2026_Copley_Square_Holiday_Tree_Market_RFP_(1).pdf

REQUEST FOR PROPOSALS:

2026 Copley Square Holiday Tree/ Wreath Market

PARKS AND RECREATION DEPARTMENT

DIANA FERNANDEZ BIBEAU, PARKS COMMISSIONER &

DEPUTY CHIEF OF OPEN SPACE

EV00018071

PROJECT SUMMARY:

The Boston Parks and Recreation Department (“BPRD”) is seeking an experienced and qualified contractor to operate a seasonal Holiday Tree/Wreath Market in Copley Square Park from November 28, 2026 to December 25, 2026.

The BPRD seeks a vendor to sell holiday trees, wreaths and decor, proposals that serve hot beverages and/or simple pastries in Copley Square Park are preferred.

Experienced vendors who have previously operated a holiday tree operation and who have strong management skills, good character and customer service, a strong reputation, and experience operating concessions in a public space are encouraged to respond.

The BPRD will manage the selected Vendor under the direction of the Parks Commissioner and/or their designee. The selected Vendor shall, at a minimum, have successful experience in seasonal sales. The Vendor must also demonstrate their ability to provide an organized, accountable, efficient, safe, clean, and professionally staffed and maintained concession operation for the general public during a minimum operating season as defined below.

IMPORTANT DATES:

EVENT DATE

RFP Issue Date October 19, 2026 10:00 AM

Pre-Proposal Q&A Email to:

Bethanne.grassa@boston.gov October 26, 2026 12:00 PM Boston Time

Proposal Due Date November 3, 2026 12:00 PM See the full RFP schedule in Section 1.3.

CONTACT INFORMATION:

Beth-Anne Grassa | Bethanne.Grassa@boston.gov All questions should be emailed with the RFP number (EV00018071) in the subject line.

You can access this RFP and related documents on the City of Boston Supplier Portal, via boston.gov/procurement.

https://www.boston.gov/departments/procurement

WHAT IS A REQUEST FOR PROPOSALS (RFP) AND HOW

DOES IT WORK?

What: An RFP is a document that explains what services the City of Boston needs and is looking to purchase from vendors (you!).

Why: The RFP explains what a vendor needs to do to compete for this opportunity, how they will be evaluated, and how the contract will be managed.

How:

● Read through the RFP carefully and decide if you want to compete for the contract.

● Register as a vendor on the Supplier Portal (if you aren’t already); you can access the Supplier Portal via boston.gov/procurement, and get assistance by emailing Vendor.Questions@boston.gov or joining their office hours

● Put together your technical proposal and price proposal and be sure to keep them separate. Failure to do so will disqualify your proposal.

● If you have questions, email questions to Bethanne.Grassa@boston.gov by October 26, 2026 12:00 PM.

● Submit your final technical and price proposals separately, as well as any other necessary forms. Do not include any price information in your technical proposal or presentation or the City will reject your entire proposal. Read the instructions carefully on how to submit each of these proposals. Be sure to leave plenty of time for submission.

RFP Structure:

Read sections I and II

Respond to sections III and IV

Follow the directions in section V http://boston.gov/procurement mailto:Vendor.Questions@boston.gov

TABLE OF CONTENTS:

I. INTRODUCTION AND PURCHASE DESCRIPTION 4

1.1 BACKGROUND 4

1.2 SCOPE OF SERVICES 5

1.3 PROPOSAL TIMELINE 10

1.4 WHAT TO DO IF YOU HAVE QUESTIONS 11

1.5 CONTRACT TERM AND OTHER INFORMATION 11

II. HOW WE CHOOSE 12

2.1 MINIMUM EVALUATION CRITERIA 12

2.2 COMPARATIVE EVALUATION CRITERIA 13

2.3 RULE FOR AWARD AND CONTRACT 14

III. YOUR TECHNICAL PROPOSAL 16

3.1 COVER PAGE 17

3.2 RESPONSE TO SCOPE OF SERVICES 18

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY) 21

3.4 REFERENCES 23

3.5 INSURANCE DOCUMENTATION 25

3.6 MAP OF MARKET SET UP 25

IV. YOUR PRICE PROPOSAL 26

4.1 PRICE PROPOSAL (REQUIRED) 27

V. SUBMISSION INSTRUCTIONS 29

5.1 CHECKLIST FOR SUBMITTING PROPOSAL 30

5.2 SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL 31

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY 33

VI. APPENDICES 34

APPENDIX 1: RFP TERMS AND CONDITIONS 34

APPENDIX 2: CONTRACT TERMS AND CONDITIONS 36

APPENDIX 3: INSURANCE REQUIREMENTS 37

APPENDIX 4: SITE MAP 39

I. INTRODUCTION AND PURCHASE DESCRIPTION

Read sections I and II

IMPORTANT INFORMATION:

● By submitting a proposal, each proposer accepts the RFP specifications, Boston’s RFP terms, and Boston’s standard contract terms and conditions ( found in the Appendix below).

