26-028 Field Fertilizer, Grass Seed, and Supplies

CITY OF PAWTUCKET
REQUEST FOR PROPOSALS
RFP #26-028
Field Fertilizer, Grass Seed, and Supplies
May 21, 2026

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Insurance
6.0 Acknowledgement of Risk and Hold Harmless Agreement
7.0 Additional Insurance Requirements
8.0 Proposal Content and Organization
9.0 Evaluation Criteria
10.0 Miscellaneous
11.0 Bid Form
Appendix A Anti-Kickback Acknowledgement
Appendix B City of Pawtucket Purchasing Rules and Regulations and
Terms and Conditions of Purchase
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: No Yes
Requests for Further Information: June 5, 2026 at 12:00 PM
Requests for information or clarification must be made electronically to the attention of:
Eric Hammerschlag, City Engineer
E-mail: ehammerschlag@pawtucketri.gov
AND
Paul Guevremont, Senior Project Leader
pguevremont@pawtucketri.gov
Please reference the RFP / LOI number on all correspondence. Answers to questions
received, if any, will be posted on the internet as an addendum to this bid solicitation.
RFP Submission Deadline: June 11, 2026 at 12:00 PM
Late submittals will not be considered.
Proposals must be mailed or hand-delivered in a sealed envelope marked with the
RFP/Bid # and Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bids will be opened June 11, 2026 at 4:00PM at a regularly scheduled purchasing
board meeting located at 100 Freight Street, Pawtucket, RI.
Bonds/Surety/Retainage Required
Surety Bond: No Yes
Bidder is required to provide a bid surety in the form of a bid bond or certified check
payable to the City of Pawtucket in an amount not less than five percent (5%) of the bid
price.
Performance Bond: No Yes
The successful bidder will be required to furnish all insurance documentation as outlined
in the attached Purchasing Rules & Regulations and General Terms & Conditions of
Purchase.
Retainage: No Yes
Per RIGL 37-12-10, a retainer of five percent (5%) will be deducted from payments
made to the vendor to secure satisfactory performance of the contractual work.
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Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase. Submission of a bid in response to this
solicitation is acknowledgement and acceptance of these Rules and Regulations and
General Terms and Conditions of Purchase.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all bids, and to act in its best interest including, but not limited to, directly
negotiating with any vendor who submits a proposal in response to this RFP and to
award a contract based upon the results of those negotiations alone. Proposals found
to be technically or substantially non-responsive at any point in the evaluation process
will be rejected and not considered further. The City of Pawtucket may, at its sole
option, elect to require presentations(s) by bidders clearly in consideration for award.
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2.0 - Instructions and Notifications to Bidders
* It is the vendor's responsibility to examine all specifications and conditions
thoroughly, and comply fully with specifications and all attached terms and
conditions. Vendors must comply with all Federal, State, and City laws,
ordinances and regulations, and meet any and all registration requirements
where required for contractors as set forth by the State of Rhode Island. Failure
to make a complete submission as described herein may result in a rejection of
the proposal.
* All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content shall be borne by
the bidder. The City of Pawtucket assumes no responsibility for these costs.
* A submittal may be withdrawn by written request to the Purchasing Agent by the
proposer prior to the stated RFP deadline.
* Prior to the proposal deadline established for this RFP, changes may be made to
a proposal already received by the City if that vendor makes a request to the
Purchasing Agent, in writing, to do so. No changes to a proposal shall be made
after the RFP deadline.
* Proposals are considered to be irrevocable for a period of not less than ninety
(90) days following the opening date, and may not be withdrawn, except with the
express written permission of the Purchasing Agent. Should any vendor object
to this condition, the vendor must provide objection through a question and/or
complaint to the Purchasing Agent prior to the proposal deadline.
* All pricing submitted will be considered to be firm and fixed unless otherwise
indicated herein.
* The vendor has full responsibility to ensure that the proposal arrives at the
Purchasing Division Office prior to the deadline set out herein. The City assumes
no responsibility for delays caused by the U.S. Postal Service or any other
delivery service. Postmarking by the due date will not substitute for actual receipt
of response by the due date. Proposals arriving after the deadline may be
returned, unopened, to the vendor, or may simply be declared non-responsive
and not subject to evaluation, at the sole discretion of the Purchasing Agent. For
the purposes of this requirement, the official time and date shall be that of
the time clock in the City of Pawtucket's Purchasing Office.
