Landscaping, Lawn Care, Irrigation, and Maintenance

The Tulsa City-County Library is requesting proposals for qualified landscaping, lawn care, irrigation, and maintenance services. The agreement will service all Tulsa City-County Library branches and the Support Service Center.

Project Details

• Department: Facilities
• Department Head: John Anderson (Facilities Director)

Addenda

• Addendum #1 (released 2026-03-27T13:41:41.190Z) —

  Any landscaping organization bidding on the project is welcome to attend a Q & A session regarding the Tulsa City-County Library landscaping project on Wednesday April 1st at 11:00 a.m. to be held at the Support Service Center located at 1339 North Lansing Ave, Tulsa, Oklahoma. During this session we will review the contract requirements and walk through the exhibits. 

• Addendum #2 (released 2026-04-01T19:13:49.763Z) —

  In response to questions that came up during the Q&A meeting and to provide clarification, please see the following information:

  • Irrigation Systems: Irrigation heads and zones should be checked weekly for leaks. If a head is damaged, the contractor should replace it. If a line is damaged, the contractor should immediately shut off the irrigation system and notify the library. 
  • Landscape Beds (c): The contract currently states that beds shall be maintained 10 months out of the year (February through November). However, the library will require maintenance for all 12 months, including trash removal, mulch turning, and removal of leaves and limbs in beds and property.
  • Landscape Beds – Exhibits: For bed maintenance exhibits, the green and red outlines represent existing flower beds and annuals. The blue outlines indicate areas where additional flowering is desired.
  • Lawn Care Property Lines: The red property lines may fluctuate slightly. In some cases, it may make sense to go beyond the red lines to create a smoother transition between neighboring properties.
  • Peggy Helmerich Bed Maintenance: The current exhibit shows a limited number of flowers. However, we are in the process of approving a new design that will include significantly more plantings. Vendors should bid based on the current exhibit, but once the design is finalized, we will coordinate with the awarded contractor to adjust the budget for the expanded scope of work.
   

   

Evaluation Criteria

• Service Agreement —

  Lawn Maintenance - Furnish labor and equipment to:

  1. Mow and edge lawns once a week (grass should be mowed to an optimal height between 1.5 and 2.25 inches)
  2. Apply weed control, fertilizer, and pre-emergent/post-emergent weed control no less than 5 times per annum. Reapplication can be requested as needed. Contractor must record dates of chemical applications to be turned in with monthly invoices. Application of chemicals that require time to dry before the area can be safely accessed must be timed so that the application areas are safe for public usage prior to the time the building opens to the public.
  3. Apply grub preventative no less than 1 time per annum. Reapplication can be requested as needed. Contractor must record dates of chemical applications. Application of chemicals that require time to dry before the area can be safely accessed must be timed so that the application areas are safe for public usage prior to the time the building opens to the public.
  4. Apply T-Nex (trinexapec-ethyl) turf treatment to minimize edging and weeding requirements.
  5. Clean driveways, grounds, and walkways of all trash, leaves, and debris once a week. All litter and/or hazards must be removed from site prior to mowing. If hazards are unable to be removed, Contractor must notify the library immediately.
  6. Lawn clippings and debris must not be blown into storm drains or adjacent properties. Any clippings blown into these areas must be removed immediately.
  7. Lawn care for the artificial turf in the Tandy Garden (Central Library) is not covered in the agreement.
  8. Contractor will submit an anticipated weekly schedule identifying anticipated dates that each location will be serviced. If servicing of locations id delayed more than one day due to weather or unexpected issues, Contractor must notify the Library of the delay and anticipated service date.
  9. Martin Regional Library east field shall be mowed once a month.
  10. Over seeding shall be included in this service agreement.

