Landscaping and Ground Maintenance for Arkansas City Trailhead and John H.
| Bidders ID: | NBD10010987215354271 |
|---|---|
| Due Date: | Jun 15, 2026 |
| Posted Date: | Jun 8, 2026 |
| Level of Government: | State & Local |
| State: | Arkansas |
| Agency: | State Government of Arkansas |
| Category: |
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| Solicitation Number: | ADPHT-26-02906/08/2026 CDT |
| Source: | Members Only |
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Attachment Preview
STATE OF ARKANSAS
Arkansas Department of Parks, Heritage, and Tourism
1100 North Street
Little Rock, Arkansas 72201
INVITATION FOR BID
SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: ADPHT-26-029
Solicitation Issued: 06/03/2026
Description:
Division/Agency:
Landscaping and Ground Maintenance for Arkansas City Trailhead and John H. Jonson Plaza
Delta Heritage Trail State Park, Division of Arkansas Department of Parks, Heritage,
and Tourism
BID DUE DATE
Bid Response Due Date: I 06/15/2026
I Time: I 14:00 p.m., Central Time
Bid responses for this Invitation for Bid must be delivered to the Delta Heritage State Park on or before the
submission deadline. Bids received after the submission deadline may be rejected as untimely.
DELIVERY OF RESPONSE DOCUMENTS
Delivery Address and
IFB Opening Location
Delta Heritage State Park
5539 Hwy 44
Helena – West Helena, Arkansas 71630
Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street
address on a schedule determined by each individual provider. These providers will
deliver based solely on the street address. Prospective Contractors assume all
risk for timely, properly submitted deliveries.
Bid’s Outer Packaging
Seal outer packaging and properly mark with the following information. If outer
packaging of bid submission is not properly marked, the package may be opened for
bid identification purposes.
Solicitation number
Date and time of bid opening
Prospective Contractor's name and return address
Buyer:
Email Address:
Department Website:
DEPARTMENT NAME CONTACT INFORMATION
Michael Hunter
Buyer’s Direct Phone Number: 501-682-6919
michael.hunter@arkansas.gov Department’s Main Number: 501-324-9150
adpht.arkansas.gov
Page 1 of 11
Rev 8/2025
SECTION 1 – INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Invitation for Bid (IFB) is issued by the Arkansas Department of Parks, Heritage and Tourism to obtain pricing
and a contract for landscaping service for Delta Heritage State Park.
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.
1.2 SOLICITATION SCHEDULE
TABLE A: TENTATIVE SOLICITATION SCHEDULE
ACTIVITY
IFB Release to Prospective Contractors
Site Visit
Deadline for Prospective Contractor Questions
Answers to Questions Posted to SAS OSP website*
Response Due Date
Post Anticipation to Award*
Award Contract*
DATE
06/03/2026
06/08/2026 at 10:00a.m.
06/09/2026 COB
06/10/2026 COB
06/15/2026 at 11:00am
06/16/2026
07/01/2026
1.3 LIVE BID OPENING
Use the information below to view the bid opening online
Teams Meeting Link:https://teams.microsoft.com/meet/260924650294517?p=wVbLcKQQDJnE0R69KI
Meeting ID: 260 924 650 294 517
Passcode: 6aB6vZ6Q
Call-In Information: +1 501-244-3310,,410444350#
1.4 TYPE OF CONTRACT
A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see
Contractor Selection).
B. The anticipated starting date for any resulting contract is July 01, 2026 except that the actual contract
start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting
a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will
honor its bid as being held open as irrevocable for this period.
C. The initial term of the resulting contract will be for 1 year on mutual agreement by the Contractor and
Arkansas Department of Parks, Heritage and Tourism, the contract may be renewed by the State for
terms of six additional 1 year period, not to exceed a total aggregate contract term of seven (7)
consecutive years.
1.5 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.
C. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
Page 2 of 11
E. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.
F. “Specification” means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. “Specification” may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
G. “State” means the State of Arkansas. When the term “State” is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.6 CONTRACTOR SELECTION
A. Award is expected to be made to the responsive and responsible Prospective Contractor determined
to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based
on the total annual cost on the Official Bid Price Sheet submitted by the Prospective Contractor.
