Project Information

Bid Title

Annual Services Contract for Grass Maintenance Services, Part B

Issuing Agency

City of Williamsburg

Location

Virginia

Published Date

Feb 19, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB (SEALED) 03 4309 26

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB (SEALED) 03 4309 26
Bid Title:	Annual Services Contract for Grass Maintenance Services, Part B
Category:	IFB - Invitation for Bid
Status:	Open

Description: SCOPE OF WORK The City of Williamsburg Department of Public Works & Utilities, hereafter known as the City, is seeking Contractors for the grass maintenance services to include mowing, edging, and trimming of specified City properties for the City of Williamsburg. The Contractor shall furnish all labor, tools, proper clothing, appliances, materials, equipment, transportation, safety items, supervision, signage, and construction work of every kind required to accomplish the following described tasks. Part B only of the Annual Service Contract for mowing, edging, and trimming. Contractor shall mow and trim only the locations identified in the Price Schedule listed and attached herein. Publication Date/Time: 2/19/2026 3:00 PM Closing Date/Time: 3/19/2026 2:30 PM Submittal Information: 401 Lafayette Street Williamsburg Municipal Building 2nd Floor, Public Works Department Williamsburg Bid Opening Information: 03/19/2026 @ 2:30pm LOCAL TIME Pre-bid Meeting: 03/05/2026 10:30AM EST Contact Person: Lucas Jenne, ljenne@williamsburgva.gov Business Hours: Monday - Friday 8:00 - 4:30 Qualifications: Maintain proper dress code while representing the City: a. A clean shirt, vest, jacket, or other type of garment must be worn at all times. b. No improper or vulgar pictures or writing on shirts will be allowed. c. Clean pants should be worn for personal protection; shorts can be worn but should be neat and of a proper attire for this type of work. Special Requirements: Mow and trim all locations to a height of between 2.5 inches to 3 inches. 3. The mowing, trimming, and edging of all areas is required to be completed on a weekly basis. The City reserves the right to decide whether or not the weekly mowing or trimming or edging is not necessary for specific reasons (drought, excessive rainfall, special events at or near locations, extended holidays, etc.). The City’s Landscaping Division will notify the Contractor ahead of any cancellations or areas not to be mowed, trimmed, and edged due to reasons stated herein. 4. Place warning signs or traffic control devices such as cones, barrels, etc., when Contractor’s equipment and/or vehicles will be blocking a travel lane on any roadway or deny temporary access to driveways and/or sidewalks. Contractor shall follow the latest edition of the MUTCD for any shoulder and lane closures. 5. Trim around all sign posts, trees, boxes, headstones, etc. to the mowing height without scalping, gouging, or marking the bark of trees or on outer surfaces. As mentioned above this work shall be completed weekly, unless otherwise notified by the City. 6. Repair or replace any damaged items during operations such as, curbs, gutters, signposts, trees, and cemetery head stones, at the discretion of the City Landscape Superintendent. 7. Collect and legally dispose of all trash & litter at each location prior to mowing and trimming operations. i-7 8. Use a Stick Edger to trim the edge of all sidewalks and curbs at each mowing location. As mentioned above this work shall be completed weekly, unless otherwise notified by the City. 9. Blow off loose clippings, trimmings, and other debris from operations from all paved surfaces following mowing and trimming and collect for removal and disposal. Contractor SHALL NOT blow clippings, trimmings, and debris into a City roadway or storm drainage system. City will take legal action should a Contractor be observed performing this restriction. 10. Provide and maintain any required safety devices, signage, PPE, and meet all OSHA standards. 11. Check and maintain adjustment of equipment to keep from scalping, rutting, bruising, uneven cutting or gouging. Related Documents: IFB 03 4309 26 Grass Maintenance Services, Part B City of Williamsburg Grass Maintenance B Contract, GIS

Attachment Preview

Invitation for Bid (IFB)

Issue Date: February 19, 2026

Solicitation Title:

City of Williamsburg

Annual Services Contract;

Grass Maintenance Services, Part B

Issuing Office: City of Williamsburg

Office of the Public Works & Utilities Director

401 Lafayette Street

Williamsburg, Virginia 23185-3617

Voice (757)220-6140

Location of where work will be performed:

City of Williamsburg; Part B locations

IFB NO:

03-4309-26

Pre-Bid Conference:

March 5, 2026 @ 10:30 AM

NON-MANDATORY

CLOSING DATE:

March 19, 2026

CLOSING TIME:

2:30 p.m. (local time)

PROCUREMENT

OFFICER:

Travis Dill

PHONE:

757-220-6181

Bids Will Be Received Until the Date and Time Noted Above for Furnishing the Goods/Services

Described Herein And Then Opened In Public.

