RFP 140-26 Landscaping services.pdf

7.1.1

MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

REQUEST FOR PROPOSALS (RFP)

RFP#: 140-26

COMMBUYS # BD- 27-1206-MBTA-MBTA-

134477

LANDSCAPING SERVICES AT MBTA

Date Issued: 14th October 2026

RFP: 140-26 - 1 - COMMBUYS #: BD- 27-1206-MBTA-MBTA-134477

Project Name: Landscaping services at MBTA Revision: 9/9/2025

Contents

1. INTRODUCTION

2. SCOPE OF WORK

2.1 General Requirements

2.2 Contract Duration

2.3 Additional Services

2.4 Locations

2.5 Hours of work

2.6 Reports and Deliverables

2.7 Management and Staffing

2.8 Performance Management

2.9 Invoicing and Billing

3. BIDDERS INSTRUCTIONS AND PROCUREMENT PROCESS

3.1 Bidders’ Conference

3.2 Procurement Method

3.3 RFP Calendar and Delivery Instructions

3.4 Pre-Bid Conference

3.5 Dissemination of Confidential Information

3.6 Examination of RFP

3.7 Rules of Contact

3.8 Clarifications of Specifications, Questions and Answers

3.9 RFP Addendum

3.10 MBTA Standard Contract and Terms & Conditions

3.11 Confidentiality / Public Information Act Disclosure Requests

3.12 Business Conduct

3.13 Collusion

3.14 Prices

3.15 Acceptance Period

3.16 Eligible Entities

3.17 Pre-Contractual Expenses

3.18 Tax Exemption

3.19 Insurance

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4. SUBMISSION OF RESPONSE

4.1 Response Submissions

4.2 Power of Attorney

4.3 Acceptance of Response

4.4 Incomplete Response

5. MBTA POLICIES

5.1 Small, Minority, Women, and Other Disadvantaged Businesses

6. SELECTION PROCESS AND EVALUATION

6.1 Response Opening and Confidentiality

6.2 Responsiveness Review and Basis of Award

6.3 Evaluation and Notification

6.4 Pass/Fail Evaluation

6.5 Technical Response and Supplier Diversity Evaluation Criteria

6.6 Price Response Evaluation

6.7 Basis of Award: Best – Value Proposal

6.8 Successful Bidder

6.9 MBTA Reserved

6.10 Appeal / Protest Procedures

7. CONTRACT STRUCTURE

Enclosure 1 – Bid Cover Letter

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Technical Response

Form C: Small Business Program Attestation Form

Form D: Pricing Response

7.1 MBTA Standard Contract Instructions (Section 8.0)

7.2 MBTA Standard Terms & Conditions Instructions (Section 8.1)

8. Massachusetts Bay Transportation Authority Standard Contract

8.1 Standard Terms and Conditions

RFP: 140-26 - 3 - COMMBUYS #: BD- 27-1206-MBTA-MBTA-134477

Attn: Bidder/s Request for Proposals (RFP) # 140-26 RFP Description:

Dear Prospective Bidder:

The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”), a corporate and a political subdivision of the Commonwealth of Massachusetts, existing pursuit to Mass. Gen. Laws, ch 161A (as amended) invites Bidders to participate in the competitive bid 140-26. The Scope of Work is outlined below in Section 2. The MBTA may at its own discretion award contract(s) to one or multiple Bidders.

All formal communication with the MBTA during the bidding period shall be only through the MBTA’s designated point of contact.

The MBTA’s designated point of contact for this solicitation will be:

Mellissa O’Connor Massachusetts Bay Transportation Authority 10 Park Plaza, Room 2810 Boston, MA 02116 Email: moconnor2@mbta.com

The RFP shall be launched through COMMBUYS and proposals must be submitted electronically no later than 20th Nov 2026, in full compliance with this RFP including but not limited to Section 3, Bidders Instructions and Procurement Process. This RFP shall remain in force until the execution of the Contract, or until modified or cancelled by the MBTA.

Respectfully, Mellissa O’Connor

Massachusetts Bay Transportation Authority

RFP # 140-26

COMMBUYS Bid # BD- INSERT NUMBER

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1. INTRODUCTION

The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”) is soliciting qualified contractors to perform landscaping services at selected transit system passenger stations and facilities across the MBTA system. Station locations have been divided into two (2) distinct work areas based on their geographical locations.

The complete list of locations and work areas is provided in 2.4 below and Form D – Pricing Response.

Contractors may bid on work in one or both work areas. The MBTA reserves the right to make multiple awards under this RFP. Submission of the proposal does not guarantee award of all locations or zones.

Each zone will be considered separately and winning the bid on one zone does not guarantee winning a bid on a separate zone. The MBTA will allow Prime Contractors the use of subcontractors for this contract.

This RFP also includes the two optional additional scopes of work below:

Litter removal from landscaped areas at MBTA locations covered under this Scope of Work during the off-season (December 1st through March 31st). Please see Attachment 1 – Litter and Debris Removal Services for additional information

Weeding at additional MBTA locations not already included under this RFP

The RFP is comprised of the following documents:

RFP 140-26 and Form Enclosures including:

o Enclosure 1 – Bid Cover Letter o Form A – Pre-Award Bidder Evaluation Data Form o Form B – Bidder Technical Response o Form C – Small Business Program Attestation Form

Attachments o Attachment 1 – Optional Additional Services o Attachment 2 – MBTA Minimum Insurance Requirements o Form D – Pricing Response

2. SCOPE OF WORK

2.1 GENERAL REQUIREMENTS

The Contractors shall be required to perform any of the following services as required at designated locations to maintain a neat and tidy appearance in the outdoor areas adjacent the transit system passenger stations:

Lawn Care: Perform mowing and raking of lawn areas to provide a neat appearance. Clear lawn of all excess grass clippings and remove from site immediately after mowing. Failure to remove clippings from the site renders services incomplete.

