Revised_IFB__FY27_Aquatics_Instructors_(1).pdf

INVITATION FOR BIDS: (M.G.L. Ch. 30B) Aquatics Instructors

BOSTON CENTERS FOR YOUTH AND FAMILIES

MARTA E. RIVERA, COMMISSIONER

EV00017919

PROJECT SUMMARY:

The Boston Centers for Youth and Families (BCYF) is seeking qualified, certified, and experienced instructors to plan and facilitate aquatic fitness classes at pools throughout the BCYF network. This procurement contains six distinct categories of services, which will be evaluated and awarded separately. Your quote should clearly indicate what categories you are responding to:

● Aqua Aerobics (general)

● Deep and Shallow Water Zumba

● Water Yoga & Pilates

● Aqua Stretching , Aqua Tai Chi

● Aqua Interval Training or Aqua Circuit Training, Aqua Tabata, Aqua Boot Camp

● Aqua Cycling

IFB SCHEDULE:

EVENT DATE

IFB Issue Date 09/14/26 12:00PM

Bid Due Date 9/28/26 12:00PM

*See the full IFB schedule in Section 1.3.

CONTACT INFORMATION:

Naida Faria | Naida.Faria@boston.gov All questions should be emailed with the IFB number (EV00017919) in the subject line.

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

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

TABLE OF CONTENTS:

I. INTRODUCTION AND SCOPE OF SERVICES 3

1.1 BACKGROUND 3

1.2 SCOPE OF SERVICES 4

1.3 BID TIMELINE 4

1.4 WHAT TO DO IF YOU HAVE QUESTIONS 5

1.5 CONTRACT TERM AND OTHER INFORMATION 5

II. HOW WE CHOOSE: RULE FOR AWARD AND CONTRACT 7

2.1 MINIMUM OR “QUALITY” EVALUATION CRITERIA 7

2.2 CONTRACT 8

III. YOUR BID 9

3.1 COVER PAGE 9

3.2 RESPONSE TO SCOPE OF SERVICES & MINIMUM QUALITY REQUIREMENTS 10

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY) 13

3.4 REFERENCES 14

3.5 INSURANCE DOCUMENTATION 16

3.6 YOUR PRICING 16

IV. SUBMISSION INSTRUCTIONS 19

4.1 CHECKLIST FOR SUBMITTING BID 20

4.2 SUBMITTING BIDS VIA BOSTON’S SUPPLIER PORTAL 20

4.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY 22

V. APPENDICES 23

APPENDIX 1: IFB TERMS AND CONDITIONS 23

APPENDIX 2: CONTRACT TERMS AND CONDITIONS 25

APPENDIX 3: INSURANCE REQUIREMENTS 26

APPENDIX X: ADDITIONAL APPENDICES RELEVANT TO IFB 28

I. INTRODUCTION AND SCOPE OF SERVICES

Read sections I and II

IMPORTANT INFORMATION:

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

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

1.1 BACKGROUND

The Boston Centers for Youth and Families (BCYF) is the largest youth and human services agency in the City of Boston. Our mission is to enhance the quality of life of Boston's residents by partnering with various organizations to offer a wide range of comprehensive programs and activities according to neighborhood needs and interests. BCYF offers affordable, year-round programming to residents of all ages through its network of community centers and pools. You can learn more about our work here.

With this Written Quote Contract (WQC), we are seeking qualified instructors to plan and facilitate aquatic fitness classes for adults and seniors at indoor pool locations across our network. These classes will be suitable for individuals of a wide variety of fitness levels and swimming abilities, helping to maximize the impact of the BCYF aquatics program.

We look forward to receiving your bid.1 1 This IFB is open to any vendor who would like to respond, and the City encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at This Link https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://app.powerbigov.us/view?r=eyJrIjoiY2UwZDliYjUtZWJkNi00MzFmLWJlMTQtMDM2ZjFmYjgwMDY1IiwidCI6Ijg1NTI4ODdjLWNiYzMtNGVlNS05ZmQzLWVhMjE3ZTMwMjZmYyJ9

1.2 SCOPE OF SERVICES

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

1.2.1 Service Categories

The awarded vendor(s) will provide services in eight categories, each of which will be evaluated and awarded separately. The number of categories you include in your response will not impact the evaluation of your quote.

