Project Information

Bid Title

Grass Cutting - Tower Sites (IT)

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Nov 3, 2025

Closing Date

Dec 3, 2025

Government Level

State & Local

Status

Closed

Ref. #

IFB 26033-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26033-KR
Bid Title:	Grass Cutting - Tower Sites (IT)
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to hire one contractor to provide all labor, equipment, transportation, and associated insurance required to provide annual grass cutting services on an as needed basis for Information Technology (Communications) Tower Sites in accordance with all specifications, terms and conditions herein. Â Publication Date/Time: 11/3/2025 12:00 AM Closing Date/Time: 12/3/2025 3:00 PM Pre-bid Meeting: 11/20/2025 @10:00AM Mandatory 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 Related Documents: IFB 26033 Grass Cutting Tower Sites Information Technology

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB#26033-KR

November 3, 2025

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

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

Grass Cutting-Tower Sites

SCOPE OF WORK: The intent of this Invitation for Bid (IFB) is to hire one contractor to provide

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

cutting services on an as needed basis for Information Technology (Communications) Tower Sites

in accordance with all specifications, terms and conditions herein.

Mandatory Pre-Bid Meeting: 10:00 a.m., November 20, 2025

Bid Due: 3:00 p.m., December 3, 2025

Contract Officer: ____Kimberly D. Rogerson_______

Kimberly D. Rogerson, 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. . All

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

**SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**

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:

-1-

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: Thursday, November 20, 2025, 10:00 a.m.

Locations: Downtown Tower Site-141 Pender Street

Whaleyville Site-6201 Whaleyville Blvd

The first site we will visit will be the Downtown Tower Site. Bidders are to meet at 10:00

am at the Downtown Tower Site. Bidders may tour remaining sites at their convenience,

access to interior of sites will not be possible.

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

3:00 OPENING.

BID OPENING

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

opening will be held on December 3, 2025, at 3:00 PM (local prevailing time), in the City of Suffolk

Municipal Center, Conference Room #1, located at 442 W. Washington Street, Suffolk, VA

23434-5237.

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

SUBMITTALS

Bidder should submit the entire IFB as their bid package.

Bids can be submitted through EVA.

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.

-2-

INVITATION FOR BID

Grass Cutting-Tower Sites

Table of Contents

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................................................................................ - 7 -

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

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

REFERENCES ................................................................................................................. - 22 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 24 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 25 -

EXCEPTION PAGE .......................................................................................................... - 26 -

INSURANCE REQUIREMENTS ....................................................................................... - 27 -

-3-

1.0 PURPOSE

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

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

cutting services on an as needed basis for Information Technology (Communications)

Tower Sites 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 cover the period from date of award through December 31, 2026.

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

periods ending December 31, 2030. 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 SPECIFICATIONS

4.1 General Specifications

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

permits, etc. necessary to maintain acceptable grass height as designated by the

Department of Information Technology (Communications).

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

conditions herein and as instructed and scheduled with Information Technology

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 using

department.

-4-

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

period.

Standard weekly grass cuttings shall include cutting and trimming grass to maintain a

grass height not to exceed 3" with reasonable uniformity. Each of the sites must be

maintained in such a way so that they are always free of any weeds inside of the gated

compound area. The City reserves the right to amend the cutting height requirements,

thereby reducing the frequency of cuttings, if required, due to budget restrictions.

Downtown Tower Site-141 Pender Street: Site will need to be visited at least every 3

weeks for vegetation maintenance. Access road and surrounding area outside and inside

compound fence will need to be sprayed and trimmed of weeds and excess vegetation.

Hunter Tower Site-5850 Greenwood Road: Site will need to be visited at least every 3

weeks for vegetation maintenance. Access road and surrounding area outside and inside

compound fence will need to be sprayed, trimmed of weeds, excess vegetation, inside

and along the fence/compound to be free of all weeds.

Pruden Tower Site-4441 Pruden Blvd: Site will need to be visited at least every 3 weeks

for vegetation maintenance. Access road and surrounding area outside and inside

compound fence will need to be sprayed, trimmed of weeds, excess vegetation, inside

and along the fence/compound to be free of all weeds.

Driver Site-3500 Kings Highway: Site will need to be visited at least every 3 weeks for

vegetation maintenance, bush hog maybe required. Access road and surrounding area

outside and inside compound fence will need to be sprayed, trimmed of weeds, excess

vegetation, inside and along the fence/compound to be free of all weeds ALSO, this site

is a guyed tower and will need the fenced in areas that contain the cables for the tower

sprayed and kept free of weeds and vegetation. There is a large field surrounding this site

that will also need to be mowed at least every 5 to 6 weeks to prevent excess overgrowth.

One last field cutting in autumn to keep growth in check for the next spring will be a must.

Whaleyville Site-6201 Whaleyville Blvd: Site will need to be visited at least every 3

weeks for vegetation, bush hog maybe required. Access road and surrounding area

outside and inside compound fence will need to be sprayed, trimmed of weeds, excess

vegetation, inside and along the fence/compound to be free of all weeds ALSO, this site

is a guyed tower and will need the fenced in areas that contain the cables for the tower

sprayed and kept free of weeds and vegetation. There is a large field surrounding this site

that will also need to be mowed at least every 5 to 6 weeks to prevent excess overgrowth.

One last field cutting in autumn to keep growth in check for the next spring will be a must.

Contractor shall complete work on each location at one cutting/ weeding, 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 and line trimmers will be acceptable. Contractor may use Roundup or

other non-selective post-emergent herbicide to edge posts and fence lines.

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Commodity Codes

• NAICS 561730Landscaping Services

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