Project Information

Bid Title

Snow and Ice Removal Services

Issuing Agency

City of Falls Church

Location

Virginia

Published Date

Nov 18, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Ref. #

IFB 1216-25-SIRS

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 1216-25-SIRS
Bid Title:	Snow and Ice Removal Services
Category:	Open Solicitations
Status:	Open

Description: Invitation for Bids (IFB): Snow and Ice Removal Services Please note that Bidders may sign up to receive emails or text messages when solicitations and associated updates are posted on this website.  To take advantage of this feature, Bidders may go to www.fallschurchva.gov/Bids and sign up for notifications. Publication Date/Time: 11/18/2025 12:30 PM Closing Date/Time: 12/16/2025 10:00 AM Submittal Information: Electronic Submittals Only Bid Opening Information: 12/16/2025@10:01am - Virtual Pre-bid Meeting: Non-Mandatory: 12/2/25@10:00am Contact Person: Jim Wise, Purchasing Agent jwise@fallschurchva.gov with copy to purchasing@fallschurchva.gov Miscellaneous: NOTICE: In the event of conflict between any specific information posted on this webpage and the specific information in the attached IFB documents (including addenda), or the information or documents on any other webpage, the information in the IFB documents on this webpage shall take precedence. Related Documents: IFB 1216-25-SIRS: Snow and Ice Removal Services Attachment A: Bid Sheet Attachments B1-B4: Required Forms Attachment C: Special Provisions Attachment D: City Wide Maps Bid Submission Checklist

Attachment Preview

IFB # 1216-25-SIRS

INVITATION FOR BIDS (IFB)

IFB NUMBER: 1216-25-SIRS

Date: November 18, 2025

IFB SUBJECT: Snow and Ice Removal Services

PASSWORD PROTECTED (SEALED) BIDS

TO BE ELECTRONICALLY SUBMITTED ONLY TO: James. R. Wise, Purchasing Agent

jwise@fallschurchva.gov Phone (703) 248-5007

with copy to purchasing@fallschurchva.gov

DATE AND TIME: by no later than December 16, 2025 @ 10 a.m.. prevailing local time

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

INQUIRIES: All Inquiries including questions, except as otherwise stipulated herein, shall be made in

writing and forwarded to the Purchasing Agent, via email to:

jwise@fallschurchva.gov

with copy to purchasing@fallschurchva.gov and ktakai@fallschurchva.gov

by no later than five (5) business days prior to the Bid due date.

December 9, 2025, by @ 3 p.m.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

NON-MANDATORY PRE-BID MEETING via Microsoft Teams:

Tuesday, December 2, 2025, at 10 a.m.

(See Section VIII. Non-Mandatory Pre-Bid Meeting)

A SITE VISIT may be scheduled with the City Staff on a separate date and time (TBD). The City

will set the date and time for the SITE VISIT ONLY with those Bidders who submit a request.

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Bids that are substantially incomplete or lack key information may be rejected by the City at its

discretion. See Section XXIV. Bid Submission Requirements.

ALL REQUIRED ATTACHMENTS MUST BE COMPLETED, SIGNED (Where Applicable)

AND RETURNED WITH BID.

DO NOT RETURN THIS ENTIRE IFB DOCUMENT

Additional Documents May Be Requested at a Later Date

SEE BID SUBMISSION CHECKLIST

The City of Falls Church is committed to the letter and spirit of the Americans with Disabilities Act.

This document will be made available in alternate format upon request. Call 703.248.5007 (TTY 711).

The City of Falls Church does not discriminate against faith-based organizations in accordance with

the Code of Virginia, § 2.2-4343.1 or against any Bidder or Offeror because of race, religion, color,

sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination

in employment.

Page 1 of 26

IFB # 1216-25-SIRS

SECTION

IFB 1216-25-SIRS

Snow and Ice Removal Services

PAGE

I.

