Landscape Services For Pa State Archives

IFB 610066101
General Bid Requirements
Statement of Work
Jeremiah Harrity
Facility Manager, PA State Archives
1681 N 6th St
Harrisburg, PA 17102
C: 717-480-8893
Introduction:
The Pennsylvania State Archives (PSA) is a building owned by the Pennsylvania
Historical and Museum Commission (PHMC) that maintains the historically valuable
records of the Commonwealth and is accessible to the public four days a week. Located
in the block bounded by North 6th, Hamilton, North 7th and Harris Streets, the lot contains
approximately 30,000 sf of landscaping. This includes a variety of landscape and
hardscape elements including large planting beds, a raised planter, a fenced area, and a
large lawn that is regularly maintained. As a state building, the grounds must maintain a
neat and well-groomed appearance.
The PSA is seeking a vendor to maintain the grounds by providing the following
landscaping services from April through the end of the mowing season in the same
calendar year. Vendor must provide all labor, materials, supplies, and equipment to
provide this work to the PSA.
Services to be provided:
Weed Control - planters and other landscaped areas
* At least bi-weekly, inspect all areas around the building including all planters,
fenced-in areas, and other landscaped areas, and remove intrusive plant life
that was not planted by design.
* Weeds may be pulled by hand or with tools for that specific purpose.

* Alternatively, or additionally, string trimming may be used to control weeds;
however, care should also be taken to avoid damaging or destroying flowers,
shrubbery, structures, or other obstacles.
* Clean up and haul away any weeds or other debris that are removed and
maintain areas that have already been cleaned of weeds/debris.
Mulching
* Inspect mulched areas and replace or add mulch as needed to maintain 3-inch
layer.
Trimming
* Trim trees, bushes and plants that are overgrown. No excessive removal shall
be acceptable if the damage will harm or destroy the designed landscaping. If
a plant is destroyed due to excessive removal, vendor will replace plant at the
vendor's expense.
Leaf & Debris Cleanup
* Clean up leaves, sticks and other debris after a weather event.
Disposal
* Disposal of weeds, trimmings, and other debris. All removed items must be
disposed of in accordance with local, state, and federal regulations.
Spring Cleanup
* Cleanup of all leaves, sticks, and other debris will be done at least once, before
weeding or spreading of mulch. Must be completed by May 1st.
Fall Cleanup
* Cleanup of all leaves, sticks, and other debris will be done at least once,
immediately after the mowing season is concluded. Fall cleanup will occur no
later than November 15th.

Requirements:
* Riding mowers and other equipment must be operated by people of at least the
legal driving age. Equipment must also be well maintained, for example no
fuel or oil spillage or excess fumes.
Dimensions of the property:
There are approximately thirty thousand square feet of landscaping (see landscaping
map). The planters and other ground cover will typically require at least biweekly
weeding. Also, those areas will be inspected for mulch placement and replaced as
needed.
General information:
* Contractor will report to Facility Manager or Facility Supervisor on arrival, before
starting any work on the premises, to discuss what will be performed during that
work period.
* Hours of work will typically be between 8:00 am - 4:00 pm, Monday thru Friday.
Any hours outside of these normal hours must be approved in advance by the
Facility Manager or Facility Supervisor.
* Parking is available on North 6th Street and in the PSA visitor parking lot, if
available. Parking is designated for visitors and employee overflow so parking
may not always be available in the visitor lot.
* If weather prohibits work from being accomplished, contractor is responsible for
rescheduling with the Facility Manager or Facility Supervisor as soon as possible
to make up any work that may have been missed.
* Workers will be expected to wear proper clothing attire befitting their work needs.
Offensive or obscene clothing will not be acceptable, and the offending person
will be asked to leave.
* No equipment or vehicles will be left on site overnight, including the visitor
parking lot after designating hours.

* Vendors will correct maintenance work not performed in accordance with the
stated scope of work. No additional payment will be made to the vendor for
correction of unacceptable maintenance work or for repair of any damage to the
grounds or the physical structures at the PSA during the performance of
maintenance work.
* Any additional work outside the scope must be authorized by the PSA in writing
before starting.
Protections:
If any work is being performed on sidewalks or other public thoroughfares, protective
coverings should be used, and signage or barriers must be in place notifying the public
that work is being accomplished.
Insurance:
For the duration of the contract with the commonwealth, the vendor will purchase
insurance that covers the following: Workers compensation insurance that covers all
employees working under the contractor, comprehensive general liability insurance,
property damage liability insurance that is an acceptable amount to the state
commonwealth.
The insurance must cover a minimum amount $100,000 for injury or death of one person
in a single occurrence and $200,000 aggregated for injury to death of more than a single
person in a single occurrence. $100,000 for a single occurrence of property damage. The
vendor shall name the Commonwealth of PA, PA Historical and Museum Commission
as a certificate holder and as an additional insured on all liability insurance policies.
The vendor agrees not to cancel, change or replace the insurance policies without at least
30 days prior written notice to PA Historical and Museum Commission, Bureau of
Management Services, Fiscal and Office Support Service, Keystone Building, 400 North
Street, 2nd Floor, Harrisburg, PA 17120. Certificates evidencing the insurance
requirements above must be sent to the PHMC a week prior to work initially
commencing.

