Sod Installation Services, RFQ 684959
| Location: | Virginia |
|---|---|
| Posted: | Dec 17, 2025 |
| Due: | Jan 23, 2026 |
| Agency: | Loudoun County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFQ 684959 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFQ 684959
|
| Bid Title: |
Sod Installation Services, RFQ 684959
|
| Category: | Procurement |
| Status: | Open |
|
Attachment Preview
Loudoun County, Virginia
INVITATION FOR BID
SOD INSTALLATION SERVICES
ACCEPTANCE DATE: Prior to 4:00 p.m., January 23, 2026, Local Time
IFB NUMBER:
RFQ 684959
ACCEPTANCE PLACE:
Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County’s web site:
www.loudoun.gov/procurement.
B. Pre-bid Conference: An optional pre-bid conference will be held virtually using
Microsoft Teams on Tuesday, December 30, 2025, at 10:00 a.m. See the Microsoft
Teams log in information provided below. To participate in the audio portion of this
conference, please dial the number provided below and follow the prompts as
designated. To participate by computer, connect to the link provided and follow the
prompts as designated. The purpose of the pre-bid conference is to provide a
high-level overview of the supplier registration process and online submission of bids
through iSupplier.
Microsoft Teams Meeting
Join The Meeting Now
Meeting ID: 213 238 603 520 6
Passcode: 4ha3ca9T
Dial in by phone
+1 757-600-4923,,69297320# United States, Norfolk
Find a local number
Phone conference ID: 692 973 20#
The terms and conditions contained in this Invitation for Bid and in the County-Contractor
Agreement are not negotiable.
Requests for information related to this Invitation should be directed to:
Heather DeHaven, NIGP-CPP, CPPB, VCO
Senior Contracting Officer
(571) 627-7430
(703) 771-5097 (Fax)
E-mail address: Heather.DeHaven@loudoun.gov
Issue Date: December 17, 2025
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION
AS SOON AS POSSIBLE
SOD INSTALLATION SERVICES
IFB #RFQ 684959
Page 2 of 41
INVITATION FOR BID
SOD INSTALLATION SERVICES
SECTION/TITLE
PAGE
1.0 PURPOSE .......................................................................................................................4
2.0 COMPETITION INTENDED.............................................................................................4
3.0 DISCREPANCIES ...........................................................................................................4
4.0 BIDDER’S MINIMUM QUALIFICATIONS .......................................................................4
5.0 SCOPE OF SERVICES ...................................................................................................5
6.0 TERMS AND CONDITIONS ............................................................................................9
7.0 INSTRUCTIONS FOR SUBMITTING BIDS...................................................................23
8.0 BID SUBMISSION FORMS ........................................................................................... 33
ATTACHMENT #1 – PRICING LIST ........................................................................................ 35
ATTACHMENT #2 – REFERENCES ....................................................................................... 36
ATTACHMENT #3 – EQUIPMENT LIST..................................................................................37
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA......................................38
HOW DID YOU HEAR ABOUT THIS INVITATION FOR BID?................................................40
Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO
Senior Contracting Officer
Date: December 17, 2025
SOD INSTALLATION SERVICES
IFB #RFQ 684959
Page 3 of 41
SOD INSTALLATION SERVICES
1.0 PURPOSE
The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to
obtain firm fixed pricing from qualified firms or Contractors to provide sod installation
services for the Department of Parks, Recreation and Community Services (PRCS) at
various locations (herein referred to as “County Fields” or “Fields”).
The County intends to award a requirements contract as a result of this IFB. Each order
placed under the requirements contract shall be as needed in small quantities.
2.0 COMPETITION INTENDED
It is the County's intent that this 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 notification must be received by
the Purchasing Agent or appointed designee not later than fifteen (15) days prior to the
date set for bids to close.
3.0 DISCREPANCIES
Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as to the
meaning or intent of any part thereof, the Bidder shall request clarification from the County
in writing, not later than ten (10) working days prior to the bid opening. Any changes to the
IFB that result from such a clarification request, will be communicated through a written
addendum, and posted on the Procurement home page at www.loudoun.gov/procurement.
Failure to request such clarification is a waiver of any claim by the Bidder for additional
expenses because its interpretation was different than the County’s.
4.0 BIDDER’S MINIMUM QUALIFICATIONS
Bidders must demonstrate that they have the resources and capability to provide the
materials and services as described herein. All Bidders must submit the documentation
indicated below with their bid. Failure to provide any of the required documentation may
be cause for bid to be deemed non-responsive and/or non-responsible and rejected.
The following criteria shall be met in order to be eligible for this contract:
4.1 Bidders shall have commercial-grade equipment designed for turf and landscape
use for the specified tasks. All equipment shall be kept and maintained in optimum
operating condition without leaking fuel and/or fluids, and shall meet all local, state,
and federal safety requirements. Bidders shall certify that the equipment
provided will be equipped with turf tires and/or rubber tracks to prevent
property damage. Bidders shall submit a comprehensive list of equipment using
Attachment #3 – Equipment List, detailing the equipment that will be utilized to
provide the services specified in this solicitation. The County may elect to inspect
Bidder’s equipment and facility as part of award determination.
SOD INSTALLATION SERVICES
IFB #RFQ 684959
Page 4 of 41
4.2 A minimum of three (3) references comparable to the work in this scope of services
must be submitted with the bid to be considered. Use the form provided in the
solicitation for provision of this information. Disclosure of a reference hereby
releases listed references from all claims and liability for damages that may result
from the information provided by the reference.
5.0 SCOPE OF SERVICES
The Contractor shall provide the following Sod Installation Services.
5.1 General Requirements
A. The Contractor shall allocate sufficient and appropriate resources to ensure
the successful delivery and installation of sod, and is solely responsible for
the proper completion of sod installation services.
B. The Contractor shall provide all necessary supervision, labor, tools,
materials, equipment, fuel, and any other incidental costs required to
properly perform sod installation services at various locations as needed.
C. The Contractor shall be fully competent in all aspects of sod delivery and
installation.
D. The pricing for sod, sod delivery, and installation services to County Fields
shall be an all-inclusive firm fixed price. No additional charges, such as
delivery fees, surcharges, or other ancillary costs, will be permitted.
5.2 Work Schedule
All work shall be scheduled by the Contract Administrator. Work will be scheduled
three (3) to four (4) weeks in advance. All scheduled work shall be completed within
the allocated time, unless permitted otherwise by the Contract Administrator in
writing. All work shall be scheduled at the convenience of the County.
The Contractor shall perform work during normal business hours. Normal business
hours for this Contract shall be 7:00 a.m. until 4:30 p.m., Monday through Friday,
unless otherwise specified, excluding County holidays. No work shall be permitted
on Saturday, Sunday, and any day between the hours of 4:30 p.m. and 7:00 a.m.
unless otherwise stipulated by the Contract Administrator.
5.3 Equipment
A. The Contractor shall only use commercial-grade equipment specifically
designated for turf and landscape work to prevent any damage to the turf
and pavement (i.e., ruts, skid marks). Any equipment for use on the fields
during the installation of sod shall be furnished with turf tires and/or rubber
tracks. The use of agricultural tires, construction tires, or steel tracks
is strictly prohibited.
B. The Contractor shall maintain all equipment in a safe and optimal operating
condition, ensuring there are no fuel or fluid leaks. All equipment must
comply with local, state, and federal safety regulations.
SOD INSTALLATION SERVICES
IFB #RFQ 684959
Page 5 of 41
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