IFB - WOLF SWAMP ATHLETIC FIELD MAINTENANCE

INVITATION FOR BID (IFB)
Wolf Swamp Athletic Field Maintenance
TOWN OF LONGMEADOW
MASSACHUSETTS
March 26, 2026

LEGAL NOTICE:
INVITATION FOR BID (IFB):
WOLF SWAMP ATHLETIC FIELD MAINTENANCE
The Town of Longmeadow, MA, is accepting sealed bids for Wolf Swamp Athletic Field (704
Wolf Swamp Rd, Longmeadow), maintenance that will include the following services: aeration,
aeration deep tine, overseeding, top dressing, nutrition applications, plant protection, mowing etc.
The contract will be for one year with annual renewal options at the sole discretion of the Town for
up to two (2) additional years.
Bid documents are available from: Town of Longmeadow, Purchasing Department, Attn: Chad
Thompson - Director of Procurement, 231 Maple Road, Longmeadow, MA 01106 (P 413-565-
4185, cthompson@longmeadowma.gov ). Bid documents are also available online through the
Purchasing Department page of the town website www.longmeadowma.gov . Bidders should
register with the purchasing department to receive updates and addenda. Failure to acknowledge the
receipt of addenda may result in a bid rejection.
Sealed bids should be delivered to the Longmeadow Purchasing Department and will be accepted
until the bid deadline of 11:00am on Tuesday, April 21, 2026. The outside of the sealed envelope
should be labeled with the bid title name: 'IFB: Wolf Swamp Athletic Field Maintenance' along
with complete contact information of the bidder. Late bids will be rejected. A public bid opening
will be facilitated immediately following the bid deadline.
Procurement is under the provisions of Massachusetts General Law, c. 30, 39M. A five percent
(5%) bid deposit for the first year of the contract is required with the bid submission in the form of
a bid bond, cash or a certified check, treasurer's check , or cashier's check issued by a responsible
bank or trust company payable to the Town of Longmeadow. A 50% payment bond will be
required of the successful contractor for the first year of the contract.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority reserves the
right to reject any and all bids, waive minor informalities and to award a contract in the best interest
of the Town.
(END OF SECTION)

INVITATION FOR BID (IFB)
WOLF SWAMP ATHLETIC FIELD MAINTENANCE
INSTRUCTIONS TO BIDDERS:
ARTICLE 1- Objective:
1.1 The Town of Longmeadow, MA, is accepting sealed bids for Wolf Swamp Athletic Field (704
Wolf Swamp Rd, Longmeadow), maintenance that will include the following services: aeration,
aeration deep tine, overseeding, top dressing, nutrition applications, plant protection, mowing etc.
This contract does not include irrigation system repair and maintenance.
1.2 The contract will be for one year with annual renewal options at the sole discretion of the Town
for up to two (2) additional years.
ARTICLE 2- Bid Documents
2.1 Each Bidder by making a bid represents that they have read and understand the bidding
documents, contract forms and general conditions of the contract and the bid specifications .
2.2 Addenda will only be emailed to every individual on record as having taken a set of bid
documents. Addenda will be available from the Town of Longmeadow Purchasing Department
and can also be accessed through the Purchasing Department of the Town website
www.longmeadowma.gov , select links for 'Bids & RFPs', then 'Bid & RFP Finder'.
2.3 Those that are NOT on the active bid list specific for this bid and will not receive update and
addenda notifications include the following:
Those that are on a Town of Longmeadow general category bid list,
Those that receive a solicitation or email from the Longmeadow Purchasing Department
labeled as a 'Notification' of a specific bid opportunity and then do not reply requesting
to be added to a specified active bid list for an active bid.
Those who access bid documents through other sources, such as a bid listing service, etc.
Those that do not register to be added to the active bid list will be responsible for monitoring the
town website bid listing service for updates and addenda. These individuals should check at least
one day prior to the bid deadline Failure to acknowledge the receipt of addenda may result in a
bid rejection.
2.4 Those that are on the active bid, bid list for this bid solicitation includes only those that
notify the Longmeadow Purchasing Department that they would like to be added to the bid list
for this active bid. The bidder should identify the title name of the active bid list that they would
like to be added to and should also supply their complete contract information. A bidder on an
active bid list will receive confirmation from the Purchasing Department that they have been
added to the bid list.

