PVD25-155 - Water Supply - RFP - Vegetation Control Services - MT 50886.pdf

REQUEST FOR PROPOSALS

Item Description: Vegetation Control Services

Procurement/MinuteTraq #: 50886

Date to be opened: 11/17/2025

Issuing Department: Providence Water Supply Board

QUESTIONS

• Please direct questions related to the process, how to fill out forms, and how to submit an application(Pages 1-8) to the Purchasing Department.

o Email: purchasing@providenceri.gov

Please use the subject line “Solicitation Question”

• Please direct questions relative to the Minority and Women’s Business Enterprise Program and the corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of Providence, Grace Diaz o Email: gdiaz@providenceri.gov Please use subject line “MBE WBE Forms”

• Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing department’s subject matter expert:

o Name: Robert MacMillian o Title: Senior Forest Supervisor – Water Supply o Email Address: robertm@provwater.com

Pre-submission Conference There is no Pre-Bid Conference

Deadline for questions submissions:

November 10, 2025

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

mailto:purchasing@providenceri.gov mailto:gdiaz@providenceri.gov mailto:robertm@provwater.com

INSTRUCTIONS FOR SUBMISSION

Meeting Date: 11/17/2025

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the captioned Item Description and the City Department to which the solicitation and bid are related and must include the company name and address on the envelope as well. (On page 1).

• If required by the Department, please keep the original bid bond and check in only one of the envelopes.

• Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product information/samples) should have “NOT A BID” written on the envelope or wrapper.

• Only use form versions and templates included in this solicitation. If you have an old version of a form do not recycle it for use in this bid.

• The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply Department of the City Clerk – City Hall, Room 311 25 Dorrance Street Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to provide (such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record. The City has made a conscious effort to avoid the posting of sensitive information on the City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing department only at their request.

BID PACKAGE CHECKLIST

Digital forms are available in the City of Providence Purchasing Department Office or online at http://www.providenceri.gov/purchasing/how-to-submit-a-bid/

The bid package MUST include the following, in this order:

• Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)

• Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)

• Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)

• Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See forms and instructions enclosed (pages 10-11) or on:

https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of ALL required signatures. Forms without all required signatures will be considered incomplete.

• Bidder’s Proposal/Packet: Formal response to the specifications outlined in this RFP, including pricing information and details related to the good(s) or service(s) being provided. Please be mindful of formatting responses as requested to ensure clarity.

• Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)

All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are only required if specified on page 5.)

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required documents with all applicable signatures will result in disqualification, or in an inability to appropriately evaluate bids.

http://www.providenceri.gov/purchasing/how-to-submit-a-bid/ https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the lowest qualified and responsible bidder.

2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will not be considered.

3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or to split the award.

4. No proposal will be accepted if the bid is made in collusion with any other bidder.

5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other than brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids.

8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence, immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern.

11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or equitably any monies or any claim thereto without the previous written consent of the City Purchasing Director.

12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made.

13. A certificate of insurance will normally be required of a successful vendor.

14. For many contracts involving construction, alteration and/or repair work, State law provisions concerning payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)

15. No goods should be delivered, or work started without a Purchase Order.

16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document indicates otherwise.

17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national origin, gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules and regulations. (See Bid Form 2.)

http://providenceri.iqm2.com/Citizens/Default.aspx http://providenceri.iqm2.com/Citizens/Default.aspx http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM

BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction and Service contracts. If either of the first two checkboxes below is checked, the specified assurance must accompany a bid, or the bid will not be considered by the Board of Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to be awarded the contract.

a) A certified check for $ must be deposited with the City Clerk as a guarantee that the

Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of per centum (%) of the proposed total price, must be deposited with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and the amount of such bid bond shall be retained for the use of the City as liquidated damages in case of default. Any person signing a bid bond as an attorney-in-fact shall include with the bid bond an original, or a photocopy or facsimile of an original, power of attorney.

c) A performance and payment bond with a satisfactory surety company will be posted by the bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. Awards will be made within nighty (90) days of bid opening. All bid prices will be considered firm, unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents, and Acts of God.

The following entry applies only for COMMODITY BID TERMS:

4. Payment for partial delivery will not be allowed except when provided for in blanket or term contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.

