27-36_On-Call PA Systems FINAL w. PW.pdf

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INVITATION FOR BID

ON-CALL PUBLIC ADDRESS (PA) SYSTEM

SERVICES

IFB #: 27-36

Due Date and Time:

Thursday, November 5, 2026 at 12:00 PM

Bids

Delivered to:

Lexington Town Offices- Purchasing Office

1625 Massachusetts Ave.

Lexington, MA 02420

Contact

Elizabeth Mancini, Purchasing Director v: 781.862.0500 x84628 f: 781.861.2794 emancini@lexingtonma.gov

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TABLE OF CONTENTS

PAGE

TABLE OF CONTENTS 2

LEGAL NOTICE 3

GENERAL INFORMATION/INSTRUCTIONS TO BIDDERS 4

SECTION

FORM OF GENERAL BID 00100

OSHA 00200

AFFADAVIT OF COMPLIANCE AND VOTE OF

CORPORATION 00300

CERTIFICATE OF FOREIGN CORPORATIO 00400

STATEMENT OF MANAGEMENT 00500

BONDS 00600

INSURANCE REQUIREMENTS 00700

AGREEMENT 00800

APPENDIX A- SPECIFICATIONS page 10

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LEGAL NOTICE

Invitation for Bid

ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES (27-36)

The Town of Lexington is seeking qualified bidders to service Public Address (PA) Systems and other associated systems. This includes installation, service, repair, maintenance, programming, upgrades, and any other related work. Qualified Bidders must be DCAMM Certified in the

Telecommunications Systems Work Category. This is a time and materials, on-call contract.

Bid documents will be provided electronically beginning at 12:00 PM on Thursday, October 22, 2026. Please contact Elizabeth Mancini at emancini@lexingtonma.gov to request documents. Bids are due on Thursday, November 5, 2026 by 12:00 PM to 1625 Massachusetts Ave, Lexington, MA

02420. The Town reserves the right to reject any and all bids.

Advertisements placed as follows:

Newspaper Published: Thursday, October 22, 2026

Central Register Published: Wednesday, October 21, 2026

Town Posting Posted: Thursday, October 22, 2026

CommBUYS: Published: Thursday, October 22, 2026

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GENERAL INFORMATION AND

INSTRUCTIONS TO BIDDERS

1. OVERVIEW

This is an Invitation for Bids (IFB) issued by the Town of Lexington for

ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES (27-36)

and as more specifically described in the contract specifications.

The bidding and award of this Contract will be under the provisions of M.G.L. Chapter 149.

• A bid bond in accordance with Chapter 149 or a certified treasurer's or cashier's check issued by a responsible bank, for five (5) percent of the bid for the proposed work payable to the

Town of Lexington, Massachusetts must be included with the bid submission. Checks will be returned to all except the three lowest responsible and eligible bidders within five days, Saturdays, Sundays and legal holidays excluded, after the opening of bids. The remaining checks will be returned promptly after the Owner and the accepted bidder have executed the

Contract, or if no Notice of Intent to award has been presented to the selected Contractor within 30 days, Saturdays, Sundays and legal holidays excluded, after the date of the opening of bids, upon demand of the bidder at any time thereafter.

• Attention is called to the fact that State Prevailing Wage Rates, as determined by

Commissioner of Department of Labor Standards under the provision of the Massachusetts

General Laws, Chapter 149, Section 26 to 27G, as amended, are established for the project as set forth in the contract documents. It is the responsibility of the Contractor, before bid opening, to request, if necessary, any additional information on Prevailing Wage Rates for those tradespeople who may be employed for the proposed work under this Contract.

• Pursuant to M.G.L. c. 149, the selected vendor will be required to furnish both a payment bond AND a performance bond equal to 100% of the contract value within ten (10) days of contract award.

• Pursuant to M.G.L. Chapter 149, Section 44, advanced certification by the

Massachusetts Division of Capital Asset Management and Maintenance (DCAMM) is required. Respondents must submit a Prime/General Certificate of Contractor

Eligibility in the category of Telecommunication Systems and an Update Statement.

The Contractor shall furnish all labor, services, materials, equipment, plant, machinery, apparatus, appliances, tools, supplies and all other things necessary to do all work required for the completion of each item of the Work and as herein specified.

The Work to be done and paid for under any item shall not be limited to the exact extent mentioned or described but shall include all incidental work necessary or customarily done for the completion of that item.

2. BID DOCUMENTS AVAILABLE

Bid documents will be made available beginning 12:00 PM, on Thursday, October 22, 2026 through the following means:

1. Through the Town’s website www.lexingtonma.gov/bids and clicking on “Current Open Bids” and completing http://www.lexingtonma.gov/bids

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3. PRE-BID CONFERENCE

There will be no pre-bid conference.

4. ADDENDA

No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made to any bidder orally. All information given to bidders other than by means of the plans, specifications, or by addenda, as described below, is given informally and shall not be used as the basis of a claim against the Owner.