SUBJECT ----------------------------------------------------------------------------------------------------- 4

II. GENERAL ---------------------------------------------------------------------------------------------------- 4

III. COMPETITION INTENDED ------------------------------------------------------------------------------ 5

IV. ELIGIBILITY-------------------------------------------------------------------------------------------------- 5

V. PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ------------------------ 6

VI. HEALTH AND SAFETY COMPLIANCE -------------------------------------------------------------- 6

VII. RIGHTS OF THE CITY ------------------------------------------------------------------------------------ 6

VIII. NON-MANDATORY VIRTUAL PREBID MEETING/ SITE VISIT------------------------------- 6

IX. SCOPE OF WORK & REQUIREMENTS ------------------------------------------------------------- 7

X. CONTRACT TERM AND RENEWAL OPTIONS --------------------------------------------------- 8

XI. BID SECURITY – NO BID BOND ---------------------------------------------------------------------- 8

XII. CONTRACT SECURITY - PERFORMANCE AND PAYMENT BONDS --------------------- 8

XIII. PRICES AND PRICE ADJUSTMENTS --------------------------------------------------------------- 9

XIV. PROMPT PAYMENT DISCOUNT ---------------------------------------------------------------------10

XV. PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES: --------------------------------10

XVI. SUBCONTRACTORS ------------------------------------------------------------------------------------10

XVII. LICENSES & VIRGINIA CONTRACTORS----------------------------------------------------------11

XVIII. TRADE SECRETS OR PROPRIETARY INFORMATION---------------------------------------11

XIX. DEBARMENT/EXCLUSION STATUS----------------------------------------------------------------12

XX. AMBIGUITY, CONFLICT OR OTHER ERRORS IN THE IFB----------------------------------12

XXI. CONTRACT DOCUMENTS -----------------------------------------------------------------------------12

XXII. BID PREPARATION --------------------------------------------------------------------------------------13

XXIII. BID SUBMISSION COVENANTS ---------------------------------------------------------------------13

XXIV. BID SUBMISSION REQUIREMENTS ----------------------------------------------------------------15

XXV. PUBLIC BID OPENING ----------------------------------------------------------------------------------16

XXVI. BID EVALUATION/CONTRACT AWARD ----------------------------------------------------------17

XXVII. BID MODIFICATION/WITHDRAWAL ----------------------------------------------------------------18

XXVIII. NOTICE /ACCEPTANCE AGREEMENT ------------------------------------------------------------19

XXIX. PROTEST OF AWARD OR DECISION TO AWARD --------------------------------------------19

XXX. NOTICE OF AWARD -------------------------------------------------------------------------------------20

XXXI. DOCUMENTATION OF CONTRACTOR PERFORMANCE ISSUES ------------------------20

XXXII. COOPERATIVE PROCUREMENT--------------------------------------------------------------------20

XXXIII. TAX EXEMPTION -----------------------------------------------------------------------------------------20

XXXIV.ANTI-DISCRIMINATION ---------------------------------------------------------------------------------20

Page 2 of 26

IFB # 1216-25-SIRS

XXXV. TRANSPORTATION AND PACKAGING -----------------------------------------------------------21

XXXVI.ORDER OF PRECEDENCE ----------------------------------------------------------------------------21

XXXVII. EQUAL OPPORTUNITY AND SMALL, MINORITY-OWNED, WOMEN-OWNED

AND SERVICE-DISABLED VETERAN-OWNED BUSINESS AND EMPLOYMENT SERVICES

ORGANIZATIONS PARTICIPATION --------------------------------------------------------------------------21

XXXVIII. GENERAL DEFINITIONS, CONDITIONS AND INSTRUCTIONS TO BIDDERS----22

SEE ADDITIONAL ATTACHMENTS:

(Separate pdf documents to be downloaded by all Bidders)

ATTACHMENT A BID SHEET - Excel Spreadsheet format

ATTACHMENTS B1-B4 (REQUIRED FORMS):

▪ B1 Offer Form

▪ B1.1 Trade Secret/Proprietary Information Identification

▪ B2 Company Information

▪

Project-Specific Information

▪ B3 Company References & Current Projects

▪ B4 Proof of Authority to Transact Business in Virginia

ATTACHMENT C SPECIAL PROVISIONS

ATTACHMENT D CITY OF FALLS CHURCH – City Wide Maps

The City’s Standard Terms and Conditions (click for access), dated December 2023 are attached

hereto by reference and made a part hereof.

BID SUBMISSION CHECKLIST Recommended for use by all Bidders

Page 3 of 26

IFB # 1216-25-SIRS

I. SUBJECT

A. The City of Falls Church (City) is soliciting competitive bids from licensed, qualified

firms/Bidders to provide Snow and Ice Removal Services (Services) as is further described

herein. The awarded Contractor(s), shall after executing a contract and receiving a

Purchase Order, provide various types of equipment with experienced drivers/operators to

perform the Services on designated areas within the City in accordance with the

specifications in this Invitation For Bid (IFB) and its attachments.

B. Contractor(s) shall maintain an office within 60 miles of the City or otherwise certify that it

is able to respond to the City’s request for emergency within the specified time periods

detailed in the Special Provisions (Attachment C). The work to be performed under this

term contract includes, but is not limited to, such work as is described in Attachment C

Special Provisions, supplemented by all other attachments to the IFB.

C. As used herein the term “goods” shall also mean equipment, software, products, materials,

supplies and/or other tangible deliverables. The term “Contractor” shall mean the firm that

has been awarded and executed a contract.

II. GENERAL

A. ACCESS TO IFB: This IFB and any addenda are available on the City’s website:

https://fallschurchva.gov/Bids. This solicitation and any associated addenda, or notices

thereof, may also be published through eVA, the Commonwealth of Virginia’s electronic

procurement portal for registered suppliers (https://eva.virginia.gov).

