26029-002113_Instructions_To_Bidders.pdf

LITTLETON PUBLIC SCHOOLS – LITTLETON TRACK RESURFACING PROJECT

Littleton, Massachusetts Bid Documents June 8, 2026

INSTRUCTIONS TO BIDDERS

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SECTION 00 21 13

PART 1 – GENERAL

1.01 IDENTIFICATION

A. Owner: Littleton Public Schools

Address: 36 King Street, Littleton, MA 01460 Telephone: (978) 540-2508 Contact Person: Mr. Steven Mark Email: smark@littletonps.org

B. Landscape Architect / Civil Engineer: Activitas Inc.

Address: 70 Milton Street, Dedham, MA 02026 Telephone: (781) 355-7041 Contact Person: Ms. Holly Ganser, PE and Ms. Meghan Donahoe Email: hcg@activitas.com and mjd@activitas.com

C. Survey: Landtech Consultants

Address: 515 Groton Road, Westford, MA 01886 Telephone: (978) 692-6100 Contact Person: Ms. Andrea Tavares Email: atavares@landtechinc.com

1.02 BIDDING / PROJECT SCHEDULE INFORMATION

A. Bidding Documents will be available via electronic mail on Monday, June 8, 2026, at 2 p.m.

via the town website: https://www.littletonma.org/Bids.aspx.

B. Hard copies will not be available and all printing costs will be the responsibility of the bidder.

C. A Pre-Bid Conference will be held at the site Monday, June 15, 2026, at 10:00am at Russell Street Elementary School, 57 Russell Street, Littleton, MA 01460. ALL additional visits must be coordinated with the Landscape Architect / Civil Engineer and Owner and must be accompanied by the Owner.

D. Written Request Required: Submit written requests for clarification and interpretation via electronic mail to Activitas. All such requests must be received by Meghan Donahoe at Activitas via email (mjd@activitas.com) prior to 5:00 p.m. on Wednesday, June 24, 2026, to be considered.

E. Bid Opening and Disposition: Sealed General Bids are due on or before Wednesday, July 1, 2026 at 2:00 p.m. in the Littleton Public School Offices at 36 King Street, Littleton, MA 01460, and will be opened in public and Bidders may be present. The Bids of the three lowest General Bids may not be withdrawn for 45 days (Saturdays, Sundays, and legal holidays excluded) are receipt of General Bids.

1. If at any time the scheduled bid opening in the Littleton Public School Offices is closed due to uncontrolled events such as fire, snow, ice, evacuation, the bid opening will be postponed until 2:00 PM on the next normal business day.

mailto:hcg@activitas.com mailto:mjd@activitas.com https://www.littletonma.org/Bids.aspx

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F. Contractor Mobilization: It is anticipated that the Contractor may mobilize to the site on

Monday, July 27, 2026.

G. Substantial Completion: The Contractor shall achieve Substantial Completion on Friday, August 28, 2026 at 5:00 p.m.

H. Final Completion: The Contractor shall achieve Final Completion on Friday, September 11, 2026, at 5:00 p.m.

1.03 BIDDER’S QUALIFICATIONS

A. Prospective Bidders shall possess a demonstrated expertise in the construction of this type of work (public and private are acceptable). The Prospective Bidder shall also possess a record of successfully completing projects on time and budget.

1. Refer to experience requirements in Section 32 18 23.33 Resilient Track Surface and submit experience qualifications with bid.

2. The Prospective Bidder’s attention is called to the Experience Criteria described in each of the technical specifications for information required at the time of bid in regards to contractor/subcontractor experience criteria.

1.04 BIDDING DOCUMENTS

A. Bid Documents consist of one copy of the Bidding Drawings and Bidding Project Manual.

B. Copies of the Addenda will be issued via electronic mail to every bidder on record as having obtained bid documents.

1. Addenda Must Be Acknowledged: Bidders shall acknowledge Addenda in the spaces provided on the bid forms. Failure of a bidder to acknowledge Addenda in the spaces provided on the bid form may cause rejection of the bid or lead to a protest. Failure of a bidder to receive any Addenda shall not relieve it from any obligation under its bid as submitted.

1.05 BIDDING REQUIREMENTS

A. Applicable Laws: All bids are subject to all applicable provisions of law including, without limitation, M.G.L. Chapter 149, Sections 44A through 44J, and Chapter 30, Section 39M, as amended.

B. Site Visit Required: Each bidder shall visit the site of the proposed work and become aware of the existing conditions, existing facilities, and the character of the operations to be carried out under the proposed Contract. Each bidder shall make themselves aware of the facilities, physical conditions, and restrictions attending the work under the Contract.

Failure to make examinations will not relieve the bidder from any obligation under the bidder’s bid as submitted, nor shall it serve as the basis for change orders or equitable adjustments. This visit must be during the scheduled pre-bid meeting. ALL additional visits must be coordinated with the Landscape Architect / Civil Engineer and Owner and must be accompanied by the Owner.