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Weed Control: Perform weed whacking and weed removal to provide a neat appearance. Apply weed control (herbicide) products to prevent continuous growth of weeds in landscaped areas.

Insect Control: Apply products as needed to protect trees and shrubs from incurring damage from pests. Apply products to prevent colonization of insects such ants, bees, wasps, etc.

Mulching: Top off mulch beds as needed, but no less than once per year, in order to provide a minimum cover of two inches.

Edging: Perform edging along the perimeter of all landscaped areas to provide a neat and tidy appearance.

Shrubs: Trim and prune shrubs to provide a neat appearance, promote healthy growth, and prevent branches from obstructing public paths and walkways. Trim and clear dead areas. Do not prune shrubs if deemed horticulturally unsound. Remove all clippings and dread shrubs from site immediately after completing services at the location. Replace any dead shrubs or plants with healthy specimens of the same type within fourteen (14) calendar days of notice.

Tree care: Prune all trees to provide a neat appearance and to prevent branches from obstructing public paths and walkways. Remove all dead branches immediately upon notice and remove all dead trees within 14 days of notice for small to medium trees (under ~12 inches in diameter) that do not pose an immediate safety or access risk; large trees or trees in sensitive locations should be removed within thirty (30) calendar days unless otherwise approved by the MBTA in advance. Replace any dead trees with healthy specimens of the same type.

Provide mulch ring around all tree with trunk diameter less than eight inches. For mature trees, prune all branches up to a height of fifteen (15) feet.

Clean Up: Remove trash and debris from landscaped areas. All trash must be properly removed and disposed of by contractor. Remove fallen leaves as needed and dispose of properly.

Appearance standards for landscaped areas are as follows: free of weeds and crabgrass, trash, dead leaves, and other unwanted vegetation and items. Grass shall not exceed 4.5 inches in height. Mulch or bark chip layer will not fall below two inches. Trees, shrubs, and plants must be neatly pruned and maintained with a healthy appearance. Edging must be crisp and free of weeds and overgrowth. Site work shall be conducted from the platform out towards a fence, walkway, building, or parking lot. Along the fence line and walkways, the growth should be trimmed as well as trees/shrubs trimmed up to 15ft high. This includes all items within the contract scope.

All Services shall be conducted in compliance with the MBTA Vegetation Management Plan (VMP) and Yearly Operational Plan (YOP) and all applicable regulations, including but not limited to:

333 CMR 10.00 – Pesticide Applicator Certification Massachusetts General Laws Chapter 87 – Shade Trees Massachusetts General Laws Chapter 40, Section 15C – Scenic Road Trees 333 CMR 10.00 – Certification and Licensing of Pesticide Applicators 333 CMR 11.00 – Rights-of-Way Management

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Massachusetts General Laws Chapter 132B – Massachusetts Pesticide Control Act

Services shall be performed as required to meet the specified appearance standards but no less than once per week. MBTA Station Managers will inspect each location daily and will notify the Contractor of any areas of concern or items requiring additional attention. Contractors must return to any locations that do not meet the minimum appearance standards based on description in Section 2.1 above and provide corrective services at no additional cost within 24 hours of receiving notification or within an alternative time frame approved in advance by the MBTA Contracting Officer. All services must be completed within the scheduled month. For example, work assigned in May may not be carried over and completed in June.

Seasonal Services:

o Standard services shall be provided during the timeframe between April 1st and

November 30th of each calendar year.

o Spring Cleanup: This is the same monthly service provided each month but with a further emphasis of removing dead leaves, fallen branches, and other unwanted vegetation as well as any debris remaining after snow has melted. Each month requires a cleanup. Additional compensation in May and June is due to the increase in workload during these months. Mulching shall take place in the month of May and pruning shall take place in the month of June unless otherwise agreed to in writing by the MBTA Contracting Officer.

o Fall Cleanup: This is the same monthly services provided each month but with a further emphasis of removing dead leaves. The additional compensation in November is due to the increase in workload. Each month requires a cleanup.

Following contract award, the selected Bidder(s) must prepare and submit site-specific landscaping plans for each location covered under this contract. All plans shall be submitted to the MBTA Contracting Officer for review and approval no later than 30 days after execution of the contract. Each plan must clearly detail the proposed landscaping approach, materials, schedules, and any location-specific considerations necessary for MBTA evaluation.

2.2 CONTRACT DURATION

The term of this contract shall be for three (3) years with three (3) one (1) year options, each to be exercised separately at the discretion of the MBTA with ninety (90) days prior written notice.

2.3 ADDITIONAL SERVICES

Optional additional projects or services include:

Monthly litter and debris removal from MBTA locations included under this scope of work during the off-season between December 1st to March 31st

Weeding at additional MBTA locations not already included under this RFP

From time to time the MBTA may request the Contractor to complete additional services beyond the list of services above. Said projects will be paid by the MBTA based on the cost of materials as well as the hourly rate for labor established in Form D – Pricing Response . The additional work may be for new services or for new stations and facilities not currently listed in Section 2.4. Additional, directly related services may be added to this Agreement prior to the start or throughout the duration of this Agreement if agreed to in writing by the Parties.

