Project Information

Bid Title

Landscape Services For Pa State Archives

Issuing Agency

State Government of Pennsylvania

Location

Pennsylvania

Published Date

May 18, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

6100066101

Original Source

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Bid Documents

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Project Description

General Information
Department for this solicitation:	Procurement
Date Prepared:	05/18/26	Types:	IFB
Advertisement Type:	Service Materials Service & Materials PW Construction Agency Construction Real Estate
Solicitation/Project#:	6100066101	Solicitation/Project Title:	Landscape Services for PA State Archives
Description:	The Pennsylvania Historical and Museum Commission (PHMC) is seeking a contractor to perform landscaping services at the Pennsylvania State Archives (PSA).

Department Information
Department/Agency:	Historical and Museum Commission	Delivery Location:	Pa State Archives  1681 N  6Th Street  Harrisburg  Pa 17102
County:	Dauphin	Duration:	12 months

Contact Information
First Name:	Patricia	Last Name:	Frey
Phone Number: (XXX-XXX-XXXX)	717-772-8875	Email:	pafrey@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	05/18/26
Solicitation Due Date:	06/05/26	Solicitation Due Time:	2:00 PM
Solicitation Opening Date:	06/05/26	Solicitation Opening Time:	2:00 PM
Opening Location:	Pa Historical And Museum Commission  Keystone Building  400 North Street  2Nd Floor  Harrisburg  Pa 17120
No. of Addendums:	0
Amended Date:	05/18/26

Related Solicitation Files

Original Files 6100066101_PA State Archives Landscaping Requirements_Revised.pdf 6100066101_PA State Archives Landscape Map.pdf 6100066101_Terms and Conditions.pdf Worker Protection and Investment Certification Form BOP-2201.docx

Attachment Preview

Statement of Work

IFB 610066101

General Bid Requirements

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.

Commodity Codes

• NAICS 561730Landscaping Services

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