* It is intended that an award pursuant to this Request will be made to a prime
contractor, who will assume responsibility for all aspects of the work. Joint
venture and cooperative proposals will not be considered, but subcontracts are
permitted, provided that their use is clearly indicated in the bidder's proposal, and
the subcontractor(s) proposed to be used are identified in the proposal.
* Bidders are advised that all materials submitted to the City of Pawtucket for
consideration in response to this Request for Proposals shall be considered to be
public records as defined in Title 38 Chapter 2 of the Rhode Island General
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Laws, without exception, and may be released for inspection immediately upon
request once an award has been made.
* Vendors are responsible for errors and omissions in their proposals. No such
error or omission shall diminish the vendor's obligations to the City.
* The City reserves the right to reject any or all proposals, or portions thereof, at
any time, with no penalty. The City also has the right to waive immaterial defects
and minor irregularities in any submitted proposal at its sole discretion. All
material submitted in response to this RFP shall become the property of the City
of Pawtucket upon delivery to the Purchasing Agent.
* There is no official, public opening of proposals. The City asks that companies
refrain from requesting proposal information concerning other respondents until
an intention to award is determined, as a measure to best protect the solicitation
process, particularly in the event of a cancellation or re-solicitation. Proposal
materials become public information only after a contract is awarded.
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3.0 - Overview
The Pawtucket Parks and Recreation Department is seeking quotes from suppliers of
grass seed, fertilizer, herbicides, and other field maintenance supplies for use at various
locations throughout the City of Pawtucket.
This contract will be for one (1) year, with two (2) additional one (1) year extensions at
the City's sole discretion.
4.0 - Scope of Work
Specifications for Fertilizer Supplies
Fertilizer Type N-P-K / Specification Approximate Annual Use (50 Lb. Bags)
Potash 00-00-62 250 - 300 Bags
Pre-Emergent 19-00-00, 30% XCU, 15% DIM 250 - 300 Bags
Grub Control 17-00-04, 50% XCU, .069 TALS, 2 FE 250 - 300 Bags
Fall Fertilizer 19-00-04, 40% XCU, .067 ACEL 150 Bags
Starter 14-20-12, 20% XCU 150 Bags
Fertilizer 19-00-04, 40% XCU, .42 PRODIAMINE 250 - 300 Bags
Pro Mag 36 36% 100 Bags
Isotek or Polyvex 24-02-13 100 Bags
Fertilizer should be in fifty (50) pound bags. If what is quoted is not packaged in fifty
(50) pound bags, please specify exact packaging poundage.
Product substitutions may be allowed, but must be similar or comparable to what is
being specified. Comparable products specified must have specifications submitted at
time of bid.
Specifications for Grass Seed
The quoted grass seed must be a premium perennial rye grass blend and an athletic
mix or sports turf mix. Anticipated annual use (50 Lb. bags): 150 - 200 Bags
Grass seed should be in fifty (50) pound bags. If what is quoted is not packaged in fifty
(50) pound bags, please specify exact packaging poundage.
Product substitutions may be allowed, but must be similar or comparable to what is
being specified. Comparable products specified must have specifications submitted at
time of bid.
Specifications for Non-Selective Herbicides
The quoted non-selective herbicides must be either Round-Up, Razor-Pro, Prosecutor,
Ranger Pro or comparable.
Product to be in two (2) 2 12 gallon containers. Anticipated use: 20 EA.
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Product substitutions may be allowed, but must be similar or comparable to what is
being specified. Comparable products specified must have specifications submitted at
time of bid.
Specifications for Lime, Gypsum & Athletic Marker
The quoted items must be Limestone pellet Dolomite or comparable, Athletic field line
marker and gypsum. Anticipated annual use (50 Lb. bags): 150 - 200 Bags
Lime and gypsum should be in fifty (50) pound bags. If what is quoted is not packaged
in fifty (50) pound bags, please specify exact packaging poundage.
Product substitutions may be allowed, but must be similar or comparable to what is
being specified. Comparable products specified must have specifications submitted at
time of bid.
Specifications for Infield Conditioner
The quoted items must be Pro-Choice soil master red, Turface all sport pro or
comparable and DuraEdge Turface red (no substitutions). Anticipated annual use (50
Lb. bags): 250 - 300 Bags
This product should be packaged in fifty (50) pound bags. If what is quoted is not
packaged in fifty (50) pound bags, please specify exact packaging poundage.
Product substitutions may be allowed with the exception of the DuraEdge Turface red,
but must be similar or comparable to what is being specified. Comparable products
specified must have specifications submitted at time of bid.
Delivery
Pricing must include inside delivery to the Department of Public Works building located
at 250 Armistice Boulevard, Pawtucket, RI.
