scope_of_work.pdf

INVITATION FOR BIDS: (M.G.L. Ch. 30B) Landscape and Cleaning Services:

Muni Lots, Footpaths, and Parcels

Christopher Osgood Interim Chief of Streets

EV00018038

PROJECT SUMMARY:

This Invitation for Bids (IFB) addresses the critical need for consistent, high-standard maintenance of City-owned spaces to ensure public safety and property standards. The scope of services entails routine mowing, trimming, comprehensive debris and trash removal, and seasonal clean-ups across two geographically defined service areas. This project represents a large-scale operational task, serving thousands of residents and visitors by maintaining the accessibility and cleanliness of diverse municipal properties throughout the City. This solicitation will result in two (2) separate contracts.

IFB SCHEDULE:

EVENT DATE

IFB Issue Date October 13, 2026, at 11:00 AM

Questions Due October 20, 2026, at 5:00 PM

Bid Due Date October 28, 2026, at 2:00 PM

*See the full IFB schedule in Section 1.3.

CONTACT INFORMATION:

Stephen Powers | Streetscontracts@boston.gov All questions should be emailed with the IFB number (EV00018038) in the subject line. You can access this IFB and related documents on the City of Boston Supplier Portal, via boston.gov/procurement.

mailto:Streetscontracts@boston.gov https://www.boston.gov/departments/procurement

TABLE OF CONTENTS

I. INTRODUCTION AND SCOPE OF SERVICES 2

1.1 BACKGROUND 2

1.2 SCOPE OF SERVICES 3

1.2.1 General Conditions 3

1.2.2 Documentation 4

1.2.2 Cleaning & Debris Requirements 5

1.2.3 Mowing/Trimming Requirements 7

1.2.4 Seasonal Clean Ups 7

1.2.5 Tree Maintenance & Vine Removal (Stairs & Footpaths Only) 8

1.3 BID TIMELINE 8

1.4 WHAT TO DO IF YOU HAVE QUESTIONS 9

1.5 CONTRACT TERM AND OTHER INFORMATION 9

II. HOW WE CHOOSE: RULE FOR AWARD AND CONTRACT 10

2.1 MINIMUM OR “QUALITY” EVALUATION CRITERIA 10

2.2 CONTRACT 11

III. YOUR BID 13

3.1 COVER PAGE 13

3.2 RESPONSE TO SCOPE OF SERVICES & MINIMUM QUALITY REQUIREMENTS 14

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY) 17

3.4 REFERENCES 18

3.5 INSURANCE DOCUMENTATION 20

3.6 YOUR PRICING 20

IV. SUBMISSION INSTRUCTIONS 21

Submission Deadline 21 Submission Methods 21 Important Submission Guidelines 21 Late Submissions 22

4.1 CHECKLIST FOR SUBMITTING BID 22

4.2 SUBMITTING BIDS VIA BOSTON’S SUPPLIER PORTAL 22

V. APPENDICES 24

APPENDIX 1: IFB TERMS AND CONDITIONS 24

APPENDIX 2: CONTRACT TERMS AND CONDITIONS 26

APPENDIX 3: INSURANCE REQUIREMENTS 27

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

With this Invitation for Bids (IFB), we are hoping to identify and engage qualified vendors to provide comprehensive landscape maintenance and cleaning services for the City-owned properties and paths. This procurement aims to ensure that all municipal properties—ranging from small urban parcels to larger public grounds—remain safe, clean, and aesthetically pleasing for thousands of residents and visitors through consistent mowing, trimming, and debris removal. To ensure localized efficiency and high-quality service delivery, this procurement process will result in the award of a separate contract for each of the two distinct geographic areas defined within the scope. This solicitation is a re-bid covering 2 of 7 potential designated areas. To ensure work across all areas is completed expeditiously and efficiently, contracts are generally limited so that no single bidder receives awards for more than 3 areas. However, the awarding authority reserves the right to award more than 2 areas to a single bidder if it is determined to be in the best interest of the City of Boston Public Works Department.

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.”