Every request for interpretation should be in writing via email – emancini@lexingtonma.gov and to be given consideration, must be received no later than forty-eight hours prior to the date fixed for the opening of bids. Responses to inquiries that affect all bidders and any supplemental instructions will be issued as written addenda and emailed to all parties that the Town of

Lexington is aware have requested document as necessary using the contact information provided. Absence of “failure” messages electronically transmitted from addressee’s site will serve as confirmation of delivery of addenda. Bidders should contact Elizabeth Mancini via e-mail or phone if they believe an addendum has not been received. All addenda so issued shall become part of the Contract Documents.

5. BID SUBMITTAL

Bids must be submitted in sealed envelopes clearly marked with the following information

BID FOR: Town of Lexington, Procurement Officer

#Bid Number (27-36)

ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES (27-36)

Bid envelopes must contain one (1) copy(s) of all required documents.

Bids must be signed as follows:

• If the bidder is an individual, by her/him personally;

• If the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner;

and

• If the bidder is a corporation, by the name of the corporation, followed by the signature of an authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation with the corporate seal affixed.

6. COMPLIANCE WITH IFB

Bidders must comply with all requirements of this IFB in order to be eligible for contract award.

Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake in a bid is evident and the intended bid is clear on the face of the Form of General Bid, the mistake will be corrected to reflect the intended correct bid and the bidder will be notified in writing. The bidder may not withdraw such a bid. The Town of Lexington may reject or a bidder may withdraw a bid if a mistake is clearly evident on the Form of General Bid, yet the intended correct bid is not similarly evident.

7. FORM OF GENERAL BID

Bids must be submitted on the Form of General Bid provided and must contain all the required enclosures itemized in Section 8 below.

mailto:emancini@lexingtonma.gov

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8. REQUIRED BID DOCUMENTS

All bids are required to contain the following forms fully completed and signed:

❑ FORM OF GENERAL BID – SECTION 00100

❑ OSHA CERTIFICATION – SECTION 00200

❑ AFFADAVIT OF COMPLIANCE AND VOTE OF CORPORATION – SECTION 00300

❑ CERTIFICATE OF FOREIGN CORPORATION – SECTION 00400

❑ STATEMENT OF MANAGEMENT (if applicable, for contracts over $100k)- SECTION

00500

❑ 5% BID DEPOSIT (CASH, CHECK OR BOND)

❑ DCAMM Certification and Update Statement Required

9. MODIFICATIONS TO BIDS

A bidder may correct, modify, or withdraw a bid by written notice received by the Town of

Lexington not later than the close of business on the day before the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification No.__." Each modification must be numbered in sequence, must reference the original IFB and must be signed by the same person who signed the FORM OF GENERAL BID or a surrogate so authorized in writing.

After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the Town of Lexington or fair competition as determined by the Town of

Lexington.

10. BID DELIVERY AND OPENING

Sealed bids will be accepted at The Town Office Building, 1625 Massachusetts Ave., Lexington, MA 02420 until 12:00 pm on Thursday, November 5, 2026. Specific delivery instructions are as follows:

• Bids sent via mail or courier should be addressed to Elizabeth Mancini, Purchasing

Director, 1625 Massachusetts Ave, Lexington, MA 02420.

• Bids NOT sent via mail or courier should be hand-delivered to the Procurement

Lock-Box, top floor (outside the Comptroller’s Office) Town Office Building, 1625

Massachusetts Ave, Lexington, MA 02420. The Lock-Box will be checked for bids at the specific due date and time.

A public bid opening will be held in the Select Board Meeting Room immediately following the bid deadline. All bidders are invited to attend. It is the sole responsibility of the bidder to ensure delivery to the specified location by the due date and time. Late bids will not be accepted.

Unforeseeable Deterrents - If at the time of the scheduled bid opening, the designated site is unavailable due to circumstances beyond the control of the Town of Lexington, the bid opening will be automatically postponed (with or without notice to potential bidders) until 12:00 Noon at the same location on the next normal business day. In the event the same location cannot be used to accommodate a postponement, the bid opening will be formally postponed with notification to all parties provided bid documents by the Town of Lexington. Bids will be accepted until any postponement time.

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11. OBLIGATION OF BIDDER

At the time of opening of bids each bidder will be presumed to have inspected the site and to have read and to be thoroughly familiar with the Contract Documents (including all addenda). The failure or omission of any bidder to examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect of his bid.

12. RULE OF AWARD

An award will be made as follows:

Subject to the Town’s budget appropriation, an award will be made to the lowest eligible and responsible bidder, within 30 business days after (i) the opening of bids or (ii) the receipt by the

Owner of any approvals necessary from federal or state agencies in connection with the project, whichever is later. . Such bidder shall possess the skill, ability and integrity necessary for the faithful performance of the work, and certifies that it is able to furnish labor that can work in harmony with all other elements of labor employed, or to be employed, in the work, and shall otherwise comply with all applicable provisions of law.

No award will be made to any bidder who cannot satisfy the Owner that it has sufficient ability and experience in this class of work and sufficient capital and plant to enable him to prosecute and complete the work successfully within the time named. The Owner’s decision or judgement on these matters will be final, conclusive and binding.