6. Prior to commencing performance under the contract, the successful bidder shall attest to compliance with the provisions of the Rhode Island Worker’s Compensation Act, RIGL 28-29-1, et seq. If exempt from compliance, the successful bidder shall submit a sworn Affidavit by a corporate officer to that effect, which shall accompany the signed contract.

7. Prior to commencing performance under the contract, the successful bidder shall, submit a certificate of insurance, in a form and in an amount satisfactory to the City.

http://webserver.rilegislature.gov/Statutes/TITLE28/28-29/INDEX.htm

BID FORM 1: Bidders Blank

1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

2. Bidder’s responses must be in ink or typewritten, and all blanks on the bid form should be completed.

3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be rejected. Contracts exceeding twelve months must specify annual costs for each year.

4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless submitting a unit price bid), however each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual items.

5. All bids MUST BE SIGNED IN INK.

Name of Bidder (Firm or Individual):

Contact Name:

Business Address:

Business Phone #:

Contact Email Address:

Agrees to bid on (Write the “Item Description” here):

If the bidder’s company is based in a state other than Rhode

Island, list name and contact information for a local agent for service of process that is located within Rhode Island

Delivery Date (if applicable):

Name of Surety Company (if applicable):

Total Amount in Writing*:

Total Amount in Figures*:

*If you are submitting a unit price bid, please insert “Unit Price Bid”

Use additional pages if necessary for additional bidding details.

Signature of Representation

Title

BID FORM 2: Certification of Bidder (Non-Discrimination/Hiring)

Upon behalf of_____________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify that:

1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual orientation and/or religion in its business and hiring practices.

2. All of Bidder’s employees have been hired in compliance with all applicable federal, state and local laws, rules and regulations.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Signature of Representation

Printed Name

BID FORM 3: Certificate Regarding Public Records

Upon behalf of______________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify an understanding that:

1. All bids submitted in response to Requests for Proposals (RFP’s) and Requests for Qualification (RFQ’s), documents contained within, and the details outlined on those documents become public record upon receipt by the City Clerk’s office and opening at the corresponding Board of Contract and Supply (BOCS) meeting.

2. The Purchasing Department and the issuing department for this RFP/RFQ have made a conscious effort to request that sensitive/personal information be submitted directly to the issuing department and only at request if verification of specific details is critical the evaluation of a vendor’s bid.

3. The requested supplemental information may be crucial to evaluating bids. Failure to provide such details may result in disqualification, or an inability to appropriately evaluate bids.

4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose the defined supplemental information prior to the issuing department’s request in the bidding packet submitted to the City Clerk, the City of Providence has no obligation to redact those details and bears no liability associated with the information becoming public record.

5. The City of Providence observes a public and transparent bidding process. Information required in the bidding packet may not be submitted directly to the issuing department at the discretion of the bidder in order to protect other information, such as pricing terms, from becoming public. Bidders who make such an attempt will be disqualified.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Signature of Representation

Printed Name

BID FORM 4: Affidavit of City Vendor

Per our Code of Ordinances Sec. 21.-28.1 (e), this form applies to a) the business, b) any political action committee whose name includes the name of the business, c) all persons holding ten (10) percent or greater equity interest or five thousand dollars ($5,000.00) or greater cash value interest in the business at any time during the reporting period, d) all executive officers of the business entity, e) any spouse or dependent child of any individual identified in a) though d) above.

Executive officers who are not residents of the state of Rhode Island are exempted from this requirement.

Per R.I.G.L. § 36-14-2, “Business” means a sole proprietorship, partnership, firm, corporation, holding company, joint stock company, receivership, trust, or any other entity recognized in law through which business for profit or not for profit is conducted.

Name of the person making this affidavit: ____________________________________________

Position in the “Business” ________________________________________________________

Name of Entity _________________________________________________________________

Address: ________________________________________________________________________

Phone number: ________________

The number of persons or entities in your entity that are required to report under Sec. 21.-28.1 (e): _____

Read the following paragraph and answer one of the options:

Within the 12 month period preceding the date of this bid submission with the City of Providence, or with respect to the contracts that are not in writing within the 12 month period preceding the date of notification that the contract has reached the $100,000 threshold, have you made campaign contributions within a calendar year to (please list all persons or entities required under Sec. 21.-28.1 (e)).

a. Members of the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

b. Candidates for election or reelection to the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

c. The Mayor of Providence? ☐ Yes ☐ No

d. Candidates for election or reelection to the office of Mayor of Providence? ☐ Yes ☐ No

Signed under the pains and penalties of perjury. Position https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI http://webserver.rilegislature.gov/Statutes/TITLE36/36-14/36-14-2.htm https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI

MBE/WBE Participation Plan Please complete separate forms for each MBE/WBE subcontractor/supplier to be utilized on the solicitation.

