27DPW097B On-Call Solar Maintenance IFB.pdf

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Town of Needham

Department of Public Works Public Services Administration Building, 500 Dedham Avenue

Needham, Massachusetts 02492 Telephone (781) 455-7550

ACKNOWLEDGEMENT OF RECEIPT

Release Date August 20,2026

Project Name On-Call Solar Maintenance

Contract Number 27DPW097B

Number of Documents

The Bid Package consists of 2 PDF documents. Returning this form confirms receipt of all the documents.

Pre-Bid Meeting August 27, 2026, at 10:30am. On-site at Sunita Williams School located at 585 Central Ave, Needham, MA 02494

Questions Due September 3, 2026, at 12:00pm

Bids are Due September 10, 2026, at 1:00pm, Administration Office of the Department of Public Works located at the Public Services Administration Building, 500 Dedham Ave., Needham, MA, 02492

Please provide the requested information below as acknowledgment that you have received our bid package noted above. It is recommended that interested bidders complete this acknowledgment and return via email to dpwbids@needhamma.gov. Only by doing this, will the Town be able to provide notification of any addenda or answered questions relating to this bid. Only those companies or individuals shown on the Distribution Register will receive addenda to this bid. By completing and returning this acknowledgement will ensure you are recorded on the Distribution Register.

Proposals from companies or individuals not acknowledging the addenda may be rejected as not responsive.

Name of Company or Individual

Name / Title of Contact

Address

City/Town, State, Zip Code

Telephone Number

Fax Number

Email Address

Signature

Date

Addenda will be posted to the Town’s website. Please check the website for addenda before submitting your bid to the Town. Bidders who access the bid package from the Town’s website are responsible for checking the website periodically for any addenda that may be issued by the Town.

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On-Call Solar Maintenance

27DPW097B

Release Date August 20,2026

Pre-Bid Conference

August 27, 2026, at 10:30am. On-site at Sunita Williams School located at 585 Central Ave, Needham, MA 02494

Deadline for Questions September 3, 2026, at 12:00pm

Bids Due

September 10, 2026, at 1:00pm Director of Administration

PSAB

500 Dedham Ave.

Needham, MA 02492

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(Advertised in the Hometown Weekly issue of Thursday, August 20, 2026)

(Advertised on the MNPA’s website, Thursday, August 20, 2026) (Published in Central Register issue on Wednesday, August 19, 2026)

(Advertised in CommBuys on Thursday, August 20, 2026)

LEGAL NOTICE

Town of Needham Invitation for Bid (IFB)

Bid # 27DPW097B

The Town of Needham is accepting sealed bids for a On-Call Solar Maintenance. Copies of the Invitation for Bid (IFB) package will be available beginning August 20, 2026, at the Administration Office of the Public Works Department, 500 Dedham Ave., Needham, MA 02492 between the hours of 8:30 A.M. – 5:00 P.M, or from the Town’s web site https://www.needhamma.gov/bids.aspx and will be available until submission deadline. A pre-bid conference will be held on August 27, 2026, at 10:30am on-site at Sunita Williams School located at 585 Central Ave, Needham, MA 02494.

Sealed bids must be submitted no later than 1:00pm on September 10, 2026, to the Administration Office of the Public Works Department, Town of Needham, 500 Dedham Ave., Needham, MA 02492. LATE BIDS WILL NOT BE CONSIDERED. All bids must be accompanied by a bid deposit in an amount that is not less than five percent (5%) of the value of the bid. Bids will be publicly opened after submission deadline.

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

Kathleen King Town Manager

August 20, 2026

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IFB 27DPW097B

Procurement in Brief

Primary Procurement Contact Katie Bamber, Administrative Analyst 781-455-7550 x72229

Contract Manager Gabby Queenan, Sustainability Manager

Bid Package Available

August 20, 2026 - Information and details of bidding requirements may be obtained at the Administration Office DPW, PSAB, 500 Dedham Ave., Needham, MA 02492, or online at the Town’s web site http://www.needhamma.gov/bids.aspx

Pre-Bid Meeting August 27, 2026, at 10:30am. On-site at Sunita Williams School located at 585 Central Ave, Needham, MA 02494

Bid Deposit 5% bid deposit is required as part of bid

Deadline for Written Questions

September 3, 2026, at 12:00pm By Mail: DPW - 500 Dedham Ave., Needham, MA 02492

By Email: dpwbids@needhamma.gov

Questions are to be clearly labeled as:

QUESTIONS - On-Call Solar Maintenance, 27DPW097B

Addenda

If any changes are made to this bid, an addendum will be issued. Addenda will be posted on the Town’s webpage and emailed to all bidders on record as having received the bid package.