B. Bidders should note that changes to the IFB, in the form of addenda, are often issued

between the IFB issue date and within three (3) business days before the closing of the

IFB. Bidders are solely responsible for checking the City’s Website to ensure that

they have the most current information regarding this IFB.

Please note that Offerors may sign up to receive emails or text messages when

solicitations are posted and updated on the City’s website. To take advantage of this

feature, interested parties may go to https://fallschurchva.gov/Bids and sign up for

notifications.

All addenda will become part of any resulting contract and must be signed and submitted

with your bid package.

C. Inquiries received by the City at the email addresses in the “INQUIRIES” section of the cover

page of this document less than five (5) business days before the date set for the opening

of Bids will not be given consideration. Any material question or interpretation of a

requirement or specification, as determined by the Purchasing Agent, will be expressed in

the form of an addendum which will be posted on the City’s website

(https://fallschurchva.gov/Bids) no later than three (3) business days before the date set for

receipt of bids. If utilized for the initial IFB release, addenda, or notices thereof, will also be

published through eVA (the Commonwealth of Virginia’s e-procurement portal for registered

suppliers).

Oral answers will not be authoritative.

D. The City is not liable for any costs incurred by any Bidder in connection with this IFB or

any response by any Bidder to this IFB. The expenses incurred by Bidder in the

preparation, submission, and presentation of the bid are the sole responsibility of the

Bidder and may not be charged to the City.

E. ACCEPTANCE OF BIDS - BINDING 180 DAYS: All bids submitted shall be binding for

one hundred eighty (180) days following solicitation opening date, unless extended by

mutual consent of all parties.

F. CONTACT RESTRICTED: Except as otherwise provided herein, no Bidder shall initiate

or otherwise have contact with any City representative or employee, other than the

Purchasing Agent or Purchasing Agent’s designee, concerning or related to this IFB after

Page 4 of 26

IFB # 1216-25-SIRS

the date of this solicitation’s release and before award or cancellation of this IFB except

with the foreknowledge and permission of the Purchasing Agent or designee. Any contact

in contradiction to this requirement is prohibited and may cause the disqualification of the

Bidder from this procurement process.

G. INFORMATION RESTRICTED: All requests to or from a Bidder, potential Bidder or other

third-party regarding information about this solicitation, including its interpretation, progress

and/or award status should be referred directly to the addresses on the cover page of tis

document. Failure to comply with this requirement may be cause for a Bidder’s

disqualification. This restriction does not apply to reasonable and necessary

communications with existing or potential subcontractors or partners for the sole purpose of

a Bidder’s Bid Package development under this solicitation.

H. This solicitation is being conducted in accordance with the guidelines of the Competitive

Sealed Bidding method of contractor selection per the Virginia Public Procurement Act

(VPPA) and the City’s Purchasing Resolution both of which are which is incorporated

herein by reference.

III. COMPETITION INTENDED

A. It is the City’s intent that this Invitation for Bids (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 written notification must be

received by the Purchasing Agent no later than ten (10) days prior to the date set for the

bids to be received. Any such notification shall be sent to the Purchasing Agent’s email

address: jwise@fallschurchva.gov with a copy to purchasing@fallschurchva.gov.

Confirmation of email receipt shall be the responsibility of the notifying Bidder.

B. Nothing herein is intended to exclude any responsible Bidder or in any way restrain or

restrict competition. All qualified Bidders are encouraged to submit bids.

IV. ELIGIBILITY

A. The following are minimum requirements for bid submission:

1. The Bidder must submit its Virginia State Corporation Commission (SCC) registration

number or justification for exemption. See Section below entitled “Proof of Authority

to Transact Business in Virginia.”

2. The Bidder must be currently licensed in accordance with any specific requirements

of this solicitation and the Code of Virginia (Licensed Engineer, Contractor’s license,

etc.).

It is the Bidder’s sole responsibility to have knowledge of the applicable license (s), if

any, associated with this solicitation’s scope of work. Any applicable license(s) shall

be maintained during the term of any resultant contract.

B. Any person or firm, or agent of any person or firm, currently suspended, debarred or

otherwise excluded from participation in City procurement or submitting bids or proposals for

contracts by any other local government or agency of the Commonwealth of Virginia or the

Federal Government, is not eligible for contract award under this solicitation.

C. Any current debarment or exclusion status (Federal, state or local jurisdiction) must be

disclosed on the Company Information Form attached to this solicitation.

D. The Bidder represents and warrants that:

1. Bidder is financially solvent and experienced in and competent to perform this type of

work.

2. Bidder is familiar with all Federal, State, and local laws, ordinances and regulations,

which may, in any way, affect the work of those employed by bidder, including but not

limited to any special acts relating to the work or to the project of which it is a part.

Page 5 of 26

Commodity Codes

• NAICS 561790Other Services to Buildings and Dwellings

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