● Aqua Aerobics (general) (2 awards)

● Deep and Shallow Water Zumba (2 awards)

● Water Yoga & Pilates (1 award)

● Aqua Stretching, Aqua Tai Chi (1 award)

● Aqua Interval Training or Aqua Circuit Training, Aqua Tabata, Aqua Boot Camp (1 award)

● Aqua Cycling (1 award)

The sections below describe the awarded vendor(s )' responsibilities in greater detail.

Unless otherwise specified, the tasks below apply to all service categories.

Please note that the evaluation of your quote in one category will not impact its evaluation in other categories. You may be selected for award in some, but not all, of the categories you include in your quote.

1.2.2 Time, Place, and Frequency of Services

We currently anticipate that classes will be facilitated at the following BCYF community centers. BCYF reserves the right to extend services to other BCYF locations at the unit rate(s) included in the vendor’s quote.

● BCYF Draper Pool, 572 Washington St

● BCYF Flaherty Pool, 160 Florence St

● BCYF Paris Street, 112 Paris St

● BCYF Hennigan, 200 Heath St

● BCYF Quincy, 885 Washington St

● BCYF Mildred Avenue, 5 Mildred Ave

● BCYF Charlestown, 255 Medford St

Classes will be approximately 60 minutes and will be delivered 2 - 4 times per week, Monday through Friday, between the hours of 10 a.m. and 8 p.m. for each category. The number of classes facilitated per week may be adjusted by mutual agreement of the awarded vendor(s) and BCYF.

Classes will be delivered in 10-14 week cycles to align with existing BCYF programs. We anticipate that there will be 2 cycles per category throughout the lifetime of the contract, but reserve the right to make changes based on program needs and participant feedback.

1.2.3 Curriculum Development and On-Site Preparation

The vendor will create an age-appropriate lesson plan designed to be delivered to the program’s target demographic over 14 weeks. Specific tasks will include:

● Working with BCYF program staff to identify activities that align with community interests

● Developing lesson plans around identified activities, with different iterations based on ability level

● Arriving to the site early to prepare it before participant arrival, including setting up a portable speaker and music playlist. Preparation time may vary by service category.

1.2.4 Instruction and Facilitation

● Deliver clear, concise instructions to participants

● Demonstrate each movement or activity to participants, providing additional 1-on-1 support as needed

● Model safe pool behavior and ensure all participants are aware of class safety protocols and water depth.

● Mitigate and escalate (as needed) any safety issues identified by the vendor during classes

1.2.5 Participant Assessment and Feedback

● Observe and assess participants' progress and understanding

● Provide individual feedback and support as needed

● Collect feedback from participants to improve classes

IFB PROCESS

1.3 BID TIMELINE

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 09/14/26 12:00PM

Questions Due to the City Via email to Naida.Faria@boston.gov

September 17, 2026 12:00 PM EST

Consolidated Q&A Posted by the City2 September 21, 2026 12:00 PM EST

Deadline for Bids See Submission Instructions for details

9/28/26 12:00PM EST

Contractor Selected September 30, 2026

*All times are in Eastern Time*

1.4 WHAT TO DO IF YOU HAVE QUESTIONS

All communications must be emailed to Naida.Faria@boston.govwith the IFB number (EV00017919) in the subject line.3

3 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.

2 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

1.5 CONTRACT TERM AND OTHER INFORMATION

CONTRACT TERM*

Contract Dates October 1, 2026 - June 30, 2027

Renewal Options

N/A

Maximum Budget

$ 58,270 (across all categories)

Payment Type Billable Hours

*Not to exceed 3 years except as articulated in 30B s. 12(b). Contract will be awarded to the lowest quote deemed responsible and responsive

Additional Details

● Payment will be made upon satisfactory completion and acceptance of each deliverable as outlined in Section 1.2 Scope of Services (Align with Payment Type in chart).

● All invoices must clearly reference the deliverable(s) completed and be submitted via email to audit.invoices@boston.gov

● All quoted prices must be inclusive of potential travel, administrative time, and incidental expenses. No additional reimbursements will be made beyond the agreed deliverable-based pricing.