The Contractor shall provide all the labor, tools, and equipment, apparatus, and supplies necessary to fully and properly maintain and clean the entire area of each municipal parking lot, parcel, stair & footpath, and adjacent area ("adjacent area") as directed under this contract: The adjacent area shall include, but not be limited to, all paved and sidewalk areas, seating areas, green space, fence lines, and areaways and walkways abutting the city-owned area. A listing of each location and adjacent area is set forth within, and a full description of each is available from the Official.

1.2.1 General Conditions

Before submitting a bid, the contractor shall be solely responsible for reviewing the full description of all locations requiring service in a designated area and for examining the conditions of each area for which it will submit a bid.

Upon request by the Official, Contractor shall provide the City with evidence satisfactory to the Official to show that Contractor has the capacity, the ability, experience, labor force, and equipment to perform the services required under this contract in a timely manner and in accordance with the specifications.

Contractor shall only use equipment to perform work hereunder that is operated by fully qualified and licensed operators of the equipment.

Contractor is solely responsible for repairing and paying for any injury or damage to persons or property, where such damage is caused by an act or omission of Contractor, his agents or employees during the performance of services under this contract.

The Contractor’s personnel working on this project must hold all necessary licenses and permits to perform the work required under this contract as required by the City under the Commonwealth of Massachusetts regulations. The contractor must submit the names and all qualifying materials of the site supervisor that will be assigned to this project. All work will be done in accordance with applicable industry standards, codes, and regulations, and/or manufacturer's specifications. The Contractor is responsible for providing adequate safety measures during work to ensure protection of life and property. Any City buildings, grounds and surrounding property damaged by the selected contractor will be restored to its original state, at the cost of the selected contractor.

The contractor shall be informed that there is a thirty (30) day cancellation clause in this contract for improper service. Complaints not rectified within a reasonable length of time from day of notice as determined by the City may cause the City to notify the Contractor by registered or certified mail that the contract will be cancelled thirty days from the date of the letter. Any defective workmanship shown to be caused by improper or faulty installation shall cause the Contractor to correct, repair and/or replace all material and labor at no cost to the City. The Contractor will warrant that all workmanship shall be first class and shall be performed by persons qualified and licensed in their respective trades.

Any additional work that is performed beyond this agreement must be approved by the appropriate City authority. The absence of approval from the appropriate City authority will be considered a violation of the contract.

All work performed hereunder shall be to the satisfaction of the Official.

1.2.2 Documentation

The Contractor shall notify the Public Works Department Commissioner or their representative (Official) of the schedule in advance of work being completed. All work under this contract shall follow the below documentation of the project and/or request for services:

A. Provide a report including time-stamped before and after photos of the area completed and work required to complete the job, including the total number of trash bags collected and photo(s) of the total amount of trash bags collected from the site. (NO trash from other properties is allowed, and failure to adhere to this guideline will result in losing the contract.)

B. Monthly Maintenance Report: Provide a monthly maintenance report detailing the work that has been completed and outlining the next month's plan of action.

1.2.2 Cleaning & Debris Requirements

No city-owned space shall be cleaned unless directed by the official. Generally, debris removal and cleaning will occur once per week for municipal parking lots and once per month for stairways, footpaths, and parcels, with the exception of periods of snow. Some areas may be on a different schedule and are noted as such on the bid table.

The contract will operate on a fixed schedule, which will be provided directly to vendors by the official. If the City requests a change, the vendor will be provided 48 hours' notice.

Vendors are required to strictly adhere to the daily schedule.

If a vendor is unable to perform a scheduled service, they must notify the designated Official via phone and email at least 24 hours in advance. Failure to provide full 24-hour advance notice may result in a $50 daily penalty, which will be withheld from the total invoice payment upon completion of the service contract.

Municipal Lots The Contractor will clean, remove, and lawfully dispose of all trash, debris, appliances, motor vehicle parts, tires, glass, and all other materials from each area.

As needed, the Contractor will provide services such as pruning/trimming trees away from light poles, structures, or homes, removing dead or fallen trees, branches, and/or limbs, and cleaning up any and all debris from work being performed.

The Contractor will sweep all pavement surfaces at the curb line. For municipal parking lots, this will include under parked vehicles.

The Contractor will empty all trash receptacles, and the fence lines are to be free of any trash or debris.

