RFP for Historic Courthouse Landscape Restoration

Request for Proposals (RFP) for
Washington County Historic Courthouse
Landscape Restoration
RFP Release Date: Monday, March 23rd, 2026
Submission Due Date: Friday, April 24th, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

CONTENTS
1. PROJECT INFORMATION ................................................................................................................................... 3
1.1. Introduction .............................................................................................................................................. 3
1.2. Background ............................................................................................................................................... 3
1.3. County Authorized Representatives ......................................................................................................... 3
1.4. Project Location ........................................................................................................................................ 4
1.5. RFP Schedule ............................................................................................................................................ 4
2. SCOPE OF WORK AND SPECIFICATIONS ........................................................................................................... 4
2.1. Project Scope/Work ................................................................................................................................. 4
2.2. Instillation and Planting Information ....................................................................................................... 5
2.3. Management and Establishment ............................................................................................................. 5
2.4. Project Schedule ....................................................................................................................................... 5
2.5. Project Coordination ................................................................................................................................ 6
3. PROJECT DESIGN ............................................................................................................................................... 7
4. PROPOSAL CONTENT ......................................................................................................................................... 7
4.1. Proposal Format ....................................................................................................................................... 7
4.2. Proposal Outline ....................................................................................................................................... 8
4.3. Proposal Administration ......................................................................................................................... 10
5. PROPOSAL EVALUATION ................................................................................................................................. 11
5.1. Evaluation Schedule ............................................................................................................................... 11
5.2. Evaluation Criteria .................................................................................................................................. 11
5.3. Final Selection......................................................................................................................................... 12
5.4. Conditions of this RFP ............................................................................................................................. 12
6. PROPOSAL QUESTIONS ................................................................................................................................... 13
7. OPTIONAL SITE VISIT ....................................................................................................................................... 13
8. PROPOSAL SUBMITTAL ................................................................................................................................... 14
P age | 2

Washington County Historic Courthouse Landscape Restoration
1. PROJECT INFORMATION
1.1. Introduction
The Washington County Historic Courthouse, situated atop the South Hill overlooking the historic
town of Stillwater, Minnesota, is the oldest standing courthouse in the state. Since its opening in
1870, it served as the county seat for 105 years until its closure in 1975. Today, the courthouse is
operated as a historic site by Washington County Parks, a division of the Public Works Department,
with the surrounding two acres maintained as a public county park.
Due to the building's age, extensive preservation work was undertaken between June 2023 and
March 2024. As part of this project, funding was allocated for the restoration of the courthouse
grounds, addressing damage caused by construction activities and upgrading select areas of the
property.
With preservation efforts now complete, Washington County is seeking proposals from qualified
contractors to restore and enhance approximately 2,700 square feet of land on the east side of the
Historic Courthouse. The County intends to award a single contract for this project. All work
performed under the awarded contract must adhere to the procedures, requirements, and
regulations set forth by Washington County.
1.2. Background
The County was established in 1849 and has the powers, duties, and privileges granted counties by
state law, codified in Minn. Stat. 373. The County serves an area of 423 square miles, with an
estimated population of 262,748. The County's fiscal year begins on January 1st and ends on
December 31st. The County is governed by a five-member board of county commissioners
representing separate districts within the county. In addition, the offices of the county attorney and
sheriff are elected on a county-wide basis.
The County offers a full range of services including courts, property tax administration, law
enforcement and corrections, public works, human services, parks, solid waste management,
library, community health, county extension, and general administration. The County employs
approximately 1,300 employees.
1.3. County Authorized Representatives
Project Manager:
Jack Nilsen
Parks Coordinator - Historic Sites
Email: jack.nilsen@washingtoncountymn.gov
Phone: (651) 275 - 7079
Project Designee:
Elise Gardner
P age | 3