When and where bids are due

September 10, 2026, at 1:00pm, Administration Office of the Department of Public Works located at the Public Services Administration Building, 500 Dedham Ave., Needham, MA, 02492

LATE BIDS WILL NOT BE CONSIDERED

Where bids will be opened Charles River Room, PSAB, 500 Dedham Ave., Needham, MA, 02492, after submission deadline

Number of Required Paper Copies 1 copy

Contract Award September 2026 Approval of Town Manager and Town Counsel is

REQUIRED

Contract Length

This will be a one-year contract, starting Upon Execution and ending August 31, 2027.

This agreement may be renewed or extended for up to two years in one-year terms.

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Upon Award of Contract

Payment Bond 50% payment bond for contracts over $25,000.00

Performance Bond 100% performance bond for contracts over $150,000.00

Insurance Refer to Contract Terms

* Written inquiries must be sent prior to the above date and time deadlines. Any delivery received after the due date and time will not be addressed. The time/date stamp located in the receiving office will govern for the date and time requirements mentioned in the table above and throughout this document. Please allow enough time for delivery.

** The time for award may be extended by the Town. The Town reserves the right to change, delay, cancel, or expedite the contract award date. The Bidder agrees that the offer is effective for (a) at least ninety (90) calendar days from the opening date of the bids

(b) a contract is executed, or (c) this bid is cancelled, whichever of (a), (b) or (C) occurs first. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

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PART 1 – GENERAL CONDITIONS AND SUBMISSION REQUIREMENTS

1.01 Intent

The Town of Needham (hereinafter referred to as the “Town”), acting through its Town Manager, invites highly qualified bidders to submit sealed bids to perform all labor necessary for On-Call Solar Maintenance.

All bids are subject to the provisions of M.G.L. Chapter 149. The Town will award the contract to the lowest responsible and eligible bidder as set forth in section 1.15. The Town of Needham reserves to itself the right to accept or reject any and all bids, or to allow or deny variations from these specifications.

Such actions will be deemed to be in the best interest of the Town. Unless sooner rejected or accepted, all bid proposals must be firm and continue in effect for a minimum of ninety (90) calendar days from the date of bid opening.

1.02 Proposed Contract Term

The initial term of this agreement shall commence upon execution of the contract and end August 31, 2027. This agreement may be renewed or extended for up to two yearly extensions, through August 31, 2028, and August 31, 2029, respectively, at the sole option of the Town and upon the terms described in the Invitation for Bid. The maximum term of this contract will result in an end date of August 31, 2029.

The successful Bidder must enter into the Form Agreement prepared by Town Counsel (Sample Available Online).

The Town may terminate the Contract at any time upon written notice for any reason including its own convenience or for cause, including but not limited to, failure to perform the work required under the contact, failure to document satisfactorily to the Town amounts being charged, failure to have any necessary local, State or Federal licenses and/or permits, failure to pay any and all required taxes, failure to comply with any local, State or Federal regulations pertaining to services to be provided, failure to promptly correct any performance or lack of performance which conflicts with the Town's use, and failure for satisfactory behavior of all staff and management. In the case of a termination for cause, the Town shall give the Contractor a written notice as provided in the Agreement.

1.03 Pre-Bid Conference and Requests for Interpretation

Refer to Procurement in Brief for details.

Bidders shall promptly raise the issue of any ambiguity, inconsistency or error, which they may discover upon examination of the bid documents, the work site or any other conditions which apply to the work.