● Once awarded, the contract will be governed by the terms and conditions listed in forms CM-10 and CM-11, which shall be incorporated by reference into this RFP. Please see Appendix 2 for a full list of the forms that the selected vendor will be required to sign and submit during the contracting process if awarded this contract. Please review these before submitting your proposal. Failure to agree to the City of Boston’s standard contract terms and conditions will result in your Proposal being deemed non-responsive to the solicitation and therefore rejected.

1.1 BACKGROUND

With this Request for Proposal (RFP), we are looking for an experienced vendor to organize and operate a seasonal Holiday Tree/Wreath Market in Copley Square Park. This Holiday Market would serve as a point of sale for trees, wreaths and holiday decor, in addition to hot beverages and simple pastries for local Bostonians.

The BPRD seeks to program and activate Copley Square Park during the fall and winter season to promote continuous activity and a welcoming experience for local Bostonians and visitors.

Copley Square Park is a high-foot-traffic, newly renovated urban park situated between the Trinity Church and the Boston Public Library. The park attracts passersby and hosts large events such as farmers' markets and concerts. The park is https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link composed of pathways, lawn and paved areas, a raised grove deck, and a fountain.

The holiday tree market will be located within the paved plaza, along Dartmouth St., between the raised grove deck and St. James Ave.

We look forward to receiving your proposal.

1.2 SCOPE OF SERVICES

This section is very important. It outlines what we are asking for and gives an in-depth look at what we are expecting.

In Massachusetts Procurement Law, this is part of the “Purchase Description.”

The BPRD, in accordance with Massachusetts General Law c. 30B, section 6 and all other enabling powers, is seeking proposals from qualified individuals, corporations or business entities, whether for-profit or non-profit, to operate, manage and maintain a seasonal tree market at Copley Square Park as set forth in this RFP.

Vendors are expected to:

● Provide trees, wreaths and decor for sale

● Ensure quality of products

● Lock up vending items and secure them at end of day

● Begin vending on November 28, 2026 and finish vending on December 23,

● Be responsible for the appearance and cleanliness of the area and disposal of waste from their business.

Concession Premises The designated vending location is the paved Plaza area (see map) and must not extend beyond this area. The vendor must present a rendering of the potential setup with a proposal. Vendor must supply at least 2 large garbage cans (at least 30 gallons each).

Vending Specifications & Maintenance The RFP reflects BPRD’s obligation to park visitors and to the City of Boston that products sold under the awarded permits will provide good value and high quality at all times. Quality of goods will be reflected in the proposals with pictures, descriptions and other materials that describe the quality of goods being sold.

The vendor must maintain high quality standards while operating the vending area.

The vending operation should positively contribute to the ambience of the park and surrounding area while providing a convenient service to the public. In addition, all signs and structures on the Licensed Premises must be kept in good condition and free of graffiti. Vendor will be responsible for securing all goods and fixtures at the end of the night. BPRD is not responsible for any damage or missing items.

Any stains left from products such as sap from trees must be power washed off Copley Square at commencement of market.

Rent Rent is due on or before the day prior to first vending. Further information on rent is provided in the Price Proposal section below.

Equipment The selected vendor is responsible for any and all furniture, furnishings and equipment necessary for the proper operation of the market. The vendor shall submit a list of all proposed furnishings, furniture and equipment as part of the proposal process.

The vendor shall maintain said furniture, furnishings and equipment in a good condition and in working order. The BPRD is not responsible for any maintenance or damage to the equipment provided. If the equipment is unusable, the vendor is responsible for any necessary arrangements to replace the equipment. Umbrellas and/or canopies, and/or signage, must be approved by the BPRD.

All equipment, decor and furniture brought in shall be of a design, color, and format appropriate with the location, approved and distributed by the BPRD in writing.

Hours of Operation The vendor may only operate at the Licensed Premises when the park is open. The vendor will be allowed to operate the market from 8AM to 10PM each day during the operating season and must provide its day and hours of operation in writing to the BPRD prior to the market’s opening. The vendor may request changes to its approved operating hours or schedule in writing. The BPRD, in its sole discretion, may grant or deny such permission, and no changes shall occur without the prior written approval of the BPRD. If the request is granted by the Commissioner or the Commissioner’s designee, the vendor will continue to be responsible for all other obligations under the contract, including the payment of all license fees. The vendor must have their vehicles off the park by 11 AM daily. The vendor must communicate to the BPRD in writing prior to the opening of the market how and where items will be dropped off and picked up daily.

No Parking on Premises No vehicles will be allowed to remain parked in the park. Vehicles providing supplies and inventory will be allowed for active unloading only. Any sales requiring a car to transport a tree will be required to occur outside of the park premises..

Permit Decal The vendor shall obtain and pay for all permits or licenses that may be required for the operation of the market prior to its occupation and use of the Licensed Premises.

The Concession Operator must possess all Federal, State, and City authorizations, and possess, and at all times obviously display, appropriate City of Boston permits including the current 2023 [LT1] Parks and Recreation Vending Permit, and current ISD Health Permits, as required by the nature of the operations.

A concessionaire shall not commence the operation until it has received the Notice to Proceed, Permit Decal(s), and 311 sign(s) from the BPRD.