All inquiries for information should be directed to Lucas Jenne Ljenne@williamsburgva.gov , City of Williamsburg- Public

Works. All inquiries shall be submitted no later than Five (5) business days prior to the closing date.

IF BID IS MAILED, SEND DIRECTLY TO ISSUING OFFICE NOTED ABOVE. IF BID IS HAND DELIVERED,

DELIVER TO:

401 Lafayette Street

2nd Floor – Public Works & Utilities Department

Williamsburg, VA 23185

Name and Address of Firm:

__________________________________________ Date: ________________________________________

__________________________________________ By: ________________________________________

__________________________________________

(Signature in Ink)

_______________________ Zip Code: __________ Name: _______________________________________

FEI/FIN NO. ________________________________

(Please Print)

Fax Number: (____) __________________________ Title: _______________________________________

E-Mail Address: _____________________________ Telephone Number: ____________________________

PRE- BID CONFERENCE: Non-Mandatory Pre-bid Conference will be held March 5, 2026 at 10:30 AM, local time, at

City of Williamsburg Municipal Building, 2nd floor, 401 Lafayette St., Williamsburg, VA 23185. Bidders shall contact Lucas

Jenne, by email at ljenne@williamsburgva.gov with any questions.

RETURN THIS PAGE WITH YOUR BID OFFER

TABLE OF CONTENTS

I. PURPOSE

II. SCOPE OF WORK

III. PRE-BID CONFERENCE

IV. SPECIAL TERMS

V. PRICING SCHEDULE

VI. NOTICE OF AWARD

VII. NOTICE to PROCEED

VIII. CONTRACT CHANGE ORDER

IX. ATTACHEMENTS

• SAMPLE STANDARD CITY CONTRACT

• LOCATIONS OF WORK SITES

PAGE

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I. PURPOSE

It is the intent of this solicitation to secure through competitive sealed bidding, for

grass maintenance services such as mowing, edging, and trimming of specific City

properties within the City of Williamsburg, Virginia.

II. SCOPE OF WORK

The City of Williamsburg Department of Public Works & Utilities, hereafter known as

the City, is seeking Contractors for the grass maintenance services to include mowing,

edging, and trimming of specified City properties for the City of Williamsburg.

The Contractor shall furnish all labor, tools, proper clothing, appliances, materials,

equipment, transportation, safety items, supervision, signage, and construction work

of every kind required to accomplish the following described tasks.

1. Part B only of the Annual Service Contract for mowing, edging, and trimming.

Contractor shall mow and trim only the locations identified in the Price Schedule

listed and attached herein.

2. Mow and trim all locations to a height of between 2.5 inches to 3 inches.

3. The mowing, trimming, and edging of all areas is required to be completed on a

weekly basis. The City reserves the right to decide whether or not the weekly

mowing or trimming or edging is not necessary for specific reasons (drought,

excessive rainfall, special events at or near locations, extended holidays, etc.). The

City’s Landscaping Division will notify the Contractor ahead of any cancellations or

areas not to be mowed, trimmed, and edged due to reasons stated herein.

4. Place warning signs or traffic control devices such as cones, barrels, etc., when

Contractor’s equipment and/or vehicles will be blocking a travel lane on any

roadway or deny temporary access to driveways and/or sidewalks. Contractor shall

follow the latest edition of the MUTCD for any shoulder and lane closures.

5. Trim around all sign posts, trees, boxes, headstones, etc. to the mowing height

without scalping, gouging, or marking the bark of trees or on outer surfaces. As

mentioned above this work shall be completed weekly, unless otherwise notified by

the City.

