EV00018084__BPS_Safety_Exterior_Signage_IFB.pdf

INVITATIONS FOR BID (IFB) (M.G.L. Ch. 149) BPS Safety Exterior Signage

BPS FACILITIES MANAGEMENT

KEYLA JACKSON, INTERIM EXECUTIVE DIRECTOR

EV00018084

PROJECT SUMMARY:

The City of Boston, acting through Boston Public Schools (BPS), seeks to establish one contract with the lowest, eligible, and responsible bidder to provide BPS Safety Exterior Signage for BPS facilities.

The contract will address BPS’s ongoing need for the fabrication, delivery, installation, removal, and repair/fixing of new and existing signage. The contract amount shall not exceed $90,000 for the period January 1, 2027, through June 30, 2027, and BPS is not obligated to use the full contract amount and may use any portion based on operational needs. The procurement is subject to applicable laws, including M.G.L. Chapter 149, as amended, and the terms and conditions of the contract documents entitled “BPS Safety Exterior Signage.”

WQC SCHEDULE:

EVENT DATE

IFB Issue Date October 21, 2026 at 12:00PM EST

Submission Deadline November 5, 2026 at 12:00PM EST

CONTACT INFORMATION:

Juan Lopera| bidderinfo@bostonpublicschools.org All questions should be emailed with EV00018084 in the subject line.

Project Manager Richelle Singh-Williams

You can access this WQC and submit your quote electronically through the City of Boston Supplier Portal, via boston.gov/procurement, by searching EV00018084 http://boston.gov/procurement

IFB SCHEDULE:

The table below shows the preliminary IFB schedule. Dates are subject to change. For the most updated information, please visit the Supplier Portal via boston.gov/procurement.

EVENT DATE*

IFB Released October 21, 2026 at 12:00PM EST

Questions Due to the City Via email to bidderinfo@bostonpublicschools.org

November 2nd, 2026 at 12:00PM EST

Consolidated Q&A Posted by the City1 November 3rd, 2026 at 12:00PM EST

Deadline for Bids See Submission Instructions for details

November 5, 2026 at 12:00PM EST Bids will be read aloud at the:

Campbell Resource Location - BPS Facilities Second Floor 1216 Dorchester Avenue, MA 02125 Also via Zoom Link Meeting ID#: 899 7431 1327

Contractor Selected November 12, 2026 at 5:00PM EST

*See the full IFB schedule in Section 1.3.

CONTACT INFORMATION:

Juan Lopera| bidderinfo@bostonpublicschools.org Project Manager: Richelle Singh-Williams All questions should be emailed with the IFB number in BAIS EV00018084 in the subject line.

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

1 The consolidated Q&A posting will include answers to all IFB 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. *All times are in eastern time https://k12-bostonpublicschools.zoom.us/j/89974311327 https://www.boston.gov/departments/procurement

I. SCOPE OF WORK AND PROJECT DETAILS

1.1 SCOPE OF SERVICES

This section is very important. It outlines what we are asking for and provides an in-depth look at our expectations. In the Massachusetts Procurement Law, this is part of the “Purchase Description.”

The Contractor shall provide on-call sign fabrication, delivery, installation, removal, repair, and related signage services at various Boston Public Schools (BPS) facilities throughout the City of Boston. The Contractor shall furnish all labor, supervision, materials, supplies, equipment, tools, vehicles, transportation, hardware, and other resources necessary to complete authorized work requested by BPS.

Services may include, but are not limited to, the following:

● Fabrication of interior and exterior signage;

● Delivery of fabricated signage to BPS locations;

● Installation of interior and exterior signage;

● Removal of existing signage;

● Repair, modification, replacement, or securing of existing signage;

● Site inspections, measurements, and verification of sign placement;

● Provision of appropriate installation hardware and fasteners; and

● Other signage-related services requested and authorized by BPS.

Material Standards and Submittals

BPS may identify specific products, manufacturers, materials, colors, styles, finishes, or performance characteristics for signage required under this contract. Manufacturer or proprietary product names, when specified, are intended to establish the required color, style, quality, appearance, performance, or functional characteristics and shall not preclude the use of equivalent products.

Alternate or equivalent products may be proposed for BPS approval. When proposing an alternate product, the Contractor shall submit a complete product data sheet and sufficient information for BPS to determine whether the proposed product meets the required specifications. BPS reserves the right to approve or reject proposed alternate products.

BPS reserves the right to adjust the dimensions, materials, quantities, colors, mounting methods, and other specifications of signage based on operational requirements, site conditions, or project needs.

Any quantities listed in the Bid Sheet or Bid Summary Sheet are estimates for unit-price establishment and bid evaluation purposes only and do not constitute a guarantee or commitment by BPS to purchase any specific quantity. BPS reserves the right to increase, decrease, add, or eliminate quantities based on operational needs, available funding, and project requirements.

Installation Requirements

The Contractor shall provide installation services for both interior and exterior signage at BPS facilities.

