Project Information

Bid Title

Mowing Services (Schools)

Issuing Agency

City of Salem

Location

Virginia

Published Date

Mar 2, 2026

Closing Date

Mar 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-016

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-016
Bid Title:	Mowing Services (Schools)
Category:	Bid Opportunities
Status:	Open

Description: CITY OF SALEM, VA REQUEST FOR PROPOSAL # 2026-016 MOWING SERVICES (SCHOOLS) The City of Salem is soliciting sealed proposals from qualified Offerors to perform routine and as-needed lawn care maintenance services at specified school locations within the City of Salem, in accordance with the requirements set forth in Request For Proposal (RFP) # 2026-016. Sealed Proposals must be received by hand delivery, mail or electronic submission through eVA by 3:00 PM ET, on Friday, March 27, 2026. If hand delivering or mailing a sealed bid response, the bid package must be received by Benjamin Denton of the City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153, at or before the stated bid due date and time. If submitting a bid response electronically on eVA at www.eva.virginia.gov , bidders must ensure that they are a registered vendor in eVA. Bids can be found under the Business Opportunities Tab > Virginia Business Opportunities (VBO). There is no cost to register. If bidder encounters any issues submitting an online bid through eVA, bidder shall contact eVA Customer Care for assistance at 1-866-289-7367 or email them at For security reasons, you must enable JavaScript to view this E-mail address. . Any bids received after the mentioned time and date will be marked “late” and retained unopened in the procurement file. Bid documents may be obtained by emailing For security reasons, you must enable JavaScript to view this E-mail address. . Faxed or emailed bids will not be accepted. The City of Salem reserves the right to reject any or all bids and to waive any irregularities or informalities in the bidding. No bid may be withdrawn after opening except for clerical errors, as set forth in Section 2.2-4330 of the Virginia Code. Bidder must give the City a notice in writing of the request to withdraw a bid within two (2) business days after conclusion of opening. + + END OF ADVERTISEMENT FOR PROPOSALS + + Publication Date/Time: 3/2/2026 8:00 AM Closing Date/Time: 3/27/2026 3:00 PM Pre-bid Meeting: March 12, 2026 Related Documents: RFP 2026-016 Mowing Services (Schools) RFP 2026-016 Mowing Services (Schools) Legal Ad

Attachment Preview

CITY OF SALEM, VIRGINIA

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VIRGINIA 24153

PHONE: (540) 375-3063

ISSUE DATE: March 2, 2026

REQUEST FOR PROPOSAL (RFP) # 2026-016

FOR

MOWING SERVICES (SCHOOLS)

SEALED PROPOSALS DUE:

Friday, March 27, 2026

ON OR BEFORE

3:00 P.M. (Local Time)

ALL INFORMATION AND CLARIFICATION INQUIRIES MUST BE SUBMITTED IN WRITING TO:

BENJAMIN DENTON, PURCHASING MANAGER

AT BKDENTON@SALEMVA.GOV

BY 3:00 P.M. ET ON

MONDAY, MARCH 16, 2026

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §

2.2-4343.1 or against a bidder or Offeror because of race, religion, color, sex, national origin, age, disability, sexual

orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to

discrimination in employment. Faith-based organizations may request that the issuing agency not include

subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception

should be made in that invitation to bid or request for proposal.

RFP #2026-016

Mowing Services (Schools)

The City of Salem is soliciting sealed proposals from qualified Offerors to perform routine and as-needed lawn

care maintenance services at specified school locations within the City of Salem, in accordance with the

requirements set forth in this Request for Proposals.

The City of Salem, Virginia, and its officers, employees, and agents shall not be responsible for the

premature opening of any proposal envelope or package that is not properly sealed and clearly marked

in accordance with the requirements set forth herein.

During an active solicitation, all communications (email, phone, text, letter) must be conducted through the

Purchasing Department. If necessary, the Purchasing Department will coordinate responses to any

inquiries. If any vendor involved in a pending solicitation violates this communication protocol, any

submittals from the vendor may be rejected or disqualified at the discretion of the Purchasing Manager.