Bidder’s Name:

Bidder’s Address:

Point of Contact:

Telephone:

Email:

Procurement #:

Project Name:

Which one of the following describes your business’ status in terms of Minority and/or Woman Owned Business Enterprise certification with the State of Rhode Island? (Check all that apply).

☐MBE ☐WBE ☐Neither MBE nor WBE

This form is intended to capture commitments between the prime contractor/vendor and MBE/WBE subcontractors and suppliers, including a description of the work to be performed and the percentage of the work as submitted to the prime contractor/vendor.

Please note that all MBE/WBE subcontractors/suppliers must be certified by the Office of Diversity, Equity and Opportunity at the time of bid. The MBE/WBE Directory can be found here. Please visit, the City’s MBE/WBE page for details of the program (e.g.

instructions and requirements).

• Nonprofit organizations are not required to complete the rest of this form.

• Construction projects unable to identify subcontractors prior to bid submission (e.g. Design Build) are required to provide updates to the MBE/WBE Outreach Office Name of Subcontractor/Supplier:

Type of RI Certification: ☐MBE ☐WBE ☐Neither Address:

Point of Contact:

Telephone:

Email:

Detailed Description of Work to Be Performed by Subcontractor or Materials to be Supplied by Supplier Per the Scope of Work provided in the RFP Total Contract Value ($): Subcontract

Value ($):

Participation Rate (%):

Anticipated Date of Performance:

I certify under penalty of perjury that the forgoing statements are true and correct.

Prime Contractor/Vendor Signature Title Date

Subcontractor/Supplier Signature Title Date

*If you did not meet the 20% MBE/WBE combined participation goal, submit a Waiver Request Form.

https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe

MBE/WBE Waiver Request Form Fill out this form only if you did not meet the 20% MBE/WBE participation goal.

State-certified MBE or WBE Prime Bidders are NOT REQUIRED to fill out this form.

Submit this form to the City of Providence MBE/WBE Outreach Director, Grace Diaz, at gdiaz@providenceri.gov, for review prior to bid submission. This waiver applies only to the current bid which you are submitting to the City of Providence and does not apply to other bids your company may submit in the future. In case a waiver is needed, City Department Directors should not recommend a bidder for an award if this form is not included, absent or is not signed by the city of Providence MBE/WBE director.

Prime Bidder: _______________________________________ Contact Email and Phone________________________________ Company Name, Address: ________________________________________ Trade _________________________________ Project /Item Description (as seen on RFP):

To receive a waiver, you must list the certified MBE and/or WBE companies you contacted, the name of the primary individual with whom you interacted, and the reason the MBE/WBE company could not participate on this project.

MBE/WBE Company Name

Individual’s Name Company Name Why did you choose not to work with this company?

I acknowledge the City of Providence’s goal of a combined MBE/WBE participation is 20% of the total bid value. I am requesting a waiver of _______ % MBE/WBE (20% minus the value of Box F on the Subcontractor Disclosure Form). If an opportunity is identified to subcontract any task associated with the fulfillment of this contract, a good faith effort will be made to select MBE/WBE certified businesses as partners.

Signature of Prime Contractor / Printed Name Date Signed or Duly Authorized Representative

Signature of City of Providence Printed Name of City of Providence Date Signed MBE/WBE Outreach Director / MBE/WBE Outreach Director or Duly Authorized Representative mailto:gdiaz@providenceri.gov

FOR CONSTRUCTION PROJECTS

APPRENTICE REQUIREMENTS (Construction Projects Valued at $100,000 or More).