Exterior signage may include wall-mounted, fence-mounted, post-mounted, or other appropriate installations. Exterior wall-mounted signs may typically be installed using expandable nail strike anchors, approximately 1.5" x 1/4", or other appropriate fasteners based on the mounting surface and sign requirements. (shown below)

Exterior installations may include, but are not limited to:

● Wall-mounted signs;

● Fence-mounted signs;

● Post-mounted signs; and

● Other exterior mounting applications requested by BPS.

Where posts are supplied by BPS, the Contractor shall provide all required installation hardware and related materials unless otherwise specified.

Interior signage may primarily be installed using:

● Double-faced tape;

● Low-odor silicone, as needed;

● Tamper-proof or tamper-resistant hardware when specified by BPS; and

● Other appropriate mounting hardware based on the sign, mounting surface, and intended use.

The Contractor shall ensure that all signage is securely mounted, properly aligned, level, legible, and professionally installed. The Contractor may be required to remove existing signage as part of the scope of work when requested by BPS.

The Contractor shall protect walls, doors, ceilings, fencing, landscaping, furniture, fixtures, equipment, and other property during installation. Any damage caused by the Contractor shall be repaired at the Contractor's expense to the satisfaction of BPS. The Contractor shall remove installation debris and leave the work area in a clean and orderly condition upon completion.

All installations shall comply with applicable industry standards and applicable safety, building, accessibility, and BPS requirements and shall be performed in a timely, safe, and efficient manner.

Site Inspections and Sign Placement

The Contractor shall conduct an on-site inspection when requested by BPS to determine the appropriate location and installation requirements for signage. The inspection may include verification of dimensions, mounting surfaces, accessibility, exact sign placement, site conditions, and other factors that may affect fabrication or installation.

Small, routine, or straightforward sign installations may not require a separate initial site visit, at the discretion of BPS.

The Contractor shall coordinate with the designated BPS representative regarding site access, scheduling, sign placement, installation requirements, and completion of work.

Delivery, Removal, and Repair

The Contractor shall provide delivery of fabricated signage to BPS locations as requested. The Contractor may also be required to remove existing signage, related hardware, and materials and dispose of removed materials as directed by BPS and in accordance with applicable requirements.

The Contractor shall provide repair, modification, replacement, and securing of existing signage when requested by BPS. The Contractor shall notify BPS of any conditions discovered during the work that may affect the scope, cost, safety, or completion of the requested service.

On-Call Services and Scheduling

BPS may issue individual requests or work orders throughout the contract period. Requests may vary in size, quantity, location, materials, installation requirements, and complexity.

The Contractor shall have sufficient personnel, equipment, tools, vehicles, and resources to respond to BPS requests and complete authorized work within the timeframe established by BPS.

The Contractor shall coordinate work to minimize disruption to school operations, students, staff, and visitors and shall comply with all applicable BPS site-access and safety requirements.

The Contractor shall not perform work outside the authorized scope without prior approval from the designated BPS representative.

Pricing and Travel Requirements

The Contractor's quoted hourly and unit prices shall be all-inclusive and shall include all costs necessary to perform the work, including, but not limited to:

● Labor and supervision;

● Overhead and profit;

● Bond costs;

● Equipment and tools;

● Signage hardware and fasteners;

● Vehicles and transportation;

● Vans, bucket trucks, cranes, or other equipment required to perform the work;

● Delivery and handling;

● Site inspection and measurement when required; and

● Other incidental costs necessary to complete the authorized work.

BPS shall not be responsible for or pay travel time to the initial work location or travel time between BPS locations. Travel and transportation costs shall be included in the Contractor's quoted pricing.

The hourly installation rate shall apply to on-call signage installation requests, including regularly scheduled and rush or expedited services requested by BPS.

No additional charges shall be incurred by BPS without prior authorization from the designated BPS representative.

1.2 WHAT TO DO IF YOU HAVE QUESTIONS

Vendors can ask questions before the deadline for bids; all communications must be emailed to bidderinfo@bostonpublicschools.org with the IFB number in BAIS EV00018084 in the subject line.2

1.3 CONTRACT TERM AND OTHER INFORMATION

CONTRACT TERM

Contract Dates January 1, 2027 June 30, 2027

Renewal Options None

Payment Type Per Price Sheet Stipulation and Service Provided

1.3 HOW DO WE CHOOSE

We will evaluate your bids to determine the responsive and responsible bidder offering the lowest price for the services specified in this IFB. Responsive bids are those that offer the requested supplies/services and include all required and completed information and forms. Responsible bidders have the capability, integrity, and reliability to perform under the contract.

1.4 CONTRACT

Please note that an award letter or award notification is not a communication of final acceptance of a Vendor's bid. 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 Superintendent of Schools and the Mayor of

Boston; and

3. Contractor receipt of a City-issued Purchase Order.

The forms in Appendix 3 of this IFB are incorporated into the Contract by reference.

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

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

II. YOUR BID

Your bid will include price information as well as documentation of your responsiveness and responsibility.

2.1 COVER PAGE

Please include a cover page as the first page of your bid.