Product must be palletized for delivery.
All product quoted should be packaged in 50-pound bags. If they are not, please
specify size/weight of package quoted.
Pricing submitted must include any and all delivery costs.
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5.0 - Insurance
The vendor shall maintain and keep in force such comprehensive general liability
insurance as shall protect them from claims which may arise from operations under any
contract entered into with the City of Pawtucket, whether such operations be by
themselves or by anyone directly or indirectly employed by them.
The amounts of insurance shall be not less than $1,000,000.00 combined single limit for
any one occurrence covering both bodily injury and property damage, including
accidental death. The City of Pawtucket shall be named as additional insured on the
vendor's General Liability Policy.
The vendor shall maintain and keep in force such Workers' compensation insurance
limits as required by the statutes of the State of Rhode Island, and Employer's Liability
with limits no less than $500,000.
6.0 - Acknowledgement of Risk & Hold Harmless Agreement
In addition to the indemnity provisions in the City of Pawtucket's Terms and Conditions
of Purchase and to the fullest extent permitted by law, the selected vendor, its officers,
agents, servants, employees, parents, subsidiaries, partners, officers, directors,
attorneys, insurers, and/or affiliates (Releasors) agree to release, waive, discharge and
covenant not to sue the City of Pawtucket, its officers, agents, servants or employees
(Releasees) from any and all liability, claims, cross-claims, rights in law or in equity,
agreements, promises demands, actions and causes of action whatsoever arising out
of or related to any loss, damage, expenses (including without limitation, all legal fees,
expenses, interest and penalties) or injury (including death), of any type, kind or nature
whatsoever, whether based in contract, tort, warranty, or other legal, statutory, or
equitable theory of recovery, which relate to or arise out of the Releasors use of or
presence in and/or on City of Pawtucket property. The Releasors agree to defend,
indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability,
damages or costs by any person, firm, corporation or other entity claiming by, through
or under Releasors in any capacity whatsoever, including all subrogation claims and/or
claims for reimbursement, including any court costs and attorneys fees, that may incur
due to Releasors use of or presence in and on City of Pawtucket property; and (b) any
and all legal actions, including third-party actions, cross-actions, and/or claims for
contribution and/or indemnity with respect to any claims by any other persons, entities,
parties, which relate to or arise out of Releasors use of or presence in and on City of
Pawtucket property.
The Releasors acknowledge the risks that may be involved and hazards connected with
use of or presence in and on City of Pawtucket property but elect to provide services
under any contract with the City of Pawtucket with full knowledge of such risks.
Releasors also acknowledge that any loss, damage, and/or injury sustained by
Releasors is not covered by Releasees insurance. Releasors agree to become fully
aware of any safety risks involved with the performance of services under any contract
with the City of Pawtucket and any safety precautions that need to be followed and
agree to take all such precautions.
The duty to indemnify and/or hold harmless the City of Pawtucket shall not be limited by
the insurance required under the City of Pawtucket Terms and Conditions of Purchase.
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7.0 - Additional Insurance Requirements
In addition to the insurance provisions in the City of Pawtucket Terms and Conditions of
Purchase, the liability insurance coverage, except Professional Liability, Errors and
Omissions or Workers' Compensation insurance required for performance of a contract
with the City of Pawtucket shall include the City of Pawtucket, its divisions, officers and
employees as Additional Insureds but only with respect to the selected vendor's
activities under the contract. The insurance required through a policy or endorsement
shall include:
A. a Waiver of Subrogation waiving any right to recovery the insurance company
may have against the City of Pawtucket; and
B. a provision that the selected vendor's insurance coverage shall be primary with
respect to any insurance, self insurance or self retention maintained by the City
of Pawtucket and that any insurance, self insurance or self retention maintained
by the City of Pawtucket shall be in excess of the selected vendor's insurance
and shall not contribute.
There shall be no cancellation, material change, potential exhaustion of aggregate limits
or non-renewal without thirty (30) days written notice from the selected vendor or its
insurer(s) to the City of Pawtucket's Purchasing Agent. Any failure to comply with the
reporting provision of this clause shall be grounds for immediate termination of the
contract with the City of Pawtucket.
Insurance coverage required under the contract shall be obtained from insurance
companies acceptable to the City of Pawtucket. The selected vendor shall pay for all
deductibles, self insured retentions and/or self insurance included hereunder.
The City of Pawtucket's Purchasing Agent reserves the right to consider and accept
alternative forms and plans of insurance or to require additional or more extensive
coverage for any individual requirement.
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