The Owner shall not enter into a contract with, and shall not approve as a subcontractor furnishing labor and materials for a part of any work of this contract, a foreign corporation which has not filed with the Owner a certificate of the Secretary of State of the Commonwealth of

Massachusetts stating that such corporation has complied with M.G.L. c. 156D and the date of such compliance.

The Owner may make such investigations as he deems necessary, and the bidder shall furnish to the Owner, under oath if so required, all such information and data for this purpose as the Owner may request. Without limitation, the investigation of a bidder may seek to determine whether the organization is authorized to do business in the Commonwealth of Massachusetts, has had relevant previous experience, and has available equipment, forces and financial resources adequate to assure the Owner that the work will be completed in accordance with the Contract

Documents. The Owner may contact references, and may consider evidence of problems with past performance, such as defaults, contract terminations, imposition of damages or other failures to perform, including on contracts previously awarded by the Owner. The amount of other work to which the bidder is committed may also be considered.

13. CONDITIONS OF WORK

Each bidder must familiarize itself fully with the conditions relating to the construction of the project and the employment of labor thereon. Failure to do so will not relieve a successful bidder of its obligation to furnish all material and labor necessary to carry out the provisions of his contract. Insofar as possible the Contractor, in carrying out his work, must employ such methods or means as will not cause any interruption of, or interference with the work of any other contractor.

14. TIE BREAKER

In the event of a tie, the Town will flip a coin assigning “heads” to the bidder whose company name is alphabetically first.

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15. TIMEFRAME FOR AWARD

All bid prices submitted in response to this IFB must remain firm for 30 (thirty) days following the bid opening or until a contract is executed, whichever occurs first.

16. RESERVED RIGHTS

The Town of Lexington reserves the right to:

1. Cancel this IFB at any time, with or without notice to prospective bidders. Reasonable efforts will be made to give timely notice.

2. Accept or reject, in whole or in part, any and all bids as permitted by law.

3. Award contracts as it deems best serves the interests of the Town of Lexington.

4. Waive or adjust non-material bid requirements before or after bids are opened in whatever ways it deems best serves the interests of the Town of Lexington, while also being non-prejudicial to the interests of fair competition.

17. POWER OF ATTORNEY

Attorneys-in-fact who sign Contract bonds must file with each bond a certified and effectively dated copy of their power of attorney.

18. CONTRACT

The bidder agrees that, if selected as contractor, he or she will within ten (10) business days after presentation thereof by the Owner, execute a contract in accordance with the terms of this bid and furnish any required performance bond and/or labor and materials or payment bond, each in the form required by these bid documents and of a surety company qualified to do business under the laws of the Commonwealth and satisfactory to the Owner, the premiums for which are to be paid by the contractor and are included in the contract price.

19. LAWS AND REGULATIONS

The bidder’s attention is directed to the fact that all applicable State laws, municipal ordinances or Bylaws, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the contract throughout, and they will be deemed to be included in the

Contract as the same as though herein written out in full.

20. LIQUIDATED DAMAGES FOR FAILURE TO ENTER INTO CONTRACT

The successful bidder, upon his failure or refusal to execute and deliver the Contract and bonds within 10 days after he/she has received notice of the acceptance of his/her bid, shall forfeit to the

Owner, as liquidated damages for such failure or refusal, the security deposited with his/her bid, but the amount forfeited shall not exceed the difference between his/her bid price and the bid price of the next lowest responsible and eligible bidder. In case of death, disability, bona fide clerical or mechanical error of a substantial nature, or other similar unforeseen circumstances affecting the bidder, his/her bid deposit will be returned.

21. INFORMATION NOT GUARANTEED

All information given in the Contract Documents relating to subsurface and other conditions, natural phenomena, existing pipes, and other structures is from the best sources at present available to the Owner. All such information is furnished only for the information and convenience of bidders and is not guaranteed.

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It is agreed and understood that the Owner does not warrant or guarantee that the subsurface or other conditions, natural phenomena, existing pipes, or other structures encountered during construction will be same as those indicated in the Contract Documents. The Contractor shall make his own investigations to ascertain the presence of existing and former conditions.

It is further agreed and understood that no bidder or Contractor shall use or be entitled to use any of the information made available to him or obtained in any examination made by him in any manner as a basis of or ground for any claim or demand against the Owner of the Engineer, arising from or by reason of any variance which may exist between the information made available and the actual subsurface or other structures actually encountered during the construction work, except as may otherwise be expressly provided for in the Contract Documents.

22. AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY LAWS AND REGULATIONS

The Town of Lexington is an affirmative action/equal opportunity owner/purchaser. The bidder’s attention is directed to all applicable State Laws, Town Bylaws and rules and regulations regarding affirmative action/equal opportunity requirements. Failure of a bidder to comply with any such law, bylaw, rule or regulation shall constitute grounds for the Town to reject a bid or otherwise reject or terminate the award of the contract pursuant to these contract documents.

23. SUBCONTRACTORS

a. Proposer must supply a list of sub-contractors used for specialty services.

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APPENDIX A – SPECIFICATIONS

GENERAL DESCRIPTION

The following specifications are for an ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES with the Town of Lexington, Massachusetts and all other applicable departments.