As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all

responses. No information regarding the identity of either the Offerors or the contents will be released until

after the negotiation process. Once an award has been made, all proposals will become public information.

If your proposal contains proprietary information, please make note of such on the form attached (Attachment

B - Proprietary Information Form).

The City of Salem reserves the right to cancel this solicitation, reject any or all proposals, waive minor

informalities or irregularities, award in whole or in part, and make award to the Offeror whose proposal is

determined, in the sole discretion of the City, to be in the best interest of the City.

The “Offeror Data/Signature Sheet” found below, must be completed by the Offeror and returned with

the proposal.

In compliance with this Request for Proposals and the terms and conditions set forth herein, the

undersigned agrees to furnish the services and/or items described in the attached signed proposal, or as

may be negotiated and mutually agreed upon. The Offeror further agrees that all pricing and terms shall

remain firm for a period of ninety (90) days following the proposal opening date.

Any notice of proposal withdrawal must be submitted in writing to the Purchasing Department prior to the

proposal opening

OFFEROR DATA/SIGNATURE SHEET

Legal Name and Address:

Date:

By:

(Signature in ink)

Name:

Zip Code

Title:

Phone ( )

Fax ( )

E-mail:

Business License #:

Virginia State Corporation Commission Identification Number:

Page 2 of 22

RFP #2026-016

Mowing Services (Schools)

Contents

OFFEROR DATA/SIGNATURE SHEET ......................................................................................................... 2

I. PURPOSE ............................................................................................................................................. 4

II. BACKGROUND ..................................................................................................................................... 4

III. STATEMENT OF NEEDS ....................................................................................................................... 4

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS ....................................................... 6

V. SERVICE HOURS FOR WORK ............................................................................................................. 8

VI. EVALUATION AND AWARD OF CONTRACT ......................................................................................... 9

VII. MANDATORY PRE-PROPOSAL CONFERENCE................................................................................ 9

VIII. CONTRACT PERIOD ......................................................................................................................... 9

IX. CONTRACT ADMINISTRATOR.............................................................................................................. 9

X. COOPERATIVE AGREEMENT............................................................................................................... 9

XI. REFERENCES..................................................................................................................................... 10

XII. INVOICING ...................................................................................................................................... 10

XIII. PROTESTS ...................................................................................................................................... 10

XIV. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT ...................................................... 10

XV. REJECTION AND AWARD OF PROPOSAL ..................................................................................... 11

XVI. INSURANCE .................................................................................................................................... 11

XVII. GENERAL TERMS AND CONDITIONS ............................................................................................ 12

XVIII. SPECIAL TERMS AND CONDITIONS .......................................................................................... 14

Attachment A- Reference Form..................................................................................................................... 15

Attachment B - Proprietary Information Form...................................................................................................... 16

Attachment C- City of Salem School Property Maps .................................................................................... 17

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Page 3 of 22

RFP #2026-016

Mowing Services (Schools)

I.

PURPOSE

The City of Salem is soliciting sealed proposals from qualified Offerors to provide routine and as-needed lawn

care maintenance services at designated public school properties within the City. The resulting contract will

be a multi-year, renewable contract. Services shall include mowing, trimming, incidental litter collection, and

removal of grass clippings, in accordance with the requirements set forth in this Request for Proposals

II. BACKGROUND

The City of Salem is an independent city covering fourteen (14) square miles and is nestled in the heart

of Virginia’s Blue Ridge Mountains, within the Roanoke Region. Conveniently located along Interstate 81,

Salem is home to approximately 25,346 residents and is part of the larger Roanoke Metropolitan Area,

which boasts a population of 313,786.

The City of Salem school system includes four (4) elementary schools, one (1) middle school, and one

(1) high school. The City is committed to maintaining safe, well-maintained, and visually appealing

grounds at each facility in support of students, staff, and the community.