Rubbish Removal & Recycling The vendor will be responsible for, at its sole cost and expense, clean-up and removal of all waste, garbage, refuse, rubbish and litter from the licensed premises and the area within twenty-five (25) feet of the Licensed Premises. The vendor will be required to provide two easily accessible garbage receptacles approved by BPRD, and are required to empty and remove receptacles on a daily basis. The vendor may not dispose of waste in BPRD receptacles. The location and placement of all waste and recycling receptacles is subject to the BPRD’s prior written approval. The vendor will be required to comply with all relevant City, State, and Federal regulations regarding waste management. In addition, the vendor will be required to demonstrate to the BPRD’s satisfaction, through a detailed maintenance plan, that they will keep and maintain the Licensed Premises in excellent condition throughout the license term.

Signage and Advertising The vendor will be prohibited from displaying, placing, or permitting the display or placement of advertisements on the Premises without the prior written approval of BPRD. The design and placement of all signage, including signage which includes the vendor’s name, trade name(s) and/or logos, is subject to BPRD’s prior written approval. The vendor will be prohibited from placing advertisements on the exterior or outside of the Licensed Premises. Any material displayed or placed on the Licensed Premises without the BPRD’s prior written approval shall be immediately removed by the vendor at the vendor’s sole cost and expense.

Utilities The vendor shall pay for all necessary utilities to run a successful holiday tree market. The vendor shall provide to the BPRD in writing the vendor’s utility requirements prior to the opening of the market. There is electricity on property.

Special Events All vendors are hereby notified that vending opportunities during special events, such as the Copley Tree lighting are not included under the terms of this License Agreement. The BPRD reserves the right to determine which special events are included under the terms of the License Agreement, and the BPRD shall provide thirty (30) days’ notice to the vendor of any upcoming special events that may or may not be vending opportunities. An annual schedule of special events will be distributed to the vendor prior to each calendar year of the contract. The BPRD will make every attempt to relocate market operations for special events not specified in the schedule of special events.

Inclement Weather, Park Maintenance and Unforeseen Circumstances All Vendors are hereby notified that weather may influence the Vendor’s ability to provide concession services. From time to time, weather-related and maintenance circumstances may require movement of the concession or, in extreme cases, closure of the park. In addition, BPRD may schedule special events at parks or facilities or, due to other extenuating circumstances, limit the use of the park or facility by the permittee. Said weather-related, maintenance, or other circumstances will not authorize the awarded Vendor to take, without prior notice and written approval by the Commissioner of BPRD or Business Operations Manager, abatement of funds due (in the form of monetary reduction, extensions of license term, or other self-directed forms) for any particular period, season, or year.

When possible, the Business Operations Manager will provide the Vendor at least twenty-four (24) hour notice.

Location Copley Square is located in the Back Bay neighborhood. The vending location will be on the “Plaza” by St.James and Dartmouth Streets (See Appendix 4).

Site Visits will be available by request only. If you wish to visit a site, please email bethanne.grassa@boston.gov by October 26th to schedule.

RFP PROCESS

1.3 PROPOSAL TIMELINE

The table below shows the preliminary RFP schedule. Dates are subject to change.

For the most updated information, please visit the Supplier Portal via boston.gov/procurement.

EVENT DATE

RFP Released October 19, 2026 10:00 AM

Questions Due to the City Via email to Bethanne.Grassa@boston.gov

October 26, 2026 12:00 PM

Consolidated Q&A Posted by the City1 October 28, 2026

Deadline for Proposals See Submission Instructions for details November 3, 2026 12:00 PM

Contractor Selected November 5, 2026

*All times are in Eastern Time*

1 The consolidated Q&A posting will include answers to all RFP questions posed to the City at the Q&A Conference Call and by the email by the due date above. The City will update the Q&A if it chooses to answer any additional questions after that time.

1.4 WHAT TO DO IF YOU HAVE QUESTIONS

Vendors can email all questions to Bethanne.Grassa@boston.gov with the RFP number (EV00018071) in the subject line.2,3 All Questions must be submitted via email by October 26, 2026 at 12PM.

1.5 CONTRACT TERM AND OTHER INFORMATION

The term of the permit will be one (1) year, with (2) one year options to renew at the sole discretion of the City. This contract is procured under the provision of Massachusetts General Law c. 30B, section 6. The rights granted to the Successful Vendor will not be exclusive, and the BPRD reserves the right to use, lease or otherwise permit its facility.

● The contract commences on or about November 28, 2026 and ends on December 23, 2026.

● In addition to the City of Boston's Standard Contract, Forms CM-10 and CM-11, and any applicable supplemental terms and conditions that are part of this RFP, the Contract will include, without limitation, City required forms and certifications, including the City's CORI Compliance Certification, Living Wage Form, Wage Theft Form, Contractor Certification, and Certificate of Authority. These forms are attached hereto and/or are available upon request. The submitted Proposal, along with the RFP, will also be part of the Contract between the City and the Contractor.

● The Contract is subject to the availability and appropriation of funds and may be canceled by the City without penalty in any year in which an appropriation is not made.

● Rent Payment is due by November 24, 2026.

3 After the proposal deadline, Vendors should not contact the RFP Coordinator or any other City official or employee about this RFP, except to respond to a request by the RFP Coordinator.