PROJECT DESCRIPTION

The Town of Lexington requests the following work be completed:

ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES to work for the Department of Public Facilities and other

Town Departments as directed by the Department of Public Facilities.

The Town of Lexington seeks bids from qualified contractors to provide on-call, time-and-materials services for the inspection, troubleshooting, diagnosis, repair, preventive maintenance, programming, installation, replacement, expansion, and upgrading of public address (PA), intercom, mass notification, master clock, bell, and associated communications systems at facilities owned, operated, or maintained by the Awarding Authority.

Successful bidder must be a vendor who is certified, licensed, and insured to conduct work on Public

Address (PA) and associated systems in Massachusetts.

Successful bidder must employee technicians who are Factory Trained in Public Address (PA) System

Services.

Successful bidder must be able to service, repair, maintain (preventative maintenance), troubleshoot, install, and perform startup services on Public Address & Associated systems.

Services to be performed at the rates in the Bid Price Form. Hourly rates should include overhead and profit.

The Contractor shall furnish all qualified personnel, supervision, transportation, tools, test equipment, software, programming interfaces, incidental supplies, and other resources necessary to perform the authorized work, except for items expressly identified as being furnished by the Awarding Authority.

Successful bidder must employee technicians who have received manufacturers factory training and are experienced in the installation, programming, and service of the following Public Address/Intercom systems.

• Valcom

• Rauland

• Telecor

• Bogen

SCOPE OF SERVICES

The work under this contract shall consist of ON-CALL PUBLIC ADDRESS (PA) SYSTEM

SERVICES.

Scope of services includes, but is not limited to the following;

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The Contractor shall be qualified and equipped to service existing and future systems, including, but not limited to, the following:

a. Public address and voice paging systems.

b. Intercom and two-way communication systems.

c. Classroom, office, corridor, common-area, and facility-wide paging systems.

d. Master clock systems, secondary clocks, and clock synchronization equipment.

e. Bell, tone, chime, schedule, and programmed signaling systems.

f. Paging amplifiers, audio processors, mixers, microphones, speakers, horns, ceiling speakers, and associated wiring.

g. Control stations, call switches, speaker stations, intercom stations, call-for-assistance devices, and associated annunciation equipment.

h. Telephone paging adapters, VoIP paging interfaces, SIP interfaces, gateways, and other authorized communications interfaces.

i. Central control equipment, head-end equipment, controllers, power supplies, batteries, network interfaces, and associated software.

j. Existing system wiring, cabling, terminal blocks, racks, enclosures, equipment cabinets, and related infrastructure.

k. Interfaces with fire alarm, emergency notification, security, building automation, telephone, and other building systems, where specifically authorized and performed in coordination with the responsible system owner or licensed contractor.

The Contractor shall maintain access to technicians who are factory-trained or manufacturer-authorized, as applicable, in the service and programming of Valcom, Rauland, Telecor, and Bogen systems.

All work will be provided on an on-call, as-needed basis in any municipal or school building in the

Town of Lexington, Massachusetts. All work will be on a time and materials basis consistent with the labor and material rates in SECTION 00100, FORM OF GENERAL BID.

Award of a contract does not obligate the Town to engage the Contractor in performing any minimum amount of service during the contract period.

GENERAL DESCRIPTION OF SERVICES

Troubleshooting and Diagnostic Services

Upon an authorized service request, the Contractor shall investigate reported failures or performance deficiencies and determine the probable cause.

Diagnostic work may include:

a. Inspection of equipment, wiring, connections, power supplies, amplifiers, controllers, stations, speakers, clocks, and related devices.

b. Verification of power, grounding, signal paths, network connectivity, audio levels, communication paths, and control functions, as applicable.

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c. Review of configuration settings, system logs, event histories, fault indicators, schedules, and available diagnostic software.

d. Identification of failed, intermittent, obsolete, damaged, or incompatible components.

e. Verification of system operation following corrective work.

f. Preparation of a written report describing findings, recommended corrective actions, anticipated materials, estimated labor, and any operational or safety concerns.

The Contractor shall not replace major components, modify system architecture, or perform additional corrective work beyond the approved scope without written authorization.

Repair and Replacement

The Contractor shall repair or replace defective components as authorized, including amplifiers, speakers, intercom stations, clocks, controllers, power supplies, interfaces, cabling, network devices, and related equipment.

Repairs shall be performed in accordance with applicable manufacturer instructions and recognized industry practices. Replacement components shall be new and compatible with the existing system unless otherwise approved in writing.

The Contractor shall identify proposed substitutions, discontinued components, compatibility limitations, and material lead times before proceeding.

Repaired or replaced equipment shall be tested to verify proper operation and integration with the existing system.

Preventive Maintenance

When specifically requested, the Contractor shall provide preventive maintenance services, which may include:

a. Visual inspection of system equipment, enclosures, wiring, connections, and accessible devices.

b. Operational testing of paging zones, speakers, intercom stations, microphones, clocks, bells, tones, and scheduled functions.

c. Inspection of amplifiers, controllers, power supplies, batteries, and other components for visible deterioration or abnormal operation.

d. Verification of clock synchronization, time settings, bell schedules, programmed events, and applicable system configurations.

e. Review of equipment condition, recurring faults, discontinued components, and anticipated maintenance needs.

f. Documentation of deficiencies and recommendations for corrective work.

