TOWN OF WESTBOROUGH

MASSACHUSETTS- SCHOOL DEPARTMENT

45 West Main Street Westborough, MA 01581

508-836-7700 Contract #: FY2027-002

School Department Mowing and Maintenance Bid

The Town of Westborough School Department, hereinafter “School Department”, seeks bids from qualified contractors that can demonstrate proficiency and experience performing landscaping services upon various school properties.

Bid Documents will be available online beginning at 9:00 AM on October 26, 2026, at https://www.bidnetdirect.com/massachusetts/townwestborough . All plan holders must have an active online account on www.bidnetdirect.com to acquire documents, receive project notifications, submit questions and receive addenda. It is the responsibility of prospective proposers to check www.BidNetDirect.com for new information via any addenda to this solicitation.

Sealed bids must be delivered to the address listed below and clearly marked “School Dept. Mowing and Maintenance Bid” on the outside of the sealed envelope. Bids must be received no later than Tuesday, November 24, 2026, at 12:00 P.M. Bids will be publicly opened and read aloud at that time. No electronic bids will be accepted. Late submissions will not be accepted.

Westborough Public Schools – Forbes Building ATTN: Anita Patel

45 West Main Street, 3rd Floor Westborough, MA 01581

A mandatory Pre-Bid Conference will occur at 11:00 AM, Thursday, November 12, 2026, at the Westborough Public Schools Forbes Building, 45 West Main Street- 3rd Floor Westborough, MA 01581.

Questions regarding this IFB should be emailed to Anita Patel, Director of Finance & Operations, patela@westboroughk12.org and have the subject line “FY2027-002 - School Dept. Maintenance”. The deadline for submitting questions is Tuesday, November 17, 2026, at 4:00 P.M. Addenda will be posted on BidNetDirect.com and will be distributed to all Plan holders registered on BidNet.

https://www.bidnetdirect.com/massachusetts/townwestborough mailto:patela@westboroughk12.org

45 West Main Street Westborough, MA 01581

508-836-7700

SCOPE OF WORK OVERVIEW

The overall scope of work includes weekly field playing surface mechanical mowing, weekly mechanical mowing outside the field playing surface areas, monthly mechanical mowing, weekly weed-wacking and weekly blowing of debris from hardscape surfaces These requirements will be more thoroughly described within the Scope of Work Descriptions.

The recreation locations that are incorporated into this bid are listed as follows:

● Mill Pond Elementary School Building Grounds (6 Olde Hickory Path);

● Mill Pond Elementary School Field (6 Olde Hickory Path);

● Hastings Elementary School Building Grounds (111 East Main St,);

● Hastings Elementary School Field (111 East Main Street);

● Fales Elementary School Building Grounds (50 Eli Whitney Street);

● Fales Elementary School Field (50 Eli Whitney Street);

● Armstrong Elementary School Building Grounds (18 Fisher Street)

● Gibbons Middle School Building Grounds (20 Fisher Street);

● Gibbons Middle School Field-no diamond (20 Fisher Street);

● Gibbons Middle School Field- 2 diamonds (20 Fisher Street);

● High School Building Grounds (90 West Main Street);

● High School Ski Hill (90 West Main Street);

● High School Baseball Field (90 West Main Street);

● High School Softball Field (90 West Main Street);

● High School Football End Zones, Track Area & Behind Bleachers (90 West Main Street);

● Bus Lot Grounds (133 Oak Street)

SCHOOL DEPARTMENT REPRESENTATIVE OVERSIGHT

The School Department Leadsman, hereinafter “Leadsman” will be the point of contact in overseeing all aspects of this contract.

CONTRACTOR REPRESENTATIVE OVERSIGHT

The contractor shall designate a “Field Supervisor” who will communicate regularly with the Leadsman. The Field Supervisor contact shall be provided to the Leadsman by no later than March 1st of each year of contract eligibility.

SCOPE OF WORK DESCRIPTIONS

All mowing is prescribed as mechanical. The following will be a brief description of the work and expectations of the contractor and these work description categories will be replicated within the Base Bid Pricing Sheet:

● Weekly Field Playing Surface Mowing: Based upon the previous 5-year average there are approximately 28 Weekly Mowings during a normal growing season, provided that adequate rainfall has occurred from mid-April to the beginning of November.

45 West Main Street Westborough, MA 01581

508-836-7700

Weekly Mowing will include:

1. Pre-litter pickup (deposit within onsite trash receptacles);

2. Pre-branch/other woody debris pickup (deposit near adjacent woodlands);

3. Weed-wacking of all edges such as but not limited to; sidewalks, curbing, monuments, edged flower/shrub beds, trees, any other delineated edges, building foundations, fencing, guardrails, and any other areas as directed by the Leadsman;

4. Backpack blowing of all hard surfaces;

5. Average mowing heights vary depending on the time of season and demands on the playing surface. The following ranges have been historically utilized: (April 1st - June 15th = 2”), (June 15th - August 15th = 3”), (August 15th - November 1st = 2”) and or, as directed by the Leadsman.