Vendors may continue to contact City officials and employees about issues unrelated to this RFP.

2 No other City employee, consultant, or contractor is empowered to speak for the City with respect to this RFP. Any oral communication is considered unofficial and non-binding to the City.

II. HOW WE CHOOSE

This section explains how we will evaluate candidates. It provides clear descriptions for what we consider a highly advantageous proposal.

We will evaluate your proposal based on two sets of criteria: minimum evaluation criteria and comparative evaluation criteria.

2.1 MINIMUM EVALUATION CRITERIA

First, we will review all proposals to see if they meet the minimum (or “quality”) evaluation criteria listed below. These are “yes-or-no” standards that will apply to every proposal.

These criteria reflect the standards that the City considers essential for this contract, as well as statutory thresholds for responsive and responsible proposers.

Any vendor that does not meet these minimum criteria is “not responsive” and will be eliminated from further consideration.

The minimum evaluation criteria include:

1. Did the vendor submit the proposal by the deadline, appropriately and truthfully?

2. Did the vendor submit separate technical and price proposals (with no price information in the technical proposal)? Note: Any technical proposal or interview/demonstration that includes price information will be disqualified from consideration. (See below for further information and instructions about separately submitting your technical and price proposals).

3. Did the vendor submit and complete all the necessary forms and documentation requested in this RFP?

2.2 COMPARATIVE EVALUATION CRITERIA

Proposals that have met all minimum evaluation criteria will move to the next stage of evaluation. In this stage, we will evaluate proposals according to the comparative evaluation criteria described below.

CRITERIA 1: Experience Operating an outdoor market or concession

● Highly Advantageous: Demonstrated five or more years or more in-depth experience with vending and concessions management in a public property setting.

● Advantageous: Demonstrated three years or more in-depth experience with vending and concessions management.

● Not Advantageous: Demonstrated no prior in-depth experience with vending and concessions management.

CRITERIA 2: Concession concept/offerings and proposed items/menus/visual diagram and examples provided

● Highly Advantageous: Concept and menu that reflects the quality, customer-service focus that is aligned with the mission to service Park users while balancing affordability.

● Advantageous: Concept and menu that reflects the quality, customer-service focus that is aligned with the mission to service Park users, but is not particularly affordable.

● Not Advantageous: Concepts or menus that do not reflect the nature of Park users are not customer service-driven and/or may not be affordable

CRITERIA 3: Management, Staffing and Operations Plan (including staff organizational charts, anticipated work schedules, pricing charts for operations and merchandise)

● Highly Advantageous: The plan of services proposes a detailed, logical, and highly efficient method for providing the services requested herein.

● Advantageous: The plan of services proposes a credible method for providing the services requested herein.

● Not Advantageous: The plan of services is not sufficiently detailed to fully evaluate, or the plan does not contain all the components necessary to provide the services requested herein.

2.3 RULE FOR AWARD AND CONTRACT

The City will select the responsible and responsive proposer (who has met all submission requirements and minimum evaluation criteria) who has submitted the most advantageous proposal, based on both the proposed price and the comparative evaluation criteria.

Please Note: An award letter or award notification is not a communication of final acceptance of a Vendor's proposal. No final award has been made until the following three steps have occurred:

1. Final execution of a Contract by the Vendor and the City of Boston (by its Awarding Authority/Official and the City Auditor);

2. The approval of the final Contract by the Mayor of Boston; and

3. Contractor receipt of a City issued Purchase Order.

Until these steps have occurred, the City may reject any or all proposals or choose not to proceed with this RFP. The Vendor shall not provide any services, equipment, materials, or labor unless a fully executed and approved Contract and Purchase Order is received from the City, and funds are appropriated for the Contract.

The forms in Appendix 1 of this RFP are incorporated into the Contract by reference.

***The City reserves the right to cancel this RFP at any time until proposals are opened, and further reserves its right to reject all proposals after they are opened if the City determines doing so is in its best interest.

III. YOUR TECHNICAL PROPOSAL

Your application will be submitted in two parts. The first part (this section) is the Technical (Non-Price) Proposal. The Technical Proposal will be evaluated to determine whether it meets all of the submission and quality requirements specified in the RFP.

Do NOT mention pricing in this section. If you include pricing information in your technical proposal your proposal will be rejected in its entirety.

Why can’t you include price in the technical proposal? The law requires that we look at the technical and pricing proposals separately. This allows us to first determine who would be the best at implementing the project, without considering price. Next, we consider price proposals. Once both technical and price proposals are evaluated, we choose the most advantageous proposal that provides the best value overall.

Your technical proposal should consist of the following sections (each detailed in the following pages). Your technical proposal should be submitted as one document that addresses all components listed below.

An editable version of the template below is included in the “package” on this RFP’s Supplier Portal page. You should complete the editable template and submit it as your technical proposal.

● (3.1) Cover Page

● (3.2) Response to Scope of Services

● (3.3) Ownership Details (Informational only)

● (3.4 References

● (3.5) Insurance Documentation

● (3.6) Map of market set up

3.1 COVER PAGE

Please include a cover page as the first page of your technical proposal.