Preventive maintenance shall be scheduled with the Awarding Authority to minimize disruption to facility operations. Maintenance shall not be represented as a comprehensive inspection or certification of a separate fire alarm, life-safety, or security system unless expressly included in the authorized scope and performed by appropriately qualified personnel.

Programming and Configuration

The Contractor shall provide programming and configuration services for supported systems, including:

a. Paging zone assignments and routing.

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b. Intercom station assignments, call groups, and communication paths.

c. Master clock configuration and time synchronization.

d. Bell, chime, tone, and scheduled event programming.

e. Volume settings, audio routing, priorities, and authorized announcement functions.

f. User interfaces, control stations, software configuration, and authorized network settings.

g. Controller configuration, firmware updates, and system database changes.

h. Integration with approved telephone, network, emergency notification, and other building systems.

Before modifying an existing system, the Contractor shall preserve available configuration files and document the current settings to the extent technically feasible. Following programming, the

Contractor shall provide the Awarding Authority with updated configuration files, programming backups, and a description of changes, subject to applicable software licensing and manufacturer restrictions.

No passwords, access controls, network configurations, emergency functions, or system priorities shall be changed without authorization. The Contractor shall not disable or bypass emergency announcement or other life-safety functions without express written authorization and an approved procedure.

Installation and System Expansion

The Contractor shall install or relocate PA equipment and related components as authorized. Work may include:

a. Installation of speakers, horns, intercom stations, clocks, bells, amplifiers, controllers, and related devices.

b. Installation, extension, relocation, termination, labeling, and testing of approved cabling and wiring.

c. Installation of equipment racks, enclosures, power supplies, interfaces, and accessories.

d. Expansion of existing paging zones, intercom stations, clock circuits, and bell or tone functions.

e. Configuration and integration of new equipment into existing systems.

f. Testing, commissioning, and documentation of completed installations.

The Contractor shall field-verify existing conditions and confirm equipment compatibility before ordering materials or commencing installation. New work shall be coordinated with the Awarding

Authority and other affected trades.

Upgrades and Modernization

When authorized, the Contractor shall provide upgrades to existing systems, including equipment replacement, firmware and software upgrades, controller upgrades, capacity expansion, communications interface upgrades, and migration from obsolete components.

Before undertaking an upgrade, the Contractor shall provide a written proposal describing:

a. Existing conditions and identified limitations.

b. Proposed equipment, software, firmware, and configuration changes.

c. Compatibility with existing equipment and infrastructure.

d. Expected operational benefits and known limitations.

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e. Required outages, cutovers, testing, and temporary arrangements.

f. Itemized labor and material estimates.

g. Warranty information and anticipated support or obsolescence concerns.

The Contractor shall not initiate a major upgrade or system migration until the Awarding Authority has approved the scope, estimated cost, and implementation schedule in writing.

GENERAL SPECIFICATIONS

The “work” shall consist of ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES to service, repair, maintain, install, upgrade, program, replace Public Address and associated systems in harmony with the Town of Lexington and all departments.

The successful bidder shall provide all labor, materials, equipment, tools, and supervision necessary for the service, maintenance, preventative maintenance, installation, replacement, alteration, and/or repair of Public Address any associated systems in municipal and school buildings in the Town of

Lexington as directed by the Director of Public Facilities in accordance with the specifications and terms and conditions shown herein. The Town of Lexington reserves the right to individually procure equipment and materials, which will then be furnished to the awarded contractor to install.

• As a general rule, inspections, service, repair, installation and all other work performed are to be conducted during normal business hours which are defined as Monday through Friday 7:00 a.m. – 5:00 p.m.

• The Director of Public Facilities or his/her designee reserves the right to direct that work be done outside normal business hours (referred to as non-business hours on FORM OF GENERAL BID).

• The Contractor shall be free to stop and start building systems necessary to perform work covered by this contract when this is essential to the proper performance of the contract, but only with the approval of the Director of Public Facilities or his/her designee.

• All repairs, adjustments, alterations, and new installation of building systems covered by this contract are subject to the owner’s approval.

• This contract can be terminated by the Town of Lexington if the Contractor fails to abide by the contract with ten (10) days written notice.

• No work is to be initiated without the permission of the Director of Public Facilities or his/her designee.

• All parts installed and/or materials used are to be exact duplicate, or an approved substitute of original used and/or specified by the manufacturer of the equipment, and in every case, guaranteed as per manufacturer’s specification.