The Contractor will use its best efforts to clean each parking lot and adjacent area so that it is completed in a presentable, aesthetically "neat" condition.

Upon request of the office, Contractor shall notify the Official of the location of the lawful disposal area at which Contractor is disposing of debris and other materials removed from each parking lot and adjacent area under this contract.

Unless otherwise provided herein, the Contractor shall not be responsible for removing motor vehicles or hazardous waste materials as defined by state law Contractors are responsible for the removal and off-site disposal of all accumulated debris, including leaves, paper, and trash. Prior to any mowing, the Contractor must identify and properly dispose of all sharps in accordance with 105 CMR 480.010; free training and disposal resources are available through the Boston Public Health Commission. While routine litter is the Contractor's responsibility, any bulk items (e.g., tires, furniture, electronics) or active encampments must be reported immediately to the Public Works Department (PWD) Official for City intervention. All disposal costs are included in the flat contract price, and no outside waste may be included in the site trash count.

Stairs, Footpaths and PWD Parcels The Contractor will clean, remove, and lawfully dispose of all trash and debris. Unless otherwise provided herein, the Contractor shall not be responsible for removing appliances, motor vehicle parts, tires, glass, or hazardous waste materials as defined by state law.

Contractors are responsible for the removal and off-site disposal of all accumulated debris, including leaves, paper, and trash. Prior to any mowing, the Contractor must identify and properly dispose of all sharps in accordance with 105 CMR 480.010; free training and disposal resources are available through the Boston Public Health Commission. While routine litter is the Contractor's responsibility, any bulk items (e.g., tires, furniture, electronics) or active encampments must be reported immediately to the Public Works Department (PWD) Official for City intervention. All disposal costs are included in the service pricing, and no outside waste may be included in the site trash count.

1.2.3 Mowing/Trimming Requirements

The Contractor will mow all vegetation to a height of between two (2) inches and four (4) inches. Hand-trimming around trees, beds, and obstacles is required during every mowing cycle. In performing mowing services, the Contractor will use only commercial mowing equipment operated by fully qualified and, where applicable, licensed operators. The Contractor will remove all light trash and litter from such areas, trim around the perimeter of such areas and around each fence, pole, or other barrier, and rake, remove, and dispose of all vegetation trimmings and clippings/leaves.

1.2.4 Tree Maintenance (Stairs & Footpaths Only)

Contractors must ensure that all stairs and footpaths remain clear of encroaching vegetation to maintain safe pedestrian access. This includes the removal of vines from handrails or fences and the trimming of low-hanging tree branches that obstruct walking surfaces. All resulting green waste from these activities must be removed from the site and disposed of properly alongside routine debris.

IFB PROCESS

1.3 BID TIMELINE

The table below shows the preliminary IFB schedule. Dates are subject to change.

EVENT DATE*

IFB Released October 13, 2026, at 11:00 AM

Questions Due to the City Via email to Streetscontracts@boston.gov

October 20, 2026, at 5:00 PM

Consolidated Q&A Posted by the City October 22, 2026 at 2:00 PM

Deadline for Bids See Submission Instructions for details

October 28, 2026, at 2:00 PM

*All times are in Eastern Time*

1.4 WHAT TO DO IF YOU HAVE QUESTIONS

All communications must be emailed to Streetscontracts@boston.gov with the IFB number (EV00018038) in the subject line.2

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

1.5 CONTRACT TERM AND OTHER INFORMATION

BASE CONTRACT TERM* November 1, 2026- April 14, 2027

Implementation Dates November 1, 2026– April 14, 2027

Renewal Options Two (2) twelve-month options to renew at the City’s sole discretion

April 15, 2027 - April 14, 2028 (Option Term 1)

April 15, 2028 - April 14, 2029 (Option Term 2)

Estimated Appropriated Budget† ~ Approximately $70,000 per area per year

Payment Type Deliverable-based, per service occurrence

*Not to exceed 3 years except as articulated in 30B s. 12(b) †We may not award if individual bids far exceed our estimated appropriated budget.. Contract will be awarded to the lowest quote deemed responsible and responsive

Additional Details

● Payment will be made monthly upon satisfactory completion and acceptance of each service occurrence in the area.