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2.4 LOCATIONS

The locations below are included in the core scope of work for monthly landscaping services. The MBTA reserves the right to add, change, or remove locations at its sole discretion. If changes to the number of locations or total square footage exceed five percent of the overall contract scope, the MBTA may adjust contract pricing accordingly. The MBTA strongly encourages bidders to visit all locations prior to submitting a proposal in order to fully understand the work required to meet the specified appearance standards.

2.4.1 Work Area 1

Station Name Address City Size (sq ft)

Airport Transportation Way/Service Rd

Boston 10,000

Alewife Alewife Brook Pkwy Cambridge 40,000

Ball Square 646 Boston Ave Somerville 9,679

Beaconsfield 124 Beaconsfield Rd Brookline 4,680

Brookline Hills Tappan St/Cypress St Brookline 4,920

Brookline Village

31 Station St Brookline 1,780

Chestnut Hill Hammond St/Chestnut Hill Rd Newton 11,100

Davis College Ave/Elm St Somerville 8,039

Eliot Lincoln St Newton 11,840

Fenway 411 Park Drive Boston 536

Kenmore Commonwealth Ave/Kenmore St

Boston 6,929

Lechmere Cambridge St/O’Brien Hwy Cambridge 3,466

Longwood 30 Chapel St Brookline 7,000

Lynn Station 325 Broad St Lynn 12,956

Malden Center Commercial St./Pleasant St Malden 19,463

Maverick Summer St/Maverick Sq East Boston 4,233

Medford/Tufts 460 Boston Ave Somerville 24,710

Newton Centre Union St Newton 17,477

Newton Highland

Station Ave Newton 27,800

Oak Grove Washington St/Winter St Malden 23,476

Orient Heights 1000 Bennington St East Boston 20,271

Porter 1899 Massachusetts Ave Cambridge 400

Reservoir 401 Chestnut Hill Ave Brookline 9,145

Riverside 367 Grove St Newton 5,014

Science Park Nashua St/Charles St Boston 1,200

Suffolk Downs 1230 Bennington St East Boston 327,458

Union Square 50 Prospect St Somerville 710

Waban Beacon St/Waban Sq Newton 13,460

Wellington 49 Revere Beach Parkway Medford 131,035

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Wonderland 1234 N. Shore Rd Revere 1,000

Woodland 50 Longfellow Rd Newton 7,076

Wood Island 450 Bennington St East Boston 49,070

Charlestown

35 Charlestown St Somerville 1,498

440 Riverside 440 Riverside Ave Medford 363,789

90 Inner Belt 90 Inner Belt Rd Somerville 2,943

2.4.2 Work Area 2

Station Name Address City Size (sq ft)

Ashmont Dorchester Ave/Ashmont St Boston 400

Braintree 197 Ivory St Braintree 24,670

Butler Bulter St/Branchfield St Dorchester 534

Capen Street 50 Capen St Milton 2,000

Cedar Grove Fellsway St/Milton St Dorchester 3,159

Fields Corner 50 Freeman St Dorchester 38,377

Forest Hills Washington St./Hyde Park Ave. Jamaica Plain 67,120

Green Street 150 Green St Jamaica Plain 3,850

Haymarket Station Congress Street & New Sudbury Street Boston 1,400

Jackson Square 1500 Columbus Ave. Jamaica Plain 1,560

JFK/U Mass 599 Old Colony Ave Boston 33,721

Massachusetts Ave 393 Massachusetts Ave

Boston

3,300

MBTA Operations 45 High Street Boston 323

Milton 1 Adams St Milton 4701.88

North Quincy Hancock St/Hunt St Quincy 10,880

Quincy Adams Burgin Hwy/Centre St/Independence Ave Quincy 44,000

Quincy Center 175 Thomas E. Burgin Hwy Quincy 13,100

Roxbury Crossing 1400 Tremont St Roxbury 2,200

Ruggles 1150 Tremont St Roxbury 5.989

Savin Hill 125 Savin Hill Ave. Dorchester 237

Shawmut Dayton St/Clementine Park Dorchester 1,768

Stony Brook 100 Boylston St Jamacia Plain 2,000

Valley Road 291 Valley Rd Milton 430

Wollaston Newport Ave. Quincy 1,138

202 Southampton St. 202 Southampton St. Boston 3,670

2.5 HOURS OF WORK

The Contractor shall perform all landscaping services during hours approved by the MBTA. Standard working hours shall be Monday through Friday, 7:00 AM to 6:00 PM, unless otherwise authorized in

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advance by the MBTA Contracting Officer. Additional work outside of standard working hours may be performed with prior MBTA approval.

Contractors must ensure that all work is conducted in a manner that minimizes disruption to MBTA operations, customers, and adjacent communities. The MBTA reserves the right to modify permitted work hours at any time based on operational needs, safety requirements, or community considerations.

2.6 REPORTS AND DELIVERABLES

The Contractor shall provide the following reports and deliverables to the MBTA Contracting Officer by the deadlines provided. All reports shall be submitted electronically in a format approved by the MBTA.