DESCRIPTION OF SERVICES

• Contractor must respond to the Department of Public Facilities, by phone, in a timely manner within four (4) hours after receiving a service request call and must be prepared to have an employee on site within the same business day of the phone call. If service is an emergency, 15 | P a g e contractor must respond by phone within one (1) hour and work must be started within four (4) hours of receiving the call. A site visit to a location identified by the Department of Public

Facilities must be scheduled in a reasonable period. This should normally occur within 24 hours, but as needs and circumstances will vary, it is expected that a contractor will accommodate the needs of a Department of Public Facilities. All appointments made between a contractor and the

Department of Public Facilities must be kept unless the Department of Public Facilities agrees to a change. Failure on a contractor’s part to keep appointments may result in termination of the contract. All quotes for On-Call work must be provided at no cost to the Department of Public

Facilities under the labor and material rates in the Bid Price Form. Business and Cellular phone numbers of the selected vendors must be provided to the Town, as well as email addresses.

PROTECTION OF WORK AND PROPERTY

• The successful bidder shall, during the period of inspection and/or repair, maintain good, clean, safe working conditions at all times and shall be responsible for keeping the areas free from all debris, machine parts, tools, etc. and shall leave the areas clean and orderly.

• All used parts and/or demolished materials must be removed to a point of disposal off the building premises at the close of each working day.

• The Contractor shall continuously maintain adequate protection for all of his items from damage and shall protect the owner’s property from damage, injury or loss arising in connection with this contract.

• Successful bidder must have all their employees working in Lexington undergo a Criminal

Offender Record Information (CORI) check and be fingerprinted before execution of the contract, at the Contractor’s expense.

TERM

The term of the contract between the Town and the Contractor shall commence upon a fully executed contract and will terminate one year thereafter. The Town may elect to extend the contract annually for two (2) additional years. Extension years are exercised at the Town’s sole discretion.

ASSURANCES & DELIVERY

The Town of Lexington or a departmental representative shall inspect the work and give directions pertaining to the work. The contractor shall notify the Town or his representative of the time of starting work, interruptions and delays.

The contractor shall keep the work under his personal control and shall not assign by power of attorney or otherwise, or sublet the work or any part thereof without notice and clearance by the Town.

All materials, methods of delivery, and staff involved with delivery must comply with all applicable laws, statutes, policies, and regulations. Ignorance of any law, regulation, policy, or statute is not an excuse for non-compliance with those laws, regulations, policies, or statutes.

Accessories & Insurance

• Insurance

▪ Must provide the Town of Lexington with a copy of Insurance certificates documenting amounts of coverages for:

▪ Public Liability and Property Damage Liability Insurance,

▪ Comprehensive Vehicle Liability and Property Damage Insurance; and

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▪ Statutory Workman’s Compensation Insurance.

▪ Evidence of existing workers’ compensation insurance policy must be provided in accordance with MGL Ch. 152, Section 25C and attached.

▪ Insurance Requirements are attached below.

• Copy of W9 is required and must be attached.

• Non-collusion and fraud certification are required, must be signed, and attached.

INSURANCE REQUIREMENTS: The Contractor shall carry and maintain, for the life of this contract, all insurance as specified below, and in such form as covered by this contract from all claims and liability for damages for personal injury, including accidental death, and for property damage which may arise from operations under this contract, whether such operations be by him/her self or by any person or anyone directly or indirectly employed by either of them. The coverage shall include the Town of Lexington as an additional insured and amounts of such insurance shall be as follows:

A: Workers Compensation

Part A - Statutory State, Massachusetts

Part B – Employer’s Liability: Coverage Limit, $500,000/$500,000/$500,000 each employee

B. General Liability

1. Limits of Liability Combined Single Limit

Bodily Injury and Property Damage of $1,000,000

2. Arrangement of Coverage

a. Premises Operations

b. Owners and Contractors Protective

c. Products and Completed Operations

c. Broad Form Comprehensive General Liability Endorsement or equivalent to include Broad Form Contractual, Personal Injury, Broad Form Property Damage.

Cross Liability

C. Automobile

1. Limits of Liability

Combined Single Limit

Bodily Injury and Property Damage of $1,000,000

2. Arrangement of Coverage

a. Employer non-owned

b. Hired Car

c. All Owned or Leased Vehicles

Said policies shall be so written that the Town of Lexington will be notified of cancellation at least thirty (30) days prior to the effective date of such cancellation.

Certificates in duplicate from the insurance carrier stating the limits of liability and expiration date

17 | P a g e shall be filed with the Town of Lexington before operations are begun. Such certificates shall contain a statement referring specifically to this contract to the effect that all insurance coverage herein required has been provided. Certificates shall be filed before the award can be made. Signatures on all certificates and insurance forms must be original signatures.

Insurance under which the Town shall be named as in “Insured” or as “Additional Interest” shall be carried with an insurance company licensed to write such insurance in the Commonwealth of

Massachusetts. All insurance carrier must have an A.M. Best Rating of A-VII or better.

The Contractor shall indemnify and save harmless the Town, and all of its officers, agents, and employees from all suits, actions or claims of any character.

Delivery & Delivery Schedule

• All materials must be available for delivery as needed within a reasonable timeframe suitable to the Director of the Department of Public Facilities or his/her designee of a contract being awarded to the vendor.

• Deliveries or availability of materials being picked up must be made within 48 hours of notice of need after that point.

• All materials delivered or delivered “in place” must be accomplished with vehicles and equipment that are in good repair and equipped with all Federal and State required safety devices, lights, symbols, etc., visible to the traveling public from both front and rear of the vehicles and equipment, in order that accidents may be prevented.