ARTICLE 3- Questions & Request for Interpretation:
3.1 All questions should be submitted in writing to Chad Thompson-Director of Procurement in
the Purchasing Department by fax: 413-565-4185 or by email: cthompson@longmeadowma.gov
. All clarification or responses to questions that result in a change to the specifications will be
issued through written addendum. Verbal interpretations will not be considered as binding.
3.2 All questions, if any must be received by the Director of Procurement no later than 168 hours
(7 days) prior to the bid deadline. Questions received after the deadline for questions will not be
answered. Bidders should not contact other Town employees regarding this bid.
ARTICLE 4- Submission of Bids:
4.1 Sealed bids should be delivered to the Town of Longmeadow Purchasing Department no
later than the bid deadline date and time identified in the Legal Notice.
4.2 Bids should be delivered in a sealed envelope labeled 'IFB: Wolf Swamp Athletic
Field Maintenance' on the exterior of the envelope along with the complete contact
information of the bidder (Organization name, contact name, complete address, and phone
number).
4.3 Late bids will be rejected. Timely delivery of bids to the Longmeadow Purchasing
Department shall be the responsibility of the Bidder. In the event that the Town of Longmeadow
is closed on the date or at the time that bids are due, the date and time of receipt of bids shall be
extended to the next regular business day that the Purchasing Department of the Town of
Longmeadow is open (Monday through Friday, excluding holidays), with the bid deadline time
being the same time as specified in the legal notice.
4.4 Bids should be submitted utilizing the Bid Submission Forms supplied with the bid
document or revised Bid Submission Forms if they are issued through addenda. The Non-
Collusion form supplied with the Bid Submission Forms must be completed, a Non-Collusion
form not completed as required by law will result in a bid rejection.
4.5 Where indicated on the Bid Submission Form, the unit price bid pricing should be supplied
in both numbers and written words. Where there is a discrepancy between the numeric and
written words of a bidder, the written words shall be utilized in correcting the unit pricing and
further calculation of totals.
4.6 Withdrawal of Bid: Any bid may be withdrawn prior to the time designated for receipt of
bids. Provide written notification to the Longmeadow Purchasing Department. No bid may be
withdrawn within sixty (60) days, Saturdays, Sundays and legal holidays excluded, after the
opening of the bids.
ARTICLE 5- Contract Award
5.1 The Town is soliciting pricing for the items set forth in the Bid Submission Forms. One
contract will be awarded to the "lowest responsible and eligible bidder". The term "lowest
responsible and eligible bidder" shall mean the Bidder (1) whose bid is the lowest of those
bidders possessing the skill, ability and integrity necessary for the faithful
performance/supply required; (2) who has met all of the Minimum Requirements of the

Invitation for Bid; (3) who shall certify that they are able to furnish labor that can work in
harmony with all other elements of labor employed or to be employed in the work.
This bid includes a Base Bid and Bid Alternates. It will be at the Town's sole discretion to
evaluate and award the Base Bid and bid alternates of the Town's selection.
The bid unit pricing bidders document will be the same unit pricing that will apply for each
of the contract renewal option years.
5.2 CONTRACT PAYMENTS:
All quantities shown for the estimated quantities in the specifications and Bid Submission
Forms are documented from the previous year.
Base Bid-
For the Base Bid bid pay items- the Base Bid items WILL NOT be paid and
compensated taking into account the billing and consumption of actual products
utilized. It will be paid based on the Bid Item pricing submitted by the bidder on the Bid
Submission Form for completed bid item tasks (inclusive of the supply and service).
For example, with the 'Nutrition Application' bid category the awarded contractor
will be paid their bid price for Spring Fertilizer bid pay item, and not paid based on
billing of product pricing or estimated products consumed. Whether the actual
supplies are more or less than the estimate, the unit pricing provided by the bidder on
the Bid Submission Form shall be the only pricing format that applies for
compensation for Base Bid items.
For the Base Bid items, compensation will be paid based on the Base Bid, bid item
pricing as submitted on the Bid Submission Forms.
It is the responsibility of the bidder to assess the field and estimated actual quantities which
may be used per bid pay line items and commit to the Unit of Measure (UOM) pricing as
bid.
Bid Alternate No.1-
Bid Alternate No.1 for the Mowing of the athletic fields is the ONLY bid category
which will be paid based on individual mowings completed, and billed at the contract
price per mowing as submitted on the Bid Submission Form.
5.3 A Town sample standard contract is provided on the following page which contains terms
and conditions. Upon contract award the successful contractor will be required to complete the
contract and comply with all of terms and conditions of the contract.
5.4 Subsequent to the award and within five (5) days, Saturday, Sundays and legal holidays
excluded, after the prescribed forms are presented for signature the successful bidder shall
execute and deliver to the Town a completed original contract with original signatures in the
form included in the contract documents. In the event that the Contractor delays the return a
completed contract, the Town will supply the contract with a notification to return the
contract within two days. Then if the Contractor fails to return the completed Contract to
the Town, the Town reserves the right at its own discretion to withdraw the contract award
offer and instead award the contract to the next "lowest responsible and eligible bidder". A

