RFP for Landscape Zone 4

Request for Proposals (RFP) for
Landscape Services Zone 4
RFP release date: March 9, 2026
Submission due date: March 30, 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

Table of Contents
1. Introduction .......................................................................................................................................... 3
1.1. Background Information ................................................................................................................. 3
1.2. County Authorized Representative .................................................................................................. 3
1.3. Schedule........................................................................................................................................ 3
2. Scope of Services ................................................................................................................................... 4
2.1. Mandatory Services........................................................................................................................ 4
Lawn Care .................................................................................................................................................. 4
Shrub, Evergreen, Groundcover, and Perennial Beds .................................................................................... 5
Rain Gardens.............................................................................................................................................. 5
Design-Build Installations ............................................................................................................................ 5
Miscellaneous ............................................................................................................................................ 6
General...................................................................................................................................................... 6
2.2 Optional Services .................................................................................................................................. 7
3. Proposal Content ................................................................................................................................... 7
3.1. Cover Letter................................................................................................................................... 8
3.2. Qualifications and Experience ......................................................................................................... 8
3.3. Fee Schedule ................................................................................................................................. 8
3.4. References..................................................................................................................................... 8
3.5. Appendix A - County's Standard Terms and Conditions .................................................................... 8
3.6. Conflict of Interest ......................................................................................................................... 8
4. Proposal Submittal ................................................................................................................................. 8
5. Proposal Evaluation and Selection........................................................................................................... 9
5.1. Evaluation Committee .................................................................................................................... 9
5.2. Evaluation Criteria.......................................................................................................................... 9
5.3. Interview/Presentation .................................................................................................................. 9
5.4. Final Selection................................................................................................................................ 9
5.5. Conditions of this RFP................................................................................................................... 10
6. Proposal Questions .............................................................................................................................. 10
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Landscaping Services, Zone 4
1. Introduction
The purpose of this Request for Proposals (RFP) is for Washington County to secure services for landscaping
services for facilities in the South region of Washington County. The County is seeking a five-year contract.
These services will go through the RFP solicitation process every five (5) years at minimum. The contract
shall not exceed $175,000.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area.
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 1 and ends on December 31. The County is
governed by a five-member County Board of Commissioners representing separate districts. In addition, the
Offices of County Attorney and Sheriff are elected on a countywide basis.
The County offers a full range of services including property tax administration, law enforcement and
corrections, public works, parks, solid waste management, library, community health, county extension,
human resources, courts, and general administration. The County employs approximately 1,400 employees.
It is the intend of the County to present attractive buildings and grounds by utilizing professional lawn care
services that promote curb appeal and neat, orderly landscapes that reflect a professional image.
1.2. County Authorized Representative
The County Authorized Representative for this RFP is:
Christina Mastro
christina.mastro@washtingtoncountymn.gov
1.3. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 3/9/2026
Questions Due 3/16/2026
Addendum Release Date 3/19/2026
Proposals Due 3/30/2026
Notification of Award 4/2/2026
Commencement Date 5/1/2026
Completion Date 4/30/2031
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2. Scope of Services
The successful Contractor will have the ability to perform all the functions below. Contractors who cannot
provide the full range of requested services may submit a proposal, but must clearly note any services listed
in this request which would not be provided. Contractors are also encouraged to highlight any services for
which they possess particularly notable qualifications.
2.1. Mandatory Services
The successful Contractor will have the ability to perform all the functions under mandatory services.
This contract will serve the following locations. Additional sites may be added and sites may be deleted over
the course of the contract. Washington County employs a small grounds crew. During the term of this
contract, services and sites may be added or subtracted from the scope of work based off of the capacity of
our internal crew.
Cottage Grove Service Center
1300 Ravine Pkwy
Cottage Grove, MN 55016
Park Grove Library
7900 Hemingway Ave.
Cottage Grove, MN 55016
(closed 2026 to Spring 2027)
Newport Transit Center
250 Red Rock Crossing
Newport, MN 55055
STAR Center
14386 Hudson Rd S
Afton, MN 55001
The scope of work includes turf maintenance, flower and shrub bed maintenance, shrub pruning and
fertilization, rain garden maintenance, landscape design and installation, and general consulting services
regarding law care management practices.
Lawn Care
2.1.1. Turf shall be cut at an average height of 3" as conditions dictate. Mowing shall be
done frequently enough so that no more than 1/3 of the grass blade is removed per
cutting. Mowing equipment and patterns shall be employed to permit recycling of
clippings where possible, and to present a neat appearance. Excess clippings shall be
removed from major entryway sidewalks within one hour and secondary surfaces before
crews leave the site. Blades on all equipment shall be sharp to prevent the tearing of grass
blades. All non-turn areas shall be power blown clean of grass clippings after each
mowing.
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2.1.2. A pre-emergent crabgrass control shall be applied to all turn in the spring to prevent
crabgrass seeds from sprouting
2.1.3. A pre-emergent crabgrass control shall be applied to all turn in the spring to prevent
crabgrass seeds from sprouting
2.1.4. A quality turf fertilizer shall be applied four (4) times providing a total of three (3) pounds
of actual nitrogen per 1000 square feet. Timing, frequency and rate of application shall be
adjusted to meet horticultural conditions.