COVER PAGE

RFP Title and Number

Primary Organization Name

Contact Information Name

Title

Address

Email

Phone

A brief introduction highlighting why you would be a good partner for the City on this project (4-5 sentences).

3.2 RESPONSE TO SCOPE OF SERVICES

This section is where you tell us how your solution meets or exceeds our needs by answering the questions/prompts below. Feel free to use anything (e.g. graphics, links to your work, etc.) that helps you make your case. Suggested response lengths are for guidance only. Feel free to answer with more or less detail as needed to best answer the question, and feel free to use anything (e.g., graphics, links to your work, etc.) that helps you make your case.

Q1: Please explain why your organization is best-suited to manage this RFP (Suggested length: 1-2 paragraphs)

An ideal answer will include the following information, focusing on why these qualities of your organization make it best-suited to manage this RFP:

● What services your organization provides

● How long your organization has been providing these services

● Your organization’s structure

● Your organization’s strategy

● Any relevant awards your team has received

Response:

Q2: Who will work on this project and why are they best qualified to achieve the goals of this RFP? (1-3 paragraphs)

An ideal answer will include:

● A description of the team that would work on the project

● A list of key team members

● Justification for why they will be great partners on this project, such as resumes or bios.

● A description of the team structure

● Dates and times of operation

Q3: If your team includes multiple organizations, please let us know (a) how long you have worked together and (b) which one organization will be designated as the prime contractor (all others will be designated as subcontractors). Skip if not applicable to your organization.

Name How long you have worked together

Prime contractor

Subcontractor

Subcontractor

Subcontractor

Q4: Have you had a contract terminated for default during the past five (5) years, or have been involved in litigation regarding a contract?4

● Yes

● No

Q5: If you answered “Yes” to the previous question, what is your position on the matter(s)?

Response:

4 Please note: If you have had a contract terminated for default during the past five (5) years, or have been involved in litigation regarding a contract, this fact must be disclosed along with your position on the matter(s). If you have experienced no such terminations for default in the past five (5) years and have not been involved in contract litigation, then you must indicate as such. The City reserves the right to request a copy of your firm’s audited financial statements, including a detailed balance sheet and profit and loss statement for three years, or Dun & Bradstreet reports or similar financial reports, in order to evaluate the financial strength of your company.

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY)

Q1. Is your organization a small, local, minority-owned, women-owned, and/or veteran-owned business?5 (Yes or No)

● Small

● Local

● Minority-Owned

● Women-Owned

● Veteran Owned

Q2: Is your organization certified as a small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston? If you are unsure, you can check here

If you are not certified but would like to be, you can find directions for how to apply here

Becoming a certified small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston provides you with many opportunities:

● Exclusive access to Sheltered Market Program contracts (listed toward the bottom of this page)

● Targeted outreach for released procurements

● Support building your business and navigating the procurement process

● Access to the new Inclusive Written Quote Contract procurements, which provide a simpler way for businesses to get into government contracting.

5 These details are used to help us improve our outreach to all potential partners, and are for informational purposes only; this RFP is open to any vendor who would like to respond.

https://app.powerbigov.us/view?r=eyJrIjoiY2UwZDliYjUtZWJkNi00MzFmLWJlMTQtMDM2ZjFmYjgwMDY1IiwidCI6Ijg1NTI4ODdjLWNiYzMtNGVlNS05ZmQzLWVhMjE3ZTMwMjZmYyJ9 https://bostonopendata.knack.com/vendor-cert#menu3/ https://www.boston.gov/departments/economic-opportunity-and-inclusion/sheltered-market-pilot-program

Q3. Are any of your proposed subcontractors a small, local, minority-owned, women-owned, and/or veteran-owned business?6

6 Same as above.

3.4 REFERENCES

REFERENCES

REFERENCE

EXAMPLE

Organization Smith Events Project Manager (or equivalent) Jennifer Smith Phone number 845-111-2222 Email (if available) jsmith@smithevents.com Project Description Planned and implemented a family-friendly concert on the steps of City Hall. Worked with diverse community organizations to select performers and vendors. Hosted 150 residents.

Project Start and End Dates March 2020 - May 2020

REFERENCE 1 Organization Project Manager (or equivalent) Phone number Email (if available) Project Description Project Start and End Dates

REFERENCE 2 Organization Project Manager (or equivalent) Phone number Email (if available) Project Description Project Start and End Dates

REFERENCE 3 Organization Project Manager (or equivalent) Phone number Email (if available) Project Description

3.5 INSURANCE DOCUMENTATION

Review the City’s required insurance coverage for this scope of work.

This can be found in Appendix 3.

If you have a different level of coverage, you must explain below why that is sufficient to manage the risk of this project.

3.6 MAP OF MARKET SET UP

This section is where you show us a detailed illustration of your proposed market set up to include: pick up and drop off zones, location of concessions- trees, wreaths, hot beverage stations, etc.

IV. YOUR PRICE PROPOSAL

The Pricing Proposal is where you will share your estimated project budget with us and where you will explain your costs/budget.

IMPORTANT: The Price Proposal (and all pricing information) MUST be submitted separately from the remainder of the proposal. No price information may be included in the Technical Proposal. If you do not separate all pricing information from your Technical Proposal, your entire proposal will be rejected.