● 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 all expenses required to perform satisfactory service. 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 ● Experience working with municipalities, government entities, or Boston community groups

● Evidence of at least 3–5 years of experience managing municipal or commercial contracts of similar size

3 Qualifications & Capacity

● Availability, staff and equipment capacity to properly manage the scope of work, including multiple full-time staff

● Equipment List: Documentation of a fleet and equipment sufficient to meet the requirements for each geographic area.

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 & Equipment Listing

■ 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)

3.1 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

QUESTION:

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

• Staffing plan for this contract

• 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

Q3: Vehicle & Equipment List

QUESTION:

Please provide the total number of available equipment meeting the required specifications using the table below.

Available Equipment Meeting Specification

Number Owned Number Leased

Truck for removing materials

Weed Wacker

Sweeping Brooms

Shovel / Trash Picker

Lawn Mower (as needed)

Leaf Blower

Q4: 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?3

Yes No

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

RESPONSE:

3.3 OWNERSHIP DETAILS (INFORMATIONAL ONLY)

OWNERSHIP DETAILS (INFORMATIONAL ONLY)

QUESTION RESPONSE

Is your organization a small, local, minority-owned, women-owned, and/or veteran-owned business?4

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?5

Yes No

5 Same as above.

4 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.

3 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.

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:

● Exclusive access to Sheltered Market Program contracts (listed toward the bottom of this page)

● 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

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 http://boston.gov/departments/supplier-diversity http://boston.gov/departments/supplier-diversity https://www.boston.gov/departments/economic-opportunity-and-inclusion/sheltered-market-pilot-program https://www.boston.gov/departments/economic-opportunity-and-inclusion/sheltered-market-pilot-program

REFERENCE 1

FIELD VENDOR RESPONSE

Organization

Project Manager (or equivalent)

Phone number

Email (if available)

Project Description

Project Start and End Dates

REFERENCE 2

Project Manager (or equivalent)

Project Start and End Dates

REFERENCE 3

Project Manager (or equivalent)

Project Start and End Dates

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 bid table Excel document provided as an attachment in the supplier portal

2. Please enter the total price for the base year plus all option years 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 for each area.

● 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

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 October 28, 2026, at 2:00 PM.

○ 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)

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 and response to scope of services with all required information

Provided 3 references

Provided equipment list

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)

STEP ACTION DETAILS / LINKS

1. Register (if not registered)

Register as a “bidder” in the Supplier Portal.

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

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

2. Find Event Locate the IFB (Invitation for Bids) you want to respond to.

1. Log in to your account.

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

3. Enter “EV00018038” in the search box and click Search.

4. Click “Landscape Maintenance:

Muni Lots, Parcels, Stairs.”

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

- Start with “Scope of Work.”

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

3. Attach Your Bid

Upload your bid documents.

1. Click Bid On Event.

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

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

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

4. Submit Your Bid

Validate and finalize submission.

1. Click Validate Entries to confirm readiness.

2. Click Submit Bid to complete submission.

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

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

Important Note: Bid modifications cannot be made after submission.

Ensure all bid information is complete and accurate before submitting.

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

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

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

Ordinance

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

Vendor Agreement

7. Heat-1 Fact Sheet for Covered Contractors

8. Heat-2 Heat Illness Protection Affidavit

9. Certificate of Insurance - Proof of insurance per the guidelines in Appendix 3 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/1lL0q43B1ddAV__JIPZ_aqtU3ykwkkLRI/view https://drive.google.com/file/d/1x9wQlTq0pLvO0C4QulBmFaqXTQnaZBBV/view https://drive.google.com/file/d/1evoX0VvMv4ya-eIwz6AABBc4G2WHJG2-/view https://www.boston.gov/sites/default/files/file/2025/04/WAGE-1%20FY26%20%28Notice%20to%20Vendor%29.pdf https://www.boston.gov/sites/default/files/file/2025/06/WAGE-2%20FY26%20%28Vendor%20Agreement%29%20%281%29.pdf

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.

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

3.6 YOUR PRICING

4.2 SUBMITTING BIDS VIA BOSTON’S SUPPLIER PORTAL

V.APPENDICES

APPENDIX 3: INSURANCE REQUIREMENTS