Landscape Maintenance for Luzerne County Operations Building

Solicitation Cover Sheet
SOLICITATION
NAME
Landscape Maintenance for the Luzerne County
Operations Building's Raingarden and Pollinator
Garden
SOLICITATION 04302026BB&G
REF#
PURCHASING AGENT: Luzerne County Purchasing Department
Luzerne County Pennsylvania
ISSUING DEPARTMENT: Building & Grounds c/o Solid Waste
Man agement & Recycling
QUESTIONS DUE DATE: N/A
SOLICITATION DUE DATE: We dnesd ay, Ma y 20, 2 026 at 10:30 AM
EST
SOLICITATION TYPE: Invitation for Bids Request for Proposals

PROPOSED CONTRACT ATTACHED: No
Yes Appendix E

TERM OF AGREEMENT: See Appendix A
BID SECURITY REQUIRED: No
Yes Amt: $________________ (50% of bid)

Bid Bond

Certified Check

Corporate Check

PERFORMANCE BOND REQUIRED: No
Yes Amt: $________ (No less than bid Amt)
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
1

Please note the following acceptable method for bid submission:

PENNBID (ONLINE)
ATTENTION:
BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE PENNBID PORTAL AT
https://pennbid.bonfirehub.com BY THE DEADLINE INDICATED ON THE COVER SHEET.
QUESTIONS REGARDING THIS PROJECT SHALL BE SUBMITTED VIA THE "Ask A
Question" FEATURE IN PENNBID BY THE DEADLINE INDICATED ON THE COVER SHEET.
ANY FEES ASSOCIATED WITH THE USE OF PENNBID ARE THE SOLE RESPONSIBILITY
OF THE BIDDER. SPECIFICATIONS AND SUPPORTING DOCUMENTS CAN BE OBTAINED
AT NO COST ON PENNBID.

HARD COPY (MAIL/DELIVERY)
ATTENTION:
RESPONSES TO THIS SOLICITATION ARE ACCEPTED WEEKDAYS, 9:00 AM TO 4:00 PM,
EXCLUDING HOLIDAYS. SUBMIT RESPONSES BY THE DEADLINE INDICATED ON THE
COVER SHEET TO ADDRESS SPECIFIED BELOW. FOR INQUIRIES, CONTACT MARYANN
AMESBURY AT 570-820-6337 OR MARYANN.AMESBURY@LUZERNECOUNTY.ORG.
YOU MUST PRINT THE BELOW ADDRESS AND SOLICITATION INFORMATION AND AFFIX
TO THE OUTSIDE OF YOUR RESPONSE ENVELOPE.
UNLABELED RESPONSES WILL BE REJECTED.
Luzerne County
Purchasing Department
Penn Place Bldg.
Suite 203
20 N. Pennsylvania Ave.
Wilkes-Barre, PA 18711
All solicitation responses must have this label attached
with the name and reference number of
the solicitation to the outside of the return envelope
(UPS, FEDEX, etc.) or it will be rejected.
Solicitation Name________________________
Reference #_______________________
Company Name___________________
Responders who use USPS Services please note:
For USPS deliveries expect delays. Mail is re-routed from the Court House to Penn Place. Ensure
timely delivery to the Purchasing Department by the specified deadline. The County accepts no
responsibility for late or misdirected mail.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
2