Washington County Historic Courthouse Landscape Restoration
Parks Guest Services Supervisor II
Email: Elise.Gardner@washingtoncountymn.gov
Phone: (651) 430 - 8243
1.4. Project Location
Washington County Historic Courthouse
101 Pine St. W.
Stillwater, MN 55082
(651) 275 - 7075
1.5. RFP Schedule
RFP Release Date Monday, March 23rd, 2026
Optional Site Visit Friday, April 3rd, 2026
Questions Due Friday, April 10th, 2026
Addendum Release Date Wednesday, April 15th, 2026
Proposals Due Friday, April 24th, 2026
Notification of Award Friday, May 1st, 2026
Commencement Date Monday, June 2nd, 2026
Completion Date Friday, October 5th, 2029
2. SCOPE OF WORK AND SPECIFICATIONS
2.1. Project Scope/Work
In 2026 the contractor shall implement the approved project plan, as seen in Appendix B. This
includes:
* Site preparation, such as the removal of existing mulch and edging, hand weeding of
noxious and invasive plants, and application of herbicides if necessary.
* Plant installations for all phases, as specified in the project plan (Phases 1-5).
* Instillation of mulch, weed barrier, and garden edging.
In 2026 - 2029, the contractor will complete three management visits each year (spring, summer,
fall) to monitor and maintain the plantings. This includes, but is not limited to:
* Hand weeding
* Debris removal
* Replacement of dead plants
* Soil amendments
* Mulch adjustments
* Herbicide application and reporting
P age | 4

Washington County Historic Courthouse Landscape Restoration
2.2. Instillation and Planting Information
* Canada thistle and other noxious plants are present in the Phase 2 planting area, which
requires additional site prep before planting. If herbicide is used to manage it, consider soil
residuals when selecting the herbicide and timing of the native rose planting.
* Sun and shade planting perennials called out in the Project Plan in Appendix B are all #1-
gallon sized plants.
* All plants must be watered when initially planted. The contractor may use the water spigot
that is attached to the west side of the building.
* Mulch will be provided by Washington County. The contractor is required to request the
amount of mulch needed from the County Authorized Representative - Project Manager,
who will coordinate its delivery with Washington County Parks maintenance.
* Desired edging is Border Guard Black Edging (6 x 3/16 x 10).
* Old garden edging can be disposed of in the property's onsite dumpster located next to the
detached garage.
* The proposed brick path within the Project Plan (Appendix B) is not part of the scope of this
RFP.
2.3. Management and Establishment
* After the initial watering, Washington County will be responsible for watering.
* Share herbicide reports with the County Authorized Representative - Project Manager at
the completion of each foliar spraying occurrence.
* Management services will be provided by the consultant, as stated in 2.1.
* Coordination of management services will be organized with the County Authorized
Representative - Project Manager.
* The contractor will conduct three site visits per year in the spring, summer, and fall to
ensure plant replacement, noxious weed control, and debris removal. Each management
visit will be conducted in a two-week window, where site visits, communication with the
County Authorized Representative - Project Manager, and management work must occur.
If management work requiring additional time is needed. Scheduling, contract
o
addendums, and cost requirements can be coordinated with the County through
the County Authorized Representative - Project Manager.
2.4. Project Schedule
Task Timing Activity Sq. Ft.
1 06/02/2026 - 07/10/2026 Phase 1, Phase 3, Phase 4, Phase 2,700
5: Remove existing mulch and
garden edging, hand weed. Install
and water plants, mulch, install
garden edging.
P age | 5

Washington County Historic Courthouse Landscape Restoration
Phase 2: Removal/management of
existing plants and noxious weeds.
2 08/31/2026 - 10/02/2026 Phase 2: Remove existing mulch 1,100
and garden edging, hand weed.
Install and water plants, mulch,
install garden edging.
Phase 1, Phase 3, Phase 4, Phase
5: Management services as
needed.
3 Spring: 04/26/2027 - 05/07/2027 Management Services: Three visits All
Summer: 07/26/2027 - 08/06/2027 spring, summer, and fall, to ensure Plantings/As
Fall: 09/27/2027 - 10/08/2026
the successful establishment and Needed
management of all plantings
4 Spring: 04/24/2028 - 05/05/2028 Management Services: Three visits All
Summer: 07/24/2028 - 08/04/2028 spring, summer, and fall, to ensure Plantings/As
Fall: 09/25/2028 - 10/06/2028
the successful establishment and Needed
management of all plantings.
5 Spring: 04/23/2029 - 05/04/2029 Management Services: Three visits All
Summer: 07/23/2029 - 08/03/2029 spring, summer, and fall, to ensure Plantings/As
Fall: 09/24/2029 - 10/05/2029
the successful establishment and Needed
management of all plantings.
2.5. Project Coordination
2.5.1 Work Hours
Work tasks can be completed Monday through Friday. Operations are restricted to daytime
hours (8:00 AM - 6:00 PM). If special circumstances arise, the contractor may request to
work weekends. Work may not occur on holidays.
The contractor will notify the County Authorized Representative - Project Manager via email
at least one week prior to mobilization and confirm the date one day before mobilization by
email.
2.5.2 Site Access and Project Work Area
* Washington County will consider closing pathways and sections of the parking lot on
site if required.
* Equipment moving to and from the project areas may create path user hazards. The
contractor is responsible for ensuring County provided 'Equipment Crossing Ahead'
signs are up during operation.
* The contractor can enter the project location with a truck, UTV, tracked skid steer,
etc.
* Equipment can be plugged into a junction box near the Historic Courthouse parking
lot if needed.
P age | 6