Weekly Service Confirmation and Service Plan: A weekly email submitted to the MBTA Contracting Officer by 5:00 PM on Wednesdays identifying:

o Location(s) serviced o Date(s) and time(s) of service o Summary of activities performed (e.g. mowing, trimming, weed control, cleanup) accompanied by before-and-after photos o Explanation and a detailed plan to complete services at missed locations within 48 hours or within a different timeframe agreed to by the MBTA Contracting Officer. If it is determined that weekly workload is falling behind, the Contractor shall email the MBTA Contracting Officer and his/her designee with proposed additional hours beyond 6pm on weekdays or weekend hours so that all efforts are made to complete services within a given week. All proposals are subject to approval by the MBTA. Additional working hours needed to complete past-due services shall be performed at no additional cost to the

MBTA

o Service plan and schedule for the coming week. The MBTA reserves the right to revise service plans based on operational needs, site-specific conditions, or any other considerations deemed relevant

Monthly Report: Submitted no later than 15 days following the end of each month. At a minimum, this report shall include:

o Summary of services performed at each assigned location o List of location(s) serviced o Staffing levels and any variances from planned staffing o Issues encountered and resolutions o Recurring challenges or issues for MBTA action or awareness o Additional work orders completed (if applicable)

Seasonal Clean-up Reports: For Spring Clean-up (May and June) and Fall Clean-up (November), the Contractor shall provide a brief report documenting:

o Date work was completed o Scope of clean-up activities o Any conditions requiring MBTA attention o Before and after photos

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Incident Notification: The Contractor shall notify the MBTA Contracting Officer within 24 hours of any issue(s) that impacts service delivery, safety, or site conditions and/or involves any public or Agency inquiry. Notifications shall include:

o Description of the incident o Location and date o Corrective actions taken or recommended

Damage Reporting: If any damage to MBTA infrastructure or equipment occurs in connection with the Contractor’s work, the Contractor shall notify the MBTA within 24 hours and provide:

o Description and location of the damage o Cause (if known) o Photos o Recommended repairs or actions

Ad-Hoc Reports: The MBTA may request additional reports or documentation as needed. The

Contractor shall provide such reports within the timeline specified by the MBTA .These may include:

o Confirmation of removal, including date, time, and photo documentation, within twenty-four (24) hours of removing any dead trees

2.7 MANAGEMENT AND STAFFING

The Contractor shall provide all management, supervision, labor, equipment, and resources necessary to perform the services outlined in this RFP. The Contractor is responsible for ensuring that adequate staffing and management oversight are maintained throughout the term of the Contract to meet the required appearance standards for all designated locations.

Project Management and Oversight: The Contractor shall designate an Account Director who will serve as the primary point of contact with the MBTA. The Account Director shall have the authority to make operational decisions, deploy resources, and address deficiencies identified by the MBTA. The Account Director shall be available during service hours and shall respond promptly to MBTA inquiries or service requests.

In addition, the Contractor shall assign an Operations Manager responsible for day-to-day field oversight, coordination of crews, monitoring service quality, and ensuring compliance with all staffing, safety, and performance requirements. The Operations Manager shall report to the Account Director.

The Account Director, Operations Manager, and any other Contractor leadership staff shall meet with the MBTA Contracting Officer and his/her delegates on a weekly basis between April 1st to November 30th of each contract year. Contact information for the Account Director and all other Key Personnel shall be shared with the MBTA within 48 hours of contract award.

On-Site Supervision: The Contractor shall provide qualified supervisory personnel to oversee day-to-day work, ensure adherence to the site-specific landscaping plans, and verify that all tasks are performed in accordance with the Scope of Work. Supervisors shall regularly inspect completed work, correct deficiencies, and coordinate with MBTA Stations Managers as needed.

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Staffing Levels: The Contractor shall maintain adequate staffing to complete all required services at the frequency specified, including routine landscaping tasks, seasonal cleanups, debris removal, weed control, pruning, turf maintenance, and additional work requested by the MBTA. Staffing levels shall be sufficient to ensure timely completion of services, including coverage for absences and seasonal workload increases.

Employee Qualifications and Training: All personnel assigned to this Contract shall be trained and experienced in landscaping and grounds maintenance. Training shall include safe equipment operation, proper handling of materials, identification of landscape health issues, and any other MBTA-or regulatory required training (i.e. Right to Know, RWP, etc.). Personnel working on or near MBTA property shall follow all applicable safety protocols. Any herbicide/pesticide applicators shall have the appropriate certifications, proof of which shall be provided to the

MBTA.

Uniforms and Identification: All Contractor personnel shall wear uniforms that clearly identify the Contractor and its staff. All uniforms are subject to MBTA approval. Identification badges must be worn at all times while working on MBTA property. Please refer to Section 8.1.18.6 “Security Requirements” for additional requirements.

Subcontractor Management: If subcontractors are used, the Contractor shall remain fully responsible for their performance. Subcontractors shall meet the same requirements as Contractor personnel, including qualifications, training, safety standards, and reporting expectations. The Contractor shall ensure effective supervision and integration of subcontractor work.

Performance Expectations: The Contractor is responsible for ensuring that all staffing and management resources are deployed in a manner that consistently maintains MBTA properties in accordance with the Scope of Work and appearance standards. Failure to maintain adequate staffing or management oversight may be considered a performance deficiency and subject to corrective action or damages under the Contract.

2.8 PERFORMANCE MANAGEMENT

The MBTA will monitor the Contractor’s performance through routine inspections, review of submitted reports, and feedback from MBTA personnel. The Contractor shall cooperate fully with all MBTA oversight activities. The following framework will guide performance expectations and corrective actions.