Inquiries concerning any part of this Bid shall be directed to the individual(s) listed under the Procurement in Brief. Bidders should note that oral communications are not binding on the Town and only written responses by the Town will be considered. All requests/questions must be submitted in writing. Questions may be delivered by hand, fax or email as referenced under the Procurement in Brief by the deadline. Questions that may be asked during any pre-bid conference should also be sent in writing in order to receive an official response. Requests properly presented that in the opinion of the Town require interpretation, correction, or change in the Bid Documents will result in an issuance of an Addendum to the Bid Documents. Such Addendum shall subsequently become part of the contract. The Town will forward responses to all persons who are on record as receiving the bid package.

Questions received after the due date will not be responded to unless the Town determines it is necessary.

Bidders, please allow enough time for hand delivery or facsimile transmissions.

1.04 Information About Changes to the Bid (Addenda)

In the event that changes/additions are made to this bid, an addendum will be issued to every person (entity) on record as receiving the bid package. Addenda will be emailed, if an email address was not provided. Addenda will also be posted to the website. Please check back on the website for addenda before submitting your bid to the Town. Bidders may not be notified individually of Addenda.

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1.05 Bid Submission

The bidder shall submit his/her proposal upon the bid forms supplied within these specifications. The bidder shall specify the unit prices as requested for each bid item. All bids shall be signed correctly with ink; in order to qualify, the bidder must provide bids for each required item within a section. All bids shall be submitted to the Director of Administration, Town of Needham, Administration Office, 500 Dedham Avenue, Needham, MA 02492. Each bid shall be sealed in an envelope on which is clearly indicated: Name & Address of Bidder, IFB 27DPW097B, On-Call Solar Maintenance, due 1:00pm on September 10, 2026. All submitted bids shall include Invitation for Bids, Bid Information, Bid Scope of Work, and all Addenda issued, and all portions of the BID FORMS must be completed and submitted in order for a submission to be deemed acceptable. Bidders will submit insurance certificates validating current coverage at the time of bid submission. Bids received at the Administration Office after the time of opening of bids designated in the IFB will be returned to the bidder unopened. Bids will be publicly opened and read aloud after the bid due date in the Charles River Room at the Public Services Administration Building, 500 Dedham Avenue, Needham, MA 02492.

1.06 Bid Deposit

All bids must be accompanied by a bid deposit in an amount that is not less than five percent (5%) of the value of the bid. They shall be made payable to the Town of Needham and shall be in the form of certified check, treasurer’s or cashier’s check issued by a responsible bank or trust company, or a bid bond issued by a surety licensed to do business in the Commonwealth of Massachusetts; and shall be conditioned upon the faithful performance by the principal of the agreements contained in the bid.

1.07 Bid Form

All bids must be made on the attached bid forms.

Bids shall be firm for the duration of the contract. No price adjustments will be allowed. Fuel surcharges or vehicle charges or adjustments will not be allowed. Payment for materials and/or service will be made only after satisfactory performance or all requirements of the specification and upon approval by the Director of Public Works or his designate. The Town reserves the right to accept or reject any or all bids, wholly or in part, and to make the award in the best interest of the Town.

1.08 Bond Requirements

PERFORMANCE BOND-

If the value of the contract is over $150,000, the following shall apply:

A performance bond in the full amount of the contract will be required at the time of this contract for each year of the term of this contract. The performance bond amount may need to be adjusted as the contract value is identified of each individual year. All performance assurances must be in-place before work can commence.

LABOR & MATERIALS BOND (PAYMENT BOND)

If the value of the contract is over $25,000, the following shall apply:

Pursuant to M.G.L. c. 149, § 29, the Contractor shall furnish a payment bond from a surety company qualified to do business under the laws of the Commonwealth of Massachusetts and satisfactory to the Town, in an amount of one half of the total Contract price for payment for labor performed or furnished and materials used or employed therein, when the Contract is executed. The payment bond shall be on the form provided by the Town.

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It is distinctly agreed and understood that any changes made in the drawings and specifications for this work, whether such changes increase or decrease the amount of work required, or any change in the manner or time of payments made by the OWNER to the CONTRACTOR, shall in no way void, release or affect the liability and surety on the bond given by the CONTRACTOR.

1.09 Insurance Requirement

Insurance Certificates indicating coverage for general liability, property damage, and workers’ compensation as outlined in Sample Agreement available online, and must include the Town of Needham as additionally insured (at time of award). The selected bidder shall take out and maintain during the life of this contract Workers’ Compensation Insurance for all employees employed on the site of this project, in a manner and to the extent provided by Chapter 152 of the General Laws, and shall provide the Town with written evidence showing compliance with this statute at the time of award.

