26-018 Tree and Brush Clearing Services

CITY OF PAWTUCKET
And
PAWTUCKET WATER SUPPLY BOARD
REQUEST FOR SEALED BIDS
BID No. 26-018
Tree & Brush Clearing

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 and Specifications
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 Prior to:
May 7, 2026 @ 4:00 PM
Requests for information or clarification must be made electronically to the attention of:
Peter Wingate - Purchasing Agent
E-mail: pwingate@pawtucketri.com
Please reference the Sealed Bid number on all correspondence. Answers to questions
received, if any, will be posted on the internet as an addendum to this bid solicitation.
Sealed Bid Submission Deadline:
May 28, 2026 at 12:00 PM
Late submittals will not be considered.
Bids will be opened May 28, 2026 at 4:00PM at a regularly scheduled purchasing board
meeting, located at 100 Freight Street, Pawtucket, RI
Sealed Bids must be mailed or hand-delivered in a sealed envelope marked with the
Sealed Bid # and Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bonds/Surety 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 ten percent (10%) of the bid
price.
Fidelity Bond: No Yes
Performance Bond and Labor and Material Bond: No Yes
The successful bidder will be required to furnish all insurance documentation as outlined
in the specifications document.
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.
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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 Sealed Bid 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.
2.0 - Instructions and Notifications to Bidders
* The words "City of Pawtucket" when used, shall also mean the Pawtucket Water
Supply Board (PWSB) acting through its Chairman.
* 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 Sealed Bid deadline.
* Prior to the proposal deadline established for this Sealed Bid, 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 Sealed Bid 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
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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 Sealed Bid 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 Sealed Bid shall be considered to be public
records as defined in Title 38 Chapter 2 of the Rhode Island General 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 Sealed Bid shall become the property of the City of
Pawtucket upon delivery to the Purchasing Agent.
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3.0 - Overview
The City of Pawtucket desires to seek sealed bids on behalf of the Pawtucket Water
Supply Board (PWSB) for tree and brush clearing.
4.0 - Scope of Work
The Pawtucket Water Supply Board (PWSB) is soliciting bids for labor and equipment
rates for services associated with tree trimming and tree removal and brush clearing on
all PWSB owned property. Most of the work will be located in our watershed area in
northern Cumberland, RI. PWSB property is also located in the City of Pawtucket, the
town of Lincoln, Rhode Island and the towns of Wrentham, Attleboro and North Attleboro,
Massachusetts.
The undersigned agrees to furnish and supply all labor including all insurance, fringe
benefits, overhead and profit. No part of the salary or expenses of anyone connected with
the contractor's forces above the grade of foreman and having general supervision of the
work shall be included for payment. No overtime shall be paid unless specifically
approved by the PWSB.
All work is to be performed by experienced laborers under the immediate supervision of
a licensed arborist. Crew sizes shall be a minimum of two persons, one of whom shall be
a licensed arborist. The size of the crew shall require prior approval of the PWSB.
Generally, scheduled (non-emergency) work shall be not less than one week in duration.
An effort will be made to schedule work in increments of two or more weeks of continuous
work.
The undersigned agrees to furnish and supply all functional equipment and materials,
including all insurance, fuel, profit and overhead for completion of the work. The bucket
truck shall have a minimum working height of 55 feet.The contractor shall provide proof
that the aerial lift has a current manufacturer's inspection. The chipper shall have a
minimum 12 inch diameter chipping capacity.
The contractor represents as a condition of this bid and possible subsequent
acceptance that it is acting as an independent contractor and as such is adequately
protected by insurance for the actions of its employees in fulfilling this agreement. The
contractor further agrees that in the event any action is instituted against the City of
Pawtucket, the Pawtucket Water Supply Board or its successors for acts or omissions of
the Contractor and/or of its agents, servants, and employees, that it will indemnify and
hold harmless the city of Pawtucket, The Pawtucket Water Supply Board and its
successors.
This contract will be in effect for a period of two (2) years, commencing July 1, 2026 and
ending June 30, 2028, with an option to extend for an additional year per mutual
agreement of both parties.
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5.0 - Insurance
Refer to Section 11, titled "Bid Form and Specifications", Article 1.6, titled "PWSB
Insurance Requirements".
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 and the PWSB, 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 attorney's 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 and the PWSB 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 the PWSB 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 and the PWSB 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 and the PWSB shall include the City of Pawtucket and the
PWSB, 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 the PWSB; 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 the PWSB and that any insurance, self-insurance or self-retention
maintained by the City of Pawtucket and the PWSB 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 and the PWSB.
Insurance coverage required under the contract shall be obtained from insurance
companies acceptable to the City of Pawtucket and the PWSB. 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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8.0 - Proposal Content and Organization
Pricing must include all costs as specified in this solicitation. Pricing for this proposal
must be indicated on the Bid Form in Section 11.0 and must be submitted in a separate,
sealed envelope marked with the words "Pricing Proposal".
All Bid Forms must be signed.
Vendors must include on the Bid Form a list of at least four (4) references with whom they
have contracted to do similar work by including the company name, telephone number,
contact person, and number of years they have served this customer. Preferably,
references should be municipalities which are of approximate size as the City of
Pawtucket, and a website address should be included if available.
Respondents must also include an overview of their company's experience including, but
not limited to, the number of years the company has been providing these services, the
size of the company (including the number of employees and locations), a description of
work undertaken that is similar to what is being requested in this Sealed Bid, and, if
applicable, certifications that show a knowledge of equipment that would be serviced or
provided under this contract.
If any subcontractors are to be used in the performance of any work contracted for under
this Sealed Bid, please list their name(s), contractor license #, address and phone
number, and specific description of the subcontract work to be performed.
Two (2) copies of your proposal, one (1) original and one (1) digital copy (Flash or USB
drive), must be submitted at the time of submission. Proposals must be comprised of the
following:
Bid Form
Anti-Kickback Acknowledgment
Please state any and all additions, deletions, and exceptions, if any, that you are taking
to any portion of this proposal. If not addressed specifically, the City of Pawtucket
assumes that the vendor will adhere to all terms and conditions listed in this Sealed Bid.
Submission of a proposal is acknowledgement and acceptance of the City of Pawtucket's
Purchasing Rules and Regulations and General Terms and Conditions of Purchase.
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9.0 - Evaluation Criteria
The evaluation of proposals will be conducted in a time frame convenient to the City.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all proposals, and to otherwise act in its best interest including, but not limited
to, directly negotiating with any Supplier who submits a proposal in response to this
Sealed Bid and to award a contract based upon the results of those negotiations alone.
Further, the City reserves the right to waive irregularities it may deem minor in its
consideration of proposals.
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 elect to require presentations(s) by vendors in consideration for award.
Proposals will be evaluated in two (2) phases:
1. The first phase is an initial review to determine if the proposal, as submitted, is
complete. To be complete, a proposal must meet all the requirements of this
Sealed Bid.
2. The second phase is an in-depth analysis and review based on award to the lowest
qualified bidder.
In the event that the City requires further information and/or a demonstration of any
equipment or process offered in any proposal, all vendors asked for same will do so at no
cost to the City.
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