Attention of prospective bidders is called to the fact that this project is to be bid upon and executed under the City of Providence Code of Ordinances Chapter 21 Art. II Section 21-28.1 c(1) and (2) related to utilizing apprentices in the contract. This ordinance outlines requirements for utilizing not less than 15% of total hours worked by apprentices. The City may lower this percentage only if it determines in writing that compliance is not feasible or that it would be unduly cost prohibitive to the project. The attention of prospective bidders is also called to the fact that reporting the efforts undertaken and progress towards achieving the requirements in this ordinance is a condition for payment. Compliance reporting shall be submitted with any contract payment requisition, in a format to be specified by the City. This demonstration of compliance through such reports shall be a condition of the requisition for payment to be processed. Upon the contract being awarded to the successful bidder, a mandatory meeting will be scheduled to review the project requirements relative to apprenticeship requirements and the process and protocols by which these goals will be achieved. At this meeting, specific forms and procedures for the documentation and achievement of these requirements by the successful bidder will be provided, discussed and agreed upon for the execution of the contract.

“FIRST SOURCE” REQUIREMENTS.

Attention of prospective bidders is called to the fact that this project is to be bid upon and executed under the City of Providence Code of Ordinances Chapter 21 Art. III 1/2 First Source Agreements Sec. 21-91 through 21-96. This ordinance outlines requirements for hiring Providence residents to work on this project. The City may waive this requirement only upon a determination in writing that qualified residents of Providence are not available for the project, pursuant to Sec. 21-94(e). The attention of prospective bidders is called to the fact that reporting the efforts undertaken and progress towards achieving the requirements in this ordinance is a condition for payment. Compliance reporting shall be submitted with any contract payment requisition, in a format to be specified by the City.

This demonstration of compliance through such reports shall be a condition of the requisition for payment to be processed. Upon the contract being awarded to the successful bidder, a mandatory meeting will be scheduled to review the project requirements relative to the First Source Agreements and the process and protocols by which these goals will be achieved. At this meeting, specific forms and procedures for the documentation and achievement of these requirements by the successful bidder will be provided, discussed, and agreed upon for the execution of the contract.

https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIII_1-2_FIURAG

PROVIDENCE WATER

REQUEST FOR PROPOSALS

Vegetation Control Services (Blanket 2026-2030)

It is the intent of Providence Water to retain the services of professional firms for the purpose of carrying out vegetation control projects including invasive plant control on property owned by Providence Water, as required, during an approximately five-year period. The time period begins when awarded by the City of Providence and ends December 31, 2030, with an option to extend it for up to two years.

Providence Water (PW) currently has three planned projects (described below). It is estimated that several additional projects per year will be undertaken over the duration of this contract. There is no guarantee that the three projects below will be awarded if found not to be in the best interest of PW. A map showing the location of the three projects below is included along with a more detailed map of the larger Joslin Field project. Firms are requested to submit proposals and estimates on how they would treat each of the three areas. It is not necessary to submit proposals for all three projects. Firms submitting proposals that meet the requirements (described below) will be retained by Providence Water to submit proposals for future projects. Firms providing the lowest price and best treatment method will be awarded the work, on a project-by-project basis.

Proposals must be received by the Board of Contract and Supply, Department of the City Clerk, City Hall, Providence, RI prior to 2:00 PM on November 17, 2025 when they will be opened and read aloud in the Chamber of the City Council on the third floor of Providence City Hall.

SECTION 1 — SCOPE OF SERVICES

Project 1 (H-1) Description

Treat invasive plants on an area of approximately 3 acres and 50’ from the edges of

±1050’ along an access road. The 3 acres have been flagged with pink flagging and the start and stop point of the access road but not the 50’ area from access road edges.

Target species include but are not limited to winged euonymus, Japanese barberry, Oriental bittersweet, Japanese stiltgrass, glossy and/or common buckthorn, other woody non-native invasive plants or vines may be present which should be included for treatment.

Project 2 (Indian Rock) Description

Treat invasive plants on an area of approximately 10 acres that has been marked with pink flagging. Some of this area was used as a log landing in the past with buckthorn becoming established afterwards. Other non-native invasives present include bittersweet, multiflora rose, Japanese stiltgrass, and garlic mustard. Others may be present as well and should be included for treatment. This area will be part of an upcoming timber harvest when the log landing will be used again.

Project 3 (Joslin Field) Description

Treat vegetation and invasive plants on approximately 58 acres of fields where woody vegetation has become established. The area to be treated has been flagged with pink flagging and is delineated by stonewalls and/or distinct changes in vegetation. In 2008 these fields were converted from abandoned agricultural fields to warm season grasses.