COVER PAGE

IFB Title and Number

Primary Organization Name

Contact Information Name

Title

Address

Email

Phone

2.2 BID PRICE SHEET

There are two steps to provide your pricing:

1. Please complete the template provided below.

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

Circle Yes or No for the following requirements (a “NO” response or failure to respond to the following requirements will result in a rejection of your bid)

Bidder has at least five (5) years of sign fabrication and installation for governmental, institutional, commercial, educational, or similar facilities.

YES OR NO (Circle One)

Bidder has the personnel, equipment, vehicles, tools, and resources necessary to provide interior and exterior sign fabrication and installation services, including wall-mounted, fence-mounted, and post-mounted signage.

YES OR NO (Circle One)

The Contractor’s Hourly Rate is conditioned upon and incorporates the following:

● The rate per hour will apply to all general building construction services performed as specified in the specification. The rate per hour shall include all costs for overhead, profit, bond, travel, fuel, labor, truck, owned equipment, tools, uniform, cell phone, and all other costs associated with the performance of this contract.

● The installation labor rate shall apply to both interior and exterior signage.

● The installation labor rate shall include transportation to and from the BPS work location, installers, vehicle usage, standard installation equipment, tools, hardware, and fasteners.

● The Contractor shall be responsible for providing equipment necessary to safely perform the work, including ladders, lifts, bucket trucks, cranes, or similar equipment when required.

Specialized equipment requiring separate rental or reimbursement shall require prior written authorization from BPS.

● BPS shall not be responsible for or pay travel time to the initial BPS location or travel time between BPS locations. Such costs shall be included in the Contractor's pricing.

● The straight-time work hours are 7:00 AM to 3:30 PM, Monday through Friday http://boston.gov/departments/procurement/how-use-supplier-portal

● Total straight time is calculated as 8 hours per day for 260 days per year for 3 years. However, the awarding authority reserves the right to adjust the number of days or the type of personnel used at its discretion.

● Contract services outside of the normal working hours (after hours, Saturday, Sunday, and Legal Holidays) shall be performed at the overtime rate of one and a half times the regular hourly rate. All overtime shall be authorized by the City in advance.

● If the Contractor chooses to perform work outside of the normal business hours between 6:00 am and 5:00 pm Monday through Friday as a convenience, the City shall not be billed for overtime work.

● The Contractor shall provide site inspection services when requested by BPS. The site visit rate shall include all costs associated with the inspection, including transportation, labor, documentation, measurements, and recommendations.

● Special signage requiring permits shall be coordinated with BPS. Permit costs approved in advance by BPS may be reimbursed separately where specifically authorized.

● Do not add any conditions to your hourly rate. If you have any questions about the hourly rate, please submit them in writing via mail or email, as outlined in the Instructions to Bidders.

● In case of any discrepancy between words and figures in the Bid Price, the words shall govern.

BPS intends to award up to one (1) contract to the responsive and responsible bidder with the lowest Total Bid Price. The contract terms shall be from January 1, 2027 to June 30, 2027, with a total contract amount not to exceed $90,000.

The bidder shall carry an estimated allowance for materials, subcontractors, and equipment used under this contract. The labor, material, subcontractor, and equipment costs are estimates only. The number is an estimate for bid purposes only and is not guaranteed under the contract. The exact distribution among labor, materials, subcontractors, and equipment is subject to change at the discretion of the awarding authority based on the appropriation of funds and/or need.

Each Bidder must submit a regular hourly rate for each man-hour of labor as set out below. These prices shall remain fixed and in effect for the entire contract term and any renewals. Any overtime labor will be paid at 1.5 times the regular hourly rate.

For any material used as part of this contract, BPS shall pay for these materials, plus a 10% mark-up fee. All payment requests shall include copies of an original purchase order from the materials supplier. The Contractor must supply their own tools typical of the trade and work being performed.

The Contractor shall be responsible for carrying and owning equipment such as ladders and lifts (up to 20’-0”). The Contractor shall rent the necessary equipment only if authorized in advance by the awarding authority, and shall be entitled to reimbursement of rental fees at actual cost, with no additional markup. All payment requests shall include copies of the original documentation of records from the rental agency.

If the Contractor seeks to subcontract any portion of the work, it must obtain BPS’s prior written approval before engaging the subcontractor or authorizing the subcontracted services. BPS shall not be responsible for any subcontracted services performed without such approval.

For BPS-approved subcontracted labor, the Contractor may bill BPS at the lesser of (i) the hourly rate charged by the subcontractor to the Contractor, plus a markup of no more than 10%. The Contractor must submit the subcontractor’s invoices as supporting documentation, clearly identifying the number of workers, hours worked, and applicable hourly rates. BPS shall only pay for subcontracted services that have received prior approval and are supported by the required documentation.

PLEASE CHECK OFF THAT YOU HAVE READ AND UNDERSTOOD THE FOLLOWING:

The Total Bid Price provided below will be used to determine the lowest responsive and responsible bidder.

Hourly Rates provided below will remain fixed and in effect for the entirety of the contract Hourly Rates provided below will include all costs for overhead, profit, bond, travel, fuel, labor, owned equipment, tools, uniforms, cell phones, and all other costs associated with the performance of this contract. Bonds shall not be billed separately on invoices.

