Project Information

Bid Title

Sod Installation Services, RFQ 684959

Issuing Agency

Loudoun County

Location

Virginia

Published Date

Dec 17, 2025

Closing Date

Jan 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 684959

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 684959
Bid Title:	Sod Installation Services, RFQ 684959
Category:	Procurement
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to obtain firm fixed pricing from qualified firms or Contractors to provide sod installation services for the Department of Parks, Recreation and Community Services (PRCS) at various locations (herein referred to as “County Fields” or “Fields”). The County intends to award a requirements contract as a result of this IFB. Each order placed under the requirements contract shall be as needed in small quantities. Pre-Bid Conference: An optional pre-bid conference will be held virtually using Microsoft Teams on Tuesday, December 30, 2025, at 10:00 a.m. Publication Date/Time: 12/17/2025 9:00 AM Publication Information: Invitation for Bid Closing Date/Time: 1/23/2026 4:00 PM Contact Person: Heather DeHaven, NIGP-CPP, CPPB, VCO Please see the attached document RFQ 684959 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 684959 (PDF) View Solicitation Abstract (PDF)

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Loudoun County, Virginia

INVITATION FOR BID

SOD INSTALLATION SERVICES

ACCEPTANCE DATE: Prior to 4:00 p.m., January 23, 2026, Local Time

IFB NUMBER:

RFQ 684959

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

1 Harrison Street, SE, 1st Floor

Procurement Bids and Proposals Drop Box

Leesburg, Virginia 20175

PLEASE NOTE:

A. Documents related to this solicitation may be downloaded from the County’s web site:

www.loudoun.gov/procurement.

B. Pre-bid Conference: An optional pre-bid conference will be held virtually using

Microsoft Teams on Tuesday, December 30, 2025, at 10:00 a.m. See the Microsoft

Teams log in information provided below. To participate in the audio portion of this

conference, please dial the number provided below and follow the prompts as

designated. To participate by computer, connect to the link provided and follow the

prompts as designated. The purpose of the pre-bid conference is to provide a

high-level overview of the supplier registration process and online submission of bids

through iSupplier.

Microsoft Teams Meeting

Join The Meeting Now

Meeting ID: 213 238 603 520 6

Passcode: 4ha3ca9T

Dial in by phone

+1 757-600-4923,,69297320# United States, Norfolk

Find a local number

Phone conference ID: 692 973 20#

The terms and conditions contained in this Invitation for Bid and in the County-Contractor

Agreement are not negotiable.

Requests for information related to this Invitation should be directed to:

Heather DeHaven, NIGP-CPP, CPPB, VCO

Senior Contracting Officer

(571) 627-7430

(703) 771-5097 (Fax)

E-mail address: Heather.DeHaven@loudoun.gov

Issue Date: December 17, 2025

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

SOD INSTALLATION SERVICES

IFB #RFQ 684959

Page 2 of 41

INVITATION FOR BID

SOD INSTALLATION SERVICES

SECTION/TITLE

PAGE

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

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

3.0 DISCREPANCIES ...........................................................................................................4

4.0 BIDDER’S MINIMUM QUALIFICATIONS .......................................................................4

5.0 SCOPE OF SERVICES ...................................................................................................5

6.0 TERMS AND CONDITIONS ............................................................................................9

7.0 INSTRUCTIONS FOR SUBMITTING BIDS...................................................................23

8.0 BID SUBMISSION FORMS ........................................................................................... 33

ATTACHMENT #1 – PRICING LIST ........................................................................................ 35

ATTACHMENT #2 – REFERENCES ....................................................................................... 36

ATTACHMENT #3 – EQUIPMENT LIST..................................................................................37

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA......................................38

HOW DID YOU HEAR ABOUT THIS INVITATION FOR BID?................................................40

Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO

Senior Contracting Officer

Date: December 17, 2025

SOD INSTALLATION SERVICES

IFB #RFQ 684959

Page 3 of 41

SOD INSTALLATION SERVICES

1.0 PURPOSE

The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to

obtain firm fixed pricing from qualified firms or Contractors to provide sod installation

services for the Department of Parks, Recreation and Community Services (PRCS) at

various locations (herein referred to as “County Fields” or “Fields”).