This project will include cutting/mowing birch and other woody plants back to the extent that was cleared in 2008 and treating invasive plants within the fields. Non-native invasive species present include autumn olive, glossy buckthorn, winged euonymus, bittersweet, and ailanthus, others may be present and should be included for treatment.

Project Review

A locus map of the three sites and a more detailed map of the Joslin Field site is included. Potential bidders may only review sites with a PW representative. To review any or all project areas please contact Rob MacMillan at 401-521-6300 ext 7318 or by email at robertm@provwater.com.

Proposal Requirements

Interested vendors should submit a short proposal for each of the three above-mentioned project sites with pricing to complete the work. The proposal shall include at least:

a. Summary of qualifications and experience in performing the type of work in the proposal.

b. Treatment method(s) and timing(s) of treatment the vendor will utilize to control the invasive plants found on the site. If more than one treatment is proposed, each treatment should be listed separately with timing (season of the year) and pricing. Multiple treatments are preferred.

c. Management practices that will be implemented to limit the spread of invasive plants within and off the site.

d. If herbicides are to be used, practices that will be implemented to protect non-target vegetation and water quality.

e. If chemical treatment is proposed, a listing of application method, mailto:robertm@provwater.com herbicides, tank mixes including adjuvants and surfactants.

SECTION 2 – GENERAL REQUIREMENTS

2.1 The selected vendor shall maintain General Liability Insurance in the amount of at least one million dollars ($1,000,000.00) for the duration of the project and for one year after completion of the project. The selected vendor shall submit evidence of insurance to Providence Water. The designated insurance carrier shall submit insurance endorsements listing the City of Providence, Providence Water Supply Board and it officers and agents as co-insured on the General Liability Insurance in accordance with the requirements of the City of Providence. Carrier shall be a company with no less than a B rating and shall provide thirty (30) days advance written notice of cancellation or termination to Providence Water. An example of this document and how it must be filled out is attached.

2.2 The selected vendor shall show proof of Worker’s Compensation and

Occupational Disease Insurance covering all employees of the vendor with limits of not less than $500,000 for each accident or illness.

2.3 The vendor shall be responsible, at his own expense, to restore any facilities damaged by the vendor during this project to their original condition, and if such damaged facilities are not restored within sixty (60) days of damage, the vendor agrees to pay Providence Water costs of restitution. These facilities include but are not limited to historical and archaeologically significant sites such as stonewalls, gates, cemeteries, and foundations.

2.4 If utilizing herbicides the selected vendor shall be familiar with and adhere to all

Federal, State, and local laws and regulations relating to pesticides and their application.

2.5 If utilizing herbicides the selected vendor shall have personnel certified to apply herbicides in Rhode Island on site at all times when herbicides are being applied.

2.6 The selected vendor shall notify Providence Water personnel at least 24 hours in advance of any chemical treatments.

2.7 Providence Water and the City of Providence reserve the right to accept or reject any and/or all proposals. Providence Water and the City of Providence will act in what they consider to be their best interests. The project will be awarded to the vendor who, in the opinion of Providence Water, submits the best proposal to accomplish the work at the best price.

2.8 Payments will be made upon submittal of a detailed invoice showing what work was accomplished. Partial payments may be made as each part of the project is completed as submitted in the vendor’s proposal.

2.9 Any fees or expenses not included in the proposal will only be paid upon written approval of Providence Water’s General Manager, consistent with the procurement provisions of the Charter of the City of Providence.

2.10 Providence Water retains the exclusive right to determine the qualifications and capabilities of the vendors in providing these services to Providence Water and to award in consideration of the best interest of Providence Water and the City of

Providence.

2.11 The successful vendor agrees to indemnify and hold harmless the City of

Providence, Providence Water, its officers, members, agents, employees and successors, from and against any and all claims or liability for injury or damage that may result from their actions. It is further understood and agreed that the successful vendor, its agents, and employees are to be considered independent contractors for the sole purpose of this project. Neither the successful vendor, its employees, and/or agents are to be considered employees and/or agents of the City of Providence and/or the

Providence Water Supply Board.

SECTION 3 — PERIOD OF SERVICE AND PAYMENT

3.1 The firm shall provide written cost estimates for each job requested by Providence Water. Final invoices for the job shall not exceed the original estimate by more than ten (10) percent. A detailed written justification for the reason for the overrun will be required. Approval from Providence Water will be required before proceeding with any work.