C. Document Examination: Each bidder shall thoroughly examine and become familiar with the Contract Documents and the Bidding Documents. Failure to make such thorough examination will not relieve the bidder from any obligation under the bidder’s bid as submitted, nor shall it serve as the basis for change orders or equitable adjustments.

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D. Form of Agreement: Reference 30-39M Contract: Contract for Construction of Public

Works.

E. Questions, Clarifications, and Interpretations: Bidders shall promptly notify the Landscape Architect / Civil Engineer with/of questions, ambiguities, inconsistencies, errors, or omissions, which they may discover upon examination of the Contract Documents, the site, and local conditions.

1. Landscape Architect / Civil Engineer’s Response, Addenda: The Landscape

Architect / Civil Engineer’s response will be in the form of written Addenda, which shall become part of the Contract Documents. Clarifications and interpretations offered by the Owner, the Owner’s Representative, or any of the Owner’s Representative’s consultants in any form other than a formal written Addenda shall be invalid.

1.06 ALTERNATES (IF APPLICABLE)

A. Alternates by General Bidders: Each General Bidder shall bid on all alternates listed and shall list for each alternate only one amount which shall be the total amount in dollars and cents to be added or deducted from the base bid amount for the alternate. Clearly indicate whether the amount is to be added or deducted, if the bid form does not already make this clear. If an alternate does not change the bid amount, print “No Change” or “0” in the amount space provided for that alternate. Do not leave Alternate proposal space blank.

1.07 PREPARATION AND SUBMISSION OF BIDS

A. Completion of Bid Forms: Use only the Bid Forms furnished with the Bid Documents.

Additional forms will not be accepted.

B. Alterations Not Permitted: Do not alter Bid Forms. Do not include any recapitulation of the work to be done. Do not provide any information not requested. Do not strike out, line out, white out, or erase any information.

C. Amounts: Express amounts in both words and numbers where space for both is provided. In cases of conflict, written amounts shall control over numbers.

D. Blanks: Complete all spaces provided. Do not leave any blanks. Print “N/A” in any space not needed or used.

E. Prevailing Wage Rates as determined by the Commissioner of Department of Labor and

Industries under the provisions of M.G.L. Chapter 149, Section 26 to 27G, as amended, apply to this project. Refer to Specification Section 00 43 43 for state schedule of Prevailing Wage Rates.

F. Bid Withdrawal: Any bid may be withdrawn by telephone, mail or delivered written request or by electronic mail prior to date and time for receipt of bids. Withdrawn bids may be resubmitted until date and time for receipt of bids.

1. Telephone Request: Bid withdrawal by telephone shall be confirmed in writing with the Bidder’s signature.

2. Mailed Written Request: Bid withdrawal by mail shall be in writing and shall be post-marked on or before the date and time of receipt of bids.

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3. Emailed Request: Bid withdrawal by email shall be received by Landscape Architect / Civil Engineer, hcg@activitas.com on or before the date and time for receipt of bids.

4. Modifications: No written, oral, telephone, or email modifications to bids will be considered after the bid is received.

G. Bid Deposit (Bid Security): A Bid Deposit (Bid Security) is required for each General Bid in the amount of 5% of the total bid amount including all possible add alternates.

1. Form of Bid Deposit: Every General Bid shall be accompanied by a bid deposit, in an amount of not less than five percent (5%) of the bid amount, in the form of a certified check; or a treasurer’s check; or a cashier’s check; issued by a responsible bank or trust company, made payable to the Town of Littleton; or a bid bond in a form satisfactory to the Town of Littleton, with a surety company qualified to do business in the Commonwealth of Massachusetts, and conditioned upon the faithful performance by the principal of the agreements contained in the respective general bid. Bid Deposit will become the property of the Town of Littleton on the failure of the successful bidder to sign a contract within fourteen

(14) days after notification of acceptance of his/her bid or by other default.

2. Bid Deposit Return: Bid deposits except those of the three lowest responsible and eligible bidders, will be returned within fourteen (14) days after the opening of the bids. The bid deposits of the three lowest responsible and eligible bidders will be returned upon execution of the contract (including delivery of contract, required bond and evidence of insurance to the awarding authority) or at the expiration of thirty (30) days after opening the bids if no award is made; except that, if any bidder fails to perform his/her agreement to execute a contract and furnish the required bond or surety deposit, his/her bid deposit shall become and be the property of the Town of Littleton as liquidated damages.

H. General Bid Submission: Submit two (2) copies of the bid forms, in a sealed envelope.

1. Clearly and boldly identify envelope with:

a. Name of the project;

b. Name of the Awarding Authority;

c. Name, business address, and business telephone number of the bidder;

d. “General Bid Enclosed”.

2. Sealed bids shall be submitted on a form furnished by the Awarding Authority and clearly identified as a bid, endorsed with the name and address of the bidder, and the name of the project, and submitted to:

Mr. Steven Mark Business Manager/Transportation Manager Littleton Public Schools Town of Littleton 36 King Street Littleton, MA 01460.

