Mowing Services (Schools)
| Location: | Virginia |
|---|---|
| Posted: | Mar 2, 2026 |
| Due: | Mar 27, 2026 |
| Agency: | City of Salem |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-016 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2026-016
|
| Bid Title: |
Mowing Services (Schools)
|
| Category: | Bid Opportunities |
| Status: | Open |
|
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
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