The pricing proposal (which lists all costs associated with your proposed deliverable) is required in addition to the technical proposal. There are two steps:

1. Please complete the price proposal template provided below.

2. Please enter the total price for the entire contract length in the price line if submitted electronically through the Supplier Portal. More detailed instructions are available in the following section, Section VI, Submission Instructions. Instructions can also be found on the Procurement Information Page.

3. Include with Price Proposal $250 deposit

Please note:

● The total price will be used to compare price proposals.

● In the price proposal, the City asks that you provide detailed pricing for all deliverables in the scope of services with the understanding that the deliverables and quantities of goods and services the City notes in this RFP are estimates only and that the final scope of services may change during contract negotiations between the City and the selected vendor(s).

● No additional charges will be allowed unless they are included in your Price Proposal.

● The vendor will bear the onus of any errors made in pricing the services (e.g., omitting a component of the services).

http://boston.gov/departments/procurement/how-use-supplier-portal

4.1 PRICE PROPOSAL (REQUIRED)

PRICE PROPOSAL

Name:

Registered Business Name:

Business Address:

Phone Number:

E-mail Address:

(Note: $250 proposal deposit must be submitted. Deposits for winning bidders will be credited to the rent. Non-winning proposal deposits will be returned)

Note: Minimum guaranteed payment amount must be at least $300 for the duration of vending.

Minimum Payment Total:

Total Fee in Words:

Signature:

Date:

Please sign and return this document as part of your submission

PRODUCT SHEET/MENU (REQUIRED)

Please list those items you propose to sell on your site. YOU ARE RESTRICTED TO CARRYING ONLY PRODUCTS THAT ARE APPROVED BY BPRD. Please be specific as to product design features and name brand, product cut sheets and photos. Your market will be reviewed for compliance with your Product Sheet.

DESCRIPTION OF PRODUCT SOURCE PRICE

V. SUBMISSION INSTRUCTIONS

This section shows you how to submit your application.

● To be considered responsive, each vendor must submit a complete proposal prior to November 3, 2026 12:00 PM .

○ See the checklist below (section 5.1) for the requirements for a complete application.

● Edits and updates to proposals can only be before the deadline.

● Complete applications can be submitted in two ways:

○ Through the City of Boston Supplier Portal (see section 5.2)

○ By mail or physical delivery (see section 5.3)

● Applicants sometimes run into technical issues with the City of Boston Supplier Portal. We STRONGLY recommend submitting your proposal in advance of the deadline to allow for enough time to navigate any issues.

● The contact you listed in your submitted proposal will receive periodic email updates to let you know:

○ If your application has been received

○ Whether your proposal has been awarded the contract

○ If we need any follow up information

The City will NOT be able to consider proposals that are submitted late or that do not follow these guidelines.

https://procurement.cityofboston.gov/psp/prdsp/SUPPLIER/ERP/h/?tab=DEFAULT

5.1 CHECKLIST FOR SUBMITTING PROPOSAL

This checklist is for your use only; you do not need to submit this checklist along with your proposal.

CHECKLIST ITEM

COMPLETE

IMPORTANT: Submit separate technical and price proposals. (Do NOT include any price information in your technical proposal, otherwise your proposal will be rejected.)

A. TECHNICAL PROPOSAL

Included a cover page with all required information Responded to questions and prompts in “Response to Scope of Services”

Provided 3 references

B. PRICE PROPOSAL

Provided detailed budget and pricing & deposit check Provided additional information about pricing proposal (optional)

C. REVIEW CONTRACT TERMS & CONDITIONS

Read and reviewed contract terms, conditions, and additional forms If awarded the contract, you will be required to sign and submit forms listed in Appendix 2.

Complete and submit the CM-16 Wage Theft Prevention Certification https://drive.google.com/file/d/1YmPYyKj9LzNGr6qGC71UjG7KXI2DFgVm/view?usp=drive_link

5.2 SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL

Respondents can submit a proposal electronically through the Supplier Portal. You can access the Supplier Portal from boston.gov/procurement at the Supplier Portal link. We do not accept proposals submitted via email or other electronic communication.

To submit using the Supplier Portal, follow the steps on this website boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf. Below is a summary of those steps:

1. REGISTER (If you are not yet registered as a “bidder” or “vendor” on the Supplier Portal)

a. https://www.boston.gov/departments/procurement/how-use-suppli er-portal provides step-by-step instructions to register.

2. FIND EVENT:

a. Log in to your account.

b. A list of all active procurements is listed under My Sell Events on the home page. Navigate to the RFP you want to bid on and click the hyperlinked Event Name (2026 Copley Square Holiday Tree/ Wreath Market ) OR navigate to Main Menu > Manage Events and Place Bids > View Events and Place Bids, enter EV00018071 into the Event ID search box and click “Search”, then click the hyperlinked Event ID in the search results

c. Click “View Event Package.” Here you can download forms and documentation linked to this RFP. We recommend starting with “2026 Mobile Vendor RFP.”

d. Click the ‘OK’ button to return to the ‘Event Details’ page.

