Landscape Services

STATE OF ARKANSAS
Department of Parks, Heritage and Tourism
1100 Main Street
Little Rock, AR 72201
INVITATION FOR BID
SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: ADPHT-26-030 Solicitation Issued: 07/01/2026
Description: Landscape Services
Division/Agency: Department of Parks, Heritage and Tourism, Department of Arkansas Heritage
BID DUE DATE
Bid Response Due Date: 07/13/2026 Time: 2:00 p.m., Central Time
Bid responses for this Invitation for Bid must be delivered to the Department of Parks, Heritage and Tourism
(ADPHT) on or before the submission deadline. Bids received after the submission deadline may be rejected
as untimely. See Section 1.2 for information regarding Live Bid Openings.
DELIVERY OF RESPONSE DOCUMENTS
Delta Cultural Center
Attn: Procurement
141 Cherry St.
Helena, Arkansas 72342
Delivery Address and
IFB Opening Location Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street
address on a schedule determined by each individual provider. These providers will
deliver based solely on the street address. Prospective Contractors assume all
risk for timely, properly submitted deliveries. Electronic bids will not be
accepted.
Seal outer packaging and properly mark with the following information. If outer
packaging of bid submission is not properly marked, the package may be opened for
bid identification purposes.
Bid's Outer Packaging
Solicitation number
Date and time of bid opening
Prospective Contractor's name and return address
ADPHT CONTACT INFORMATION
Buyer's Direct Phone
Buyer: Erin Watson 501-682-7618
Number:
Department's Main
Email Address: erin.watson@arkansas.gov 501-682-4933
Number:
Department Website: Adpht.arkansas.gov
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SECTION 1 - INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Invitation for Bid (IFB) is issued by the Department of Parks, Heritage and Tourism for the
Department of Arkansas Heritage to obtain pricing and a contract(s) for landscape services.
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.
1.2 SOLICITATION SCHEDULE
TABLE A: TENTATIVE SOLICITATION SCHEDULE
ACTIVITY DATE
IFB Release to Prospective Contractors 07/01/2026
Site Visit 07/02/2026
Deadline for Prospective Contractor Questions 07/03/2026
Answers to Questions Posted to SAS OSP website* 07/06/2026
Response Due Date 07/13/2026
Post Anticipation to Award* 07/16/2026
Award Contract* 09/01/2026
1.3 LIVE BID OPENING
Use the information below to view the bid opening online
Teams Meeting Link: https://teams.microsoft.com/meet/228356495030488?p=loqi2i7LFIirZQ4N1l
Meeting ID: 228 356 495 030 488
Passcode: ez3wE7ZX
Call-In Information: +1 501-244-3310,,495573870#
1.4 OBJECTIVE AND GOALS
The Department seeks to establish a new contract for Landscape Services at Little Rock Area Arkansas
Heritage locations; Heritage Central Office, Historic Arkansas Museum, and Mosaic Templars Cultural
Society.
1.5 TYPE OF CONTRACT
A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see
Contractor Selection).
B. The anticipated starting date for any resulting contract is September 1, 2026, except that the actual
contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By
submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants
that it will honor its bid as being held open as irrevocable for this period.
C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the
Contractor and Department, the contract may be renewed by the State for up to six (6) additional
one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7)
consecutive years.
1.6 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms "Invitation for Bid," "IFB," and "Solicitation" are used synonymously in this document.
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C. "Prospective Contractor" means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
D. "Requirement" means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. "Shall" and "must" mean the imperative and are used to identify Requirements and Specifications.
F. "Specification" means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. "Specification" may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
G. "State" means the State of Arkansas. When the term "State" is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.7 CONTRACTOR SELECTION
A. Award is expected to be made to the responsive and responsible Prospective Contractor determined
to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based
on the Total Annual Cost of the Official Bid Price Sheet submitted by the Prospective Contractor.
B. The State reserves the right to determine that received costs from any vendor are unreasonable (too
high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the
offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is
potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,
and the offeror may be removed from consideration for a solicitation, at the sole discretion of the
State.
C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
E. Once the anticipated awardee has been determined, the anticipated award will be posted to ARBuy,
generally for a period of fourteen (14) days prior to the issuance of a contract. The postings are
anticipated awards only, subject to protest.
F. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.8 CLARIFICATION OF SOLICITATION
A. Prospective Contractors must attend a mandatory site visit on July 2nd at 9:00 a.m.
B. Prospective Contract may submit questions regarding this Solicitation via email to the Buyer on page
one (1) of the IFB by midnight, Central Time on or before 07/03/2026.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers, as applicable.
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2. Prospective Contractors' written questions will be consolidated and answered by the State as
deemed appropriate. The State's consolidated written response is anticipated to be posted to the
Solicitation posting by the close of business on 07/06/2026. If Prospective Contractor questions
are unclear or non-substantive in nature, the State may request clarification of a question(s) or
decline to answer.
C. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it
is the responsibility of the Prospective Contractor to seek resolution of all such issues, including
those relating to the terms and conditions of the contract, prior to the submission of a bid.
D. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the bid opening.
E. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
1.9 RESPONSE DOCUMENTS
A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)
of the IFB.
B. Bid Response Packet
1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to
submit their bids.
2. The following are bid submission Requirements and must be submitted as part of a Prospective
Contractor's bid.
a. Signed Bid Signature Page; signature may be ink or digital.
b. Completed Bid Response Packet, which must be in English.
c. Completed Official Bid Price Sheet attached to Solicitation posting.
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor
must bid unit price on the estimated quantity and unit of measure specified.
The State may order more or less than the estimated quantity on term contracts, and
the Contractor shall sell to the Department quantities ordered at no more than the
bid price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should
notify the Buyer at least seventy-two (72) hours before the bid opening time.
iv. Prices must be firm offers and adjustments may be negotiated at the time of contract
renewal annually.
A request for a price increase must include supporting documentation demonstrating
that the increase in contract price is based on an increased cost to the Contractor
and that the proposed pricing is still competitive in the marketplace. The State has
the right to approve or deny any request for a price adjustment.
v. Discount from list bids pricing is not acceptable unless requested elsewhere in the
Solicitation.
vi. State and local sales taxes should not be included in the bid price. Trade discounts
should be deducted from the unit price and the net price should be shown in the bid.
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d. Proposed Subcontractors Form (see SRV-1, section 14)
e. Completed Site Verification Form
3. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor's bid response:
a. EO 98-04 Contract & Grant Disclosure Form (see SRV-1, section 11)
b. Copy of Prospective Contractor's Equal Opportunity Policy
i. Pursuant to Arkansas Code Annotated 19-60-104, OSP requires a Prospective
Contractor bidding on a state contract to submit a copy of the Prospective Contractor's
Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an
EO Policy must submit a written statement to that effect.
c. Copy of Company's license to apply herbicides and pesticides.
d. Copy of Company's liability and workman's compensations insurance
4. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional marketing information.
C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid
Price Sheet provided by the State.
D. Prospective Contractors' bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor's
bid response.
F. Prospective Contractors may submit multiple bids.
SECTION 2 - SPECIFICATIONS AND REQUIREMENTS
2.2 GENERAL REQUIREMENTS
A. The Contractor shall be licensed to apply herbicides and pesticides.
B. The Contractor shall have liability insurance and workman's compensation insurance.
C. The Contractor shall complete the same scope of work at each of these locations:
1. Fort Curtis with parking lot area - 350 Biscoe Street, Helena
2. Freedom Park - 750 Biscoe Street, Helena
3. Moore Hornor House - 323 Beech Street, Helena
4. Battery C - 1199 Yorkshire Street, Helena
5. Train Depot - 95 Missouri Street, Helena
6. Cherry Street Pavilion - 116 Cherry Street, Helena
7. Maintenance Shop - 140 Cherry Street, Helena
8. Temple Beth El - 406 Perry Street, Helena
9. Interstate Lot - Corner of Walnut Street and Phillip Street, Helena
SCOPE OF WORK
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D. Lawn care should be provided every 10 days for a total of 24 cuts which includes 2 leaf clean-ups per
fiscal year. From July 1st to November 15th and from March 15th to June 20th, Fort Curtis, Freedom
Park, Moore Hornor House, Battery C, and Pavilion properties may be estimated to an acre in square
footage. However, all other properties listed in 2.2c can be estimated to one lot or less.
E. Properties should be cleaned of debris, leaves, twigs, limbs, and excess grass should be removed by
vendor to maintain a neat appearance of properties.