● Weekly Mowing: Based upon the previous 5-year average there are approximately 28 Weekly

Mowings during a normal growing season, provided that adequate rainfall has occurred from mid-April to the beginning of November.

Weekly Mowing will include:

1. Pre-litter pickup (deposit within onsite trash receptacles);

2. Pre-branch/other woody debris pickup (deposit near adjacent woodlands);

3. Weed-wacking of all edges such as but not limited to; sidewalks, curbing, monuments, edged flower/shrub beds, trees, any other delineated edges, building foundations, fencing, guardrails, and any other areas as directed by the Leadsman;

4. Backpack blowing of all hard surfaces;

5. Average mowing height will be approximately 2.5”-3” and or, as directed by the

Leadsman.

● Monthly Mechanical Mowing: 4 Monthly Mowings: May, July, September & November

● Per/Hourly Labor Rate: Opportunities may present themselves where additional work is required or desired outside the above work descriptions. The Per/Hourly Labor Rate permits flexibility for the Leadsman to assign additional work to the Field Supervisor. It is estimated that 40 additional hours will be allocated within the Base Bid Pricing Sheet. A Change Order will not be required if additional labor hours are required during the contract period.

METHOD OF OPERATION

The contractor shall submit to the Leadsman an approximate schedule and general rotation approach to achieve the above Scope of Work Descriptions by April 10th. For example, contractor X decides that every Tuesday will be the Weekly Field Playing Surface/Weekly Mowing day of the week. The schedule assists in communicating with the School Principals and other relevant staff to avoid conflicts with field permit users.

The Leadsman with input from the Athletic Director, will provide a schedule for the Field Supervisor depicting scheduled sporting events to also assist in avoiding conflicts.

45 West Main Street Westborough, MA 01581

508-836-7700

The Leadsman and Field Supervisor shall meet by April 10th of each contract year of eligibility to have a kick-off meeting before the contract season starts.

The Leadsman will also communicate to the Field Supervisor of any community events that could occur at the recreation locations within this contract.

Also, it is understood and agreed that only the highest standards of work are acceptable and are to be maintained upon these municipal and highly visible public properties. The contractor shall be required to redo, at their own expense; any work in relation to which there shall be doubt or discrepancy; or any work done in violation of law or public authority. In the event that work has been done improperly, the Leadsman shall have the right to demand immediate corrective action on the part of the contractor; or have the condition corrected by whatever means necessary and deduct the costs from the invoiced amount.

SUSPENSION/ADDITIONAL MOWING

The Leadsman reserves the right to suspend mowing if environmental conditions (i.e. drought) are present and mowing would be more detrimental to the turf surfaces. Conversely and if needed, the Leadsman reserves the right to add additional mowings and the contractor will invoice per the Base Bid Pricing Sheet. It is possible and this is the reasoning for segregating the Field Playing Surface area, that additional mowings could occur only within this designated area to meet the demands of the growing season and the field permit user requirements.

CHANGE ORDER

In the event that the School Department wanted to add additional locations or additional work scopes, a Change Order would be submitted by the contractor and agreed to by the School Department and would be incorporated into an amended contract.

SUBCONTRACTING

The awarding contractor shall not subcontract any portions of this contract without prior authorization by the School Department.

REQUIRED REFERENCES

The Bid submission shall include at least three (3) references for similar work with municipal and/or school department properties.

REQUIRED LIST OF MACHINERY

The bid submission shall include a list of machinery able to perform the Scope of Work. The contractor will be required to furnish all labor, materials, equipment, fuel and other incidental items necessary to complete the work. The Leadsman reserves the right to inspect the machinery as part of the contract awarding process and if elected to do so, the bidder shall bring the machinery to a School Department location for inspection.

It is noted that currently the heaviest piece of mechanical mowing equipment that is allowed on the field surfaces weighs approximately 4,365 pounds and any proposed machinery shall not be above this weight unless proven not to cause damage to the turf and irrigation system.

45 West Main Street Westborough, MA 01581

508-836-7700

The use of electric machinery to perform the Scope of Work is encouraged but not an obligation of this Contract.

REQUIRED STAFFING PLAN

The bid submission shall include a staffing plan to ensure there is adequate personnel to execute the contract.

The contractor shall provide an updated staffing plan to the Leadsman by April 10th of every eligible contract year.

LENGTH OF CONTRACT

The contract shall be from April 1, 2027 through December 31, 2027 (YEAR 1) and renewable twice, each renewal for a term from April 1, 2028 through December 31, 2028 (YEAR 2) and lastly from, April 1, 2029 through December 31, 2029 (YEAR 3). Each renewal shall be at the sole discretion of the Town of Westborough-School Department.