3. ATTACH YOUR TECHNICAL AND PRICE PROPOSALS:

a. Click on the ‘Bid On Event’ button.

b. Answer all questions and upload the required forms as directed, including the non-price technical proposal. Do NOT include any price information in your technical proposal, otherwise your proposal will be http://boston.gov/procurement https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf https://www.boston.gov/departments/procurement/how-use-supplier-portal https://www.boston.gov/departments/procurement/how-use-supplier-portal rejected. Click “Step 2: Enter Line Bid Responses”. Here is where you input your price information separately. If there are multiple lines, you may need to enter separate amounts for each line item you are bidding on,

c. Click the icon on the far right of the screen labeled “View/Add Question Comments and Attachments.” Here is where you will attach your Price Proposal (in the template provided above in Section 4.1)

4. SUBMIT YOUR PROPOSAL:

a. Once you have responded to all required fields, you may click “Validate

Entries” to confirm if your application is ready to be submitted.

b. To submit your proposal, click “Submit Bid.”

Further instructions on registering and submitting a bid can also be found on the Procurement Information Page. We recommend submitting your proposal at least 24 hours prior to the deadline.7

NOTE: MODIFICATIONS MAY BE MADE AFTER SUBMISSION BUT NOT AFTER THE

PROPOSAL DUE DATE. PLEASE ENSURE YOUR PROPOSAL IS COMPLETE AND

ACCURATE PRIOR TO THE DEADLINE.

7 Please note that Supplier Portal file uploads are limited to a 59-character file name length.

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

You may submit hard copies of the Technical and Price Proposals by mail, delivery service, or in person. If you choose to submit a hard copy, you must submit two

(2) separate envelopes: a complete Technical Proposal in one sealed envelope and

(1) Price Proposal in a second sealed envelope.

The envelopes should be clearly marked as follows:

ENVELOPE #1 - TECHNICAL

PROPOSAL- 2 copies must be provided **technical proposal should have absolutely no reference to price**

ENVELOPE #2 - PRICE PROPOSAL- 1

copy must be provided

2026 Copley Square Holiday Tree/ Wreath Market

RFP Number: EV00018071

TECHNICAL PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

2026 Copley Square Holiday Tree/ Wreath Market

RFP Number: EV00018071

PRICE PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

The envelopes should be delivered or mailed to:

MAILING/DELIVERY ADDRESS

Beth-Anne Grassa

Parks and Recreation Department

1010 Massachusetts Ave, 3rd Floor

Boston, MA 02118

VI. APPENDICES

APPENDIX 1: RFP TERMS AND CONDITIONS

CANCELLATION, REJECTION, AND WAIVER

The City is under no obligation to proceed with this RFP and may cancel the RFP at any time with or without the substitution of another. The City reserves the right to reject in whole or in part any or all Proposals, when the City determines that rejection serves the best interests of the City. The City may waive minor informalities in the Proposal or allow the Vendor to correct them.

The submitted Proposal, along with the RFP, will also be part of the Contract between the City and the Contractor.

The Contract is subject to the availability and appropriation of funds.

WITHDRAWAL OR MODIFICATION OF PROPOSAL

The City may allow a Vendor representative bearing proper authorization and identification to sign for, receive and withdraw the Vendor's unopened Proposal prior to the submission deadline. A Vendor that seeks to correct or modify its Proposal may do so by withdrawing the initial submission and then submitting a modified Proposal prior to the submission deadline.

PROPOSAL VALIDITY PERIOD

By submitting a Proposal the Vendor agrees that its Proposal is valid for one hundred eighty (180) days following the submission deadline unless extended by mutual agreement.

PROPOSAL COSTS

Any and all costs incurred by a Vendor in preparing a Proposal and throughout the RFP process are ineligible for reimbursement, or recovery from, the City and are solely the burden of the Vendor.

TAXES

The City is a tax-exempt organization. However, should any part of the Contract be subject to taxes, the Vendor shall include and be responsible for paying all taxes that are applicable.

Any taxes due will be assumed to be included in your price of services, otherwise the Vendor is responsible for any additional costs not included. The City is exempt from federal excise taxes (Federal Exemption No. A-108-328) and from Massachusetts sales and use taxes (Certificate No. E-046-001-380). Exemption certificates will be provided, if requested, following award.

SUBCONTRACTORS

The City will contract with one Contractor who will be solely responsible for contractual performance and who shall be the sole point of contact for the City with regard to Contract matters. In the event the Contractor utilizes one or more Subcontractors, the Contractor will assume all responsibility for performance of services by the Subcontractor(s).

The City must be named as a third party beneficiary in all subcontracts. A list of all Subcontractors proposed to take part in the performance of the Contract shall be provided to the City for approval prior to Contract execution.

USE OF CITY NAME

The Contractor and any Subcontractor(s) agree not to use the City of Boston name or seal, or that of any other City Agency or Department in advertising, trade literature, or press releases without the prior written approval of the City.

PUBLIC RECORDS

Proposals shall be confidential until the time for acceptance specified in the RFP has expired. Thereafter, proposals will be public record and subject to disclosure upon request. Do not submit confidential information in your Proposal.