fifty (50 %) payment bond, and a Certificate of Insurance will be required and must be
received within 10 calendar days of the contract award.
5.5 In the event that the Town receives low bids that result in an identical tied award total
price from two or more responsible and responsible bidders, the Town shall select the
successful bidder by a blind selection process chosen by the Town, such as the drawing of
names. The low bidders who are under consideration will be invited to attend and observe
the selection process.
5.6 Bid discrepancy. In the event of a discrepancy in the bid pricing. The unit price as bid
shall be the basis of recalculating totals.
5.7 Proprietary specifications: The town may have proprietary specifications for some
materials utilized. Such proprietary specifications are permitted under M.G.L. c. 30,
39M(b), provided that the Town state in writing that use of the proprietary specifications is
in its best interest and that it will accept an "equal" of the item specified. An item is
considered equal if (i) it is at least equal in quality, durability, appearance, strength and
design; (ii) will perform the intended function at least; and (iii) conforms substantially, even
with deviations, to the detailed requirements contained in the specifications.
5.8 Minimum Requirements
A qualified bidder must be able to meet the following Minimum Requirement to be
considered for award of this contract. Bids received from contractors that do not meet these
Minimum Requirements will be rejected. The Minimum Requirements are:
1. The bidding contractor must be in the business of providing landscape maintenance
services for all the specialized landscape services that are listed in this bid including
mowing services for three (3) full years
2. The bidding contractor must be able to demonstrate they have previously provided
comparable athletic field maintenance services for an athletic field facility of
comparable acreage scale as this project being bid.
The bidder must provide references with their bid submission so that the Town can
complete an evaluation to confirm bidders have the experience and qualifications to be
able to meet the Minimum Requirements of this bid.
5.9 The Town of Longmeadow acting through the Town Manager, the Awarding Authority
reserves the right to reject any and all bids, waive minor informalities and to award a contract
in the best interest of the Town.

SCOPE OF SERVICES
Specifications:
1) Tom Irwin, Wolf Swamp Athletic Scope of Work, Maintenance Program 2023
2) Products and Services Utilized during 2025
3) Base Bid - Wolf Swamp Athletic Facilities, Scope of Work
Maintenance Program 2023 per Tom Irwin Advisors, Inc.
4) Bid Alternate No.1- Mowing of the Entire Wolf Swamp Athletic Field Facility
with Seasonal Field Height Adjustment Mowing:
Mowing of all athletic fields and non-athletic field areas
including mowing height adjustments for Field Hockey fields
as requested during the regular full mowing cycle.
5) Additional Question and Response

Tom Irwin-
Wolf Swamp Athletic Scope of Work, Maintenance Program 2023

WOLF SWAMP
ATHLETICS FACILITY
LONGMEADOW MA
NOVEMBER 2022
WOLF SWAMP ATHLETICS
FACILITY
SCOPE OF WORK
MAINTENANCE PROGRAM
2023