074-26 D1 HQ Landscape Services
| Location: | Ohio |
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| Posted: | Nov 13, 2025 |
| Due: | Dec 16, 2025 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000035261 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000035261 |
| Solicitation Name: | 074-26 D1 HQ Landscape Services |
| Original Begin Date: | 11/13/2025 10:13:34 AM |
| Begin Date: | 11/13/2025 10:13:34 AM |
| End Date: | 12/16/2025 1:00:00 PM |
| Inquiry End Date: | 12/11/2025 1:00:00 PM |
| Commodity: | Landscaping services |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DOT010000 - ODOT-District 1
DOT190000 - Facilities & Equipment Mgmt DOT-Dept of Transportation |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000035261
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Solicitation Name
074-26 D1 HQ Landscape Services
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RFx Type
Invitation To Bid (ITB)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
11/13/2025 10:13:34 AM (ET)
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Amendment?
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End Date
12/16/2025 1:00:00 PM (ET)
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Inquiry End Date
12/11/2025 1:00:00 PM
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Summary
The purpose of this request is to establish pricing for lawn care, landscaping services and identified project materials and services for approximately 15.75 acres of property at the sites indicated below, all in accordance with the enclosed terms, conditions, and specifications. Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the contracted services. |
Predecessor Contract
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Process
OhioBuys training materials can be located at this site: https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training |
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Ship To
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1 Record(s)
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Solicitation Documents
3 Record(s)
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Attachment Preview
ITB 074-26
ITB 074 DISTRICT 1 LAWNCARE SERVICES
REQUIREMENTS/SPECIFICATIONS
Section 1: Intent
The purpose of this request is to establish pricing for lawn care, landscaping services and identified
project materials and services for approximately 15.75 acres of property at the sites indicated
below, all in accordance with the enclosed terms, conditions, and specifications. Vendor shall
provide all labor, equipment, material, and incidental items necessary to perform the contracted
services.
Section 2: Contract Duration
The effective duration of this agreement shall be from January 1, 2026, through December 31,
2027, with one (1) optional one (1) year renewal that could extend the end date to no later than
December 31, 2028.
Section 3: Award
Award will be made to the lowest responsive and responsible bidder based on the lump sum cost
for the three (3) year contract term all in accordance with the specifications herein.
Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline
date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to
submit Bid Responses or unsolicited Proposal amendments after the deadline.
Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.
ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is
issued for any reason, vendors must resubmit their bid if they had already submitted in a previous
round, as the previously submitted Bid Responses do NOT carry over to the new round.
The Signature process takes place after the award now. The email will come from
documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.
The subject line will be the bid # Signature Request, (example: 074-26 Signature Request).
No contract can be issued to your company until we receive your signature to complete the
process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you
will need to go into https://ohiopays.ohio.gov.
Section 4: Mandatory Vendor Requirements
It is a requirement of the contract that the vendor and its employees must have performed services
comparable to those required by this contract and provide proof of current liability insurance
coverage in order to be considered a responsive and responsible bidder.
4.1: References
Each bidder must have a minimum of five (5) years’ experience in performing the services required
by this contract. Therefore, each bidder shall submit with their bid, the name, email address,
organization, address, and telephone number of at least three (3) references with whom they have
provided like services to for at least five (5) years.
It is a requirement of the contract that the vendor and its employees must have performed services
comparable to those required by this contract in order to be considered a responsive and
responsible bidder.
ITB 074-26
4.2: Public Liability Insurance
Each bidder shall furnish with their bid submission, proof that they carry public liability insurance
with limits of not less than three hundred thousand ($300,000) dollars for any one person and one
million ($1,000,000) dollars for any one occurrence.
All insurance policies required under this section shall include an endorsement requiring the
insurance company to give thirty (30) days prior written notice to ODOT before any change of
cancellation becomes effective. All insurance policies shall be through insurance companies
licensed to conduct business in the State.
Section 5: Service Location
Lawn care and landscaping services will be performed at the following locations and unit pricing
shall include freight charges on all items required:
SITE #1
Ohio Department of Transportation
District 1 Headquarters Garage
1705 N. McCullough Street
Lima, OH 45801
Section 6:
SITE #2
Ohio Department of Transportation
District 1 Headquarters
1885 N. McCullough Street
Lima, OH 45801
Vendors are encouraged to visit the site to fully understand all the requirements of this Invitation.