F. The vendor should mow and weed all properties, edge all curbs, sidewalks, fences, and blow off
properties at the completion of each job.
G. The lawn care should be provided for nine properties:
H. The Contractor shall provide the following General Services:
The Contractor shall provide lawn care service every ten (10) days for the months of July through
November and March through June cutting every ten (10) days. This is 24 cuts per year.
The Contractor shall provide two (2) leaf clean-ups per fiscal year. Each property may be estimated
to be an acre. The State fiscal year begins on July 1 and ends on June 30.
The Contractor shall perform the work at Delta Cultural Center located at 141 Cherry Street,
Helena-West Helena, Arkansas 72342.
The Contractor shall clean all properties of debris, leaves, twigs, limbs, and excess grass, and must
be removed by contractor to maintain a neat appearance of properties.
The Contractor shall mow and weed all properties, edge all curbs, sidewalks, fences, and shall blow
off properties at the completion of each job.
The Contractor shall prevent any unnecessary damage to the properties.
The Contractor shall take all precautions to prevent any damage to landscaping.
The Contractor shall conduct a thorough clean up at the end of each service.
The DCC will not be responsible for equipment or materials left on jobsite or park grounds.
The Contractor shall be responsible for all damages done to any utilities.
2.3 PERFORMANCE STANDARDS
A. State law requires that contracts for services include Performance Standards for measuring the
overall quality of services that a Contractor shall provide.
B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the
commencement of services, or at times throughout the contract duration. Table A: Performance
Standards identifies expected deliverables, performance measures, or outcomes; and defines the
acceptable standards.
C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the
parties.
D. Failure to meet the minimum Performance Standards as specified will result in the assessment of
damages.
E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or
respond to the insufficiency. The State has the right to waive damages if it determines there were
extenuating factors beyond the control of the Contractor that hindered the performance of services. In
these instances, the State has final determination of the performance acceptability.
F. Should any compensation be owed to the Department due to the assessment of damages, the
Contractor shall follow the direction of the Department regarding the required compensation process.
Criteria Standard Damages
Vendor is expected to determine
when the service is needed based
Requirements are outlined in
Mowing, edging, trimming, leaf on their expertise. If
section 2.2 to be completed as
removal Superintendent feels the need to
needed.
request a service earlier or redo it,
the vendor will complete the
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service within 5 days or mutually
agreed upon timeline. Contract
termination possible for repeated
violations.
Vendor is expected to determine
when the service is needed based
on their expertise. If
Superintendent feels the need to
request a service earlier, the
vendor will complete the service
within 5 days or mutually agreed
upon timeline.
Requirements are outlined in
Pruning section 2.2 to be completed as
needed. Failure to follow landscape
architects instructions that result in
plant death or permanent damage
will be replaced by the vendor at
no cost to ADPHT.
Contract termination possible for
repeated violations
Broken heads/lines reported within Contract termination possible for
Irrigation Monitoring
24 hours of a visit. repeated violations
Zero OSHA, PPE, or state/local
Contract termination possible for
Safety environmental violations
repeated violations
attributable to Contractor.
SECTION 3 - SOLICITATION TERMS AND CONDITIONS
3.1. ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor's past performance with the State may be used to determine if the
Prospective Contractor is responsible (19-CAR 1-401).
1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.
B. A single Prospective Contractor must be identified as the prime contractor.
1. The prime Contractor shall be responsible for the resulting contract and jointly and severally
liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.
C. By submitting a bid, the Prospective Contractor represents and warrants:
1. That the prices in the bid have been arrived at independently, without any collusion with
another competing Prospective Contractor.
a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,
and can be referred to the Attorney General's officer for investigation and appropriate legal
action (Arkansas Code Annotated 19-61-403 and 19-61-702).
2. That the Prospective Contractor has not retained a person to solicit or secure the resulting
contract upon an agreement or understanding for a commission, percentage, brokerage, or
contingent fee, except for retention of bona fide employees or bona fide established
commercial selling agencies maintained by the Prospective Contractor for the purpose of
securing business.
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D. Qualifications, services, and commodities must meet or exceed the required Specifications as set
forth in the Solicitation.