Subcontractor(s) will be paid by the contractor at cost plus a 10% markup, with copies of the subcontractor invoices provided. Subcontractor (s) service, plus the 10% markup fee, cannot exceed the Hourly Rate provided below by the primary contractor.

Material(s) will be paid to the contractor at cost plus a 10% markup, with a copy of the supplier's invoice.

Specialized equipment to perform and carry out jobs at the sole discretion and authorization of the awarding authority will be paid to the contractor at cost, with a copy of the rental agency's invoice, The following tables are required to be filled out completely:

BID Sheet Description

Bidders must review the Bid Sheet Description and all applicable appendices before submitting a bid.

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

A. BPS Standard Signage BPS exterior safety signage designed to meet Boston Public Schools (BPS) safety, accessibility, and durability standards. Please see Appendix II for the list of BPS locations and Appendix III for BPS Signage Photos for examples.

B. Custom Signage Custom signage includes all sign types not quantified within the BPS Standard Signage package. Please see Appendix III for BPS Signage Photos for examples.

Dimensions:

● Sizes may range from 1” x 1” to 24” x 24”, depending on

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

project requirements.

Materials:

● Maximum thickness for wall-mounted signs: ¼” or ½”

● Acceptable materials include:

○ Hard plastic (e.g., acrylic, PVC)

○ Vinyl (adhesive-backed for wall or glass applications)

Aluminum or metal backers for enhanced durability (optional)

○ Laminated surfaces are recommended for high-traffic areas

Graphics:

● Custom colors must adhere to the BPS-approved color palette

● ADA-compliant features required, including Braille and tactile lettering Graphics may be laser-etched or printed.

Durability & Safety:

● Must be weather-resistant for outdoor use

● Fire-retardant materials are required where applicable

● Impact-resistant construction for high-traffic or public areas

C. Custom Building Renaming / Replacement Signage Signage specifically created to reflect an official school/building name change or to replace an existing, outdated, damaged, or deteriorated primary building identification sign. This includes updating the building’s primary exterior identification signage to reflect the current official name.

Dimensions:

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

● Sign dimensions shall be determined based on the existing sign location, building façade, visibility requirements, and project specifications.

● Typical sign sizes may range from 24” x 24” to larger building-mounted identification signs, as required.

● Replacement signs shall be fabricated to fit existing mounting locations where practical.

● The contractor shall provide shop drawings or layout drawings for approval prior to fabrication for major building identification signs.

Materials:

● Acceptable materials include:

○ Aluminum composite material (ACM)

○ Aluminum

○ Acrylic or other rigid exterior-grade plastic, where appropriate

○ Other exterior-grade materials approved by BPS

● Materials shall be suitable for long-term exterior use and appropriate for the building façade and mounting conditions.

● Maximum thickness shall be determined by the sign size, material, mounting method, and structural requirements.

● Aluminum or metal backers may be required for larger signs to provide additional strength and durability.

Graphics and Lettering:

● Building name, logo, and other identifying information shall be provided as specified by BPS.

● Lettering and graphics shall be highly visible and legible from the intended viewing distance.

● Exterior graphics shall be UV-resistant and suitable for long-term outdoor exposure.

● Where applicable, signage shall incorporate ADA-compliant features; however, primary exterior building identification signage shall be designed in accordance with the applicable accessibility requirements for its intended use.

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

Building Name Changes:

● The contractor shall fabricate replacement signage using the official building/school name provided by BPS.

● The contractor shall not alter, abbreviate, or modify the official building name without written approval from BPS.

● BPS may require removal of obsolete names, logos, or identifying information from existing signage as part of the replacement work.

Removal and Installation:

● The scope may include removing and disposing of existing building identification signage, preparing the mounting surface, fabricating, delivering, and installing the replacement sign.

● The contractor shall protect the existing building façade during removal and installation.

● Existing mounting hardware may be reused only when determined to be structurally sound and appropriate for the new sign.

● The contractor shall provide all necessary mounting hardware, fasteners, brackets, anchors, supports, and installation materials.

● Installation methods shall be appropriate for the existing building construction and sign weight.

● The contractor shall repair or make good minor surface damage resulting from removal and installation, when included in the project scope.

● The contractor shall report any significant structural, electrical, or façade repairs identified during installation to BPS before proceeding.

Durability & Safety:

● Signs shall be weather-resistant and suitable for exterior installation.

● Materials, finishes, and graphics shall resist UV exposure, moisture, fading, corrosion, and normal environmental

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

conditions.

● Signs shall be constructed to withstand normal wind and weather conditions for the installation location.

● Fire-retardant or fire-rated materials shall be used where required by applicable codes or the building conditions.

● Sign edges and surfaces shall be finished to eliminate sharp or hazardous edges.

● Installation shall comply with applicable building, fire, accessibility, and safety requirements.

Color and Finish:

● Colors and finishes shall be approved by BPS prior to fabrication.

● Exterior finishes shall be selected for durability and resistance to fading and weathering.

● When replacing an existing sign, BPS may require the replacement sign to maintain a similar appearance, size, color, or mounting configuration unless otherwise specified.