3.2 Providence Water reserves the right to withhold payment until a job has been completed.

3.3 The contract for Vegetation Control Services shall be for a period of five (5) years with the option to extend it for an additional two (2) years if in the best interest of Providence Water.

SECTION 4 – BCI REQUIREMENT

The successful bidder is required to submit all names of all employees who will be performing work on behalf of Providence Water (PW). The successful bidder, at no cost to PW, is required to perform a National BCI check on those employees. PW requires a sworn notarized affidavit stating that the following individuals have successfully passed a National BCI check. As new employees, and or subcontracted employees are hired, the BCI procedure must be updated prior to them performing work for PW. The successful bidder is responsible for the professional behavior of their employees and subcontractor employees while working at a PW job site.

In the event there is mitigating circumstances or blemish on the BCI, PW may consider granting an exemption. Exemptions are considered case by case once all parties agree to release the BCI results to PW. PW executive panel review and makes a determination.

H-1

Indian Rock

Joslin

Central Pike

Route 14

Route 12

Route 102

Route 116

Route 6

Danielson Pike

1 inch = 4,000 feetPROVIDENCE WATER

Vegetation Control Services 2026 - 2031

September 8, 2025

Bidder's Blank

PROVIDENCE WATER

Vegetation Control Services (Blanket 2026 - 2030)

1. Project 1 (H-1) total cost $

2. Project 2 (Indian Rock) total cost $

3. Project 3 (Joslin Fields) total cost $

Total - show this amount on page 6, BID FORM 1: Bidders Blank $

Pricing:

* By signing below, the bidder acknowledges that they have read and understand the requirements of this RFP and agree to comply with all terms and conditions.

Signature:

* Authorized Signature: ___________________________________________

* Printed Name: ____________________________________________________

* Title: _______________________________________________________________

* Date: _______________________________________________________________

If the issuing department for this RFP determines that your firm’s bid is best suited to accommodate their need, you will be asked to provide proof of the following prior to formalizing an award.

An inability to provide the outlined items at the request of the department may lead to the disqualification of your bid.

This information is NOT requested to be provided in your initial bid that you will submit to the City Clerk’s office by the “date to be opened” noted on page 1. This list only serves as a list of items that your firm should be ready to provide on request.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record.

You must be able to provide:

• Business Tax ID will be requested after an award is approved by the Board of Contract and Supply.

• Proof of Insurance.

• Certificate of Good Standing with the Rhode Island Secretary of State.

CITY OF PROVIDENCE STANDARD TERMS & CONDITIONS

1. The terms “you” and “your” contained herein refer to the person or entity that is a party to the agreement with the City of Providence (“the City”) and to such person’s or entity’s employees, officers, and agents.

2. The Request For Proposals (“RFP”) and these Standard Terms and Conditions together constitute the entire agreement of the parties (“the Agreement”) with regard to any and all matters. By your submission of a bid proposal or response to the City’s RFP, you accept these Standard Terms & Conditions and agree that they supersede any conflicting provisions provided by bid or in any terms and conditions contained or linked within a bid and/or response. Changes in the terms and conditions of the Agreement, or the scope of work thereunder, may only be made by a writing signed by the parties.

3. You are an independent contractor and in no way does this Agreement render you an employee or agent of the City or entitle you to fringe benefits, workers’ compensation, pension obligations, retirement or any other employment benefits. The City shall not deduct federal or state income taxes, social security or Medicare withholdings, or any other taxes required to be deducted by an employer, and this is your responsibility to yourself and your employees and agents.

4. You shall not assign your rights and obligations under this Agreement without the prior written consent of the City. Any assignment without prior written consent of the City shall be voidable at the election of the City. The City retains the right to refuse any and all assignments in the City’s sole and absolute discretion.

5. Invoices submitted to the City shall be payable sixty

(60) days from the time of receipt by the City.

Invoices shall include support documentation necessary to evidence completion of the work being invoiced. The City may request any other reasonable documentation in support of an invoice.

The time for payment shall not commence, and invoices shall not be processed for payment, until you provide reasonably sufficient support documentation. In no circumstances shall the City be obligated to pay or shall you be entitled to receive interest on any overdue invoice or payment.

In no circumstances shall the City be obligated to pay any costs associated with your collection of an outstanding invoice.