The selected Bidder shall indemnify and save the Town harmless from and against all claims, suits, damages and outlays resulting from or by reason of loss, damage or injury of or to any person or property, wherever located which shall be caused by any action or operation under this agreement.

1.10 OSHA Training

The bidder certifies that all employees to be employed at the worksite shall have successfully completed a course in construction safety and health approved by the United States Occupational Safety and Health Administration that is at least ten (10) hours in duration at the time the employee begins work and shall furnish documentation of successful completion of said course with the first certified payroll report for each employee (Chapter 306 of the Acts of 2004).

1.11 DCAM Certification

DCAM Certification as a General Contractor for this project is not required.

1.12 Statement of Compliance

The CONTRACTOR shall submit a Statement of Compliance stating that persons employed by the award recipient are paid in accordance with the provisions of Sections 26 to 27H of Chapter 149 of the General Laws (i.e. “The Prevailing Wage Law”).The selected Bidder will not be permitted to either assign or underlet the contract, nor assign either legally or equitably any monies there under, or its claim thereto without the previous written consent of the Town.

1.13 Prevailing Wage Rates

The state prevailing wage law, MGL Chapter 149, Section 27B requires contractors and subcontractors to submit certified payroll records to the Town. Contractors and subcontractors must submit weekly payroll records either by (1) first class mail, or (2) electronic mail. Furthermore, every weekly submittal of payroll records must contain a signed statement by the employer that indicates (1) that the records are correct, and (2) the rate of wages that each worker receives. Please feel free to contact the Department of Labor Standards at (617) 626-6953 if you have any questions. Questions about enforcement of the prevailing wage law may be directed to the Attorney General’s Fair Labor and Business Practices Division at (617) 727-3465.

1.14 Duration of Bid Prices

All bids are to remain valid for 90 days after the opening of the bids.

1.15 Contractor Selection

The Town will review all bids and will award the contract to the lowest responsible and eligible bidder based upon the total bid price for year one.

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The Town reserves to itself the right to accept or reject any and all bids, or to allow or deny variations from these specifications.

In the event that there is a tie bid between two (2) responsible and eligible bidders, the award of the contract will be determined by a coin toss. The bidder’s whose submission was received earliest shall be assigned “Heads” in the coin toss. In the event that there is a tie bid with three (3) or more responsible and eligible bidders, the award shall be made by a draw by lot limited to those bidders. The coin toss/draw by lot shall be scheduled within two (2) business days from when it was determined by the Town to be a tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall be witnessed by at least three (3) Town officials. The tie breaker event shall be held at the location of bid submission during regular business hours.

Upon Vendor selection, the Town of Needham will mail to the selected Vendor(s), three (3) contracts to be executed by the Vendor(s) and returned to the Town of Needham with the appropriate insurance certificates. The Town of Needham will then counter execute the three (3) contracts and return one complete contract to the Vendor(s). The Town’s Standard Contract is available online. Bidders are expected to review the sample contract “Short Form Agreement”. Unless otherwise noted by the Town, the terms and conditions contained therein are NOT negotiable.

It is the intention of the Town of Needham not to award a contract under this or any other proposal if the Contractor cannot furnish satisfactory evidence that he/she has the ability and experience to perform this class of work and that he/she has sufficient capital and equipment to enable him/her to prosecute the work successfully and to complete it within the time named in the contract. The Town of Needham reserves the right to reject this or any other proposal or to award the contract as is deemed to be to the best interest of said Town.

1.16 General Safety, Licenses, & Performance

The contractor’s personnel working on this project must hold all necessary licenses and permits to perform the work required under this contract as required by the Town of Needham under the Commonwealth of Massachusetts regulations. The contractor must submit the names and all qualifying materials of the site supervisor that will be assigned to this project. All work will be done in accordance with applicable industry standards, codes and regulations, and/or manufacturer's specifications. Contractor is responsible for providing adequate safety measures during work to ensure protection of life and property. Any Town buildings, grounds and surrounding property damaged by the selected contractor will be restored to its original state, at the cost of the selected contractor.