The County intends to award a requirements contract as a result of this IFB. Each order

placed under the requirements contract shall be as needed in small quantities.

2.0 COMPETITION INTENDED

It is the County's intent that this 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 or appointed designee not later than fifteen (15) days prior to the

date set for bids to close.

3.0 DISCREPANCIES

Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as to the

meaning or intent of any part thereof, the Bidder shall request clarification from the County

in writing, not later than ten (10) working days prior to the bid opening. Any changes to the

IFB that result from such a clarification request, will be communicated through a written

addendum, and posted on the Procurement home page at www.loudoun.gov/procurement.

Failure to request such clarification is a waiver of any claim by the Bidder for additional

expenses because its interpretation was different than the County’s.

4.0 BIDDER’S MINIMUM QUALIFICATIONS

Bidders must demonstrate that they have the resources and capability to provide the

materials and services as described herein. All Bidders must submit the documentation

indicated below with their bid. Failure to provide any of the required documentation may

be cause for bid to be deemed non-responsive and/or non-responsible and rejected.

The following criteria shall be met in order to be eligible for this contract:

4.1 Bidders shall have commercial-grade equipment designed for turf and landscape

use for the specified tasks. All equipment shall be kept and maintained in optimum

operating condition without leaking fuel and/or fluids, and shall meet all local, state,

and federal safety requirements. Bidders shall certify that the equipment

provided will be equipped with turf tires and/or rubber tracks to prevent

property damage. Bidders shall submit a comprehensive list of equipment using

Attachment #3 – Equipment List, detailing the equipment that will be utilized to

provide the services specified in this solicitation. The County may elect to inspect

Bidder’s equipment and facility as part of award determination.

SOD INSTALLATION SERVICES

IFB #RFQ 684959

Page 4 of 41

4.2 A minimum of three (3) references comparable to the work in this scope of services

must be submitted with the bid to be considered. Use the form provided in the

solicitation for provision of this information. Disclosure of a reference hereby

releases listed references from all claims and liability for damages that may result

from the information provided by the reference.

5.0 SCOPE OF SERVICES

The Contractor shall provide the following Sod Installation Services.

5.1 General Requirements

A. The Contractor shall allocate sufficient and appropriate resources to ensure

the successful delivery and installation of sod, and is solely responsible for

the proper completion of sod installation services.

B. The Contractor shall provide all necessary supervision, labor, tools,

materials, equipment, fuel, and any other incidental costs required to

properly perform sod installation services at various locations as needed.

C. The Contractor shall be fully competent in all aspects of sod delivery and

installation.

D. The pricing for sod, sod delivery, and installation services to County Fields

shall be an all-inclusive firm fixed price. No additional charges, such as

delivery fees, surcharges, or other ancillary costs, will be permitted.

5.2 Work Schedule

All work shall be scheduled by the Contract Administrator. Work will be scheduled

three (3) to four (4) weeks in advance. All scheduled work shall be completed within

the allocated time, unless permitted otherwise by the Contract Administrator in

writing. All work shall be scheduled at the convenience of the County.

The Contractor shall perform work during normal business hours. Normal business

hours for this Contract shall be 7:00 a.m. until 4:30 p.m., Monday through Friday,

unless otherwise specified, excluding County holidays. No work shall be permitted

on Saturday, Sunday, and any day between the hours of 4:30 p.m. and 7:00 a.m.

unless otherwise stipulated by the Contract Administrator.

5.3 Equipment

A. The Contractor shall only use commercial-grade equipment specifically

designated for turf and landscape work to prevent any damage to the turf

and pavement (i.e., ruts, skid marks). Any equipment for use on the fields

during the installation of sod shall be furnished with turf tires and/or rubber

tracks. The use of agricultural tires, construction tires, or steel tracks

is strictly prohibited.

B. The Contractor shall maintain all equipment in a safe and optimal operating

condition, ensuring there are no fuel or fluid leaks. All equipment must

comply with local, state, and federal safety regulations.

SOD INSTALLATION SERVICES

IFB #RFQ 684959

Page 5 of 41

Commodity Codes

• NAICS 561730Landscaping Services

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