MBTA Inspections: MBTA employees, including the Contracting Officer and Station Managers, will conduct periodic inspections of all assigned locations. Inspection findings may include:

o Requests for service to correct areas not meeting appearance standards o Documentation of recurring or unresolved deficiencies

Corrective Action Requirements: If the MBTA identifies a deficiency, the Contractor shall address the issue within 24 hours of receiving notification or within an alternative timeframe approved in advance by the MBTA Contracting Officer or his/her designee. The Contractor shall report back when corrective action is complete, including before and after photos. Failure to address deficiencies promptly may result in further action.

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Recurring or Significant Deficiencies: If the same or similar deficiencies occur repeatedly, or if issues remain unresolved after notification, the MBTA may take additional steps, including but not limited to:

o Requiring a Corrective Action Plan o Requiring additional staffing or extended work hours at no additional cost to the MBTA o Withholding payment for incomplete work o Increasing oversight and reporting requirements o Contract termination

Damage to MBTA Property: Any damage to MBTA infrastructure or equipment caused by the Contractor shall be reported immediately and addressed in accordance with the Damage Reporting requirements outlined in Section 2.7. The Contractor is responsible for reimbursing the MBTA for all associated repair costs.

2.9 INVOICING AND BILLING

The Contractor(s) should submit invoices to the MBTA on a monthly basis. The MBTA should receive one invoice showing a breakdown per work area (if applicable). Invoices should not be submitted for individual stations. Invoices should include the following:

o Date o Work Area o List of locations (stations and facilities) o Services performed o Total amount due per work area

Contractors shall invoice the MBTA monthly in arrears, with each invoice reflecting one-eighth (1/8) of the Season Total for each active location.

If the MBTA adds or removes locations, or adjusts the square footage of any location, by more than 5% of the total original square footage, the contract will be amended and monthly invoicing shall be adjusted accordingly.

1. May Invoice – the May invoice will include mulching costs as well as the normal seasonal maintenance for the month of May

2. June Invoice – the June invoice will include pruning costs as well as the normal seasonal maintenance for the month of June

2. November Invoice - the November invoice will include the Fall Cleanup as well as the normal seasonal maintenance for the month of November

3. BIDDERS INSTRUCTIONS AND PROCUREMENT PROCESS

3.1 BIDDERS’ CONFERENCE

The MBTA reserves the right to hold one or more Bidders’ conferences with all Bidders at any time prior to the Response Date. Bidders’ conferences may be held either in person or by telephonic or electronic means. If held telephonically or electronically, the Bidders’ conference will permit interactive communication between all Bidders and the MBTA. The MBTA will provide notice of any Bidders’

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conference via COMMBUYS. If a Bidders’ conference is conducted by telephonic or electronic means, the notice will inform Bidders of the manner of the meeting.

Each Bidder, by submittal of its Response, acknowledges the opportunity to attend any Bidders’ conference, if held, was offered to all Bidders, and waives any right to challenge this procurement based on its attendance at, or failure to attend, a Bidders’ conference.

Each Bidder is encouraged to attend Bidders’ conferences, if held, with appropriate members of its proposed staff, and if requested by the MBTA, senior representatives of proposed team members identified by the MBTA. Nothing stated at any Bidders’ conference or included in a written record or summary of a Bidders conference will modify this RFP or any other part of the RFP unless it is incorporated in an addendum issued.

3.2 PROCUREMENT METHOD

This RFP is issued pursuant to the following laws and regulations: Mass. Gen Laws, Ch. 161A; 801

CMR 21.00.

Bidder shall be responsible for making itself fully aware of, complying with, and in its Response addressing the impact of and compliance with all applicable laws and regulations.

This RFP will be launched and managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in http://www.mass.gov/anf/docs/osd/forms/instructions-for-Contractors-responding-to-bids.docx Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 a.m. to 5:00 p.m.

Monday through Friday (Eastern Time), except on federal, state, and Suffolk county holidays.

It is the responsibility of Bidders to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s Designated Representative and to monitor that email inbox for communications from the MBTA, including responses to Bidder questions. The MBTA and the Commonwealth assume no responsibility if a Bidder’s designated email address is not current, or if technical problems, including those with Bidder’s computer, network, or internet service provider (“ISP”) cause email communications sent to or from Bidder and the MBTA to be lost or rejected by any means including email or spam filtering.

Bidder shall review and study all documents thoroughly and report any discrepancies, omissions, technical queries, or other clarifications via COMMBUYS.

Questions and clarification requests submitted by Bidder will, together with MBTA’s responses, be made available to all Bidders via COMMBUYS.

3.2.1 MBTA DESIGNATED REPRESENTATIVE

Unless specifically stated otherwise in this RFP, Bidder must submit changes to Bidder’s designated representative and any other communications in to the MBTA’s Point of Contact via COMMBUYS. The MBTA’s Point of Contact is Mellissa O’Connor, moconnor2@mbta.com.

3.2.2 IDENTIFICATION OF BIDDER DESIGNATED REPRESENTATIVE

When submitting a Bid, the Bidder must identify to the MBTA’s Point of Contact its own Designated Representative to act on behalf of the Bidder relating to this procurement.

3.3 RFP CALENDAR AND DELIVERY INSTRUCTIONS

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Bidder is required to prepare and submit all required documents to MBTA electronically via

COMMBUYS.

The MBTA anticipates carrying out the procurement process in accordance with the schedule noted in the table below. All times are local Boston, Massachusetts, USA, times unless otherwise indicated. The schedule is subject to modification at the sole discretion of the MBTA. Bidders will be notified of any change by an addendum to this RFP.