II. HOW WE CHOOSE: RULE FOR AWARD AND CONTRACT

This section explains how we will award the contract. It provides clear descriptions for what we consider a responsive and responsible bidder.

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 supplies/services requested and contain all the required and completed information and forms.

Responsible bidders have the capability, integrity and reliability to perform under the contract.

2.1 MINIMUM OR “QUALITY” EVALUATION CRITERIA

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

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

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

The minimum evaluation criteria include:

# MINIMUM

EVALUATION

CRITERION

DETAILS / REQUIREMENTS

1 Submission ● Did the vendor submit the bid by the deadline, appropriately and truthfully?

● Did the vendor submit and complete all the necessary forms and documentation requested in this IFB?

2 Experience ● Successful completion of at least 3 similar projects

● Demonstrable understanding of aquatic exercise principles and the ability to adapt movements for diverse fitness levels.

● Experience working with local governments or community groups in Boston or municipalities similar to Boston.

3 Qualifications ● CPR/First Aid Certification

● Fitness Instructor Certification (Nationally Recognized

Certification)

● Excellent communication and interpersonal skills.

● Patience, enthusiasm, and a passion for teaching.

● Ability to adapt to different needs.

● Strong organizational and time management skills.

● Agreement to undergo and ability to pass a Criminal

Offender Record Information (CORI) and Sexual Offender Registry Information (SORI) background check.

4 Capacity ● Availability and staff capacity to properly manage the scope of work.

2.2 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 Mayor of Boston; and

3. Contractor receipt of a City issued Purchase Order.

The forms in Appendix 1 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.

III. YOUR BID

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

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

● (3.1) Cover Page

● (3.2 & 3.3) Response to Scope of Services/Ownership Details

● Verification of specific certifications, equipment, experience, etc.

■ Detailed Plan of Services (including an approximate timeline)

● (3.4) References

● (3.5) Insurance Documentation (and financial documents if needed)

● (3.6) Your Pricing

3.1 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

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

3.2 RESPONSE TO SCOPE OF SERVICES & MINIMUM QUALITY REQUIREMENTS

Q1: ORGANIZATION OVERVIEW

QUESTION:

Please explain why your organization is best-suited to manage this IFB.

Suggested length: 1–2 paragraphs

An ideal answer will include:

• Services your organization provides

• How long you’ve provided these services

• Your organizational structure

• Your strategy

• Any relevant awards your team has received

RESPONSE:

Q2: PROJECT TEAM

Who will work on this project, and why are they best qualified to achieve the goals of this IFB?

Suggested length: 1–3 paragraphs

An ideal answer will include:

• Description of the project team

• List of key team members

• Justification for why they’ll be great partners (bios/resumes)

• Description of team structure

Q3: MULTIPLE ORGANIZATIONS / PRIME & SUBCONTRACTORS

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

ORGANIZATION NAME PRIME OR SUB? HOW LONG WORKED TOGETHER

Prime Contractor

Subcontractor

Subcontractor

Subcontractor

QX: IMPLEMENTATION PLAN

What is your implementation plan?

Include a project timeline and identify staff involved with critical tasks and milestones.

QX: CONTRACT & PERFORMANCE HISTORY

QUESTION: RESPONSE

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

Yes No

If “Yes,” please describe your position on the matter(s)

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY)

OWNERSHIP DETAILS (INFORMATIONAL ONLY)

QUESTION RESPONSE

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

Is your organization a small, local, minority-owned, women-owned, and/or veteran-owned business?5

Small Local Minority-Owned Women-Owned Veteran-Owned

Is your organization certified as a small, local, minority-owned, women-owned, and/or veteran-owned business with the City of Boston?

Yes No

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

Yes No

If you are not certified but would like to be, visit boston.gov/departments/supplier-diversity for information on how to apply.

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

● Targeted outreach for released procurements

● Support building your business and navigating the procurement process

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

3.4 REFERENCES

EXAMPLE REFERENCE

FIELD EXAMPLE ENTRY

Organization Smith Events

Project Manager (or equivalent)

Jennifer Smith

6 Same as above.

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

http://boston.gov/departments/supplier-diversity http://boston.gov/departments/supplier-diversity

Phone number 845-111-2222

Email (if available) jsmith@smithevents.com

Project Description Planned and implemented a family-friendly concert on the steps of City Hall. Worked with diverse community organizations to select performers and vendors. Hosted 150 residents.

