Project Information

Bid Title

Landscape Maintenance Project

Issuing Agency

Island County

Location

Washington

Published Date

Apr 1, 2026

Closing Date

Apr 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Landscape Maintenance Project
Category:	Facilities & Maintenance
Status:	Open

Description: Please refer to the related document attached to this bid for full details. Publication Date/Time: 4/1/2026 8:00 AM Publication Information: See related document for details Closing Date/Time: 4/17/2026 4:30 PM Contact Person: See section VIII of the related document Related Documents: landscape-maint-svc-rfp

Attachment Preview

Island County Facilities Management

1 NE 7th Street

Coupeville, WA

98239

Whidbey Office (360) 678-7870

www.islandcountywa.gov

REQUEST FOR PROPOSALS

LANDSCAPE MAINTENANCE

ISLAND COUNTY

Project #26-08

Island County Facilities Management (hereinafter called the “County”) requests proposals from

qualified vendors to establish a landscape maintenance contract for the following properties:

Description

Admin Building

Annex

Human Services

Public Works Bldg.

DNR Building

Dutton Building

Facilities Building

Jail Grounds

Storage Bldg.

Juvenile Detention Center

Law & Justice Center

Nursing Services

South Precinct

South Whidbey FRC

District Court

Bayshore Building

North Precinct

North Whidbey FRC

ADDRESS

1 NE 7th Street

1 NE 6th Street

105 NW First Street

80 N. Main St.

504 NE Haller Street

502 NE Haller Street

107 NE 6th Street

503 N. Main Street

207 NE 7th Street

501 N. Main Street

101 NE 6th Street

410 N. Main Street

5521 East Harbor Rd

5475 S. Maxwelton Rd

800 SE 8th Street

785 SE Bayshore Drive

695 Mobius Loop

1791 NE 1st Street

CITY/TOWN

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Coupeville

Freeland

Langley

Oak Harbor

Oak Harbor

Oak Harbor

Oak Harbor

ZIP

98239

98239

98239

98239

98239

98239

98239

98239

98239

98239

98239

98239

98249

98260

98277

98277

98277

98277

1

This proposal shall consist of a complete, regularly scheduled program (and as agreed upon with

(The County) for maintaining the health and appearance of County owned landscape and

plantings. These services shall be always carried out by trained service technician(s). The

Contractor is responsible for all aspects of landscape maintenance during the term of the

agreement.

The information and instructions set forth below are designed to solicit responses that

demonstrate your company's capability to satisfy the County's requirements. Each company is

requested to submit its most competitive offer. This is a Prevailing Wage public works contract.

SCOPE OF SERVICES:

The Landscape Maintenance Contractor (hereinafter called the “Contractor”) shall recognize and

perform in accordance with all stated intents, specifications and stipulations contained or

referenced herein including “General Information Pertinent to Proposal Preparation.” Each

bidder shall be responsible for researching the existing conditions and matters that affect the cost

or performance of the services. The Landscape Contractor shall furnish all labor, equipment,

tools, services, skills, etc., required to maintain the landscape in an attractive condition throughout

the seasons during contract period. Maintenance of plant materials shall include but not be limited

to weeding, deadheading, pruning, edging, mowing, adding topsoil/mulch as needed and cleanup.

The intent is to maintain a professional appearance of the property as determined by the County,

and the Contractor shall maintain such appearance. Any discrepancies in the understanding of

this clause shall be resolved in a manner as determined by the County.

I. Quality Control:

Work covered shall be performed by a single firm experienced in landscape maintenance of a

similar nature and scope. Subject to approval of the County, the Contractor may subcontract any

Work to be performed under this Contract. However, the election to subcontract Work shall not

relieve the Contractor from responsibility or liability which it has assumed under this Contract

and the Contractor shall remain liable to the same extent that its liability would attach, as if the

Work had been performed by the Contractor's own employees.

By submitting the bid, the Contractor certifies as to meeting the following requirements:

1.

Has access to all necessary equipment and has organizational capacity and technical

competence necessary to do the work properly and expeditiously.

2.

Has a documented safety program with a history of satisfactory past performance.

3.

The Landscape Maintenance Contractor for work under this section shall be licensed by

the State of Washington as a certified pesticide applicator and has knowledge of

irrigation systems and operations.

4.

Has a record of satisfactorily completing past projects. Criteria which will be considered

in determining satisfactory completion of projects by Contractor will include:

2

a. Completed past contracts in accordance with the Contract Documents.

b. Diligently pursued execution of the work and completed past contracts

according to established schedules.

A. Project Conditions

For the Contractor to properly perform and complete their work, the County must cooperate by

providing them with access to the work areas and any staging, offloading or preparation areas that

are required.

The Contractor shall be familiar with all the Island County locations and understand how the

existing conditions will affect their work during maintenance services. The Contractor shall visit

and examine the sites to become acquainted with the adjacent areas, means of approach to the site

and conditions of actual job site. Failure to visit the sites or failure to examine all Contract

Documents will in no way relieve the Contractor from necessity of furnishing any materials or

equipment or performing any work that may be required to complete the work in accordance with

the RFP. Neglect of above requirements will not be accepted as reason for delay in the work or

additional compensation.

The County shall provide full information regarding all requirements for the County Campus, not

specifically contained herein, and shall establish and maintain an effective communications system

with the Contractor throughout all phases of the Work.