6. For contracts involving construction, alteration, and/or repair work, the provisions of applicable state labor law concerning payment of prevailing wage rates (R.I. Gen. Laws §§ 37-13-1 et seq., as amended) and the City’s First Source Ordinance (Providence Code of Ordinances §§ 21-91 et seq., as amended) apply.

7. With regard to any issues, claims, or controversies that may arise under this Agreement, the City shall not be required to submit to dispute resolution or mandatory/binding arbitration. Nothing prevents the parties from mutually agreeing to settle any disputes using mediation or non-binding arbitration.

8. To the fullest extent permitted by law, you shall indemnify, defend, and hold harmless the City, its employees, officers, agents, and assigns from and against any and all claims, damages, losses, allegations, demands, actions, causes of action, suits, obligations, fines, penalties, judgments, liabilities, costs and expenses, including but not limited to attorneys’ fees, of any nature whatsoever arising out of, in connection with, or resulting from the performance of the work provided in the Agreement.

9. You shall maintain throughout the term of this Agreement the insurance coverage that is required by the RFP or, if none is required in the RFP, insurance coverage that is considered in your industry to be commercially reasonable, and you agree to name the City as an additional insured on your general liability policy and on any umbrella policy you carry.

10. The City shall not subject itself to any contractual limitations on liability. The City shall have the time permitted within the applicable statute of limitations, and no less, to bring or assert any and all causes of action, suits, claims or demands the City may have arising out of, in connection with, or resulting from the performance of the work provided in the Agreement, and in no event does the City agree to limit your liability to the price of the Agreement or any other monetary limit.

11. The City may terminate this Agreement upon five

(5) days’ written notice to you if you fail to observe any of the terms and conditions of this Agreement, or if the City believes your ability to perform the terms and conditions of this Agreement has been materially impaired in any way, including but in no way limited to loss of insurance coverage, lapsing of a surety bond, if required, declaration of bankruptcy, or appointment of a receiver. In the event of termination by the City, you shall be entitled to just and equitable compensation for any satisfactory work completed and expenses incurred up to the date of termination.

12. Written notice hereunder shall be deemed to have been duly served if delivered in person to the individual or member of the firm or entity or to an officer of the entity for whom it was intended, or if delivered at or sent by registered or certified mail to the last business address known by the party providing notice.

13. In no event shall the Agreement automatically renew or be extended without a writing signed by the parties.

14. You agree that products produced or resulting from the performance of the Agreement are the sole property of the City and may not be used by you without the express written permission of the City.

15. For any Agreement involving the sharing or exchange of data involving potentially confidential and/or personal information, you shall comply with any and all state and/or federal laws or regulations applicable to confidential and/or personal information you receive from the City, including but not limited to the Rhode Island Identity Theft Protection Act, R.I. Gen. Laws § 11-49.3-1, during the term of the Agreement. You shall implement and maintain appropriate physical, technical, and administrative security measures for the protection of, and to prevent access to, use, or disclosure of, confidential and/or personal information. In the event of a breach of such information, you shall notify the City of such breach immediately, but in no event later than twenty-four (24) hours after discovery of such breach.

16. The Agreement is governed by the laws of the State of Rhode Island. You expressly submit yourself to and agree that any and all actions arising out of, in connection with, or resulting from the performance of the Agreement or relationship between the parties shall occur solely in the venue and jurisdiction of the State of Rhode Island or the federal court located in Rhode Island.

17. The failure of the City to require performance of any provision shall not affect the City’s right to require performance at any time thereafter, nor shall a waiver of any breach or default of this Agreement constitute a waiver of any subsequent breach or default or a waiver of the provision itself.

18. If any term or provision of this Agreement, or the application thereof to any person or circumstance shall, in any extent, be invalid or unenforceable, the remainder of this Agreement shall not be affected thereby, and each term and provision shall be valid and enforceable to the fullest extent permitted by law.

Certificate of Insurance

1. The Original Certificate of Insurance must be mailed to:

Providence Water

125 Dupont Drive

Providence, RI 02907

Attention: Elizabeth Paquin

2. Certificate must be completely filled out listing all Insurance Companies, Coverage's. and

Limits. Providence Water (PW) require the following Certificate must be completely filled out listing all Insurance Companies, Coverage's. and Limits. Providence Water

(PW) require the following insurances requirements.