Washington County Historic Courthouse Landscape Restoration
* Maps of the irrigation system will be provided to the consultant upon initiation of
the project. If the irrigation system is damaged during installation or follow up
maintenance visits by the contractor, the contractor is responsible for repairs.
* All staff are to wear safety vests or high-visibility clothing when working on-site.
* Washington county staff will GPS/Flag any boundaries if clarification is needed.
* If the County schedules public or internal events that require access to areas of the
property currently being used by the Contractor for equipment storage, restoration
work, or management work, the County may request that the Contractor
temporarily relocate equipment, materials, or other restoration-related items from
those areas. The Contractor shall coordinate with the County to accommodate such
requests in a timely manner so the areas can be safely accessed for the scheduled
event.
The Contractor should also be aware that the County hosts an annual Ice Cream
Social event at the site each year on the second Thursday of July from 5:00 PM to
8:00 PM. Areas used for public access during this event may need to be cleared of
equipment and restoration/management-related materials in advance, as
coordinated with the County.
3. PROJECT DESIGN
As a site listed on the National Register of Historic Places, the Washington County Historic Courthouse requires
careful planning and oversight for any modifications. Washington County staff, in collaboration with the
Washington Conservation District, have developed a comprehensive implementation plan (Appendix B) to ensure
compliance with:
* Minnesota State Historic Preservation Office guidelines
* Washington County Historic Courthouse Advisory Committee
* City of Stillwater Heritage Preservation Commission
* City of Stillwater Ordnances
While the consultant will have some flexibility in the installation process, project implementation must adhere to
the approved design specifications, including designated plant species, number of plantings, planting locations,
and height requirements as listed in Appendix B.
If designated plant species aren't available, coordinate with the County Authorized Representative - Project
Manager for approval on alternate options.
4. PROPOSAL CONTENT
4.1. Proposal Format
P age | 7

Washington County Historic Courthouse Landscape Restoration
Consultant proposals shall be submitted as one digital PDF document file. The file size should be
smaller than 15 MB. It may be submitted in an emailed FTP site link for download or as an email
attachment to Jack Nilsen and Elise Gardner:
Project Manager:
Jack Nilsen
Parks Coordinator - Historic Sites
Email: jack.nilsen@washingtoncountymn.gov
Office Phone: (651) 275 - 7079
Project Designee:
Elise Gardner
Parks Guest Services Supervisor II
Email: Elise.Gardner@washingtoncountymn.gov
Phone: (651) 430 - 8243
No printed or physical copies of consultant proposals are required. Proposals shall be prepared
using 8.5" x 11" paper for ease of printing. The use of 11" x 17" paper for large tables, charts, or
diagrams is permissible, but should be limited. Index the proposal and sequentially number all
pages throughout the section.
Proposals may not exceed 12 pages in length, including optional appendices. Optional appendices
may contain summaries of relevant project examples, or other supporting documents.
4.2. Proposal Outline
The proposal must contain the following information, labeled 1 through 5 and presented in the
order shown:
1. Cover Letter: Introduce the contractor submitting the proposal, including the name,
address, telephone number, email address of the contact person(s) representing the
contractor and the names of other firms or individuals participating in the proposal. The
cover letter should provide insight into why the consultant is interested in this project. It
must have the original signature of the officer who will be accountable for all
representations.
2. Table of contents: Identify the segments of the proposal by section and page number.
3. Work Plan and Budget: Provide a work plan that clearly outlines how the contractor will
implement the landscape restoration project described in Section 2: Scope of Work and
Specifications. The work plan should include a timeline or table identifying major tasks,
project phases, and anticipated scheduling consistent with the project schedule outlined in
this RFP, including initial installation activities in 2026 and ongoing management visits
through 2029.
P age | 8