  Irrigation System - Furnish labor and equipment to:

  1. Provide two (2) irrigation maintenance visits per annum - the "Initial" or "Spring" startup and the "Winter shut down" for locations with sprinkler systems and also monitor systems throughout the year.
  2. The "Initial" startup visit will involve turning on the system, checking all components for problems, cleaning and adjusting the heads, nozzles, and valves, as well as programming the controller. Any needed repairs or suggested upgrades will be communicated and approved with the Library. The Contractor will notify the Library of the scheduled visits prior.
  3. The ''Winter shut down" visit will involve checking the system for problems as well as turning off and winterizing the system. This includes blowout of heads, rotors, valves, and lines before freezing temperatures set in. Any needed repairs or suggested upgrades will be communicated and approved with the Library. The Contractor will notify the Library of the scheduled visits prior.
  4. If an irrigation system is present, the system will be monitored throughout the year for proper operation. If any components are determined to be faulty, the condition will be brought to the attention of the Library. Authorized will be billed separately.
  5. Contractor will maintain a log of zones and times that the irrigation system will be running along with a copy to be provided to the Library.

   

  Landscape Bed Maintenance

   

  Landscape Beds - Annual colors and regular maintenance - Furnish labor, equipment, and supplies for maintenance of the following:

  1. Ground cover shall be kept trimmed within curbs and along walkways. It shall not be allowed to grow into or through shrubs or other plantings. Sign faces and windows shall be kept clear of encroaching growth.
  2. Beds shall not be void of plant material at any time. Winter green shrubbery is preferred for flower beds during winter months.
  3. Beds shall be serviced weekly from April 15th to October 15th. There will be no bed service in December and January; at all other times, beds shall be maintained monthly.
  4. Landscape beds at the Herman & Kate Kaiser Library, and Owasso Library will not be included in this bed maintenance agreement as they are cared for under other Agreements.
  5. The landscape beds at the Central Library (Exhibit #1) shall be as follows: Remove dead leaves, twigs, and dieback from landscape. Cut back all decorative grasses and crepe myrtles within proper horticulture guidelines. Freshen mulch as required.

  Annual Plants - Contractor will furnish and install both cool season annuals and warm season annuals at the appropriate times of the year.

  1. Cool season annuals may include but are not limited to: Pansy, Dianthus, Swiss Chard, Flowering Kale or any other suited for the local environmental conditions.
  2. Warm season annuals may include but are not limited to: Begonias, Vinca, Verbena, Helenium, Fan flowers, Firebush, Perilla, Sweet Potato Vine, Petunia, Zinnia, or any other suited for the local environmental conditions.
  3. Selected annuals shall be planted in such spacing as to follow proper horticultural guidelines while providing the highest amount of visual appeal.
  4. Annuals are to be planted only in the beds indicated in the exhibits at each library.

  Plants, Shrubs, and Hedges - All plant material is to be pruned in a manner as to provide a neat, natural appearance. Limbs that obstruct buildings, walkways, or vehicular traffic shall be removed. Shearing and selective pruning techniques are left to the discretion of the Contractor.

  1. 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.
  2. All formal hedges shall be sheared to maintain desired shape and height.
  3. Dead or damage portions of plants shall be identified and approved before removed at time of service.
  4. All plants material will be fertilized with a balanced slow-release fertilizer in the dormant season and supplemented throughout the year as necessary to maintain vigorous healthy plant material.
  5. Deep cut selective pruning and hard cutbacks will be performed on plant material during the winter months, for corrective and restorative purposes. Owner shall be informed before any drastic cutbacks are performed.
  6. All mulched shrub beds, 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.
  7. Open ground between plants shall be kept weed-free using mechanical or chemical methods.

  Trees - Ornamental flowering trees are to be pruned at the proper time ofyear to encourage maximum flower production.

  1. Contractor shall monitor trees and shrubs for signs of disease and insect infestations. If plants are affected, appropriate recommendations for treatment shall be submitted to the Library. When insect and/or disease problems are detected, legally approved chemicals are to be used by the Contractor to treat the problem. At all times, public and environmental safety are to be considered when applying pesticides.
  2. All trees are to have a cultivated band 18" wide around them at the base. Weed-eaters are not to be run against any tree trunks.

  Clean Up - No debris may be disposed of on-site without the express permission of the Library.