Those interested may contact:
District 1 Facilities Program Administrator
Tony Lotz
1705 N. McCullough Street
Lima, OH 45801
Tony.lotz@dot.ohio.gov
419-999-6791
General Requirements
All work must be performed in compliance with the Occupational Safety and Health Act and any
revisions thereto. Any citations issued by OSHA shall be the responsibility of the Vendor.
• The vendor shall bring all tools, chemicals, and materials, etc., with them to each site visit and
take all items with them when finished. No on-site storage shall be provided by ODOT.
• All work shall be performed to not interfere with building operation or if such interference is kept
to a minimum. The vendor shall leave all areas neat and clean when finished.
• It shall be understood that, from time to time, sites may be opened or closed during the life of
the contract. Any potential changes in service locations and revised pricing, where applicable,
shall be mutually agreed upon by the District Facilities Program Administrator or their designated
representative, the awarded vendor and the Department and shall be included in or removed
from the contract.
• The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their
employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face
protection, hearing protection, and gloves
ITB 074-26
Section 7: Scope of Service
Lawn care and landscaping services for the approximately 15.75 acres of property maintained shall
take place between 7:30 AM and 4:30 PM Monday through Friday, excluding state observed
holidays. Work outside of these timeframes shall require a forty-eight (48) hour advance approval
of the District Facilities Program Administrator or their designated representative. A site plan
identifying the areas to be maintained follows these specifications.
7.1: Pre-Season Cleanup
Execute a pre-season cleanup of each site in preparation for the growing season between March 1
and April 30. The cleanup may be done by manual raking, vacuuming, or equipment mounted
devices used for this type of cleanup. Minimum services required are as follows:
• Cleaning/Raking of lawn area to remove leaves and debris. The contractor is responsible for
removing leaves, limbs, twigs, and debris from site.
• Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or
brush. The contractor is responsible for removing leaves, limbs, twigs, and debris from site.
• Spot thatch apply topsoil and seeding of lawn as needed.
• Level out, rake, and reseed area around roadways or parking area, as needed, which were
damaged by snow removal operations the prior winter.
7.2: Edging
All sidewalks, curb lines, concrete slabs and planting bed edges shall be mechanically edged to
maintain a neat, clean appearance. Plant beds and tree rings shall be edged two times between
April 1 and August 31 of each year. Sidewalks curb lines and concrete slabs shall be edged once per
month from April to October each year.
All edging debris shall be swept, blown clean, and otherwise disposed of. This shall be reflected in
your unit price for edging.
7.3: Install Dark Hardwood Mulch
Vendors shall provide a labor only quote to install hardwood mulch, applied at a depth of 2-3
inches in all beds and tree rings on the property between April 15 and June 30 Annually. An
allowance is indicated on the pricing spreadsheet to cover the material costs. Vendors shall present
samples of mulch to the District Facilities Program Administrator or their designated representative
for final selection prior to installation of hardwood mulch at the sites. Vendor will provide the
Department with actual invoices for the product purchased to verify markup percentage. If the
product selected by the Department is expected to exceed the allowance in the contract, the
vendor shall provide a quote for the mulch materials to the District Facilities Program Administrator
or their designated representative for approval prior to commencing work.
At the end of mulch installation, walks and curbs adjacent to work areas that are used for bulk
storage are to be swept or blown clean.
7.4: Pesticide Application to Plant Materials, Trees, and Shrubs
Prior to initiation of service, the contractor shall conduct a thorough initial inspection of each site
and submit to the District Facilities Program Administrator or their designated representative, a
written, systematic, and comprehensive Pest Control Plan for each site following the initial
inspection. Upon receipt of the Pest Control Plan, the District Facilities Program Administrator or
their designated representative will render a decision. If aspects of the Pest Control Plan are
incomplete or disapproved, the Contractor shall submit revisions in a timely manner. The
ITB 074-26
Contractor shall initiate services outlined in the terms and conditions of the contract following
notice of approval.
The Pest Control Plan shall, at a minimum, include:
• Proposed methods for control, including labels and Material Safety Data Sheets (MSDS) for all
pesticides to be used
• A proposed pest population level referred to as a predetermined tolerance threshold, if
thresholds exist for the targeted pest
• A service schedule for each site
• A copy of the Pesticide Applicator Certification for every Contractor's representative who will be
performing on-site service under contract
• Cost per recommended service including labor and materials
The Contractor shall not apply any pesticide product that has not been included in the Pest Control
Plan or approved in writing by the District Facilities Program Administrator or their designated
representative. Pesticide application shall be according to need and not by schedule. As a rule,
application of pesticides shall not occur unless visual inspections or monitoring devices indicate the
presence of pests in that specific area.
