County of Loudoun - Sod Installation Services for PRCS Fields - IFB RFQ 684959 (2026)
Loudoun CountyCounty · Leesburg, VA- Due
- Jan 23, 2026
- Deadline passed
- Posted
- Dec 17, 2025
- Contract term
- 1 year
- Primary contact
- Heather DeHaven
- (571) 627-7430
The 30-second brief
The County of Loudoun, Virginia is seeking firm fixed pricing from qualified contractors to provide sod installation services for the Department of Parks, Recreation and Community Services (PRCS) at various County fields and Loudoun County Public Schools (LCPS) sites. The work encompasses field preparation, sod delivery, and installation using commercial-grade equipment equipped with turf tires or rubber tracks. The initial contract term is for one year from March 1, 2026, through February 28, 2027, with up to five additional one-year renewal options. Bids are due by January 23, 2026, at 4:00 p.m. An optional virtual pre-bid conference via Microsoft Teams is scheduled for December 30, 2025, at 10:00 a.m., and questions are due by January 2, 2026, at 12:00 p.m.
Lowest responsive and responsible bidder based on total cost
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Summary
The County of Loudoun, Virginia is seeking firm fixed pricing from qualified contractors to provide sod installation services for the Department of Parks, Recreation and Community Services (PRCS) at various County fields and Loudoun County Public Schools (LCPS) sites.
The work encompasses field preparation, sod delivery, and installation using commercial-grade equipment equipped with turf tires or rubber tracks. The initial contract term is for one year from March 1, 2026, through February 28, 2027, with up to five additional one-year renewal options. Bids are due by January 23, 2026, at 4:00 p.m. An optional virtual pre-bid conference via Microsoft Teams is scheduled for December 30, 2025, at 10:00 a.m., and questions are due by January 2, 2026, at 12:00 p.m.
EVALUATION CRITERIA
Lowest responsive and responsible bidder based on total cost
REQUIRED ATTACHMENTS
7- W-9 Form
- Certificate of Insurance
- References
- Equipment List
- Proof of Authority to Transact Business in Virginia
- Exhibit A Certification of Contractor
- Signed addenda
- Submit to
- https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp
- Duration
- 72 months
- Scope location
- Loudoun County, VA
- Reported agency
- County of Loudoun
Questions about this BID
How do I respond to this Bid from Loudoun County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 23, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://ebsprdext.loudoun.gov/OA_HTML/AppsLocalLogin.jsp. For questions, contact Heather DeHaven.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including Loudoun County in VA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Heather DeHaven at (571) 627-7430. Questions and answers are typically shared with all prospective bidders.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest responsive and responsible bidder based on total cost" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Loudoun County?
All active and historical solicitations from Loudoun County are tracked and searchable. As a county agency, Loudoun County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: W-9 Form, Certificate of Insurance, References, Equipment List, Proof of Authority to Transact Business in Virginia, Exhibit A Certification of Contractor, signed addenda. Review the full document from Loudoun County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Loudoun County, VA. Review the full solicitation for detailed scope requirements.