  1. Litter and debris shall be removed during maintenance visits in order to ensure a neat appearance.
  2. Contractor must remove all cutting and leaves and shall not be left on property at the end of the service. 
  3. The landscape beds at the Central Library (Exhibit #1) shall be as follows:
     Remove dead leaves, twigs, and dieback from the landscape. Cut back all decorative grasses and crepe myrtles within proper horticulture guidelines. Freshen mulch as required. Vines shall be trimmed neatly against supporting structures and kept within bounds. Spent or dead blooms, including stems, declining foliage and plant debris shall be removed to encourage continued blooming and maintain a neat appearance.

  General - The Contractor is responsible for monitoring the water needs of all beds and coordinating the appropriate irrigation settings.

  1. 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.
  2. Should any plant material need to be replaced, a proposal for replacement shall be submitted and approved by the Library prior to replacement installation. Library agrees to be financially responsible to replace plant materials on timely basis. Damage done by Contractor will be the contractor's responsibility. Weather related/Act of God damage will be the Library's responsibility.
  3. 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.
  4. The contractor shall establish, maintain, and show evidence of an effective communication system with the Library.

   

  Locations - Services are to be performed at the locations listed below as specified in the attached exhibits.

   

  Central Library, 400 Civic Center, Tulsa (Exhibit #1)

  Broken Arrow Library, 300 W. Broadway, Broken Arrow (Exhibit #2)

  Bronson Brookside Library, Tulsa (Exhibit #3)

  Bixby Library, 20 E. Breckenridge, Bixby (Exhibit #4)

  Charles Page Library, 551 E. 4th, Sand Springs (Exhibit #5)

  Collinsville Library, 1223 Main, Collinsville (Exhibit #6)

  Glenpool Library, 730 E. 141st Street, Glenpool (Exhibit #7)

  Hardesty Regional Library, 8316 East 93''1,Tulsa (Exhibit #8)

  Jenks Library, 523 W. B Street, Jenks (Exhibit #9)

  Judy Z. Kishner Library, 310 North Cincinnati, Sperry (Exhibit #10)

  Kendall-Whittier Library, 21 S. Lewis, Tulsa (Exhibit# 11)

  Martin Regional Library, 2601 S. Garnett, Tulsa (Exhibit# 12)

  Maxwell Park Library, 1313 N. Canton, Tulsa (Exhibit #13)

  Nathan Hale Library, 6038 E. 23rd Street, Tulsa (Exhibit #14)

  Nathan Hale Library field, west of library (Exhibit # 15)

  Peggy Helmerich Library, 5131 E. 91^st St, Tulsa (Exhibit # 16)

  Pratt Library, 3219 S. 113th W. Avenue, Sand Springs (Exhibit #17)

  Rudisill Regional Library, 1520 N. Hartford, Tulsa (Exhibit #18)

  Suburban Acres Library, 551 E. 46th Street North, Tulsa (Exhibit #19)

  South Broken Arrow Library, 3600 South Chestnut, Broken Arrow (Exhibit #20)

  Schusterman-Benson Library, 3333 E. 32^nd Place, Tulsa (Exhibit #21)

  Schusterman-Benson Parking Lot, 3322 East 32^nd Place, Tulsa (Exhibit #22)

  Skiatook Library, 316 E. Rogers, Skiatook (Exhibit #23)

  Zarrow Regional Library, 2224 West 51'' Street, Tulsa, (Exhibit #24)

  Support Services Center, 1339 North Lansing, Tulsa (Exhibit #25)

  Brookside Library, 1207 E 45^th Pl, Tulsa (Exhibit # 26)

   

  Contract will note that the areas to be included at the above locations are specified in the exhibits. TCCL is not liable for inaccuracies in the exhibits and strongly encourage you to visit each location prior to finalizing your bid.

   

  For buildings under construction, work may be suspended without penalty. As construction is being completed, extra lawn work may be required and will be performed at no additional charge.