Project Start and End Dates March 2020 – May 2020

Expertise Demonstrated by this Project check all that apply and see Section 2.1 for more details)

☐ Stakeholder Engagement ☐ Project Design ☐ Accessibility

REFERENCE 1

FIELD VENDOR RESPONSE

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project (check all that apply and see Section 2.1 for more details)

Requirement 1 Requirement 2 Requirement 3

REFERENCE 2

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project (check all that apply and see Section 2.1 for more details)

Requirement 1

REFERENCE 3

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project (check all that apply and see Section 2.1 for more details)

Requirement 1

3.5 INSURANCE DOCUMENTATION

Review the City’s required insurance coverage for this scope of work. This can be found in Appendix 3.

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

3.6 YOUR PRICING

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 in the price line if submitted electronically through the Supplier Portal. More detailed instructions are available in the following section, Section IV, Submission Instructions.

Instructions can also be found on the Procurement Information Page.

Please note:

● The total price will be used to compare bids.

● In the bid price template, the City asks that you provide detailed pricing for all deliverables in the scope of services with the understanding that the deliverables and quantities of goods and services the City notes in this IFB are estimates only, and that the final quantities may be more or less.

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

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

● **Failure to submit your total price will be considered non-responsive.

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

SERVICE CATEGORY HOURLY

RATE

ESTIMATED

QUANTITY

TOTAL PRICE

Aqua Aerobics (general) Draper Pool

$ 153 classes $

Aqua Aerobics (general) Charlestown Pool

$ 51 classes $

Aqua Aerobics (general) Flaherty Pool

$ 125 classes $

Aqua Aerobics (general) Mason Pool

$ 102 classes $

Aqua Aerobics (general) Perkins Pool

$ 51 classes $

Deep and Shallow Water Zumba Hennigan Pool

$ 102 classes $

Water Yoga & Pilates Quincy Pool

$ 51 classes $

Water Yoga & Pilates Condon Pool

$ 102 classes $

Water Yoga & Pilates Mason Pool

$ 51 classes

Aqua Stretching, Aqua Tai Chi Mattahunt Pool

$ 102 classes $

Aqua Stretching, Aqua Tai Chi Paris Street Pool

153 classes

Aqua Interval Training or Aqua Circuit Training, Aqua Tabata, Aqua Boot Camp Mildred Pool

$ 102 classes $

Aqua Interval Training or Aqua Circuit Training, Aqua Tabata, Aqua Boot Camp

$ 102 classes $

Marshall Pool

Aqua Cycling Draper

$ 102 classes $

GRAND TOTAL $

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 into your vendor account in order to access this bidding opportunity

EV00017839.

IV. SUBMISSION INSTRUCTIONS

This section shows you how to submit your bid.

Submission Deadline

● To be considered, each bidder must submit a complete bid before 9/28/26

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)

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

Late Submissions

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

4.1 CHECKLIST FOR SUBMITTING BID

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

CHECKLIST ITEM COMPLETE

Included a cover page with all required information

Provided 3 references Copy of the following:

● CPR/First Aid Certification

● Fitness Instructor Certification (Nationally Recognized Certification)

Provided detailed price information in the IFB template 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-16 – Wage Theft Prevention Certification

4.2 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) https://drive.google.com/file/d/1YmPYyKj9LzNGr6qGC71UjG7KXI2DFgVm/view?usp=drive_link https://www.boston.gov/procurement https://boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.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.

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.

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

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.

4.3 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

Aquatics Instructors

IFB Number: EV00017919

Submitted by: [Name of Vendor]

[Date Submitted]

Naida Faria

Boston Centers for Youth and Families

1483 Tremont Street

Boston, MA 02120

V. APPENDICES

APPENDIX 1: IFB TERMS AND CONDITIONS

CANCELLATION, REJECTION, AND WAIVER

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

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

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

WITHDRAWAL OR MODIFICATION OF BID

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

BID VALIDITY PERIOD

By submitting a bid the Vendor agrees that its bid is valid for one hundred eighty

(180) days following the submission deadline unless extended by mutual agreement.