2.1.5. All turn should be sprayed to control broadleaf weeds in the spring.
2.1.6. Another two (2) applications of a broadleaf weed control shall be made no later than
September.
2.1.7. Leaves shall be removed from all turn in autumn. In instances where trees do not drop
their leaves until winter, leaves shall be removed as soon as possible in the spring. Care
should be taken in the spring not to damage turf due to wet conditions
2.1.8. Turf adjacent to curbs and walkways shall be mechanically edged two (2) times to
present a neat, clean appearance. All debris shall be power blown or swept away.
2.1.9. Building Services staff should be notified at least 2 business days prior to any application
of weed control or fertilizer so staff and guests can be informed to stay off the grass.
Shrub, Evergreen, Groundcover, and Perennial Beds
2.1.10. All beds shall be cultivated and/or weeded weekly to present a neat and weed
free appearance.
2.1.11. All shrub and evergreen beds shall be pruned two (2) times to remove seasonal
growth and broken or damaged branches. Timing of pruning shall be at the
horticulturally appropriate time, typically after the shrub has flowered.
2.1.12. A pre-emergence weed control shall be applied to all beds.
2.1.13. A post-emergent herbicide shall be applied to all beds as necessary.
2.1.14. Fertilizer shall be applied to all beds two (2) times per season
2.1.15. Turf adjacent to beds shall be edged where appropriate two (2) times to prevent
encroachment of turn and present a neat appearance.
2.1.16. Leaves shall be removed from all beds in the autumn. In instances where trees do
not drop their leaves until winter, leaves shall be removed as soon as possible in the
spring. Care shall be taken in the spring not to damage beds due to wet conditions
2.1.17. Perennial beds will be maintained as necessary and dead foliage and flowers cut
back in the autumn.
Rain Gardens
2.1.18. All rain gardens shall be maintained in a timely manner utilizing industry standard
best management practices. The Contractor shall be responsible for understanding the
type of environment and the nature of the plants in the rain garden and employing their
industry knowledge on proper maintenance schedules.
2.1.19. Remove all debris, leaves and sediment as needed to promote healthy plants and
a neat appearance.
Design-Build Installations
2.1.20. On an as needed basis the Contractor shall have the ability to perform design-
build services and to install the proposed work. Such projects must
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be submitted to Washington County and approved prior to the installation. Installation
shall be scheduled in advance with Washington Count
2.1.21. All design-build work shall be on a time and material basis.
Miscellaneous
2.1.22. A general spring cleanup shall be provided to remove debris accumulated over
the winter. All beds shall be power blown clean. All tree wrap should be removed
as needed. All trimmings, leaves, and other debris shall be removed from the site in
accordance with all state and local laws and ordinances
2.1.23. All applicable beds and tree rings shall be mulched to a minimum depth of 1: and
an average depth of 2" with premium shredded hardwood bark mulch once per
season. Levels of mulch shall be monitored to ensure the mulch does not hide the root
flair of the trunk.
2.1.24. Gravel beds and paved surfaces shall be maintained in a neat and weed free
manner by hand pulling weeds and applying an herbicide as appropriate.
2.1.25. Work not included in this proposal and work that is listed as "optional" shall be
done when requested in writing on a time and material basis at rates proposed in this
document. All materials and equipment needed for specific tasks shall be included in the
time and materials pricing. All time and material work shall have prior approval from
a Washington County Building Services Building Manager.
General
2.1.26. All work shall be performed by trained, properly supervised personnel in
accordance with accepted horticultural practices. Chemicals will be applied by licensed
personnel and material safety data sheets (MSDS) submitted to Washington County prior
to application.
2.1.27. Materials shall be applied in accordance with manufacturer's directions. Where
alternate products and available the environmental impact of the products shall govern
which is used.
2.1.28. Adequate personnel and equipment shall be provided
to permit the timely completion of all operations.
2.1.29. All equipment shall be maintained and operated in accordance
with manufacturer's directions and generally accepted safety procedures. Specifically, all
discharge chutes will be in proper position while the mower is in operation. The Contractor
shall have in place a safety program and train its personnel, so they understand the proper
methods of operating the equipment they use.
2.1.30. Contractor personnel will wear uniforms that are maintained in a professional
manner identifying their employer.
2.1.31. Water shall be provided by Washington County unless other arrangements (i.e.,
water tank truck) are made in advance.
2.1.32. Instances of nuisance animals (i.e., moles, voles, gophers, etc.) shall be reported
to Washington County.
2.1.33. All pesticides, herbicides, and fertilizers shall be applied by licensed personnel
only in accordance with federal, state and local regulations. All applicable licenses shall be
current. It is the responsibility of the Contractor to assure that all personnel applying
chemicals are properly licensed.
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2.1.34. The Contractor will assume the responsibility for contacting the local utility
location services (Gopher State One) for underground utility locations. The Contractor will
work with Washington County management for other non-utility locations on an as
needed basis.
2.1.35. Regular (i.e., weekly or some other predetermined interval) progress reports shall
be submitted to Washington County outlining current conditions.