TABLE: RFP CALENDAR

Procurement Activity Date Time

RFP issued 10/14/2026 Pre-bid conference 10/20/2026 12:00 p.m.

Site Visits (All locations are publicly accessible. Bidders are expected to conduct site visits at all locations to ensure the accuracy of their proposals)

Deadline for submission of Bidder questions via

COMMBUYS Q&A

11/2/2026 2:00 p.m.

Official Answers for Bid Q&A published by MBTA on

COMMBUYS

11/6/2026 2:00 p.m.

Response Due Date 11/20/2026 3:00 p.m.

In-person or virtual presentations (Requested at the MBTA’s discretion)

Contract Execution (estimated) 1/1/2027 Service Start Date (estimated) 4/1/2027

3.4 PRE-BID CONFERENCE

A Pre-Bid Conference is scheduled at the date and time above. It will be held virtually on Microsoft Teams at the link below:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/232165941569095?p=OpWouCQQWSCEwavvz0

Meeting ID: 232 165 941 569 095

Passcode: bq9E3Kh9

Each Bidder, by submittal of its Response, acknowledges the opportunity to attend any Pre-Bid Conference, if held, was offered to all Bidders, and waives any right to challenge this procurement based on its attendance at, or failure to attend, a Bidders’ conference.

Each Bidder is encouraged to attend Pre-Bid Conferences, if held, with appropriate members of its proposed staff, and if requested by the MBTA, senior representatives of proposed team members identified by the MBTA. Nothing stated at any Pre-Bid Conference or included in a written record or summary of a Pre-Bid Conference will modify this RFP or any other part of the RFP unless it is incorporated in an addendum issued.

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3.5 DISSEMINATION OF CONFIDENTIAL INFORMATION

Not Applicable

3.6 EXAMINATION OF RFP

Each Bidder shall be solely responsible for examining, with appropriate care and diligence, the RFP and any addenda and material made available to Bidders by the MBTA, and for informing itself with respect to any and all conditions that may in any way affect the amount or nature of its Response, or the performance of the Contractor’s obligations under the Contract with the MBTA. Failure of the Bidder to so examine and inform itself shall be at its sole risk, and the MBTA will provide no relief for any error or omission.

The submission of a Response shall be considered prima facie evidence that the Bidder has made the above-described examination and is satisfied as to the conditions to be encountered in performing the Work and as to the requirements of the Contract.

3.7 RULES OF CONTACT

Starting on the date the RFP is issued and ending on the earliest of (a) the award and execution of the Contract, (b) rejection of all Responses by the MBTA, or (c) cancellation of the procurement, the following rules of contact shall apply. These rules are designed to promote a fair and unbiased procurement process. Contact includes face-to-face, telephone, email, or formal written communication.

The specific rules of contact are as follows:

i. No Bidder, or any of its team members, may communicate with another Bidder or its team members with regard to this RFP or either team’s Response, except that subcontractors that are shared between two or more Bidder teams may communicate with their respective team members so long as those Bidders establish a protocol to ensure that the subcontractor will not act as a conduit of information between the teams. This prohibition does not apply to public discussions regarding the RFP at any MBTA sponsored Bidders’ conferences.

ii. No Bidder or representative thereof shall have any ex parte communications regarding the RFP, the Contract, or the procurement described herein with any member of the MBTA’s Board of Directors, the Massachusetts Department of Transportation (“MassDOT”) Board of Directors, or with any MassDOT or MBTA staff, advisors, contractors, or consultants involved with the procurement, except for communications expressly permitted by the RFP or except as approved in advance at the MBTA’s Point of Contact’s sole discretion. The foregoing restriction shall not, however, preclude or restrict communications with regard to matters unrelated to the RFP, Contract, or procurement or from participation in public meetings of the MBTA or MassDOT Boards of Directors or any public or Bidder workshop related to this RFP.

iii. The Bidders shall not contact employees, representatives, and members on this project regarding this RFP, the Contract, or the procurement.

iv. Any communications determined by the MBTA, in its sole discretion, to be improper may result in disqualification.

v. Any official information regarding this RFP will be disseminated from the MBTA’s Point of Contact via COMMBUYS.

vi. The MBTA will not be responsible for or bound by any oral exchange or any other information or exchange that occurs outside the official process specified herein.

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vii. The MBTA will not be bound by, and Bidders should not rely on, any oral communications regarding the RFP. Use of any information gathered or received from other agencies or entities shall be at the Bidder’s own risk.

3.8 CLARIFICATIONS OF SPECIFICATIONS, QUESTIONS AND

ANSWERS

Bidders shall review the RFP and any addenda issued by the MBTA prior to the Response Date, and request written clarification or interpretation of any perceived discrepancy, deficiency, ambiguity, error, or omission contained therein, or of any provision which the Bidder fails to understand or to which the Bidder is suggesting a change. Failure of the Bidder to so examine and inform itself shall be at its sole risk, and no relief for error or omission will be provided by the MBTA. Bidders shall submit, and the MBTA will respond to, questions and requests for written clarification in accordance with this Section 3.7.

Questions and clarification requests shall be minimized or aggregated to the extent possible. All questions and clarification requests shall be made by Bidder through the “Bid Q&A” tab in COMMBUYS. Such comments and questions may be submitted at any time prior to the applicable date specified in Section 3.3 or such later date as may be specified in any addendum and shall: (i) identify the document; (ii) identify the relevant section number and page number) or, if it is a general question, indicate so; and (iii) not identify the Bidder in the body of the question or contain proprietary or confidential information.

