Project Information

Bid Title

Grass Cutting Services - Parks & Recreation

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

May 18, 2026

Closing Date

Jun 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26138-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26138-KR
Bid Title:	Grass Cutting Services - Parks & Recreation
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to hire one or more contractors to provide all labor, equipment, transportation, and associated insurance required to provide annual grass cutting services on an as needed basis for the City of Suffolk Parks and Recreation Department in accordance with all specifications, terms and conditions herein. Publication Date/Time: 5/18/2026 12:00 AM Closing Date/Time: 6/24/2026 3:00 PM Pre-bid Meeting: June 10, 2026 at 10:00 AM Contact Person: Kimberly Rogerson, VCA Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 krogerson@suffolkva.us Special Requirements: Mandatory Pre-Bid Conference: June 10, 2026 at 10:00 a.m. Location: Joint Operations Center, 866 Carolina Road, Suffolk, VA 23434 Related Documents: IFB 26138-KR Grass Cutting Services-Parks and Recreation 2026 Maps - Group 1 Maps Group 2 Maps Group 3 Maps Group 4 Addendum 1 IFB 26138-KR Grass Cutting Services - Parks and Recreation

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26138-KR

May 18, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

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

http://apps.suffolkva.us/bids/bid_search_all.jsp

Grass Cutting Services-Parks & Recreation

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to hire one or more contractors to

provide all labor, equipment, transportation, and associated insurance required to provide annual

grass cutting services on an as needed basis for the City of Suffolk Parks and Recreation

Department in accordance with all specifications, terms and conditions herein.

Mandatory Pre-Bid Conference: June 10, 2026 @ 10:00 a.m.

Bid Due: 3:00 p.m., June 24, 2026

Contract Officer: _____Kimberly Rogerson________________

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

The Buyer, Kimberly Rogerson, 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: krogerson@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.

Mandatory Pre-Bid Conference: June 10, 2026 at 10:00 a.m.

Location: Joint Operations Center, 866 Carolina Road, Suffolk, VA 23434

The City will not accept bids from Bidders who do not attend the pre-bid conference.

BID OPENING

Bids shall be publicly opened and read aloud by Purchasing Division staff in Conference Room

#3, in City Hall at 3:00 p.m. (local prevailing time) on the day bids are due.

Addendums, award information, etc. may be downloaded from the City’s Purchasing Division’s

Bid Board website: https://www.suffolkva.us/Bids.aspx?CatID=17

BIDS MUST BE SUBMITTED IN THE PURCHASING DIVISION, ROOM 1086, PRIOR

TO THE 3:00 OPENING.

SUBMITTALS

Bidder should submit the entire IFB as their bid package.

Bids will be accepted through EVA.

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INVITATION FOR BID

Grass Cutting Services-Parks & Recreation

SECTION/TITLE

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

2.0 COMPETITION INTENDED .......................................................................................... - 4 -

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

4.0 GENERAL SPECIFICATIONS ...................................................................................... - 4 -

5.0 ADDITIONAL INSTRUCTIONS ..................................................................................... - 8 -

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

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

LIST OF EQUIPMENT CONTRACTOR USES………………………………………………… -23-

REFERENCES ................................................................................................................. - 23 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 25 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 26 -

EXCEPTION PAGE .......................................................................................................... - 27 -

INSURANCE REQUIREMENTS ....................................................................................... - 28 -

MAPS…................................................................................................................................ -30-

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1.0 PURPOSE

The intent of this Invitation for Bid (IFB) is to hire one or more contractors to provide all labor,

equipment, transportation, and associated insurance required to provide annual grass cutting

services on an as needed basis for the City of Suffolk Parks and Recreation Department in

accordance with all specifications, terms and conditions herein.

2.0 COMPETITION INTENDED

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 not later than

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

3.0 CONTRACT PERIOD

The contract shall take effect upon signing through December 31, 2027.

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

ending December 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.

4.0 GENERAL SPECIFICATIONS

Contractor(s) shall provide all labor, materials, transportation, equipment, licenses, permits, etc.

necessary to maintain acceptable grass height as designated by the City.

All work shall be on an AS NEEDED BASIS in accordance with specifications and conditions

herein and as instructed and scheduled with Parks and Recreation department. The City does

not guarantee any minimum amount of work for the Contractor during the contract period. Quantity

of work performed will be determined by the City.

The City reserves the right to add or delete locations at any time during the contract period.

Standard weekly grass cuttings for the majority of locations shall include cutting and trimming

grass to maintain a grass height not to exceed 3" with reasonable uniformity. Based on

programming needs, some locations will be cut on a limited basis, at which time height of grass

to be cut may exceed the 4" length specified. The City reserves the right to amend the cutting

height requirements, thereby reducing the frequency of cuttings, if required, due to budget

restrictions.

In addition to cutting and trimming grass, the Contractor shall be required to remove any heavy

accumulation of turf clippings; sweep clippings from sidewalks, curbs and building entrances; trim

grass next to foundations, fences, light poles, fire hydrants, street sign posts, trees, and other

permanent objects; edge curbs, sidewalks, driveways and planting beds; and provide weed

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control in cracks and expansion joints.

Scope of work shall include mowing of ditches and drainage basins, and wet weather

conveyances.

Contractor shall complete work on each location at one cutting, unless otherwise approved by the

City.

Contractor shall use commercial grade OPEI/UL approved equipment maintained in good working

condition and appropriately equipped with safety devices. Contractor shall have adequate

equipment and manpower necessary to complete the job in the time allotted. Equipment and

available manpower must be listed on the BID FORM.

Mechanical edger with blades must be used anywhere sidewalk edging is required. Line

trimmers will not be acceptable. Contractor may use Roundup or other non-selective post-

emergent herbicide to edge posts, fence lines, and under bleachers

Herbicides shall be environmentally safe and comply with all federal, state and local regulations.

Contractor shall only use equipment with safety guards and shall practice safe operating

procedures to properly protect the operator, bystanders and adjacent property from

injury/damage. Contractor shall furnish and maintain insurance coverage and shall indemnify and

hold harmless the City of Suffolk in substantial accordance with the attached.

Contractor shall be responsible for removing obvious litter prior to mowing and shall remove

excess grass cuttings if such would detract from the appearance of the area.

It shall be the Bidder's responsibility to examine and understand the requirements of the

bid documents and visit the job site(s) to familiarize himself with boundaries and/or local

conditions that may in any manner affect cost, progress or performance of the work.

Contractor shall submit weekly bill for the past week’s services. The bill shall identify the site, day

of the week it was mowed, starting time, and stopping time; weather related delays and herbicide

applications shall also be noted. Consult with the City’s representative for further billing details.

Contractor will be required to verify when each location was serviced before payment will be

made. A form will be provided by the City that needs to be completed no more than 24-hrs after

completion and emailed to the Parks Manager or designee. Parks and Recreation staff will

confirm completion of site after an inspection. A weekly cutting schedule must be provided to

P&R prior to beginning of season.

OTHER INFORMATION

Some grass cutting locations may also require snow removal during the winter season.

The price for snow removal will be optional on the bid form and will not be part of the total

bid amount or award.

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Commodity Codes

• NAICS 561730Landscaping Services

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