Project Information

Bid Title

BMP Maintenance Services

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Apr 27, 2026

Closing Date

May 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

26116-AG

Original Source

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Project Description

Bid Number:	26116-AG
Bid Title:	BMP Maintenance Services
Category:	Purchasing Bid Board Posting
Status:	Open

Description: Scope of Work: The intent of this Invitation for Bid (IFB) is to obtain bids from qualified contractors to provide Best Management Practices (BMP) services for storm water facilities and related landscaping on an as needed basis at various locations within the City of Suffolk. The Contractor will be required to furnish all labor, supervision, equipment, materials, supplies, fuel, transportation, certifications, permits, and fees required to perform the work. Â Publication Date/Time: 4/27/2026 12:00 AM Closing Date/Time: 5/19/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The contract shall cover the period from June 1, 2026 through May 31, 2027. The City reserves the option to renew this agreement for four (4) additional one-year periods ending May 31, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the contract will automatically renew during these periods. Related Documents: IFB 26116

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26116-AG

April 27, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

BMP Maintenance Services

Scope of Work: The intent of this Invitation for Bid (IFB) is to obtain bids from qualified contractors

to provide Best Management Practices (BMP) services for storm water facilities and related

landscaping on an as needed basis at various locations within the City of Suffolk. The Contractor

will be required to furnish all labor, supervision, equipment, materials, supplies, fuel,

transportation, certifications, permits, and fees required to perform the work.

Bid Due: 3:00 p.m., May 19, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

The Senior Buyer, Amy Gardner, is the Contract 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: agardner@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. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning

bid must be in writing and received five (5) business days prior to the bid opening.

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 above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

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In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

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.

BID OPENING

Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public

opening will be held May 19, 2026 at 3:00 PM (local prevailing time), in Suffolk City Hall,

Purchasing Conference Room (1086), located at 442 W. Washington Street, Suffolk, VA 23434-

5237.

SUBMITTALS

Bidder shall submit the entire IFB as their bid package.

Bids may be submitted through EVA.

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INVITATION FOR BID

Table of Contents

BMP Maintenance Services

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

SCOPE OF SERVICES....................................................................................................... - 4 -

ADDITIONAL INSTRUCTIONS........................................................................................... - 7 -

CONTRACT TERMS AND CONDITIONS ......................................................................... - 13 -

BID FORM ........................................................................................................................ - 20 -

REFERENCES ................................................................................................................. - 24 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 26 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 27 -

EXCEPTION PAGE .......................................................................................................... - 28 -

INSURANCE REQUIREMENTS ....................................................................................... - 29 -

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PURPOSE

The intent of this Invitation for Bid (IFB) and resulting contract is to obtain competitive bids from

qualified contractors to provide Best Management Practices (BMP) services for storm water

facilities and related landscaping on an as needed basis at various locations within the City. The

contractor will be required to furnish all labor, supervision, equipment, materials, supplies, fuel,

transportation, certifications, permits, and fees required to perform the work. All work shall be in

accordance with all specifications, terms, and conditions herein.

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 no later than

five (5) business days prior to the date set for bids to close.

CONTRACT PERIOD

The contract shall cover the period from June 1, 2026 through May 31, 2027.

The City reserves the option to renew this agreement for four (4) additional one-year periods

ending May 31, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the

contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all

Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12-month

period) or 3%. The City does not guarantee approval of any rate increase. The City must be

notified of any rate increases during the contract period.

SCOPE OF SERVICES

General Specifications

The Scope of Services is focused primarily on maintenance of Best Management Practices (BMP)

for storm water facilities (also known as storm water management facilities) and related

landscaping. All work will be performed on an as needed basis following a written request by City

personnel.

The Contractor must be prepared to maintain Best Management Practices facilities including, but

not limited to, wet and dry detention ponds, created wetlands, bio-retention areas, underground

sand filters, grassed or vegetated swales, fore-bays, and manufactured systems. The Contractor

will be required to maintain facilities in accordance with the Virginia Department of Environmental

Quality (DEQ) standards for non-proprietary BMP types and manufacturer specifications for

proprietary BMP’s.

The Contractor shall be capable of furnishing all appropriate equipment and qualified operators

to perform outlined tasks in an efficient and safe manner and be able to mobilize and begin work

within five (5) working days of the initial work request.

Contractors are required to be a licensed/certified chemical applicator in accordance with

regulations issued by the Virginia Department of Agriculture and Consumer Services. Contractor

shall possess extensive knowledge of aquatic vegetation, invasive species, water chemistry, non-

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point source pollution, and aeration equipment and maintenance. Chemical applications may not

be applied without approval of the City. The successful bidder will be required to provide proof of

certification prior to award of contract.

A. Maintenance Task List

1. Routine mowing (including pond embankments)

2. Removal of trees, brush, and shrubs. Tree removal can include various sizes of trees.

Trees may be freestanding, fallen (both on land and into water), living, or dead.

3. Trash/debris removal from manufactured BMP’s, bio-retention areas, dry and wet ponds

and within control devices including culvert inlet/outlet pipes, spillways and riser structures

4. Remove trash and sediment from underground chambers (screening/separation BMP

structures)

5. Remove oil layer from permanent pools, storm filter systems, and hydrodynamic

separators and dispose of in accordance with state and federal regulations for the type of

oil removed.

6. Sediment removal from dry ponds, wet ponds, sediment fore-bays, and bio-retention areas

7. Dredging and muck removal from vegetated swales, dry ponds, bio-retention areas,

sediment fore-bays, and wet ponds

8. Vegetation establishment including weed control, mulching, regular plant care with

pruning, fertilizing, and watering for maintaining and establishing ground cover

9. Fill animal burrows and dens on embankments and side slopes of dry and wet ponds

10. Wetland plantings shall be maintained in accordance with planting or landscape plan for

the facility. If there is no plan, species native to southeast Virginia shall be used.

11. Maintenance, servicing, and cleaning of proprietary BMP’s according to manufacturer

specifications and/or recommendations

12. Filter replacement according to manufacturer specifications and/or recommendations

13. Vacuum sweeping, repacking and replacement of permeable surface pavers, and

replacement of underlayment (filtering sand). Vacuum sweeping of permeable asphalt

and concrete

14. Repair and Replace culverts, spillways, structures, flared end sections, and pipe joints.

15. Access maintenance for ingress/egress of the facilities

16. Monitoring of dry ponds and bio-retention areas for a 72-hour duration following rainfall to

verify water level draw down and proper function of facilities

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Commodity Codes

• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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