Required Coverage x

Worker’s Compensation and Occupational Insurance: In statutory amounts, Covering all employees of the contractor. Employer’s liability coverage with limits of not less than $500,000.00/ each accident or illness shall be included.

x

Commercial General Liability Insurance: Commercial Liability ll1surance with limits of not less than $1,000,000.000 per occurrence, for bodily injury and/or property damage 1iabilily $2,000,000.000 in the aggregate. Products/completed operation, independent contractors, and contractual liability coverages are to be included. No exclusions for rigging, hoisting, explosions, collapse and/or underground. Completed operations coverage must remain in effect for a period of not less than 2 years after the completion of all work. "The City of Providence, Providence Water, its officers and agents are to name as an additional insured."

x

Automobile Liability Insurance: When any motor vehicles are used in connection with the work to be performed the Contractor shall maintain

Automobile Liability Insurance with limits of not less $1,000,000.00 per occurrence, combined single limit, for bodily injury and property damage. "The

City of Providence, Providence Water are to be named as additionally insured."

Builder’s Risk Policy: When a free standing unit is to be constructed or any addition to our facilities made in connection with the work specified, the

Contractor must provide Builder's Risk Insurance or an Installation Floater covering all risks with limits equal to the award of the contract.

Professional Liability Insurance: When any architects, engineers, or consulting firms perform work in connection with any contract, the contractor shall maintain

Profession al Liability Insurance will1limits not less than $2,000,000.00 per occurrence and aggregate.

3. The insured name must be the same name as the name on the bid submitted.

4. Insurance Certificates should state the Title of Project to be performed.

5. Certificate must read “The City of Providence, Providence Water, its Officers and

Agents are named as additional insured.”

6. Certificate Holder provision of the certificate must list “The City of Providence and

Providence Water.”

7. Cancellation and/or reduction in coverage must provide 30 days' notice.

8. The successful bidder must produce a satisfactory Certificate of Insurance within 10 days after award. No work will begin or contract signed unless all these requirements are met.

Failure to do so may result in the cancellation of the award and award to another bidder.

9. The insurances specified shall be carried until all work required to be performed under the terms of the CONTRACTOR's services are satisfactorily completed and for a period of at least two years after the date when final payment becomes due. Failure to carry or keep such insurance in force shall constitute a violation of the contract, and the Providence

Water \ maintains the right to stop work and/or withhold payment until proper evidence is provided.

10. The insurance shall provide for 30 days’ prior written notice to be given to the Providence

Water in the event coverage is substantially changed, canceled, or not renewed.

11. ln no case shall the coverage limits staled for Commercial General Liability, Automobile

Liability, or Professional Liability insurance stated above be less than the total contract amount. If the total contract amount exceeds any stated limit, the limit shall be adjusted lo the satisfaction of the OWNER to the next highest $1,000,000.00 exceeding the total contract amount.

12. Providence Water maintains the right to modify, delete, alter or change these requirements.

13. The successful bidder understands and agrees that any insurance protection furnished by the CONTRACTOR hereunder shall in no way limit its responsibility to indemnify and save harmless Providence Water.

14. For additional Information contact Elizabeth Paquin at (401)521-6300 ext. 7227

(SAMPLE ATTACHED)

H o ld e r Id e n ti fi e r

77777 77707 07070 00777 63616 06555 33307 72717 44621 45576 07453 02776 24073 11073 64147 60573 31020 77654 05160 37555 70706 20057 72365 50207 52663 35724 72330 07106 23357 00327 70073 64015 77027 61120 77727 25202 57731 10777 77770 70007 07007

66666 66606 06060 00626 06466 20444 62006 00222 62402 40222 06002 20626 22400 02060 00204 26226 02200 62220 24060 24000 00600 02062 62042 00006 02202 62622 40022 06000 02626 02422 22062 02224 26222 04200 66646 06224 06644 40666 66660 60006 06006

C e rt if ic a te N o

CERTIFICATE OF LIABILITY INSURANCE

DATE(MM/DD/YYYY)

03/11/2016

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES

BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

PRODUCER

A PHONE

(A/C. No. Ext):

E-MAIL

ADDRESS:

INSURER(S) AFFORDING COVERAGE NAIC #

INSURED INSURER A:

NINSURER B:

INSURER C:

INSURER D:

INSURER E:

INSURER F:

FAX

(A/C. No.):

CONTACT

NAME:

COVERAGES CERTIFICATE NUMBER: 570061419077 REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.