The contract renewal process will commence in March of every year so that it is firmly in place by April 1st.

HOURS OF OPERATION

The contractor can work between the hours of 7:00AM-5:00PM Monday through Friday and 8:00AM-4:00PM on Saturdays. No work on Sundays or legal holidays. In the event it is necessary to perform work outside the above parameters, then approval shall first be granted by the Leadsman.

ADDENDA and INTERPRETATIONS No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made to any bidder orally. All information given to bidders other than by means of the plans, specifications, or by addenda, is given informally and shall not be used as the basis of a claim against the School Department.

Questions and answers will be posted on Bidnetdirect.com and shared with all the plan holders who are registered on BidNetDirect.com.

Addenda may be required during the bidding period to modify, clarify or interpret the Bid and Contract Documents. Failure to review such Addenda shall in no way relieve any Bidder from the execution of its provisions. All Bidders are cautioned to verify the number of addenda which have been issued and to review their contents before submitting a Bid.

If the bidder has specific questions regarding the proposed design or requires clarification of any bid documents they shall submit all questions to Anita Patel, Director of Finance & Operations, patela@westboroughk12.org. To ensure proper handling of all emails the Subject Line shall include “FY2027-002 School Dept. Maintenance” and the email shall clearly define the question. The email should also include the name and phone number of the sender in case follow-up information is required. All bid questions shall be received no later than Tuesday, November 17, 2026, at 4:00 PM. All responses will be distributed by Addenda via the Bidnetdirect.com system. The final Addenda shall be mailto:patela@westboroughk12.org

45 West Main Street Westborough, MA 01581

508-836-7700 posted approximately 48 hours prior to the time of the bid opening.

Bidders are required to acknowledge all issued Addenda’s on the Base Bid Pricing Sheet

INSURANCE REQUIREMENTS

The contractor shall be responsible to the Town or any third party for any property damage or bodily injury caused by it, any of its subcontractors, employees or agents in the performance of, or as a result of, the work under this contract. The contractor and any subcontractors used hereby certify that they are insured for workers’ compensation, property damage, personal and product liability. The contractor and any subcontractor it uses shall purchase, furnish copies of, and maintain in full force and effect insurance policies in the amounts here indicated.

General Liability Bodily Injury Liability: $1,000,000 per occurrence Property Damage Liability $ 500,000 per occurrence (or combined single limit) $1,000,000 per occurrence

Workers’ Compensation Insurance Coverage for all employees in accordance with Massachusetts General Laws

Prior to commencement of any work under this contract, the contractor shall provide the Town with Certificate of Insurance which include the Town as additionally named insured and which include a thirty day notice of cancellation to the Town.

BASIS OF CONTRACT AWARD

A lump sum price shall be provided on the Base Bid Pricing Sheet for Year 1, Year 2, and Year 3 and the lowest aggregate total of all three years will be awarded the contract in addition to being the lowest responsible and responsive bidder.

The contract will be awarded upon the Base Bid Pricing Sheet.

BASIS OF PAYMENT

The awarded contractor shall receive a clean Base Bid Pricing Sheet and will submit weekly invoicing to the Leadsman that demonstrates what properties and pricing categories were completed.

If the Per/Hourly Labor Rate was utilized, then provide a brief description of the work performed on the invoicing sheet.

45 West Main Street Westborough, MA 01581

508-836-7700

BASE BID PRICING SHEET

YEAR 1 (April 1, 2027-December 31, 2027)

Location Description Bid. Qty. Unit Unit Price

Total Price

Mill Pond Elementary School

Building Grounds (214,000 sq.ft.)

28 Weekly

Mill Pond Elementary School

Field Playing Surface (160,000 sq.ft.)

28 Weekly

Hastings Elementary School

Building Grounds (175,000 sq.ft.)

28 Weekly

Hastings Elementary School

Field Playing Surface (185,000 sq.ft.)

28 Weekly

Fales Elementary School

Building Grounds (128,000 sq.ft.)

28 Weekly

Fales Elementary School

Field Playing Surface (51,000 sq.ft.)

28 Weekly

Armstrong Elementary School

Building Grounds (70,000 sq.ft.)

28 Weekly

Gibbons Middle School

Building Grounds (81,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface no diamond

(90,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface 2 diamonds

(190,000 sq.ft.)

28 Bi-Weekly

High School Building Grounds (331,800 sq.ft.)

45 West Main Street Westborough, MA 01581

508-836-7700

High School Ski Hill May, July, September &

November (85,000 sq.ft.)

4 Per occurrence

High School Baseball Field Field Playing Surface

(128,000 sq.ft.)

28 Weekly

High School Softball Field Field Playing Surface

(28,000 sq.ft.)