Site Verification:

● The contractor shall conduct a site visit, as required by BPS, to verify existing sign dimensions, mounting conditions, building materials, access requirements, and installation location.

● The contractor shall confirm all field dimensions before fabrication when site conditions could affect the final sign.

● No sign shall be fabricated based solely on assumed dimensions when field verification is required.

Submittals and Approval:

● The contractor shall submit proposed sign dimensions, materials, colors, lettering, graphics, mounting method, and layout for BPS approval prior to fabrication.

● Product data and material samples may be requested by BPS for review.

● Fabrication shall not begin until required submittals have been

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

approved by BPS.

D. Site visits The contractor shall conduct site visits when requested by BPS to review and assess signage needs at a school or facility.

Site visits may include:

● Verification of existing sign dimensions

● Review of mounting conditions

● Verification of building materials

● Review of access requirements

● Identification of appropriate installation methods

● Recommendations regarding signage placement and type

● Documentation of existing conditions

The contractor shall confirm all field dimensions before fabrication when site conditions could affect the final sign.

The site visit rate shall include all labor, transportation, vehicle expenses, and other operating costs associated with the visit.

BPS will not reimburse additional expenses outside of the bid price.

E. Vertical Post A vertical post is an upright, structural support element used to hold or mount objects—most commonly signs, fences, or lights. Any use of this must be approved by the BPS manager in advance.

F. Specialty Equipment Specialty equipment required for custom or building signage, such as lifts, aerial equipment, scaffolding, or other specialized access equipment, shall be priced separately.

Specialty equipment shall require prior approval from BPS before use.

G. Permit Fees Permit fees shall apply only when permits are specifically required for custom building signage, specialty signage, or other work requiring

Submission of a bid indicates full compliance with all specifications and requirements contained in the Invitation for Bid, Bid Sheet Description, and applicable appendices.

governmental approval.

Permit requirements shall be identified and approved by BPS before the contractor incurs the expense.

H. Standard Installation Labor for Standard BPS Signage Installation labor hours are as follows:

Monday through Friday, 6:00 a.m. – 5:00 p.m.

This rate is for the routine installation of BPS Standard Signage.

BPS expects the contractor to coordinate and group installations by school or geographic area when practical to maximize efficiency.

The hourly rate shall include:

● Installation labor

● Transportation to and from the BPS location

● Vehicle usage

● Standard tools and equipment

● Standard ladders

● Standard mounting hardware

● Fasteners and anchors

● Incidental materials necessary for routine installation

● Cleanup associated with the installation

The standard installation rate is intended for routine installation of BPS Standard Signage and does not include specialty equipment or permit fees separately identified in this Bid Pricing Sheet.

DIMENSIONS MATERIAL PRODUCT DESCRIPTION

Estimat ed Quantity

Year 1

UNIT PRICE $

Year 1 Total

Cost $

Types of Exterior Signage

12" x 18" .080 Aluminum, baked enamel finish, with laminated UV protection and OSHA-approved

Custodian Parking, Principal Parking, Tow Away, No Dumping, Handicap Parking, Main Office, Fire Department Connection, and similar exterior identification and regulatory signage.

50 A1.

18” x 24” .080 Aluminum, baked enamel finish, with laminated UV protection and OSHA-approved

No Smoking, No Trespassing During School Hours, Restricted Parking, No Dogs, and similar regulatory signage.

100 A2.

24” x 24” .080 Aluminum, baked enamel finish, with laminated UV protection and OSHA-approved

Welcome signage, Do Not Enter, No Dogs, Caution: Pedestrian, and campus identification signage.

50 A3.

A. Total for BPS Standard Signage (A1 + A2 + A3)

Custom Signage Fabrication 100 SF. B1.

Custom Signage Installation 50 hours B2.

B. Total Custom Signage (B1 + B2)

Custom Building Renaming / Replacement Signage Fabrication 150 SF. C1.

Custom Building Renaming / Replacement Signage Installation 75 hours C2.

C. Total Custom Building Renaming / Replacement Signage (C1 + C2)

D. Site Visit (if needed) per hour 15 hours

E. Vertical Post 10

Specialty Lift/ aerial equipment 10 days F1.

Other specialty equipment 5 days F2.

F. Special Equipment fees (F1 + F2)

G. Permit Fees (Allowance) $ 2,000

H. Standard Installation Labor

125 hours

Vendors must review the Bid Sheet Description and Appendix III before submitting a bid.

Submission of a bid indicates full compliance with all specifications and requirements outlined.

Total Cost for Year 1 (A + B + C + D + E + F+H): $ _______________________________________________ (In Numbers) Total Year (1) Bid Price: $__________________________________________________________________

(In Words)

For Bid purposes, the total Bid Price should also be inserted on Page 2 of the Bid Response Form (CM-07) at C.

The undersigned agrees that if he is selected as the Contractor, he will within five (5) days, Saturday, Sunday and legal holidays excluded, after presentation thereof by the Awarding Authority, execute a Contract in accordance with the terms of this Bid and furnish a performance bond and also a labor and materials payment bond, each of a surety company licensed to do business under the laws of the Commonwealth; appearing on the U.S. Treasury List of Approved Sureties; satisfactory to the Awarding Authority; and each in the sum of one hundred percent (100%) of the Contract Price, the premiums for which are to be paid by the Contractor and are included in the Contract Price.