3. Properly executed bid security shall be placed in a sealed envelope and shall be attached to the outside of the envelope containing the bid.

4. Bid signatures will be checked.

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5. The total dollar amount of each bid will be read, and the three apparent lowest bids will be selected for further consideration. These three apparent low bids will be read aloud for the benefit of the other bidders and the bid opening procedures will be closed. All those present at the bid opening may examine all bids after the bid opening and after the reading of the three apparent low bids.

6. Bids shall be good for a period of forty-five (45) days.

1.08 PERFORMANCE AND PAYMENT BONDS

A. Performance and Payment Bonds: The General Bidder selected as General Contractor shall furnish the Awarding Authority with a Performance Bond and Labor and Materials Payment Bond both in the amount of 100% of the Contract Price including possible add alternates. Bonds shall be issued by a surety company that is licensed to do business in the Commonwealth of Massachusetts, State Division of Insurance and approved U.S.

Department of the Treasury. Bond form shall be bound in the Project Manual or other form approved by the Awarding Authority.

1. Changes in the Contact Price: Whenever the Contract Price is adjusted by

Change Order, the General Contractor shall adjust the amount of both the Performance Bond and Labor and Materials Payment Bond to the new full amount of the Contact Price. The cost of this adjustment shall be included in the General Contactor’s mark-up on Change Orders.

B. Bond Cost: All Performance Bond and Labor and Materials Payment Bond costs, shall be included in the Bid Amount and all premiums for bonds shall be paid by the General Contractor.

C. Additional Bond Documents Required: With each bond provide certified power of attorney or other certificate of authority where bond is executed by an agent, officer, or other representative of Contractor or surety.

1.09 TAX EXEMPTION

A. The Town of Littleton is exempt from payment of Massachusetts Sales Tax and United States

Taxes.

1. The Town of Littleton Sales Tax Exemption Number will be provided to successful bidder upon the bidder’s request.

1.10 CONTRACT AWARD

A. Contract Award: The Contract will be awarded within 30 days (Saturdays, Sundays, and legal holidays excluded) to the lowest responsible and eligible bidder, except in the event of substitution as provided by M.G.L. Chapter 149, Section 44E and 44F, and/or M.G.L.

Chapter 30, Section 39M, in which case the procedure as required by these Sections of Law shall govern the award of the Contract. No bid shall be considered accepted until the Awarding Authority has issued a written Notice of Award sent by mail or delivered to the address given by the bidder on the bid form.

B. Bids may be Rejected: The Owner reserves the right to waive informalities in the general bid; to reject the bid; and to revise the Contract Documents and rebid, if it is in their interest to do so.

C. Definition of “Lowest Responsible and Eligible Bidder”: The “lowest and eligible bidder” means the General Bidder whose bid is the lowest of those General Bidders who

00 21 13-6 demonstrably possess the skill, ability, and integrity necessary for faithful performance of the work, and who certify that they are able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the work.

1.11 DOCUMENT SUBMISSION CHECKLIST

A. Bid Required Submittals: On or before the date and time of receipt of General Bids, general bidders must submit the following:

1. General Bid Form with References

2. Bid Deposit

3. Completed Certificate of Non-Collusion

4. Statement of State Tax Compliance

5. Health and Safety Requirements

B. Documents Required for Contract Signing: One (1) copy of each of the following documents are required prior to Contract Signing.

1. Signed and executed Form of Agreement.

2. Form of Statement of Wage Rate Compliance (Section 004343).

3. Signed and executed Affidavit of Compliance and Vote of Corporation.

4. Signed and executed Section 006113.13, Performance Bonds and Section

006113.16, Labor and Materials Payment Bonds including Power – of – Attorney for the General Contractor.

5. Additional Information on Subcontractors as required for the Contract Documents (if applicable).

6. Signed and executed insurance Certificates for the General Contractor and Subcontractors.

1.12 CRIMINAL OFFENDER RECORD CHECK

A. No person shall be given access to the Site without first passing a Criminal Offender Record Information (CORI) check. Contractor shall provide Town with proof, satisfactory to Town, that each employee, agent, contractor, subcontractor and invitee (“Contractor Worker(s)”) that visits the site has passed a CORI check. The Contractor shall see to it that no Contractor Worker shall perform any Work at the Site if the Town has objected to such person being at the site based upon information contained in the CORI check. The Contractor shall not allow any Contractor Worker on the site until the Town has reviewed such worker’s CORI check and has not objected within ten (10) days after the receipt of the CORI check to such worker being at the site on account of the CORI check, unless the Town waives such requirement for advance review of a Contractor Worker’s CORI check prior to that worker entering the site (which waiver shall only be effective as to the Contractor Worker(s) that the Contractor requests the Town to provide such waiver in each instance). Notwithstanding the foregoing, the Contractor shall remain liable for the conduct of its workers, employees, subcontractors, agents and invitees on Site.

END OF SECTION