B. Sequencing & Scheduling

Upon acceptance of the Bid, the Contractor shall coordinate with the County to arrange a schedule

of services and shall continue coordination at intervals set forth by the County.

The County shall diligently endeavor to facilitate the Contractor’s work by providing reasonable

access to all work areas. The County shall facilitate the Contractor’s Services program by providing

access to the premises during both regular business hours and, as is necessary, at other times so

that the Contractor can conduct both regular, scheduled maintenance and any special service(s).

Furthermore, the County shall assure the Contractor of the availability of off-loading and staging

areas, and other facilities required for the efficient performance of the work.

C. Landscape Services

Turf Mowing

Lawns shall be mowed at the appropriate height to keep a neat appearance. Considering the

topography, the Contractor is required to use the proper mowing equipment to provide a high-

quality cut and minimize the occurrence of unnecessary scalping due to uneven terrain.

3

Edging

Edging and trimming along curbs, walks, bed edges and tree wells shall be done to keep a neat

appearance. All hard edges shall be mechanically edged once per month during the growing

season. Mow strips shall be treated with a non-selective herbicide as needed. Turf along curbs

and sidewalks that cannot be addressed with routine edging operations due to broken curbs or

uneven borders are to be treated chemically and/or physically removed with a spade.

Edging that cannot be addressed during regular visits, due to vehicle obstructions, will be

discussed and coordinated with the County to achieve a solution.

Turf Fertilization & Weed Control

Contractor will provide notice of formulation for approval of fertilizer to be used to maintain

a healthy green color and shall be applied based upon Contractor’s knowledge and needs of

the area.

All lawn areas shall be treated with crabgrass prevention and broadleaf weed control products

as necessary.

Weeding and pruning of all flowerbeds should primarily be done by hand. The use of

chemical herbicide and insecticide is not permitted without prior consent of Island County

Facilities Management. All plants should be allowed to develop their natural form, with

occasional thinning of reseeded plants may be necessary.

Trash and Debris Removal

During routine maintenance visits the Contractor is responsible for removing trash and debris

from the property. Curbs, sidewalks, etc., are to be cleaned with mechanical blowers and/or

brooms to maintain a neat appearance. Heavy accumulations of sand, gravel, leaves, etc., are

to be removed with a shovel and brooms if blowers provide unsatisfactory results.

Shrub, Bed, and Tree Well Maintenance

All plant and shrub material are to be pruned in a manner to provide a neat natural appearance.

Shrubs shall be pruned to retain their natural shape, to promote bloom, and to meet accepted

horticultural practices. Growth shall be kept from encroaching on signs, walkways, driveways,

and ventilation units.

Dead or damaged portions of plants shall be removed whenever possible.

All plant material will be fertilized with a preapproved balanced slow-release fertilizer in the

dormant season and supplemented throughout the year as necessary to maintain vigorous

healthy plant material.

Contractor shall monitor shrubs for signs of disease and insect infestations. If plants are

affected appropriate recommendations for treatment shall be submitted to the County. When

insect and/or disease problems are detected, legally approved chemicals are to be used to treat

the problem.

Open ground between plants shall be kept weed-free using mechanical or chemical methods.

Bark mulch should be applied to a thickness of 3-4” around shrubs, and flower beds and as

needed or required to conserve soil moisture and reduce weed growth.

4

All mulched beds, maintained natural areas and walking paths, are to be treated with pre-

emergence and post-emergence chemicals to control weeds. Weeds more than 2” tall are to

be removed by hand and disposed of. Weeds less than 2” tall are to be treated with legally

approved post-emergence herbicides.

All pruning debris is the responsibility of the Contractor. No debris may be disposed of on-

site without the expressed permission of the customer.

All tree maintenance, clearance, and pruning work is the sole responsibility of Island County.

Contractor may submit recommendations for maintenance or request assistance regarding

tree work.

Exterior Color Maintenance

Spent or dead blooms, including stems, declining foliage and plant debris shall be removed to

encourage continued blooming and maintain a neat appearance. Plants shall be monitored for

the presence of insects or diseases and shall be treated accordingly. An Integrated Pest

Management (IPM) strategy, emphasizing least toxic choices, preventative cultural practices

and most effective and cost-efficient results shall be implemented. Soil shall be cultivated

periodically to promote adequate aeration and to counteract the effects of soil compaction. Soil

surfaces shall be left smooth to maintain a neat appearance. Litter shall be removed as color is

generally in a focal area. Color beds and containers shall not be void of plant material at any

time. Should any plant material need to be replaced due to any type of damage a proposal for

replacement shall be submitted and approved by the County prior to replacement installation.

Other Services

Spring/Fall Clean-Up: This shall be performed as follows and will be included in the pricing.

Spring clean-up shall include, but not be limited to, leaf removal from all beds, turning flower

beds as appropriate, and remove any sand and gravel from beds and lawns.

Fall Clean-Up shall be performed as follows and will be included in the pricing. Fall clean-up

shall be in late fall after all leaves have fallen from the trees in the area. Work shall include, but

not be limited to, leaf removal from all areas of the property, removal of all dead annual, and

cut back perennial plantings appropriately.

The Contractor shall establish and maintain an effective communication system with the

County.

II. CONTENT OF PROPOSAL

Please provide complete and succinct responses to the following:

A. Background Information

1. Organizational documents (e.g., Business License#, UBI/Account ID#).

2. General overview or description of the qualifications and experience of your

company.

5

Commodity Codes

• NAICS 561730Landscaping Services

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