END

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SECTION 00100

FORM OF GENERAL BID

From: (insert name of general bidder):_________________________________________________

To the Owner:

A. The undersigned proposes to furnish all labor and materials required for ON-CALL

PUBLIC ADDRESS SYSTEM SERVICES (27-36) in accordance with the accompanying

Contract Documents for the contract price specified below, subject to additions and deductions according to the terms of the specifications.

B. The bid includes addenda numbered:

C. The Bidder proposes to provide the following goods and services (and as described in detail in Appendix A, Specifications of the IFB):

Description

ON-CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES (27-36)

One year contract from contract execution. The bid price per hour (hourly labor rate) is for one employee only. Provide all labor, materials, equipment, tools, and supervision necessary for ON-

CALL PUBLIC ADDRESS (PA) SYSTEM SERVICES (27-36) for all Lexington Public

Buildings (SCHOOL AND MUNICIPAL) as directed by the Director of Public Facilities.

One year contract with two, one-year optional terms to be exercised at the Town’s sole discretion. Pricing will remain firm for the duration of the contract, including renewal terms.

1. Business Hours

Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m.

The hourly labor rate should be the final amount billed to the Town. Hourly Labor Rates should include all Overhead & Profit. Prices below will remain firm for the duration of the contract:

PUBLIC ADDRESS SYSTEM TECHNICIAN

Normal Business hours (Prevailing Wage) $_____._____ per hour

2. Non-Business Hours

Non-Business Hours are defined as hours outside of Business Hours

The hourly labor should be the final amount billed to the Town. Hourly Labor Prices should include all Overhead & Profit. Prices below will remain firm for the duration of the contract:

PUBLIC ADDRESS SYSTEM TECHNICIAN

Non-Business hours (Prevailing Wage) $_____._____ per hour

3. Material Markup

Materials to be invoiced at actual cost plus ________ % (must include copies of invoices)

The material markup price below will remain firm for the duration of the contract:

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Grand Total of (a)+(b)+(c) = $___________________(d)

4. RULE FOR AWARD: The rule for awarding this contract will consist of one calculation for each bid submitted so that both labor and material markup rates can be evaluated consistently from one bidder to the next. The calculation is not intended to reflect the value of the contract, and in no way is the calculation an assurance of work.

An award will be made to the lowest, responsive, and responsible bidder offering the most advantageous proposal for the goods and/or services that are the subject of this IFB, based on the calculation below:

Fixed Numbers used for the calculation will be the following:

Two hundred (200) Business Hours – PUBLIC ADDRESS SYSTEM TECHNICIAN

Twenty (20) Non-Business Hours – PUBLIC ADDRESS SYSTEM TECHNICIAN

$10,000 material expense

Calculation: The calculated grand total (d) will be the total bid price for each bid submitted.

PUBLIC ADDRESS SYSTEM TECHNICIAN (Prevailing Wage)

200 Business Hours X $____.____ per hour = $_____________ (a)

20 Non-Business Hours X $____.____ per hour = $_____________ (b)

MATERIAL MARKUP

$10,000 of Materials X $1 + ______% = $_____________ (c)

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D. REFERENCES

Bidder shall provide reference information showing that they have overseen and managed the installation of at least six (6) similar projects in the last three (3) years. This work shall have been consistent with the scope of work detailed in the technical specifications. It is the intent that the Bidder is very familiar with work required under this contract. The Owner may use poor references as a basis for disqualification.

E. The undersigned agrees, that, if selected as General Contractor, he will within five days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the Owner, execute a contract in accordance with the terms of this bid and furnish a performance bond and also a labor and materials or payment bond, each of a surety company qualified to do business under the laws of the Commonwealth of Massachusetts and satisfactory to the

Awarding Authority and each in the sum of the contract price, the premiums for which are to be paid by the General Contractor and are included in the contract price.

F. The Undersigned hereby certifies that he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the work; that all employees to be employed at the worksite will have successfully completed a course in construction safety and health approved by the United States Occupational Safety and Health

Administration that is at least 10 hours in duration at the time the employee begins work and who shall furnish documentation of successful completion of said course with the first certified payroll report for each employee; and that he will comply fully with all laws and regulations applicable to awards subject to section 44A.

G. The Undersigned certified under penalties of perjury that his bid is in all respects bona fide, fair and made without collusion or fraud with any other person. As used in this paragraph the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.

H. Pursuant to M.G.L. Chapter 62C, Section 49A, I certify under the penalties of perjury that I, and/or the company I represent, to my best knowledge and belief, have filed all State tax returns and paid all State Taxes required under law.

Date:

Name of General Bidder

By:

Name and Title of Person Signing Bid

Business Address

City and State

Phone/Fax Numbers

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Note: This proposal shall bear the written signature of the bidder.

1. If the bidder is an individual, provide residential address if different from business address.

2. If the bidder is a partnership, the proposal must be signed by a partner and provide full names and residential addresses of all partners.