6. Repair or replace any damaged items during operations such as, curbs, gutters,

signposts, trees, and cemetery head stones, at the discretion of the City Landscape

Superintendent.

7. Collect and legally dispose of all trash & litter at each location prior to mowing and

trimming operations.

i-5

8. Use a Stick Edger to trim the edge of all sidewalks and curbs at each mowing

location. As mentioned above this work shall be completed weekly, unless

otherwise notified by the City.

9. Blow off loose clippings, trimmings, and other debris from operations from all

paved surfaces following mowing and trimming and collect for removal and

disposal. Contractor SHALL NOT blow clippings, trimmings, and debris into a City

roadway or storm drainage system. City will take legal action should a Contractor

be observed performing this restriction.

10. Provide and maintain any required safety devices, signage, PPE, and meet all OSHA

standards.

11. Check and maintain adjustment of equipment to keep from scalping, rutting,

bruising, uneven cutting or gouging.

12. Maintain proper dress code while representing the City:

a. A clean shirt, vest, jacket, or other type of garment must be worn at all

times.

b. No improper or vulgar pictures or writing on shirts will be allowed.

c. Clean pants should be worn for personal protection; shorts can be worn but

should be neat and of a proper attire for this type of work.

13. City staff may inspect the Work at any time and will halt operations if unsafe

practices or conditions are observed.

14. An Invoice will be submitted at the beginning of each month for the previous

month’s work to:

Lucas Jenne

Landscape Superintendent

Department of Public Works & Utilities

401 Lafayette Street

Williamsburg, VA 23185

Invoices may be sent electronically to ljenne@williamsburva.gov and

jclark@williamsburgva.gov.

15. The invoice, or a separate sheet attached to the invoice, will list the following:

a. Name of each location identified in the Price Schedule that was completed,

b. Dates each location in the Price Schedule that was completed,

c. Cost of each location in the Price Schedule that was completed,

d. An overall total of all mowing and trimming completed for a specific month.

16. Due to the large volume of children who visit the playground area in Kiwanis Park,

the park shall be cut prior to 10:00 a.m. on the day of mowing and trimming. Any

time after 10:00 could present a hazard to children and the City will not be held

liable for any accidents or issues with the public.

17. Mowing and trimming shall be completed ONLY from Wednesday to Friday, unless

otherwise authorized by the Owner. No work shall be done on weekends or

holidays.

18. City will provide the Contractor a key to access to any gated/fenced locations.

19. Contractor shall adhere to the City’s Noice Ordinance; pay special attention to

when work is allowed to start and when work is required to be completed.

20. Contractor shall notify the City a week in advance should he/she not be able to

perform the Work as indicated for either the following week or additional

consecutive weeks. The City and Contractor shall negotiate an alternate plan of

action to ensure that the Work as specified is completed within a reasonable

amount of time. Contractor shall notify the City of any mechanical, maintenance,

staffing, or other related issues that will cause the Contractor to not be able to

perform the work as specified herein.

III. PRE-BID CONFERENCE

Pre-bid Conference will be held March 5, 2026 at 10:30 AM, local time, at City of

Williamsburg Municipal Building, 2nd floor, 401 Lafayette St., Williamsburg, VA 23185.

Bidders shall contact Lucas Jenne, by email at ljenne@williamsburgva.gov with any

questions.

IV. SPECIAL TERMS

The City and Contractor shall sign a standard City contract for the services for the Work

as described in this RFP for the specified term of starting on the first week in April

2026and will continue on a weekly basis until the first week of November 2026 or as

determined by the City’s Landscaping Superintendent. Upon mutual agreement

between the City and the Contractor the Contract may be extended/renewed for up to

three (3) additional years. The City shall provide the Contractor written notification

each year for any extension/renewal of the Contract.

The City reserves the right to cancel or terminate the Contract at any point during the

contract time or to not seek renewal of the executed contract.

The City maintains the right to alter or modify the Contract as necessary to ensure

proper notifications, work ethics, scope of work, Contractor performance, and work

schedule are adhered to.

Commodity Codes

• NAICS 561730Landscaping Services

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