The contractor shall be informed that there is a thirty (30) day cancellation clause in this contract for improper service. Complaints not rectified within a reasonable length of time from day of notice as determined by the Town may cause the Town to notify the contractor by registered or certified mail that the contract will be cancelled thirty days from the date of the letter. Any defective workmanship shown to be caused by improper or faulty installation shall cause the Contractor to correct, repair and/or replace all material and labor at no cost to the Town. The Contractor will warrant that all workmanship shall be first class and shall be performed by persons qualified and licensed in their respective trades.

Any additional work that is performed beyond this agreement must be approved by the appropriate Town authority. The absence of approval from the appropriate Town authority will be considered a violation of the contract.

1.17 Site Maintenance and Inspection

The selected contractor will be responsible for maintaining the work site in a safe and orderly fashion on a daily basis. The contractor is responsible for the proper securing of all items associated with the project, including but not limited to: debris, tools, material, scaffolding, ladders, etc. The contractor is responsible for the repair or replacement of any item, equipment, space or area which may be damaged

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by the contractor during the execution of this project. The contractor is responsible for the removal and disposal of all debris and materials generated from this project.

1.18 Private Property

Before any work is performed on private property, the Contractor must have in his/her possession a RIGHT OF ENTRY form signed by the property owner. The Town may assist the Contractor in obtaining permission.

1.19 Dig Safe Law

Before proceeding with excavation operations, the Contractor shall notify the State of Massachusetts Underground Plant Damage Prevention System (Dig Safe) at 1-888-344-7233, and shall make such supplemental investigations.

1.20 Private Utilities Coordination

Coordination with private utilities is the sole responsibility of the contractor (including natural gas, electricity, telephone, cable, etc.). The contractor shall be responsible for notifying Dig Safe prior to any start of work. Any assistance the Town may offer in coordinating with private utilities shall not absolve the contractor’s responsibility to coordinate with private utilities as necessary to accomplish the contract work.

The contractor shall be responsible and liable for all damages to the existing utilities and structures.

1.21 Public Utilities Coordination

Coordination with public utilities is the sole responsibility of the contractor (including water, sewer, and drain). The contractor shall be responsible to call the Water, Sewer & Drain Inspectors at least 48 hours prior to the start of work to schedule said inspections at 781-455-7550, Mon.-Fri. 8:30 am - 5:00 pm. The Water Sewer, & Drains Inspectors must inspect the work. Any assistance the Town may offer in coordinating the public utilities shall not absolve the contractor’s responsibility to coordinate with public utilities as necessary to accomplish the contract work. The contractor shall be responsible and liable for all damages to the existing utilities and structures. At the contractors request the Town will supply water from hydrants for work. The use and operation of Town of Needham fire hydrants is restricted to Town employees only. The Town will set up a fire hydrant connection assembly each day to supply water as needed. The contractor is responsible for proper connection to the hydrant assembly and may operate the click valve only.

1.22 Traffic Controls

The Contractor shall furnish all local Police Officers to direct traffic and to keep the traffic off any part of the roadway in which construction is being carried out on, as, in the opinion of the Engineer are necessary for such purpose. Arrangements for officers shall be made well in advance of the work schedule for each day. If for any reason the Contractor cancels work for that day, and the Needham Police Department is not given advance notice, the Contractor will be responsible for that officer's wages. If the contractor has performed work that has not been accepted by the town and has to be redone to meet the specification, then the contractor is responsible for the expense of the police details due to poor workmanship or warrantee issues. Except in the instance above, the Owner will reimburse the Contractor for all other police details. The contractor must submit payments directly to the Needham Police Department or other police department’s that have supplied officers to the job site and supply copies of invoices showing invoice has been paid to the Department of Public Works as proof of payment.

1.23 Material Disposal

The Contractor, at no additional cost to the Town, shall dispose of all material that has been removed from each location.

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1.24 Quantities

Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on the Bid Price Form or elsewhere in the bid package are estimates only and are given solely as a basis for the comparison of bids. The Vendor shall have no claim for additional compensation, or refuse to do the work called for, or provide the requested items, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid.

1.25 Subcontracting

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 the previous written consent of the Owner.