3. If the bidder is a corporation, the proposal must be signed by a duly authorized officer or agent of the corporation, the state of incorporation must be provided, and the corporate seal must be affixed. Provide the state of incorporation and the names of all corporate offices.

If an Individual:

Name:

Residences:

If an individual doing business under a firm name:

Name of Firm:

Name of Individual:

Business Address:

Residence:

If a Partnership:

Name of Partner:

If a Corporation:

Incorporated in what state:

President:

Treasurer:

Secretary:

22 | P a g e

SECTION 00200

OSHA Training

As of July 1, 2006, per Massachusetts General Law, Chapter 30, §39S(a), as amended by

Chapter 306 of the Acts of 2004, any person submitting a bid for, or signing a contract to work on, the construction, reconstruction, alteration, remodeling or repair of any building or public works project by the Town of Lexington, and estimated by the Town to cost more than

$10,000, shall certify herein, as part of this bid/contract, under penalties of perjury, as follows (As used in this section the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity):

1. That he/she is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed in/at the work;

2. That all employees to be employed at the worksite will have successfully completed a course in construction safety and health approved by the United States Occupational Safety and Health

Administration that is at least 10 hours in duration at the time the employee begins work and who shall furnish documentation of successful completion of said course with the first certified payroll report for each employee; and

3. That all employees to be employed in the work subject to this bid have successfully completed a course in construction safety and health approved by the United States Occupational Safety and

Health Administration that is at least 10 hours in duration.

By signing below, the bidder attests that the above is true for his/her employees to be employed on this project;

Signature of Authorized Agent Company Name (Please Type)

Printed Name & Title (Date)

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00200-1

SECTION 00300

AFFIDAVIT OF COMPLIANCE AND VOTE OF CORPORATION

Massachusetts Business Corporation Foreign (non-Mass.) Corporation

Non-Profit Corporation

I, _______________________________, President of (insert corporation name)

Whose principal office is located at

Do hereby certify that the above-named corporation has filed with the Secretary of State all certificates and annual reports required by Chapter 156B, Section

109 (business corporation), by Chapter 181, Section 4 (foreign corporation) or by Chapter 180, Section 26A (non-profit corporation) of the Massachusetts General Laws.

SIGNED UNDER THE PENALTIES OF PERJURY THIS day of , Signature of Responsible Corporate Officer

(If a corporation, complete below or attach to each signed copy of the Contract a notarized copy of vote of corporation authorizing the signatory to sign this Contract).

At a duly authorized meetings of the Board of Directors of the

(corporation) held on the day of , at which all directors were present of waived notice, it was VOTED, that, who is the duly elected of this corporation to be and hereby is authorized to execute contracts, bonds and other instruments in the name and behalf of said corporation and affix its corporate seal thereto, and such execution of any contract or other instrument or obligation in this corporation’s name on behalf by such (insert officer’s title) of the corporation, shall be valid and binding upon this corporation.

I hereby certify that I am the Clerk of the Corporation and that is the duly elected of said corporation, and that the above vote has not been amended or rescinded and remains in full force and effect as of the date of this contract.

A true copy, ATTEST

Clerk

(Corporate Seal)

Business Address

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00300-1

SECTION 00400

CERTIFICATE OF FOREIGN CORPORATION

The undersigned hereby certifies that it has been duly established, organized, or chartered as a corporation under the laws of:

(Jurisdiction)

The undersigned further certifies that it has complied with the requirements of M.G.L. c. 30, §39L (if applicable) and with the requirements of M.G.L. c. 156D, §15.03 relative to the registration and operation of foreign corporations within the Commonwealth of Massachusetts.

Name of person signing proposal

Signature of person signing proposal

Name of Business (Please Print or Type)

Affix Corporate Seal here

00400-1

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SECTION 00500

STATEMENT OF MANAGEMENT

(For Contracts over $100,000)

In accordance with M.G.L. Chapter 30, Section 39R, the undersigned successful bidder states that its system of internal accounting controls and that of its subsidiaries reasonably assure (1) that transactions are executed in accordance with management’s general and specific authorization; (2) that transactions are recorded as necessary to permit preparation of financial statements in conformity with generally accepted accounting principles, and to maintain accountability for assets; (3) that access to assets is permitted only in accordance with management’s general or specific authorization, and (4) that the recorded accountability for assets is compared with the existing assets at reasonable intervals and appropriate action was taken with respect to any difference.

Executed this _____________day of _________________________ , On behalf of _______________________________________________________ (Name of

Successful Bidder) ______________________________________________________ (Address and telephone of Successful Bidder) _______________________________________________________

(Name and title of person signing statement)

By:____________________________________________________ (Signature)

CERTIFIED PUBLIC ACCOUNTANT STATEMENT

In accordance with M.G.L. 30, Section 39R I, _______________________________________ a certified public accountant, state that I have examined the above Statement of Management on internal accounting controls, and that in my opinion (1) the representations of management are consistent with the result of management’s evaluation of the system of internal accounting controls;

and (2) that such representations of management are, in addition, reasonable with respect to transactions and assets in amounts which would be material when measured in relation to the above referenced successful bidder’s financial statements.

(Signature)

(Business name, address…