BID COSTS

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

TAXES

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

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

SUBCONTRACTORS

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

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

USE OF CITY NAME

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

PUBLIC RECORDS

Before the bids are officially opened, the information submitted by vendors is confidential. Massachusetts law requires IFBs to have a public bid opening. At this time, the records become public and subject to disclosure upon request. Do not submit confidential information in your Bid.

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

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

All applicants are required to review the following documents at this stage; some terms are verified electronically via the Supplier Portal, and only the CM-16 Wage Theft form must be submitted with your bid, per the instructions in Section 4 of this IFB.

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

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

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

3. Form CM-11 - Supplemental IT Terms & Conditions (for IT projects only)

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

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

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

Wage Ordinance

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

Vendor Agreement

8. Truck Side Guard Ordinance - Applies to contractors using vehicles over 10,000 lbs and semi-trailers with a total weight exceeding 26,000 lbs. Full ordinance here

9. Certificate of Insurance - Proof of insurance per the guidelines in Appendix 3 10.Heat Illness Protection Ordinance – Applies to contractors whose employees perform work in a setting at risk of causing heat illness. Covered work includes:

landscaping, tree services, grounds cleaning/mowing, outdoor property maintenance, outdoor security services (including flaggers), moving services, and trash/recycling collection and hauling

a. Form Heat-1 - Heat Illness Protection fact sheet for covered contractors

b. Form Heat-2 - Heat Illness Protection Affidavit (required for covered services described above) https://drive.google.com/file/d/1WOJogvTc1F8hJvdoH6zzgiari1SAYPb5/view https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://drive.google.com/file/d/1L9jxNwAl55T2uLqHOKzrt_TndmPfYKA8/view?usp=drive_link https://drive.google.com/file/d/1lL0q43B1ddAV__JIPZ_aqtU3ykwkkLRI/view https://drive.google.com/file/d/1x9wQlTq0pLvO0C4QulBmFaqXTQnaZBBV/view https://drive.google.com/file/d/1evoX0VvMv4ya-eIwz6AABBc4G2WHJG2-/view https://drive.google.com/file/d/15FZuK-XR1LrFOP8-GjrwgCPIgdmjo-Sq/view?usp=sharing https://drive.google.com/file/d/17XPoR_weADlqqTYhp1hYAOsTNGyY3kKx/view?usp=sharing https://drive.google.com/file/d/1m3NT4Tsqof0WlM3KQwpBL9QUXQuHJ1N_/view?usp=sharing https://drive.google.com/file/d/1zkKWLnMCh8MD7G3ClCLJW8Xq5v585bJx/view?usp=sharing https://www.boston.gov/departments/labor-compliance-and-worker-protection/heat-illness-and-injury-prevention-ordinance https://drive.google.com/file/d/1-EXPBQ8dMkD0WNd0DJos9MUcFuCqcxIR/view?usp=sharing https://drive.google.com/file/d/1SwjW8g0HMHJvG2LSClX4c_jDKsElD3tR/view?usp=sharing

APPENDIX 3: INSURANCE REQUIREMENTS

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

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

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

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

Insurance Requirements:

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

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

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

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

5. Technology Errors & Omissions / Cyber Liability / Security & Privacy: for one million ($1,000,000) per claim and one million ($1,000,000) in the aggregate with coverage continuing for one year after completion or termination of the Agreement. Policy must specifically include: a) computer or network systems attacks, b) denial or loss of service, c) introduction, implantation or spread of malicious software code, d) unauthorized Access and Use of computer systems, e) privacy liability, and f) breach response coverage equaling at least 50% of liability limit.

6. Third Party Crime / Employee Dishonesty: for $1 million per claim and $1 million in the aggregate. Coverage is required if vendor will have access to personal or municipal financial information and/or records maintained by City

7. Professional Liability for two million ($2,000,000) per claim and two million ($2,000,000) in the aggregate with coverage continuing for one year after work period.

General Conditions:

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

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

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

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

I.INTRODUCTION AND SCOPE OF SERVICES

1.5 CONTRACT TERM AND OTHER INFORMATION

III.YOUR BID

4.2 SUBMITTING BIDS VIA BOSTON’S SUPPLIER PORTAL

4.3 SUBMITTING VIA MAIL / PHYSICAL DELIVERY

V.APPENDICES