Questions submitted in any other format or method than that described above will not be considered.

Responses to requests for clarification or questions will be provided in writing and issued by the MBTA’s Point of Contact via the COMMBUYS. In addition, the MBTA reserves the right to, in its sole discretion, not answer all questions submitted by Bidders.

It is the Bidder’s responsibility to verify the MBTA’s receipt of questions and clarification requests.

3.9 RFP ADDENDUM

The MBTA reserves the right to issue addenda to the RFP after initial publication.

It is each Bidder’s responsibility to monitor COMMBUYS for any addenda and any Bid Q&A records related to this RFP. The MBTA and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit their Response based on an out-of-date RFP or on information received from a source other than COMMBUYS.

The Bidder shall acknowledge in its Technical Proposal Cover Letter (see Enclosure 1) receipt of all addenda and question and answer responses. Failure to acknowledge such receipt may cause the Response to be deemed non-responsive and be rejected.

3.10 MBTA STANDARD CONTRACT AND TERMS & CONDITIONS

The MBTA does not encourage attempts to negotiate the Section 8.0 Massachusetts Bay Transportation Authority Standard Contract Terms & Conditions. Many of these provisions are required by law; others are longstanding MBTA policy / practice. Accordingly, Bidders / proposers should only redline or object to provisions that they find absolutely unacceptable. Any rejection or modification of these provisions may disqualify a Bid / proposal as being non-responsive or non-compliant.

3.11 CONFIDENTIALITY / PUBLIC INFORMATION ACT

DISCLOSURE REQUESTS

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3.11.1 Disclosure Waiver

Each Bidder, by submitting a Response to the MBTA in response to the RFP, consents to the disclosures described in this RFP, including this Section and all other disclosures required by law, and expressly waives any right to contest, impede, prevent, or delay such disclosure, or to initiate any proceeding that may have the effect of impeding, preventing, or delaying such disclosure, under Mass. Gen. Laws, ch. 66 (the Massachusetts Public Records Law or “Public Records Law”) or any other law relating to the confidentiality or disclosure of information. Under no circumstances will the MBTA be responsible or liable to a Bidder or any other party as a result of disclosing any such materials. Each Bidder hereby further agrees to assist the MBTA in complying with these disclosure requirements.

3.11.2 Public Disclosure of Response Documents

Subject to applicable law, after execution of the Contract, or in the event that the procurement is cancelled by the MBTA, the MBTA shall have the right to publicly disclose any and all portions of all Responses. The MBTA will not disclose material deemed confidential by the MBTA in accordance with Section 3.11.3, unless otherwise required by law.

3.11.3 Disclosure Process for Requests Under the Public Records Law

All written correspondence, exhibits, reports, printed material, photographs, tapes, electronic disks, and other graphic and visual aids submitted to the MBTA during this procurement process, including as part of the response to this RFP, become the property of the MBTA upon their receipt by the MBTA and will not be returned to the submitting parties. Except as provided by applicable law, all materials submitted to the MBTA are subject to release as public records. Bidders shall familiarize themselves with the provisions of applicable law (including the Public Records Law) pertaining to disclosure of information in the MBTA’s possession. In no event shall the MBTA, or any of its agents, representatives, consultants, directors, officers, or employees, be liable to a Bidder or Bidder team member for the disclosure of all or a portion of a Response or related information submitted during this procurement.

If a Bidder has special concerns about information which it desires to make available to the MBTA but which it believes constitutes a trade secret, proprietary information, or other information excepted from disclosure, such responding Bidder shall specifically and conspicuously designate that information by placing “TRADE SECRET - PROPRIETARY” in the header or footer of each such page affected and by identifying such trade secret, proprietary information in the Technical Proposal Cover Letter (see Enclosure 1). Nothing contained in this provision shall modify or amend requirements and obligations imposed on the MBTA by the Public Records Law or other applicable law. The provisions applicable law, including the Public Records Law, shall control in the event of a conflict between the procedures described above and the applicable law.

If the MBTA receives a request for public disclosure of all or any portion of a Response or its related information that is designated as ”Trade Secret - Proprietary,” the MBTA will endeavor to use reasonable efforts to notify the applicable Bidder of the request.

The Bidder can assert, in writing and at its sole expense, a claimed exception under the Public Records Law or other applicable law, within the time period specified in the notice issued by the MBTA and allowed under the Public Records Law. The Bidder can choose to defend any action seeking release of the records it believes to be confidential information. The Bidder shall indemnify, defend, and hold harmless the MBTA and its

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agents and employees in connection with the Bidder’s opposition to a public records request, and such indemnification shall include all damages, costs and expenses (including reasonable attorney’s fees) the MBTA incurs because of or arising out of the Bidder’s opposition to any public records request. This indemnification survives the MBTA’s cancellation or termination of this procurement or award and subsequent execution of a Contract. In submitting a Response, the Bidder agrees that this indemnification survives as long as any information submitted by the Bidder is in the possession of the MBTA.

The MBTA shall not under any circumstance be responsible for securing a protective order or other relief enjoining the release of information marked “Trade Secret – Proprietary” in any Response, nor shall the MBTA be in any way financially responsible for any costs associated with securing any such order or for any loss associated with the release of information marked “Trade Secret – Proprietary” or otherwise.