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of proposal submission to ensure that you are able to meet them if awarded the contract.

All applicants are required to review the following documents at this stage; some terms are verified electronically via the Supplier Portal, and only the CM-16 Wage Theft form must be submitted with your proposal, per the instructions in Section 5 of this RFP.

By submitting a proposal, an applicant acknowledges that if they are selected as the winning respondent, they will be required to complete and provide each of the below forms to the City as part of the contract package. The vendor will be disqualified if it does not submit completed versions of the following forms during the contracting process.

1. Form CM-06 – Certificate of Authority (Only Required for Corporations)

2. Form CM-09 – Contractor Certification

3. Form CM-10 and CM11 – Standard Contract Document & General Conditions

4. CM Forms 15A, 15B – CORI Compliance & Standard

5. Form CM-16 – Wage Theft: Complete and submit with your proposal

6. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And

Prevailing Wage Ordinance

7. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage

Ordinance Vendor Agreement

8. Truck Side Guard Ordinance - Applies to contractors using vehicles over

10,000 lbs and semi-trailers with a total weight exceeding 26,000 lbs. Full ordinance here.

9. Certificate of Insurance - Proof of insurance per the guidelines in Appendix 3 https://drive.google.com/file/d/1WOJogvTc1F8hJvdoH6zzgiari1SAYPb5/view?usp=drive_link https://drive.google.com/file/d/1a6mzDsRj41JvK37PybXBRdgjYDaJ3R6J/view?usp=drive_link https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://drive.google.com/file/d/1lL0q43B1ddAV__JIPZ_aqtU3ykwkkLRI/view?usp=drive_link https://drive.google.com/file/d/1x9wQlTq0pLvO0C4QulBmFaqXTQnaZBBV/view?usp=drive_link https://drive.google.com/file/d/1evoX0VvMv4ya-eIwz6AABBc4G2WHJG2-/view?usp=drive_link https://www.boston.gov/sites/default/files/file/2025/04/WAGE-1%20FY26%20%28Notice%20to%20Vendor%29.pdf https://www.boston.gov/sites/default/files/file/2025/06/WAGE-2%20FY26%20%28Vendor%20Agreement%29%20%281%29.pdf https://drive.google.com/file/d/1m3NT4Tsqof0WlM3KQwpBL9QUXQuHJ1N_/view?usp=sharing https://drive.google.com/file/d/1zkKWLnMCh8MD7G3ClCLJW8Xq5v585bJx/view?usp=sharing

APPENDIX 3: INSURANCE REQUIREMENTS

As noted in Section III, Your Technical Proposal, the City requires the following levels of insurance.

The Contractor shall purchase and maintain during the term of the Contract all insurance required by the Commonwealth of Massachusetts and as required in this section, and will assure that subcontractors carry similar and appropriate coverage.

These requirements shall not be construed to limit the liability of the Contractor or its insurer.

Insurance will be issued by insurance companies licensed to write insurance in their domicile state and the Commonwealth of Massachusetts, and will have a current Best’s rating of A- VII or above. Insurance Certificates on Acord Form 25 evidencing all requirements listed below shall be delivered to the Official by the selected vendor prior to the execution of any contract. Additionally, renewal certificates must be delivered within 30 days prior to the expiration of the preceding policy.

Insurance Requirements:

1. Workers’ Compensation insurance as required from under General Laws c.152 (the Workers’ Compensation Law) and including employer’s liability limits of one million ($1,000,000) per accident and per employee, including disease.

2. Commercial General Liability with coverage no less than one million ($1,000,000) per occurrence and two million ($2,000,000) annual aggregate limit per location or project basis.

3. Automobile Liability (Any Auto/Hired/Non-owned) for one million ($1,000,000) combined single limit per accident.

4. Umbrella Liability excess of Commercial General Liability, Employer’s Liability and Auto Liability for one million ($1,000,000) each occurrence. In lieu of umbrella liability, required limits may be achieved by purchasing higher limits on individual policies.

General Conditions:

● City of Boston must be named as Additional Insured on all policies except, Workers’ Compensation and Employer’s Liability.

● Above insurance shall be primary and noncontributory over any such insurance available to the City of Boston, its officials, employees and volunteers.

● Waiver of Subrogation will be included as respects all coverages listed above in favor of the City of Boston. The Workers’ Compensation Policy must be specifically endorsed and noted as such in the required certificate.

● All policies will be endorsed to provide thirty days written notice to the certificate holder, the City of Boston, in the event of cancellation, non-renewal or material changes in coverage. Such endorsements must be attached to the Certificate.

APPENDIX 4: SITE MAP

The image above shows approximate square footage available in the paved plaza area for the holiday tree market at Copley Square Park.

2.2 COMPARATIVE EVALUATION CRITERIA

3.4 REFERENCES

3.5 INSURANCE DOCUMENTATION

3.6 MAP OF MARKET SET UP

IV.YOUR PRICE PROPOSAL

4.1 PRICE PROPOSAL (REQUIRED)

5.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

VI.APPENDICES

APPENDIX 1: RFP TERMS AND CONDITIONS

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

APPENDIX 3: INSURANCE REQUIREMENTS