The undersigned hereby certifies that he is able to furnish labor that can work in harmony with all elements of labor employed or to be employed on the Work; that all employees to be employed at the worksite will have successfully completed a course in construction safety and health approved by the United States Occupational Safety and Health Administration that is at least ten (10) hours in duration at the time the employee begins work and who shall furnish documentation of successful completion of said course with the first certified payroll report for each employee; and that he will comply fully with all laws and regulations applicable to awards made subject to M.G.L. 149.

The undersigned further certifies under the penalties of perjury that this bid is in all respects bona fide, fair, and made without collusion or fraud with any other person. As used in this subsection, the word "person" shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity. The undersigned further certifies under penalty of perjury that the said undersigned is not presently debarred from doing public construction work in the Commonwealth under the provisions of M.G.L. Chapter 29, Section 29F, or any other applicable debarment provisions of any other chapter of the General Laws or any rule or regulation promulgated thereunder.

Date: __________________________

Name of Bidder:_______________________________________________________

Name of Authorized Representative (PRINT):_____________________________________

Signature of Authorized Representative: _______________________________________

Title of Authorized Representative:___________________________________________

Business Address:______________________________________________________

Business Phone:___________________Home / Cell Phone: ______________________

Email Address:________________________________________________________

Note: These additional service hours are estimates only. The City may request more, less, or no additional services. Payment will be based on the unit prices provided here and the actual amount of services requested, All materials should be submitted online in the City of Boston Supplier Portal, which can be accessed at boston.gov/procurement. Select the “Supplier Portal” button. You must log in to your vendor account in order to access this bidding opportunity.

END OF BID PRICE SHEET

2.3 BILLING INSTRUCTIONS & GUIDELINES

To receive prompt payment for the Goods and Services provided under this IFB contract, please make sure to include the following in your invoice and email your invoices as a single PDF file to bpsf.invoices@boston.gov and fmap@bostonpublicschools.org

● City of Boston Vendor ID#

● Contract #

● Boston Public Schools Purchase Order #

● Boston Public Schools Supervisor’s Name who authorized the work

● Unique Invoice #

● PDF or Email of Work Order

● Date of Service

● Date of Invoice

● Detailed description of the goods and services (matching your Bid Price Submission)

● MA Weekly Certified Payroll

● Weekly Statement of Compliance

● Amount Due on Invoice

● Additional backup documentation mailto:bpsf.invoices@boston.gov mailto:fmap@bostonpublicschools.org

At the beginning of each month, the supplier should email fmap@bostonpublicschools.org a statement of open invoices in Excel or CSV format so the AP Team can perform an account reconciliation if needed.

2.4 CHECKLIST FOR SUBMITTING BID

This checklist is for your use only; the documents here must be submitted for the bid.

CHECKLIST ITEM COMPLETE (✓)

Included a cover page (referenced in section 3.1) with all required information

Bid Price Sheet (referenced in 3.2)

Bid Form & Bid Deposit (5% of the value of the total bid) Read and reviewed contract terms, conditions, and additional forms If awarded the contract, you will be required to sign and submit these forms

Completed and submitted Form CM-07 – Bid Response Form

III. SUBMISSION INSTRUCTIONS

Submission Deadline

● To be considered, each bidder must submit a complete bid before November 5, 2026 at

12:00PM EST.

○ See Section 4.1 for the bid checklist and required documents.

● Bid modifications are not permitted once submitted.

Submission Methods

Bidders may submit their completed bids using one of the following methods:

1. Electronically via the City of Boston Supplier Portal (see Section 4.2 for instructions)

2. By mail or physical delivery (see Section 4.3 for mailing details and in-person drop-off locations) mailto:fmap@bostonpublicschools.org https://drive.google.com/file/d/1X-Q7NvwTEJi1dgfDKe7UNNBvGJkMpozH/view?usp=sharing

Important Submission Guidelines

Technical Issues If submitting via the City of Boston Supplier Portal, bidders should submit early to allow time for troubleshooting any system errors.

Bid Confirmation The contact listed in your bid will receive periodic email updates regarding:

● Confirmation of bid receipt

● Notification of bid award or rejection

Requests for any follow-up information, if needed

Late Submissions

Late bids will NOT be considered. The City is unable to accept bids submitted after the deadline or that do not meet submission requirements.

3.1 SUBMITTING BIDS VIA BOSTON’S SUPPLIER PORTAL

Vendors can submit bids electronically through the Supplier Portal.

Access the portal via boston.gov/procurement → Supplier Portal link.

Bids via email or other electronic means are not accepted.

For Full Instructions (PDF), follow the steps in the official guide: Entering a Bid Online (PDF)

STEP ACTION DETAILS / LINKS

1. Register (if not registered)

Register as a “bidder” in the Supplier Portal.