INSTRUCTIONS TO RESPONDERS
1. Form of Response. In addition to supplemental documentation specifically required by
the terms of this Solicitation, Responder's response shall include all documents in this
Solicitation, including: 1) the Solicitation Cover Sheet; 2) Instructions to Responders; 3)
Appendix A - Specifications and all supplemental information required therein; 4)
Appendix B - Questionnaire Form; 5) Appendix C - Non-Collusion Affidavit; 6) Appendix
D - General Terms and Conditions; 7) Appendix E - Proposed Contract (if applicable);
and 8) Appendix F - Signature Page and Certification. Note that Appendix A contains
detailed specifications of the goods/services sought by the County and may include
more specific directives relating to the form of the Responder's response including a
requirement that Responder complete additional forms and/or information. If the
required information/forms are not submitted or are incomplete, Luzerne County may
immediately reject the response as incomplete. The stated quantities if any, shall be
considered to be estimates only and County reserves the right to increase or decrease
the quantities according to demand and may reorder at any time during the contract
period.
2. Any alterations, erasures, additions to or omissions of required information, or change of
specifications or solicitation schedule, is done at the risk of the Responder and may
result in rejection of Responder's submission. In case a Responder finds discrepancies
or omissions or is in doubt as to the meaning of the specifications or solicitation
schedule, he/she should at once notify the Luzerne County Purchasing Department via
the "Ask a Question" feature in the PennBid portal no later than the Questions Due Date.
The Purchasing Department will reply to such questions in official supplement and
emails will be sent simultaneously to all prospective Responders.
3. BID CONFIRMATION:
a. PENNBID SUBMISSIONS: Upon completion of the electronic submission (if
applicable), Responder will receive an electronic Submission Confirmation with
the date and time of completion and will receive any future pertinent bulletins
regarding the project which may be issued via public notices before the due date
and time. When required, a summary of bids received will be issued by Luzerne
County via a Public Notice on PennBid shortly after the deadline. It should be
noted that bid results are subject to further review and should not be construed
as issuance of an award.
b. MAIL IN BIDS: Upon submission of its response, Responder is responsible for
confirming that it is recorded in the purchasing department office as a responder
so that it can be assured of receiving pertinent bulletins which may be issued
before the responses are opened. If requested, Luzerne County may issue a
summary of bids received after the deadline. It should be noted that bid results
are subject to further review and should not be construed as issuance of an
award.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
3

4. Responders must be a recognized dealer in the materials/services specified and
qualified to advise in its application or use. Responder at any time requested, must
satisfy the County Manager and administrative officers that it has the requisite
organization, capital, plant, stock, ability, and experience to satisfactorily execute the
contract in accordance with the provisions of the contract in which Responder is
interested.
5. Submitting a response when it is intended to sublet the contract is cause for rejection of
your submission, or cancellation of the contract, unless approval is given in writing by
Luzerne County prior to the Solicitation opening.
6. In case of error in the extension of prices, the unit price shall govern.
7. If more than one response is offered by any one party or in the name of its clerk,
partners, or other person, all such responses may be rejected. However, a party who
has quoted prices on materials to a Responder is not thereby disqualified from quoting
prices on materials to other Responders or from submitting a response directly for the
materials or work.
8. All terms, rebates and discounts shall be considered to be offered effective as of the
date of payment by the County notwithstanding anything to the contrary expressed in the
response.
9. If indicated in the Solicitation Documents, the successful Responder(s) may be required
to enter into a supplemental contract with the County within sixty (60) days of notification
by the Purchasing Agent. Failure of Responder to do so, shall result in the cancellation
of the award and forfeiture of the bid bond/bid security, if any, which shall become the
absolute property of the County of Luzerne. Whether or not a supplemental contract is
required by the County, Responder understands and agrees to comply with the General
Terms and Conditions attached hereto as Appendix D.
10. Luzerne County reserves the right for Luzerne County and/or the Luzerne County
Manager and/or their respective designees to perform financial and/or performance
audits on any purchase, sale, award, contract, or other transactions involving Luzerne
County. Therefore, any party to a purchase, sale, award, contract or other transaction
involving Luzerne County must grant to the Luzerne County Controller and/or the
Luzerne County Manager and/or their respective designees reasonable access to any
property and/or equipment purchased in whole or in part with Luzerne County funds and
must grant reasonable access for review, inspection and reproduction of any and all
financial, employment and/or other records of the vendor, contractor, subcontractor or
other entity deemed relevant by the Luzerne County Controller and/or Luzerne County
Manager.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
4

11. If indicated in this Solicitation, Responder may be required to submit with its response a
Bid Bond or some other form of bid security. Responder's failure to supply the required
Bid Bond or bid security when required will be grounds for disqualification of the
Responder's submission. When a Bid Bond or other form of bid security is required the
amount of said bid bond or bid security shall be fifty percent (50%) of the total cost of
the proposal or bid submitted.
12. If indicated in this Solicitation, upon acceptance of its bid/proposal Responder may be
required to submit a Performance Bond for any bid/proposal over ten thousand dollars
($10,000.00) to Luzerne County Purchasing upon contract award. The amount of said
Performance Bond shall be in an amount no less than the total dollar amount of
Responder's bid/proposal.
13. Luzerne County will NOT accept vendor contracts that include automatic renewal and/or
price escalation clauses.
14. The successful Responder must permit the County to make payment to vendor by credit
or debit card without penalty or surcharge.
15. Other than when submission is made online through PennBid, Responder must submit
an original and one copy of its response.
16. PENNBID: Proposals may be withdrawn at any time prior to the due date and time listed
in the Cover Sheet. After such due date and time has passed, bidders may only
withdraw their bid as provided for by Pennsylvania law, 73 P.S. 1601 et seq. No
Responder may withdraw its bid/proposal for a period of sixty (60) days after the date of
Solicitation opening.
17. The County reserves the right to award the bid/proposal to a responder other than the
lowest responder if deemed to be in the best interest of the County. The County shall
consider the following criteria: 1) price; 2) reputation of Responder and of its goods and
services; 3) quality of the Responder's goods and services; 4) extent to which the goods
or services meet the County's needs; and 5) Responder's past relationship with the
County. The County may narrow the list of prospective vendors after initial review and
may invite those responders who provided the top-ranked bids/proposals to a technical
bid/proposal meeting to discuss bid/proposal details. Award may be made to one or
more responders, but Luzerne County reserves the right to reject any and/or all
submissions, to cancel the solicitation, and/or to re-advertise solicitation for these
goods/services.
18. Responder is required to submit with its bid/proposal all required documents including
but not limited to certificate(s) of insurance, business licensure, and/or any state or
federal accreditation certification.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
5