   

  Please use the following format to supply your bids:

   

  The cost per location:

             

  Location	Monthly Cost
  Central Library (CE)
  Broken Arrow Library (BA)
  Bronson Brookside Library (BB)
  Brookside Library (BR) – old location
  Bixby Library (BX)
  Charles Page Library (CP)
  Collinsville Library (CV)
  Glenpool Library (GP)
  Hardesty Regional Library (HRL)
  Jenks Library (JK)
  Judy Z. Kishner Library (KI)
  Kendall-Whittier Library (KW)
  Martin Regional Library (MRL)
  Maxwell Library (MX)
  Nathan Hale Library (NA)
  Harry Pratt Library (PR)
  Peggy Helmerich Library (PH) – billed separately
  Rudisill Regional Library (RRL)
  Suburban Acres Library (SA)
  South Broken Arrow Library (SBA)
  Schusterman-Benson Library (SC)
  Skiatook Library (SK)
  Zarrow Regional Library (ZRL)
  Support Services Center (SSC)
  *all locations may not be applicable to your bid
  Monthly Total

   

   

  Any time period of less than one month resulting from cancellation or non-compliance with this agreement shall be paid at a prorated rate based on actual work performed. Notwithstanding the forgoing or any other provision in this Service Agreement, if Contractor fails or refuses to perform any of its duties hereunder and the Library engages a third party to perform such duties, the Library shall have the right of offset to the extent of the amounts paid to or incurred in favor of such third party, and the Library may, in its discretion, deduct from any and all fees owed to the Contractor hereunder all of such third party charges.

   

  Damages to sprinkler heads or irrigation systems must be repaired within 48 hours of damage. Any documented cost to repair damages to the Tulsa City County Library building, grounds, or vehicles located on TCCL property by the contractor, sub-contractor, or their employees will be deducted from the contracted payment. This includes but not limited to: damage to sprinkler heads or irrigation system not repaired within 48 hours, damage to buildings, glass or vehicles by objects ejected from mowing equipment, damage to fencing by mowing or edging equipment.

   

  The status of the Contractor shall be that of an independent contractor. The personnel employed by the contractor to perform the services set out in the above paragraphs shall be hired and shall be subject to discharge by the Contractor only. The conduct and working hours of said employees and the services to be performed, together with the manner in which such work is to be done, shall be subject to, controlled by, and the responsibility of the Contractor. The Contractor shall compensate all of its employees engaged in performing the services set out in this agreement, and the Contractor agrees to pay all salaries, wages, and all Federal and State unemployment contributions, and similar taxes, together with the cost of applicable vacation, medical, surgical, sick leave, and other fringe benefits relating to such employees. The Contractor further agrees to comply with all Federal and State of Oklahoma statutes and administrative regulations respecting the payment of such wages, taxes, and contributions. The Contractor represents and warrants to the library that the Contractor shall comply with all applicable laws, rules, and regulations, including those of the United States of America and the State of Oklahoma, and will particularly refrain from violating any labor and employment laws of such jurisdictions.

   

  The contractor shall not subcontract any of the work to another company. All work will be performed by direct employees of the Contractor.
  The time period to be covered by this agreement for the Central Library and the twenty-four (24) branches listed above is July 1st, 2025 to June 30th, 2026.

   

  Contractor must have insurance coverage as follows:

  Bodily Injury Liability    $300,000 each person, $1,000,000 each accident;
  Property Damage Liability    $25,000 each accident, $50,000 aggregate.

   

  The library must be given a 30-day notice of cancellation of such insurance coverage.

   

  This agreement contains the entire agreement between the parties, and there are no understandings or agreements other than this incorporated herein. This agreement shall be binding on the parties hereto and shall not be assigned or sublet without the written consent of the library.

   

  This Agreement commences as of July 1, 2026 and continues until June 30, 2027, but has a multi-year option clause. Initial one-year term with up to four (4) voluntary extension, subject to annual ratifications by both the Library and contractor. If mutual ratifications is not agreed upon, services will continue on a month-to-month until services are cancelled. 

   

  The Library reserves the right to temporarily close facilities due to construction, renovation, or relocation activities. The Library may add or remove facilities from the scope of this contract without requiring contract renewal. The contract price shall be increased or decreased proportionally based on the addition or removal of facilities.

• Special Circumstances —

  Our new Rudisill Library on Greenwood (1017 North Greenwood, Tulsa, OK) is still under construction, but lawn service will need to be added in October 2026. Please use the new Bronson Library beds and lawn as an example when quoting the new Rudisill location, as the lawn and flower beds should be similar. The Library will allow for a negotiated price adjustment if the groundskeeping requirements are significantly different.

Submission Requirements

• Please upload files here