How to Use the Supplier Portal provides step-by-step registration instructions.

https://www.boston.gov/departments/procurement/how-use-supplier-portal https://www.boston.gov/procurement https://boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf https://www.boston.gov/departments/procurement/how-use-supplier-portal

2. Find Event Locate the IFB

(Invitation for Bids) you want to respond to.

1. Log in to your account.

2. Navigate: Main Menu → Manage Events and Place Bids → View Events and Place Bids.

3. Enter “EV000XXXXX” in the search box and click Search.

4. Click “NAME OF IFB.”

5. Click View Event Package to download forms and documentation.

- Start with “Main IFB Document File name.”

6. Click OK to return to the Event Details page.

3. Attach Your Bid

Upload your bid documents.

1. Click Bid On Event.

2. Answer all questions and upload required forms (cover page, bid price template, etc.).

3. Click Step 2: Enter Line Bid Responses to enter price details.

- If multiple line items exist, enter prices for each separately.

4. Submit Your Bid

Validate and finalize submission.

1. Click Validate Entries to confirm readiness.

2. Click Submit Bid to complete submission.

More information on registering and submitting bids is available on the Procurement Information Page.

Recommended: Submit at least 24 hours prior to the deadline.

Important Note: Bid modifications cannot be made after submission.

Ensure all bid information is complete and accurate before submitting.

3.2 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

You may submit hard copies of your bid by mail, delivery service, or in person.

The envelope should be clearly marked as follows:

ENVELOPE FORMAT

IFB Number:

Submitted by: [Name of Vendor]

[Date Submitted]

Juan Lopera

Boston Public Schools - Facilities Department

Second Floor

1216 Dorchester Ave, Dorchester 02125

IV. INSTRUCTION TO BIDDERS

In accordance with an Advertisement for Bids or Invitation to Bid, a copy of which is bound herewith, the City of Boston, Boston Public Schools, Office of Facilities Management, Planning and Engineering Department (the "City" or the "Awarding Authority") has invited bids for BPS Safety Exterior Signage

These Instructions to Bidders ("Instructions") are intended to assist bidders (which term, as used in these instructions, shall include general bidders and sub-bidders as applicable) in the preparation of their bids, to call attention to various legal requirements, and to set forth specific conditions upon which bids are submitted and received.

The Awarding Authority reserves the right to waive any informalities, and to reject any or all General Bids if it determines such to be in the public interest of a person competent to perform the work as specified, or if such Bid does not conform with Sections 44A through 44J inclusive of Chapter 149 of the General Laws as amended, or if such Bid is on a form not filled in, or is incomplete, conditional or obscure, or contains an addition not called for.

A certified check, or a treasurer’s check, or a cashier’s check issued by a responsible bank or trust company licensed to do business in Massachusetts acceptable to the Awarding Authority, or a bid bond issued by a bonding company satisfactory to the Awarding Authority, payable to the City of Boston, shall be submitted with each Bid in an amount no less than five percent (5%) of the amount bid, including all alternates.

No bid may be withdrawn before the expiration of the statutory period after the opening of Bids for the making of awards and completion of the process of entering into contracts.

General

A. The intent and purpose of this Invitation for Bids (IFB) is to invite qualified contractors to submit bids for BPS Safety Exterior Signage

B. The contractor shall furnish all labor, supervision, equipment, tools, materials, parts, and transportation necessary to provide the contract services as required.

ARTICLE 1 – DEFINITIONS

1.1 The following definitions shall apply in these instructions and in the other Contract Documents:

A. The term "bidding documents' shall include the Invitation to Bid, these Instructions, the bid forms, bond forms, contract forms, and other Contract Documents bound herewith, the Drawings, the Specifications, and all Addenda issued prior to receipt of bids.

B. The term "Contract Documents" shall mean the contract entered into between the City and the successful general bidder, including all documents enumerated as Contract Documents in the Agreement between Owner and Contractor, and all Modifications (as defined in the General Conditions of the Contract for Construction) issued after execution of the Contract.

C. The terms "Addenda" and "Addendum" shall mean written documents and/or drawings issued by the City before execution of the Contract that supplement, modify, correct, explain, or interpret the bidding documents.

D. The term "Official" means the Official identified in the Invitation to Bid.

E. All definitions outlined in the Conditions of the Contract or the other Contract Documents as therein defined apply to these Instructions and to the other bidding documents.

ARTICLE 2 - BIDDER'S REPRESENTATION

2.1 Attention of all bidders is directed to Massachusetts General Laws, Chapter 149, as amended, regulating the award of contracts for public construction projects by competitive bidding. In the event of any inconsistency between any of the provisions of these contract documents and the cited statutes, the provisions of said statutes shall prevail.

2.2.1 Each Bidder, by making a bid, represents that:

A. The Bidder has read and understands the Contract Documents and makes the bid in accordance therewith.

B. The Bidder has visited the site and is familiar with the local conditions under which the Work has to be performed.

2.3 Failure to examine the Contract Documents and site will not relieve any Bidder from any obligation under the bid as submitted.