Washington County Historic Courthouse Landscape Restoration
The proposal must also include a detailed fee spreadsheet that clearly identifies the costs
associated with each phase and task of the project. The fee spreadsheet should include, at
minimum, the following information:
* Budget for each specific phase and task identified in the work plan.
* Identification of staff involved in each phase or task.
* Roles and responsibilities of project team members.
* Anticipated time commitment (hours per task).
* Billable rates for staff assigned to the project.
* A fee proposal for the full project, including the firm's "not-to-exceed" total cost.
* A schedule of reimbursable direct expenses by form and expense type.
Because the project includes ongoing plant establishment and maintenance, the contractor
must provide separate cost estimates for each required management visit. Management
visits are anticipated to occur three times annually (spring, summer, and fall) during the
management and establishment period outlined in Section 2. Contractors shall provide a
per-visit cost as well as an annual total cost for these services.
A 7% contingency shall be included within the proposed budget total.
The contractor's work plan and budget should demonstrate a clear understanding of the
phased installation, monitoring, and maintenance requirements necessary to ensure the
successful establishment of the restored landscape
4. Project Personnel Profile: State the full name and address of your organization(s). Include
the branch office or other subordinate element that will perform or assist in performing the
work. Indicate whether it operates as an individual, partnership, or corporation. If a
corporation, include the state in which the company is incorporated. If appropriate, state
whether it is licensed to operate in the State of Minnesota. List specific types of experience
the consultant team has in the following areas:
* Landscape Restoration at Historic Sites: Demonstrated experience in implementing
landscape restoration projects at historic sites is highly preferred but not required.
* Familiarity with Washington County Context: Demonstrated knowledge of and
prior work within Washington County, including familiarity with its landscapes,
communities, and regulatory context. Experience working with Washington County
Parks or similar local agencies is highly preferred.
5. Professional References: Provide two professional references of project manager-level staff
that the consultant has completed relevant work for within the last five years. References
should be willing and able to speak about the consultant's quality of work and performance
on public planning projects. Include the reference's name, title, work email, work phone
number, and the relevant project(s).
P age | 9

Washington County Historic Courthouse Landscape Restoration
4.3. Proposal Administration
4.1.1 Contact Administrator
All communications concerning the RFP must be directed at Jack Nilsen and Elise Gardner:
Project Manager:
Jack Nilsen
Parks Coordinator - Historic Sites
Email: jack.nilsen@washingtoncountymn.gov
Office Phone: (651) 275 - 7079
Project Designee:
Elise Gardner
Parks Guest Services Supervisor II
Email: Elise.Gardner@washingtoncountymn.gov
Phone: (651) 430 - 8243
4.1.2 Scope of Work and Change
Washington County will consider modifications to the scope of work that will result in more
effectively accomplishing the RFP objectives. Any modification submitted should be clearly
marked as such within the proposal and cost estimate, with an explanation of its expected
benefit and impact on other tasks within the scope of work.
4.1.3 Incurring Costs
Washington County shall not, in any event, be liable for any pre-contractual expenses
incurred by the proposers in the preparation of their proposals. Proposers shall not include
any such expenses as part of their proposals. Pre-contractual expenses include preparing or
submitting a response to this RFP and negotiating with Washington County on any matter
related to this proposal. Any other expenses incurred by the proposer prior to the date of
execution of the proposed contract will be considered a pre-contractual response. Total
liability of Washington County is limited to the terms and conditions indicated in this
agreement.
4.1.4 Joint Offers
Where two or more consultants desire to submit a single proposal in response to this RFP,
they should do so on a prime-subcontractor basis rather than as a joint venture. Washington
County intends to contract with one single firm.
4.1.5 Disclosure
P age | 10