3.2. GENERAL TERMS AND CONDITIONS
A. The Contractor must be registered as a vendor to receive payment and may register online by
visiting ark.org/vendor/index and clicking the Start Here button.
B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH
(Automated Clearing House) direct deposit.
1. The Contractor shall provide the necessary banking information, including account number,
routing number, and any other details required to facilitate ACH direct deposits.
2. The Contractor shall be responsible for ensuring that the provided banking information is
accurate and up to date. Any delays or errors in payment caused by incorrect or outdated
information provided by the Contractor shall not be the responsibility of the Department.
3. The Department will process payments according to the agreed payment schedule, and all
payments made via ACH direct deposit shall be considered as duly received upon successful
transmission to the Contractor's designated bank account.
C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to
provide the goods or services for at least twenty percent (20%) less than the lowest certifying
Prospective Contractor:
1. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of Israel (Arkansas Code Annotated 25-1-503),
2. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code
Annotated 25-1-1102).
D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not
knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly
employ or contract with illegal immigrants during the aggregate term of any contract with the State or
any of its departments, institutions, or political subdivisions (Arkansas Code Annotated 19-60-105).
E. The Contractor shall invoice the State as required by the Department and should not invoice the
State in advance of delivery and acceptance of any commodities or services (Arkansas Code
Annotated 19-4-1206).
1. The Contractor should invoice the agency by an itemized list of charges. The Department's
purchase order number and/or the contract number should be referenced on each invoice.
2. Payment will be made in accordance with applicable State of Arkansas accounting procedures
upon acceptance of commodities and services by the Department.
3. Payment will be made only after the Contractor has successfully satisfied the Department as to
the reliability and effectiveness of the commodities or services purchased as a whole.
4. Invoices must reference the Purchase Orde Number and shall be sent to
adpht.accountspayable@arkansas.gov
Arkansas Department of Parks, Heritage and Tourism
Attn: Accounts Payable
1100 North Street
Little Rock, AR 72201
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F. The Contractor should be able to accept the State's authorized VISA Procurement Card
(p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the
State when accepting the p-card as a form of payment.
G. The Prospective Contractor shall certify that they are not a company owned in whole or with a
majority ownership by the government of the People's Republic of China (a "Scrutinized Company")
and that they do not and shall not during the aggregate term of the resulting contract employ a
Scrutinized Company as a contractor (Arkansas Code Annotated 25-1-1203).
H. This IFB incorporates all terms of the Services Contract (SRV-1) Fillable Form (found here)
1. The contract template is attached to the Solicitation as a sample for your information only.
2. A Prospective Contractor's bid may be rejected if a Prospective Contractor takes exception to
any terms, conditions, or Requirements in this IFB.
I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if
selected as the Contractor.
1. Items may only be modified if the legal requirement is satisfied and approved by the State during
negotiations.
J. Pursuant to Arkansas State Procurement Law, the Contractor shall in all other respects comply with
the laws, rules, and executive orders of the state that apply to the Contractor's performance under a
resulting contract.
3.3. PROPRIETARY INFORMATION
A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas
Code Annotated 25-19-101 et. seq.).
B. Submission documents pertaining to the Solicitation become the property of the State and may be
subject to the Arkansas Freedom of Information Act (FOIA).
C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed
bidding, the State may maintain the confidentiality of certain types of information described in FOIA.
Such information may include trade secrets and other information exempted from public disclosure
pursuant to FOIA.
D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids
be designated as confidential after the sealed bids have been opened.
E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate
appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting
any information contained in the bid, the Prospective Contractor warrants that, after having received
such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good
faith opinion that the portions redacted are not considered public records under FOIA.
F. If a Prospective Contractor deems part of the information contained in a response not to be a public
record, the Prospective Contractor should submit one (1) complete copy of the submission
documents from which any proprietary or confidential information has been redacted in their bid
response. Except for the redacted information, the redacted copy must be identical to the original
copy, reflecting the same pagination as the original and showing the space from which information
was redacted.
G. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring
the electronic copy is protected against restoration of redacted data.
H. The redacted copy will be open to public inspection under the FOIA without further notice to the
Prospective Contractor. If the State deems redacted information to be subject to a public record
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request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of
the redacted record.
I. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective
Contractor's confidential or proprietary information ordered by a court of competent jurisdiction
pursuant to FOIA or other applicable law.
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