28 Weekly

High School Football End Zones, Track Area & Behind

Bleachers (175,000 sq.ft.)

28 Weekly

Bus Lot Bus Lot Grounds (10,000 sq.ft.)

Total Summation Year 1:$___________________________________________________ Year 1 Base Bid amount in figures

45 West Main Street Westborough, MA 01581

508-836-7700

YEAR 2 (April 1, 2028-December 31, 2028)

Building Grounds (214,000 sq.ft.)

28 Weekly

Mill Pond Elementary School

Field Playing Surface (160,000 sq.ft.)

28 Weekly

Hastings Elementary School

Building Grounds (175,000 sq.ft.)

28 Weekly

Hastings Elementary School

Field Playing Surface (185,000 sq.ft.)

28 Weekly

Fales Elementary School

Building Grounds (128,000 sq.ft.)

28 Weekly

Fales Elementary School

Field Playing Surface (51,000 sq.ft.)

28 Weekly

Armstrong Elementary School

School

Building Grounds (81,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface no diamond

(90,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface 2 diamonds

(190,000 sq.ft.)

28 Bi-Weekly

High School Building Grounds

45 West Main Street Westborough, MA 01581

508-836-7700

November (85,000 sq.ft.)

4 Per occurrenc e

(128,000 sq.ft.)

28 Weekly

High School Softball Field Field Playing Surface

(28,000 sq.ft.)

28 Weekly

High School Football End Zones, Track Area & Behind

Bleachers (175,000 sq.ft.)

28 Weekly

Total Summation Year 2:$___________________________________________________ Year 2 Base Bid amount in figures

45 West Main Street Westborough, MA 01581

508-836-7700

YEAR 3 (April 1, 2029-December 31, 2029)

Building Grounds (214,000 sq.ft.)

28 Weekly

Mill Pond Elementary School

Field Playing Surface (160,000 sq.ft.)

28 Weekly

Hastings Elementary School

Building Grounds (175,000 sq.ft.)

28 Weekly

Hastings Elementary School

Field Playing Surface (185,000 sq.ft.)

28 Weekly

Fales Elementary School

Building Grounds (128,000 sq.ft.)

28 Weekly

Fales Elementary School

Field Playing Surface (51,000 sq.ft.)

28 Weekly

Armstrong Elementary School

School

Building Grounds (81,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface no diamond

(90,000 sq.ft.)

28 Weekly

Gibbons Middle School

Field Playing Surface 2 diamonds

(190,000 sq.ft.)

28 Bi-Weekly

High School Building Grounds

45 West Main Street Westborough, MA 01581

508-836-7700

November (85,000 sq.ft.)

4 Per occurrenc e

(128,000 sq.ft.)

28 Weekly

High School Softball Field Field Playing Surface

(28,000 sq.ft.)

28 Weekly

High School Football End Zones, Track Area & Behind

Bleachers (175,000 sq.ft.)

28 Weekly

Total Summation Year 3:$___________________________________________________ Year 3 Base Bid amount in figures

45 West Main Street Westborough, MA 01581

508-836-7700

The undersigned proposes to perform the Scope of Work, furnish all materials and complete the Scope of Work in its entirety in the manner and under the conditions required at the prices listed in the Base Bid Price Sheet of:

$_________________________________________________________________(Year 1 + Year 2 + Year 3)

Base Bid amount in words

The undersigned acknowledges receipt of Addenda numbered:

Addenda Numbered: ______________________ Dates:________________________________

45 West Main Street Westborough, MA 01581

508-836-7700

NOTE: If the Bidder is a corporation, indicate state of incorporation under signature and affix corporate seal; if a partnership, give full names and residential addresses if different from business addresses.

Name of Bidder

Signature and title of Person Signing Bid

Business Address

City, State and Zip Code

Telephone Facsimile

Date: Corporate Seal:

45 West Main Street Westborough, MA 01581

508-836-7700

Non-Collusive Resolution:

The undersigned certifies, under the provisions of Chapter 701 of the Acts of 1983 and under the penalties of perjury that this bonafide, fair and without collusion or fraud with any one person. As used in this section, the work “person” will mean any natural person, joint venture, partnership, corporation or other business or legal entity.

Date: _________________________________________________________________________

Company: _____________________________________________________________________

By: __________________________________________________________________________

Company Official Signature Print Name

Title:

Address:

Phone number:

Fax number:

Email Address:

45 West Main Street Westborough, MA 01581

508-836-7700

CERTIFICATION AS TO PAYMENT OF STATE TAXES

Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A (b), I, ______________________, authorized signatory for the Contractor do hereby certify under the pains and penalties of perjury that said

Contractor has complied with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Social Security Number or Signature of Individual or Federal Identification Number Corporate Name

By:

Corporate Officer (If applicable)