Annual Services Contract for Grass Maintenance Services, Part B
| Location: | Virginia |
|---|---|
| Posted: | Feb 19, 2026 |
| Due: | Mar 19, 2026 |
| Agency: | City of Williamsburg |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | IFB (SEALED) 03 4309 26 |
| Publication URL: | To access bid details, please log in. |
| 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 |
|
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.
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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.
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