Invitation for Bid (IFB) Information:
Bids will only be accepted electronically. Please go to the PA Supplier Portal
https://pasupplierportal.state.pa.us to bid on this solicitation. Paper bids, faxes or emails
will not be accepted. Please note the bidder assumes the responsibility to ensure the bid
is submitted electronically by 2:00 PM on June 5, 2026. PHMC will not be responsible
for bids that were submitted incorrectly. It is the responsibility of the bidder to call the
issuing office to assure the bid was received prior to the bid opening date and time. Bids
received after the bid opening date and time will be rejected.
Questions for the IFB must be submitted via email to the Issuing Officer, Patricia Frey,
at pafrey@pa.gov by 11:00 AM on May 27, 2026. Answers to all questions and/or
formal addendums will be attached to Solicitation #6100066101 on the eMarketplace
website. https://www.emarketplace.state.pa.us/ . No other questions will be permitted
after this date.
If the Issuing Office deems it necessary to revise any part of this bid, bid bulletins will
be attached to Solicitation #6100066101 on the eMarketplace website.
https://www.emarketplace.state.pa.us/ It is the potential vendor's responsibility to
periodically check the website for any new or revised bid information or addenda prior
to submission of the bid. If a bid bulletin has been issued, bidder must print the bulletin,
sign and return the bulletin as part of the bid package.
Information Required From Bidders:
To be considered, bids must respond to all requirements and attach the documents with
your electronic bid response. Any other information thought to be relevant, but not
applicable to the categories below, should be provided as an attachment to the required
bid information. Paper copies, emails, or faxes of the attachments will not be accepted.
* Provide unit costs electronically for each IFB line item.
* Acknowledgment materials will not have a markup value of more than 10% above
the actual price paid.
* Submit company information to support your company has the background to
support the scope of work. Submit a letter demonstrating a clear understanding
of the services to be performed.

* Provide references for 3 similar services performed within the last 5 years and full
reference contact information for each contract.
* Completed BOP-2201 Worker Protection and Investment Certification Form.
* Any addendum(s) for this IFB must be signed and attached with the bid
submission.
Purchases Invoices and Reimbursement:
The winning vendor shall submit monthly invoices, and each invoice shall list the
services performed, the purchase order number and the line item number. Due to the
difficulty in estimating the amount of mulch indicated within the scope of work, the cost
of providing mulch will not be part of the bid evaluation process, but it should be
acknowledged in your proposal the purchase of materials will not have a markup value
of more than 10% above the actual price paid. It will be understood that PHMC will
reimburse the contractor for this material upon submission of an invoice accompanied
by receipts of proof of expense.
Invoices will be sent via email to 69180@pa.gov . For further e-invoicing information,
visit For Vendors | Office of the Budget | Commonwealth of Pennsylvania and click
"How to Submit Invoices".
Payment of invoices will be made through the Automated Clearing House (ACH). ACH
replaces payment by check with electronic transfer of funds directly to the Supplier's
designated bank account. To ensure payments are made properly via ACH, please add
your bank account information to your Commonwealth vendor account via the PA
Supplier Portal at https://pasupplierportal.state.pa.us/ . Remittance notification emails
are sent on or before the payment date.
Contract Award Criteria
* Contractor must be able to supply all services listed in this bid package
* Contractor must receive satisfactory reference checks
* Contractor submitted the lowest price

Term of Purchase Order
The term of the contract will commence on the Effective Date indicated on the purchase
order and will terminate 12 months from that execution date. The contractor shall not
start the performance of any work prior to the Effective Date of the purchase order, and
the Commonwealth shall not be liable to pay the selected contractor for any service or
work performed or expenses incurred before the Effective Date of the purchase order.
Further, the Commonwealth has the option to renew this contract for up to four (4)
additional consecutive one (1) year terms if both parties are agreeable. The same terms
and conditions set forth in the initial contract will remain in full effect for all renewal
periods. If the renewal option is exercised, the contracted rates can be increased each
year but cannot exceed 2%.
Bid Results
Bidders will be notified of the bid results by email and will also be posted to the
eMarketplace website under "Bid Tabulations". The Bid tabulation includes all apparent
bidders, and responsive bids will be under review until the final award of the purchase
order.
Vendor/Supplier Registration Number
Contractor must apply for a Commonwealth vendor/supplier registration number to be
able to submit an electronic bid response. To register to become a Commonwealth
vendor, please go to PA Supplier Portal at https://pasupplierportal.state.pa.us .
Important IFB Dates
May 18, 2026 - IFB is released
May 27, 2026 by 11:00 AM - IFB question are due
June 1, 2026 - IFB Bulletin and/or Answers to Questions Posted
June 5, 2026 by 2:00 PM - Bid is due electronic submission only