III. STATEMENT OF NEEDS

A. The Successful Offeror shall furnish all licensing, equipment, materials, labor, and supervision as

may be necessary to provide services that include mowing, trimming, incidental litter collection,

and removal of all grass clippings at defined City of Salem school locations.

B. Incidental litter is to be removed prior to mowing, trimming, and blowing. This shall include trash,

paper, fallen tree limbs, and other objects that could create a hazard if run over by power

equipment.

C. Grass shall be cut to a uniform height of three (3) inches from grade.

D. Any grass height that is a maximum of five (5) inches, and taller from grade, must be mowed.

E. Any grass found on a hillside that is a maximum of eight (8) inches, and taller from grade, must

be mowed.

F. Trimming must be performed around all trees, fence posts, lamp posts, buildings, fences, and any

other structure(s) needed for a proper, consistently manicured appearance.

G. All hardscape surfaces, including sidewalks and parking lots, shall be free of grass clippings and

debris upon completion of services. The Contractor shall ensure that grass clippings are not blown

onto vehicles located on school property.

H. The Contractor shall properly maintain all powered and non-powered equipment to ensure a clean

cut and a consistently manicured appearance at all locations.

I. All personnel shall be properly trained and qualified to perform work. The Contractor shall be

responsible for the conduct of all employees while on school property.

J. While on school property, all personnel shall be neat in appearance and must be wearing

company branded apparel. This can include a T-shirt, jacket, vest, or any other easily identifiable

garment.

Page 4 of 22

RFP #2026-016

Mowing Services (Schools)

K. The Successful Offeror shall provide all personnel with required safety equipment, including but

not limited to safety hats, high-visibility vests, eye protection, gloves, face coverings, and any

other personal protective equipment necessary to perform services safely on school property.

L. If the Successful Offeror is on site during during normal business hours, the Contractor shall notify

school staff upon arrival at the property. At the time of notification, the Contractor shall state the

number of its employees or representatives who will be on school grounds performing services.

M. The Contractor shall be responsible for any and all damages caused by the Contractor, its

employees, agents, or subcontractors, including but not limited to damage to trees, facilities,

equipment, utilities, structures, or finished surfaces. All such damage must be reported to the

Project Manager within twenty-four (24) hours of occurrence. Repair or replacement of any

damage shall be performed at the sole expense of the Contractor.

N. The Contractor shall address and resolve any complaint or corrective action request issued by

the City within forty-eight (48) hours of notification. If a resolution cannot be completed within that

timeframe, the Contractor shall communicate a corrective action plan to the Project Manager

detailing the proposed remedy and timeline for completion.

O. The Contractor shall submit invoices to the City within seven (7) business days of the date of

service. Each property shall be invoiced separately; combined invoices (e.g., multiple school

locations on a single invoice) will not be accepted. For additional invoicing requirements, refer to

Section XII below.

P. Specific School Property Clarification (See Exhibit C For School Property Maps):

1. East Salem Elementary School:

a. The Contractor shall mow approximately twenty (20) feet behind the fence line located

on the North end of the property. The fenceline appears as a green dotted line on the

East Salem Elementary School map.

b. The Contractor shall mow and/or trim the sloped area located on the Northeast end of

the property bordering McDivitt Road. The sloped area is bordered by a yellow line on

the East Salem Elementary School map.

2. South Salem Elementary School:

a. The Contractor shall mow and/or trim the sloped areas located North and South ends

of the South Salem Elementary School property. The sloped areas are bordered by a

yellow line on the South Salem Elementary School map.

3. Andrew Lewis Middle School:

a. Please note the additional small area of required maintenance at the property located

on the Eastern side of Tennessee Street. The address for this additional property is

406 East 4th Street, Salem, Virginia and is noted on the Andrew Lewis Middle School

map.

(continued)

Page 5 of 22

Commodity Codes

• NAICS 561730Landscaping Services

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