i)haveall
required insurance coverage in effect; (ii) deliver to the County certificates of insurance for all lines of
coverage (the Bidder shall be responsible that such coverage evidenced thereby shall not be
substantially modified or canceled without 30 days prior written notice to the County); and (iii) deliver
to the County endorsements to the policies which require the County and its officials, officers,
employees, agents and volunteers be named as "additional insured." Policies which require this
endorsementinclude:CommercialGeneralLiability,AutomobileLiability,andumbrellaorexcessliability
coverage as detailed below. Such endorsements must be approved by the County, and (iv) upon the
requestoftheCounty,provideanyotherdocumentationsatisfactorytotheCountyinitssolediscretion,
evidencing the required insurance coverage, including but not limited to a copy of the insurance policy
and evidence of payment of policy premiums. The Bidder shall require each of its subcontractors and
suppliers to have coverage per the requirements herein in effect, prior to the performance of any
services by such subcontractors and suppliers. Further, the Bidder shall ensure that all Required
Insurance coverages of its subcontractors and suppliers is and remains in effect during performance of
theirservicesontheProjectandcertifiesbycommencementoftheWorkthatthisinsuranceandthatof
subcontractors is in effect and meets the requirements set forth herein. The County shall have no
responsibility to verify compliance by the Bidder or its subcontractors and suppliers.
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Effect of Insurance: Compliance with insurance requirements shall not relieve the Bidder of any
responsibilitytoindemnifytheCountyforanyliabilitytotheCounty,asspecifiedinanyotherprovision
ofthiscontract,andtheCountyshallbeentitledtopursueanyremedyinlaworequityiftheBidderfails
to comply with the contractual provisions of this contract. Indemnity obligations specified elsewhere in
this Contract shall not be negated or reduced by virtue of any insurance carrier's denial of insurance
coverage for the occurrence or event which is the subject matter of the claim, or by any insurance
carrier's refusal to defend any named insured.
WaiverofSubrogation:TheBidderagreestoreleaseanddischargetheCountyofandfromallliabilityto
the Bidder, and to anyone claiming by, through or under the Bidder, by subrogation or otherwise, on
account of any loss or damage to tools, machinery, equipment, or other property, however caused.
SovereignImmunity:Nothingcontainedhereinshalleffect,orshallbedeemedtoaffect,awaiverofthe
County's sovereign immunity under law.
RighttoReviseorReject:TheCountyreservestheright,butnottheobligation,toreviseanyinsurance
requirement not limited to limits, coverages, and endorsements, or reject any insurance policies which
failtomeetthecriteriastatedherein.Additionally,theCountyreservestheright,butnottheobligation,
to review and reject any insurer providing coverage due to its poor financial condition or failure to
operate legally.
Umbrella or Excess Liability Coverage shall provide additional coverage limits over the underlying
commercial general liability, commercial automobile, and employer's liability insurance with the
broadest coverage available between the umbrella or excess liability policy and the underlying policies.
ThisinsuranceshallnametheCountyanditsofficials,officers,andemployeesandagentsas"additional
insureds" by endorsement to the Umbrella or Excess Liability policy on a primary and non-contributory
basis. Such policy shall not have a restriction on the limits of coverage provided to the County of
Rockinghamasanadditionalinsured.TheCountyofRockinghamshallbeentitledtoprotectionuptothe
full limits of the Bidder's policy regardless of the minimum requirements specified in this contract.
Professional Liability Insurance: At its sole expense, and prior to commencing any activities under this
Agreement, Bidder shall secure professional liability insurance, covering any damages caused by the
negligent or wrongful acts or omissions of the Bidder, its employees and agents in the performance of
this Agreement, with coverage in an amount not less than $1,000,000 per claim/$2,000,000 aggregate
("Required Insurance"). Bidder shall maintain the Required Insurance in effect throughout the Term of
this Agreement and for a period of three (3) years following final acceptance of the Project by the
County. Upon execution of this Agreement, Bidder shall provide the County with a certificate of
insurance, or other written documentation satisfactory to the County in its sole discretion, issued by
Bidder's insurance company(ies), confirming the Required Insurance and the beginning and ending
date(s) of Contractor's policy(ies). Upon receipt of any notice, verbal or written, that the Required
Insurance is subject to cancellation, Bidder shall immediately (within one business day) notify the
County. Bidder's failure to comply with any of the requirements of this Section shall constitute a
material breach of this Agreement entitling the County to terminate this Agreement without notice to
Bidder and without penalty to the County.
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6.3 ANTI-DISCRIMINATION
By submitting their bids, bidders certify to the County that they will conform to the provisions of the
FederalCivilRightsActof1964,asamended,aswellastheVirginiaFairEmploymentContractingActof
1975,asamended,whereapplicable,theVirginiansWithDisabilitiesAct,theAmericansWithDisabilities
Actand2.2-4311oftheVirginiaPublicProcurementAct(VPPA).Iftheawardismadetoafaith-based
organization, the organization shall not discriminate against any recipient of goods, services, or
disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief,
refusaltoparticipateinareligiouspractice,oronthebasisofrace,age,color,genderornationalorigin
andshallbesubjecttothesamerulesasotherorganizationsthatcontractwithpublicbodiestoaccount
for the use of the funds provided; however, if the faith-based organization segregates public funds into
separateaccounts,onlytheaccountsandprogramsfundedwithpublicfundsshallbesubjecttoauditby
the public body. (Code of Virginia, 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibitedbystatelawrelatingtodiscriminationinemployment,exceptwherethereisa
bonafideoccupationalqualificationreasonablynecessarytothenormaloperationofthe
contractor. The contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions
of this nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, will state that such contractor 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 contractor will include the provisions of 1. above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
6.4 AMERICANS WITH DISABILITIES ACT COMPLIANCE
Information and Communications Technology (ICT) is defined as "any website, application, or other
product or service primarily intended to fulfill or enable the function of information processing and
communication by electronic means, including transmission and display via the Internet" (Code of
Virginia 2.2-3501). All ICT procured through this bidding process must meet the applicable accessibility
standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable
at http://www.section508.gov. ICT must be compliant with guidelines referenced in Code of Virginia
2.2-3500 - 2.2-3504.
1. Suppliers must certify compliance with WCAG 2.1 Level A or Level AA by providing an
Accessibility Conformance Report (ACR) or Voluntary Product Accessibility Template (VPAT). If
not in compliance, the supplier must provide at supplier-expense a "completed accessibility
conformance report indicating the level of conformance with accessibility." Areas of non-
conformance require supplier submit a completed Vendor Accessibility Roadmap outlining non-
compliant areas and providing timeline for compliance. (Code of Virginia 2.2-3503).
2. Non-accessible ICT may be considered if the product does not preclude individuals with
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