2.1.36. The Contractor's management shall make periodic site inspections noting
deficiencies and any other problems or issues that will require the Contractor's
attention. Such inspections will include periodic visits by an arborist,
landscape architect or similar profession to make recommendations regarding current
conditions, site improvements, or other information relevant to the nature of the land
care contract. As necessary, a correction action plan shall be submitted to Washington
County management that outlines a timetable or other means of correcting the
problem identified. Each year there shall be a progress meeting to review the past year's
performance and accomplishments and to establish goals for the coming year.
2.1.37. All work not covered under the scope of this contract shall be performed on a
time and material basis. Hourly rates shall be provided in advance for project budgeting
and planning purposes.
2.1.38. Prior to mowing, inspect the arear to make sure no irrigation heads are in the
"up" position.
2.1.39. Incidental damage to Washington County property (e.g. irrigation heads, access
covers, fire suppression post indicator valves, etc.) shall be the responsibility of the
Contractor.
2.1.40. Incidental damage to utility provider property (e.g. Xcel, Century Link, City
water/sewer, etc.) such as covers, or any equipment shall be the responsibility of the
Contractor.
2.2 Optional Services
The County may add the optional services listed below. Contractors shall clearly indicate if they provide
these services and highlight any particularly notable qualifications or experience with these services. In
some cases the County has a contract in place to provide these services, but the successful Contractor may
be asked to perform backup or project services in these areas.
1. Services of a licensed arborist
2. Irrigation services
3. Ability to design and manage landscape pollinator gardens with a focus on sustainable practices that
will minimize water usage.
4. Indicate any additional services you provide that might be of interest to the County
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
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3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP. You may use Appendix D to clearly indicate your understanding of the
requirements.
3.3. Fee Schedule
Provide all costs associated with the proposed contract for services using the attached form. If you need to
provide additional information, attach it to the form. Any annual increase to fees should be indicated. It is
expected that fees will remain stable for the term of the contract unless otherwise indicated.
3.4. References
Provide three references for organizations currently utilizing your services that are similar in size and with
similar needs as Washington County. Include agency name, contact name, email address, phone number,
and a brief description of the services you provide.
3.5. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein. Washington County may reject proposals if a signed
Appendix A is not attached.
3.6. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
in the County's discretion, require withdrawal or rejection of the Contractor's proposal.
4. Proposal Submittal
Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter,
table of contents, and appendices. The proposal must be combined as one document and the font shall be
no smaller than 11-point. All proposals must include Proposal Content set forth in Section 3 and be sent
electronically to the County Authorized Representative:
Christina Mastro
Christina.mastro@washingtoncountymn.gov
Contractors must submit to the e-mail address above with a subject line clearly marked as Landscaping
Services, Zone 4, no later than March 30, 2026 by 4:00 CST. Late submittals will not be considered.
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All proposals, once submitted, become the property of the County. They will not be returned to
the Contractor. Submission of a proposal indicates acceptance by the Contractor of the conditions contained
in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract
between the County and the selected Contractor.
.
5. Proposal Evaluation and Selection
The County will evaluate the information the Contractor provides in response to this RFP. Step one will
consist of a review to determine which proposals comply with all mandatory submission requirements. Non-
compliant proposals will, subject to the express and implied rights of the County, be disqualified and not
evaluated further. Step two will consist of scoring each compliant response based on the evaluation criteria
below.
5.1. Evaluation Committee
The evaluation committee consists of representatives of Washington County.
5.2. Evaluation Criteria
The criteria and assigned weight on which proposals will be evaluated are:
Evaluation Criteria Points
Signed Appendix A Yes/No
Expressed understanding of the services and requirements of 40
this RFP:
Can Contractor meet all mandator requirements and does the
proposal outline how requirements will be met?
Does Contractor offer additional services of interest to the
County?
Qualifications and Experience 20
Cost 20
References 20
Total 100
5.3. Interview/Presentation
During the evaluation process, the evaluation committee may at its discretion request Contractors for an
interview or to provide a presentation to the evaluation committee. Not all Contractors may be selected for
interviews/presentations.
5.4. Final Selection
The Contractor with the highest evaluated score will be selected. It is anticipated but not guaranteed that
the selection of a Contractor will be completed by April 2, 2026. Following notification of the selected
Contractor, it is expected a contract will be executed between both parties by April 30, 2026.
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5.5. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
* The County reserves the right to request additional information or clarifications from Contractors.
* The County reserves the right to interview any, all, or none of the Contractors.
* The County reserves the right to enter into a contract with more than one Contractor.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Contractor including but not limited
to expenses associated with the preparation and submission of the proposal.
* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Contractor because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for all questions pertaining to this
RFP, all questions and notifications must be sent via e-mail by March 16, 2026 by 4:00pm CST to the County
Authorized Representative:
Christina Mastro
Christina.mastro@washingtoncountymn.gov
Only written questions and notifications will receive responses. Washington County reserves the right to
disregard questions received after March 16, 2026 at 4:00pm CST. An addendum will be issued through the
same communication medium as this RFP was originally distributed no later than March 19, 2026 at 4:00pm.
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