ARTICLE 3 - AVAILABILITY OF BIDDING DOCUMENTS

3.1 Each person requesting bidding documents shall proceed as directed in the Invitation to Bid.

Bidders may obtain one set of the bidding documents via the City of Boston or otherwise, as stated in the IFB.

3.2 Bidders shall use complete sets of bidding documents in preparing bids; neither the City nor the Official assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bidding documents.

3.3 The City, in making copies of the bidding documents available, does so only for the purpose of obtaining bids on the work of this contract and does not expressly or impliedly confer a license or permission of any kind to any person for any other use thereof.

3.4 The City shall prepare and update daily a list of persons who have requested bidding documents for the project, which shall be sent each week to the Central Register published by the Massachusetts Secretary of State.

3.5 Neither the City nor the Architect assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents in preparing Bids.

3.6 The Official will furnish to every eligible Bidder in the Bidding Documents a Form for

General Bid, Bid Bond Form, and Bid Response Form.

ARTICLE 4 – EXAMINATION OF SITE AND CONTRACT DOCUMENTS

4.1 Each Bidder shall visit the site of the proposed Work and shall become thoroughly acquainted with the conditions and limitations as they exist, including those of labor, material means, and methods, and shall also thoroughly examine the Contract Documents.

Failure of any Bidder to visit the site and become thoroughly acquainted with the Contract Documents shall in no way relieve Bidder from any obligations with respect to its bid.

4.2 No consideration will be granted for any alleged misunderstanding of the material, article, or piece of equipment to be furnished or work to be done; it is understood that the tender of the Bid proposal carries with it the agreement to all items and conditions referred to herein or indicated in the Contract Documents.

4.3 The properties upon which the work is to be performed, rights-of-way for access thereto, and other property designated for use by the contractor in performing the work are identified in the Contract Documents.

4.4 Each bidder shall promptly notify the Official of any ambiguity, inconsistency, or error it may discover upon examination of the bidding documents, the site, or other local conditions. The submission of a bid will constitute a representation by the bidder that it has complied with every requirement of this Section and that the Contract Documents are sufficient in scope and detail to indicate and convey an understanding of all terms and conditions for the performance of the work of this contract.

4.5 A pre-bid site viewing will be held at the time and place stated in the Invitation to Bid, as applicable.

ARTICLE 5 – QUESTION, INTERPRETATION, ADDENDA

5.1 Bidders with questions or requiring interpretations or clarification of any perceived conflict, ambiguity, error, or omission that is discovered upon examination of the bidding documents shall make a written request for interpretation or clarification. Requests for interpretation or clarification, or proposals for any other modifications to the bidding documents, made orally or received less than five (5) working days, excluding Saturday, Sunday, and legal holidays, from the date of bid opening will not be answered. Questions must be emailed.

5.2 Bidders shall promptly notify the Owner's Representative of any ambiguity, inconsistency, or error which they may discover upon examination of the Contract Documents, the site, and local conditions, if applicable.

5.3 Contact Person:

Juan Lopera Boston Public Schools Office of Facilities Management Planning and Engineering Department 1216 Dorchester Avenue, 2nd Floor Dorchester, MA 02125 617-251-2261 bidderinfo@bostonpublicschools.org

5.4 Any interpretation, clarification, correction, addition, or deletion to the bidding documents will be binding only if given in writing by the official. Interpretations, clarifications, corrections, additions, or deletions made orally or in any other manner are not binding and should not be relied upon by bidders. The addendum will be posted via the supplier portal and will be accessible to all parties who, according to the official’s records, have obtained bidding documents and have furnished to the official an email and/or facsimile number for the purpose of receiving the addenda.

mailto:bidderinfo@bostonpublicschools.org

5.5 Any supplemental instructions, amendments, or changes in the invitation for bids, or attached documents, shall be in the form of written addenda. If issued, such addenda shall be posted in the City of Boston Supplier Portal. Such addenda, if any, will be sent no later than two (2) business days before the scheduled opening of bids.

5.6 Failure of any bidder to respond to such addenda shall not relieve such bidder from any obligation arising under law from the submission of a bid. At the time of the opening of bids, each bidder shall be conclusively presumed to have received and understood all bid documents, including all addenda. The failure of any bidder to examine any form, instrument, or other document that is part of the invitation for bids shall in no way relieve such bidder from any obligation arising under law from the submission of a bid.

ARTICLE 6 - PREPARATION AND SUBMISSION OF BIDS

6.1 Every general bid must be submitted on the prescribed Form for General Bid and Bid

Response Form. Form(s) for bid (s) will be provided by the City or can be printed from the electronic documents issued to bidders. All blank spaces in the bid forms shall be filled in, in ink or typewritten, in words or figures. The bid prices for each item on the bid forms shall be stated in both words and figures. Where itemized lump sum or unit prices are called for, all such prices shall be provided by the bidder. Where unit prices are required on the bid forms, in the event of a discrepancy between specified unit prices and totals based on such unit prices, the unit prices specified shall govern. In the event of a discrepancy between prices written in words and prices written in figures, the written words shall govern. In the event of a discrepancy between the indicated sum of any column of figures and the correct sum thereof, the correct sum shall govern.