Preventive pesticide treatments of areas determined to be at high risk for infestation by weeds,
insects, or disease, through inspection at the onset of the program or as part of a maintenance
program, are acceptable.
Products are to be applied by an applicator licensed by the Ohio Department of Agriculture in the
appropriate category and in accordance with all applicable rules and regulations.
7.5: Weeding
Vendors shall remove all weeds in flower beds, tree rings, artwork, sidewalks, curbs, gutters, and
islands in the parking lot weekly or as the weeds emerge between April 1 and November 30 annually.
Dispose of weeds off-site. Pre and post-emergent herbicides may be used at the vendor's option.
Plant material, other than weeds, killed by application of herbicides will be replaced at the vendor’s
expense. The cost of all weed control work shall be included in the Pest Control Plan pricing. This task
will only be considered complete when weeds from all beds, tree rings, artwork, sidewalks, curbs,
gutters, and islands in the parking lot are removed. Inspections by the District Facilities Program
Administrator or their designated representative will be performed to determine if this task has been
completed in accordance with the Pest Control Plan.
7.6: Turf Management
7.6.1: Fertilizer Application to Turf
Upon request by the District Facilities Program Administrator or their designated representative,
and prior to any application of fertilizer, contractor shall take representative soil samples from each
site and have them professionally analyzed to establish baseline soil conditions. From the baseline
soil condition reports, the vendor shall develop a written, systematic, comprehensive turf
fertilization program that results in a hearty, weed, insect and disease-free lawn. Contractors shall
submit the same to the District Facilities Program Administrator or their designated representative
for review and approval.
The program shall, at a minimum, include:
• Soil analysis reports for each site
• Recommended soil amendment(s) frequency and schedule
• Recommended fertilization frequency and schedule
ITB 074-26
• Recommended fertilizer composition for each application
• Cost per application including labor and fertilizer required based on the bid hourly rates and
material markup percentage
Turf shall be fertilized at all sites as recommended by the results of the soil analysis and vendor
experience and applied in accordance with all applicable rules and regulations, utilizing industry best
practices by an applicator certified by the Ohio Department of Agriculture.
7.6.2: Aeration
Vendor shall perform Aeration of turf surfaces to remove turf soil plugs to a depth of 2 to 4 inches
over the entire lawn using a piston driven aerator with 5/8-inch diameter core cutters. Aerator shall
have up and down coring motion leaving clearly defined holes by pulling the cores from the soil.
This task is to be performed during the early fall.
7.6.3: Mowing and Trimming
Vendor shall mow and trim lawn areas at all sites, at frequencies determined by vendor experience
and actual turf growth, to assure the grass is maintained between three (3) and four (4) inches in
height for approximately thirty (30) cuts per season between April 1 and November 30 annually. If
conditions require more than the base thirty (30) seasonal cuts, the vendor shall provide additional
cuts at the same bid rate upon prior approval from the District Facilities Program Administrator or
their designated representative to provide the necessary service.
Keep all walkways, parking lots, entryways, courtyards, and heliport areas free of grass cuttings and
debris. Mow in direction to avoid blowing cuttings onto parked cars. (Notify District Facilities
Program Administrator or their designated representative of mowing schedule so cars can be
moved if necessary).
Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat
edge between the buildings, fences, and the lawn. Fence line trimming may require the application
of chemical treatment to control growth.
Vendors shall remove prior to and during mowing all litter, fallen leaves and branches weekly
during the period from April 1 to November 30 annually.
Rake leaves from all walkways, parking lots, entryways, and courtyards weekly during the period of
April 1 to November 30. The contractor is responsible for removing leaves, limbs, twigs, and debris
from site.
Note: Mowing shall not be performed when it is raining or if the grass is still wet. Not more than
1/3 of the total blade shall be removed during any single mowing event. During droughts, lawns
will not be mowed unless requested by the appropriate district Facilities Maintenance Supervisor or
their designated representative.
7.7: Plantings Management
The Contractor shall utilize best management practices for the management of all plantings on site.
A licensed Arborist employed by the company will be expected to annually assess soil conditions to
identify any potential problems that may cause harm to plantings such as soil compaction,
contamination, trenching or digging near the plantings.
The Contractor shall develop a schedule of monitoring and maintaining plants, using appropriate
monitoring and maintenance techniques. Visual inspections should also be conducted during
routine maintenance activities.
The Contractor will be responsible for removing pruned and/or fallen branches from the site.
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