19. Luzerne County will not be expected to pay freight or fuel charges.
20. Luzerne County shall not be liable for any cost incurred by Responder in responding to
this solicitation.
21. Amendment to Response to Solicitation. If it becomes necessary to revise any part of
this Solicitation:
a. PENNBID: an amendment will be issued via the PennBid portal to all
prospective responders/Responders registered in the PennBid portal and who
received the basic Solicitation for which Luzerne County has identified. The
amendment will be issued via the PennBid portal Public Notices and posted in
"Supporting Documentation".
b. MAIL IN BIDS: an amendment will be issued to all prospective
responders/Responders who received the basic Solicitation for which Luzerne
County has identified and the amendment will be published on the County's
website.
22. The contents of the response of the successful Responder shall become contractual
obligations upon receipt of a Notice of Award from the County.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
6

APPENDIX A - Specifications
PROPOSED CONTRACT TERM: The contract period will be for one (1) year from date of
contract award with a possible one (1) year extension. The anticipated contract start
date will be June 01, 2026.
PROCURING DEPARTMENT: Building & Grounds
c/o Solid Waste & Recycling Management
Address: 1199 Wyoming Avenue, Wyoming, PA 18644
Contact: Nicholas Vough
Telephone: 570-825-1631
Fax: N/A Email: nicholas.vough@luzernecounty.org
Proposal for: Services
Goods

Order Terms: ____________________________________
Purchase Order Only

Additional Order Terms: _________________________
______________________________________________
Delivery: F.O.B., POINT OF DESTINATION ____________
Minimum Frequency of Delivery _________ per _____

Weekend/Holiday/After Hours Delivery May Be Required

Additional Delivery Terms: _________________________
________________________________________________
Billing Terms: ___________________________________
________________________________________________
Other

Description: _____________________________________
________________________________________________
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
7

Luzerne County's Building & Grounds Department c/o Solid Waste & Recycling
Management are requesting proposals for Landscape Maintenance Services for the
Luzerne County Operations Building's Raingarden and Pollinator Garden located
at 1199 Wyoming Ave, Wyoming, PA 18644.
A mandatory site visit and pre-bid meeting are scheduled for Tuesday, May 12, 2026
at 9:00 AM EST at the Luzerne County Operations Building. To confirm your
attendance please email Nick Vough at nicholas.vough@luzernecounty.org.
For questions concerning the scope of work contact Nick Vough by phone at (570) 825-
1631 or via email nicholas.vough@luzernecounty.org.
All prospective bidders must submit one (1) original unbound and two (2) copies of their
sealed proposals with the label from page two (2) attached no later than Wednesday,
May 20, 2026 at 10:30 AM EST to the following address:
Luzerne County Purchasing Department
Attn: Mary Ann Amesbury
Penn Place Office Building
20 North Pennsylvania Ave
Wilkes Barre, PA 18711
All bidders must sign and return the cost proposal sheets showing the total proposal
cost.
Work Locations:
Location # 1- Front Side of the Luzerne County Operations Building
The ornamental landscape, turf, mulch, walking path and stone areas located around
the front side of the Luzerne County Operations Building, 1199 Wyoming Avenue,
Wyoming, PA 18644. The work area contains three (3) red twig dogwoods, two
(2) pollinator garden beds, two (2) red maple trees and a raingarden area. Refer to
scope of work for details.
Worker Qualifications: The vendor must have a Master Gardner and or Horticulturist
on staff to review required maintenance and schedules prior to bidding. All plant life
must be maintained as per the verity of plants as well as the National Horticulture
Society's recommendations for specific plants. Pruning must be completed to a
recognized standard with the proper tools.
Work Item # 1 - Landscape Maintenance Service
Work item # 1 is for the following location: Front side of Luzerne County Operations
Building.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
8