B. The State reserves the right to determine that received costs from any vendor are unreasonable (too
high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the
offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is
potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,
and the offeror may be removed from consideration for a solicitation, at the sole discretion of the
State.
C. If the State chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
E. Once the anticipated awardee has been determined, the anticipated award will be posted to the
Solicitation posting, generally for a period of fourteen (14) days prior to the issuance of a contract.
The postings are anticipated awards only, subject to protest.
F. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.7 CLARIFICATION OF SOLICITATION
A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by
midnight, Central Time on or before 6/09/2026.
1. For each question submitted, Prospective Contractor should reference the specific Solicitation
item number to which the question refers, as applicable.
2. Prospective Contractors’ written questions will be consolidated and answered by the State as
deemed appropriate. The State’s consolidated written response is anticipated to be posted to the
Solicitation posting by the close of business on 6/10/2026. If Prospective Contractor questions
are unclear or non-substantive in nature, the State may request clarification of a question(s) or
decline to answer.
B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it
Page 3 of 11
is the responsibility of the Prospective Contractor to seek resolution of all such issues, including
those relating to the terms and conditions of the contract, prior to the submission of a bid.
C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to
the bid opening.
D. An oral statement by the Department will not be part of any contract resulting from this Solicitation
and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless
it is reduced to writing and expressly adopted by the Department.
1.8 RESPONSE DOCUMENTS
A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)
of the IFB.
B. Bid Response Packet
1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to
submit their bids.
2. The following are bid submission Requirements and must be submitted as part of a Prospective
Contractor’s bid.
a. Signed Bid Signature Page; signature may be ink or digital.
b. Completed Bid Response Packet, which must be in English.
c. Completed Official Bid Price Sheet in Bid Response Packet
i. Pricing must be proposed in U.S. dollars and cents.
ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor
must bid unit price on the estimated quantity and unit of measure specified.
The State may order more or less than the estimated quantity on term contracts, and
the Contractor shall sell to the Department quantities ordered at no more than the
bid price.
iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should
notify the Buyer at least seventy-two (72) hours before the bid opening time.
iv. Prices must be firm offers and adjustments may be negotiated at the time of contract
renewal.
A request for a price increase must include supporting documentation demonstrating
that the increase in contract price is based on an increased cost to the Contractor
and that the proposed pricing is still competitive in the marketplace. The State has
the right to approve or deny any request for a price adjustment.
v. Discount from list bids pricing is not acceptable unless requested elsewhere in the
Solicitation.
vi. State and local sales taxes should not be included in the bid price. Trade discounts
should be deducted from the unit price and the net price should be shown in the bid.
d. Proposed Subcontractors Form (see SRV-1 section 14)
e. Site Visit Verification form signed by ADPHT representative
3. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor’s bid response:
Page 4 of 11
a. EO 98-04 Contract & Grant Disclosure Form (see SRV-1 section 11)
b. Copy of Prospective Contractor’s Equal Opportunity Policy
i. Pursuant to Arkansas Code Annotated § 19-60-104, OSP requires a Prospective
Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s
Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an
EO Policy must submit a written statement to that effect.
4. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional marketing information.
C. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid
Price Sheet provided by the State.
D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s
bid response.
F. Prospective Contractors may submit multiple bids.
SECTION 2 – SPECIFICATIONS AND REQUIREMENTS
2.2 GENERAL REQUIREMENTS
A. The Contractor shall complete the Scope of Work as defined in Exhibit A.
2.1 PERFORMANCE STANDARDS
A. State law requires that contracts for services include Performance Standards for measuring the
overall quality of services that a Contractor shall provide.
B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the
commencement of services, or at times throughout the contract duration. Table A: Performance
Standards identifies expected deliverables, performance measures, or outcomes; and defines the
acceptable standards.
C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the
parties.
D. Failure to meet the minimum Performance Standards as specified will result in the assessment of
damages.
E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or
respond to the insufficiency. The State has the right to waive damages if it determines there were
extenuating factors beyond the control of the Contractor that hindered the performance of services. In
these instances, the State has final determination of the performance acceptability.
F. Should any compensation be owed to the Department due to the assessment of damages, the
Contractor shall follow the direction of the Department regarding the required compensation process.
Page 5 of 11
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