3.12 BUSINESS CONDUCT

All Responses submitted by a Bidder to the MBTA shall be made without collusion with any other Bidder(s) submitting a Response to this RFP.

Bidder shall not directly or indirectly, in relation to this RFP, give, promise, attempt to give, or approve or authorize the giving of anything of value, including by transferring all or part of the remuneration payable under any Contract, to:

a) any person employed or representing the MBTA;

b) any other person, including any public official;

c) a political party or a labor union controlled by any governmental authority or political party; or

d) a charitable or other organization, or an officer, director, or employee thereof, or any person acting directly or indirectly on behalf of the same for the purpose of (i) securing any improper advantage for either Bidder or the MBTA; (ii) inducing or influencing a public official improperly to take any action or refrain from taking any action in order for either Bidder or the MBTA to obtain or retain business, or to secure the direction of business to either Bidder or the MBTA, or (iii) inducing or influencing a public official to use his or her influence with any governmental authority or public international organization for any such purpose.

3.13 COLLUSION

By the submission of a Bid in response to the RFP, the Bidder represents and certifies that its Bid is made without collusion with any other Bidder submitting a Bid on the same commodity / service and is in all respects fair and without fraud.

3.14 PRICES

Each Bid must contain the unit price(s) / rate(s) or lump sum price, extended price(s), and the grand total of the Bid. Bidders shall submit their pricing using Form D: Requested RFP Pricing Form. The unit price / rate shall prevail in case of an error in price extension. Prices submitted shall be valid throughout the Acceptance Period.

3.15 ACCEPTANCE PERIOD

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From and after the Response Due Date identified in Section 3.3 (as amended) the MBTA shall have one hundred and eighty (180) calendar days to award a Contract based on this RFP. Such 180-day period is the “Acceptance Period.” The Bidder’s Bid is irrevocable and shall remain open and available for acceptance by the MBTA during the entirety of the Acceptance Period. The MBTA reserves the right to extend the Acceptance Period with respect to any or all Bidders upon obtaining the applicable Bidder’s written consent to such extension.

3.16 ELIGIBLE ENTITIES

Any contract resulting from this Bid will be available for use by all MassDOT divisions and departments.

3.17 PRE-CONTRACTUAL EXPENSES

The MBTA shall not be liable for any pre-contractual expenses incurred by the Bidder in connection with this RFP. The Bidder shall not include any such expenses as part of its proposal. Pre-contractual expenses include all expenses the Bidder incurs prior to the date the MBTA enters into a Contract with any Bidder (or prior to the MBTA’s withdrawal or cancellation of the RFP, as the case may be), such as, but not limited to, expenses the Bidder incurs in preparing its Bid, submitting its Bid to the MBTA, negotiating with the MBTA any matter related to this RFP, and inspection, testing, shipping, and return shipping of proposed goods or samples.

3.18 TAX EXEMPTION

The MBTA is exempt from Federal Excise Tax, including Transportation Tax, and will furnish properly executed tax exemption certificates upon request. The MBTA is also exempt from Massachusetts State Sales Tax — Exemption Number E-042-323-989. Such taxes should not be included in Bid prices.

The Bidder alone shall be responsible for payment of all federal, state and local taxes of all types and kinds applicable to any Agreement it enters into with the MBTA and/or to the compensation it receives from the MBTA or any other party in connection with such Agreement.

3.19 INSURANCE

The insurance policies that the successful bidder shall carry are outlined in the attached Minimum Insurance Requirements document with this solicitation. The successful bidder shall submit proof of insurance for the requirements detailed at the time of submitting their bid. If proof of insurance is not available at the time the Bidder submits its Bid, the successful bidder certifies that it will carry such insurance policies and all costs associated with the insurance requirements are included in its Bid pricing.

The successful bidder shall provide proof of all required insurance within three business days of conditional notice of award.

4. SUBMISSION OF RESPONSE

4.1 RESPONSE SUBMISSIONS

Responses shall be submitted via COMMBUYS.

Each Response shall be submitted in the following two parts:

a) Technical Response including:

Bid Cover Letter

Power of Attorney (as described in Section 4.2 of this RFP)

Form A: Pre-Award Bidder Evaluation Data Form

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Form B: Technical Response

Form C: Small Business Program Attestation Form

Proof of Insurance

Other items as applicable

b) Price Response as a separate document, including:

Form D - Pricing Response. Bidders interested in providing landscaping services only (excluding optional additional services for litter and debris removal during the off-season) should complete tabs highlighted in Green only. Bidders interested in providing litter and debris removal during the off-season should complete tabs highlighted in purple.

The submission of the technical response should be detailed, and it should be as per the criteria and page limit of Technical Response are set forth in Form B. An additional Excel spreadsheet is attached, providing a detailed breakdown of parts of technical response requirements which forms as an attachment to the Technical response.

technical response is to be completed in reference to The specific requirements for submission of the Price Response are set forth in Form D.

If a Bidder is a team, whether or not legally formed, the Bid Cover Letter shall be signed by all parties to the Bidder so that the Response is legally binding upon each member of the Bidder.

Any interlineations, erasures or overwriting in the Response will only be valid if they are initialed by the Authorized Signatories.

Bidders shall submit Responses including all forms and schedules and shall not remove pages from the provided forms. The Technical Response and Price Response shall be completely separate documents. Bidder Financials shall be included in Technical Proposal only.

Any Response which materially fails to meet the Response…