Scope of Work: The landscape contractor shall generally perform weekly/bi-weekly
maintenance (on an as needed basis) as instructed by the Office of Building &
Grounds c/o Solid Waste & Recycling Management or their County Designee.
The Contractor shall provide the following services for the front side of the
building:
* Lawn Mowing Services
Weekly mowing during the growing season.
o
Grass clippings shall be mulched directed away from the raingarden
o
and butterfly gardens.
* Edging, trimming and blowing off sidewalks as well as the paved areas to
be included in each visit.
* Zero turn mowers are not permitted for the first two (2) mowing's.
* Raingarden and Butterfly Garden maintenance
* Hand weeding to occur each visit.
* No weed killer to be used within the gardens.
* Weed killer (not including glyphosate) can be used on the stone
paths and river stone areas only.
* Lawn Fertilizer
Three (3) applications per growing season.
o
* Deadwood, weeding mulch, and stone areas including debris removal from
planting bed areas.
* Garbage pickup within the work area location (does not include emptying of
garbage cans).
* Weeding of mulch and stone landscape ornamental area.
* Pulling or mechanical removal of weeds from all concrete sidewalks or curbing
areas
Please Note:
1. The mulch bed areas were constructed with weed barrier. Periodically throughout
the growing season, the contractor shall evaluate and recommend pest
treatments. Additional work orders may be written for additional services
supplemented into the contract.
2. Any reference to pest treatments, pesticides, insect controls, etc., will be
discussed at site visit & pre bid meeting.
3. The standard bi-weekly service shall be a firm bid price and remain fixed for the
entire season. The standard Bi-Weekly services shall be conducted during the
months of June through October (22 Maximum) or as directed by Luzerne
County.
4. Project Coordination and Access: The landscape contractor shall provide a set of
bi-weekly schedules and if the schedule changes the contractor shall notify the
Luzerne County Designee twelve (12) hours prior to commencing with work.
5. Work performed without direction or written notice will not be paid.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
9

6. Any and All Changes require a change order approval to this contract.
7. During work activities, the landscape contractor shall situate his/her equipment,
tools, materials, etc. to maintain safe and passable pedestrian access to the
defined paved walkways. Under no circumstances shall pedestrians be
completely diverted from access paths. If necessary, traffic cones and/or caution
tape shall be placed to direct pedestrian traffic around contractor's obstructions
or equipment. The Contractor must contact Luzerne County Designee after
completion of work for payment verification.
8. Materials: The landscape contractor shall provide all necessary equipment, labor,
and tools required to perform work.
9. Measurement and Payment: Per Service and Per Location
10. Estimated Quantity: Weekly/Bi-Weekly, Twenty-Two (22) Max Per Location
Work Item # 2 - Planting Bed Maintenance for the Luzerne County Operations
Building
Work item # 2 is for the following location: location # 2 - Front side of Luzerne County
Operations Building.
Scope of Work: Raingarden and Pollinator/Butterfly Gardens maintenance.
Contractor shall be responsible for the work as follows:
* Hand weeded each one each visit.
* No weed killer should be used within the gardens.
* Weed killer (not including glyphosate) can be used on the stone
paths and river stone areas only.
* Paths and river stone should be sprayed with an all-natural product.
The landscape contractor shall generally perform weekly/bi-weekly maintenance (on an
as needed basis) as instructed by the Office of Building & Grounds c/o Solid Waste &
Recycling Management or their County Designee.
Please Note:
1. Luzerne County shall provide a water hookup.
2. Contractor shall perform hand weeding of existing bed areas.
3. Weeds shall be removed from the root.
4. All garbage or debris in beds shall be removed from the bed areas.
5. Sod cutback bed edges that abut grass perimeter shall be edge cutback 3-inches
to provide a uniform and/or straight alignment (turf sod shall be removed off site).
The spade cut edge shall be of sufficient depth to accept and contain a two (2)
inch layer of mulch without creating a significant drop-off, which will impair mower
cutting by others in the future.
Luzerne County IFB/RFP COMBINED 03272025 FIND US AT: www.luzernecounty.org/procurement
10