Should the Contractor require the services of one or more sub-contractors, the Contractor shall submit to the Owner, at the time of submittal of bids, the name and references for the sub-contractor(s) for review and approval by the Owner. Said sub-contractor(s) shall not begin any work or bring any equipment, etc., onto the site until such approval is given. Under no circumstances shall the Contractor sub-contract more than forty percent of the work on the project. The Contractor shall be responsible for the operations of any sub-contractor(s) and the sub-contractor shall be subject to the directions of the Contractor's Project Supervisor.

1.26 Invoices & Reporting

Upon verification that the work has been completed, invoices must be sent to Town of Needham, Administration Division, Department of Public Works, 500 Dedham Avenue, Needham, MA 02492 or emailed to dpwadmin@needhamma.gov. Each bill shall contain a cover sheet listing the broken out labor and materials cost, and back-up documents including materials costs, and other relevant information.

Certified payroll will be required. Invoices shall not be processed for payment until the above information is provided in a format acceptable to the Director of Administration or their designee. Invoices for on-call services must specify the cost of labor, hours worked, and cost of materials for each project. Invoices shall be itemized by units and by location or project.

1.27 Payment

Payment shall be made on the amount of work performed based upon the unit prices placed on the bid forms. Payment shall be made upon submission of an invoice and acceptance of the work by the Director of Public Works, or his designated agent. The payment of these amounts shall be considered full and complete payment for all labor, material and equipment necessary, including traffic control, to perform the specified work.

The Town will not be responsible for payment of any charges not itemized to the Town’s satisfaction. Pre-payment is NOT allowed. Invoices must include the Town’s purchase order number.

Invoices for additional services must include the date and times of the work, the type of the services performed; the number of hours or units to be charged, and the name of the person who authorized the work.

1.28 CORI/SORI

See Article 30 of Sample Agreement.

1.29 Supplemental Equal Opportunity Anti-Discrimination & Affirmative Action Program

This contract is subject to the Supplemental Equal Opportunity Anti-Discrimination and Affirmative Action Program (EEO/AA) provisions attached to the Project Manual.

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1.30 Submission Requirements

Quality Requirements

All bidders must furnish proof of a minimum of three (3) continuous years in business.

All bidders must provide owner contact information for five (5) projects of similar nature and scope completed within the last five (5) years.

The bidder shall submit their proposal upon the bid forms supplied within these specifications. The bidder shall specify the unit prices as requested for each bid item. All bids shall be signed correctly with ink; in order to qualify, the bidder must provide bids for each required item within a section.

Submission Requirements

1. The bid is to be submitted and addressed as follows: Director of Administration, PSAB, 500 Dedham Ave., Needham, MA 02492.

2. The bid is to be clearly marked IFB 27DPW097B, On-Call Solar Maintenance.

3. Bidder must acknowledge all addenda related to this IFB, if any.

4. Bidder must submit a completed Bid Form A: Bid Form or an exact copy, signed by an individual authorized to negotiate for and contractually bind the Bidder. All prices must be reflective of all costs for delivery. No price adjustments will be allowed. Fuel surcharges or vehicle surcharges or adjustments will not be allowed.

5. Bidder must submit a completed Bid Form B: Bidder Information Response form.

6. Bidder must submit a completed Bid Form C: Authentication Form.

7. Bidder must submit a signed Bid Form D: Certificate of Good Faith.

8. Bidder must submit a completed Bid Form E: Certificate of Compliance with Massachusetts Tax Laws or Certificate of Good Standing issued by the Massachusetts Department of Revenue.

9. Bidder must submit a completed Bid Form F: Certificate of Compliance for Public Construction More than $10,000.00.

10. Bidder must provide the required number of references. For each, provide the following: a contact person and title, customer’s name, address, telephone number, email, and a brief description of the actual services provided (sample format included in bid package).

11. Bidder must submit a completed Bid Form H: Certificate of Authority (attached) or Corporate Resolution; if applicable.

12. Bids must be received and time stamped no later than the deadline stated in the Procurement Schedule (Where and When Bids are Due). LATE BIDS WILL NOT BE CONSIDERED.

13. A Bid Deposit is required.

14. Delivery will be at the expense of the Bidder. Any and all damages that may occur due to packaging or shipping will be at the sole responsibility of the Bidder.

15. Any additional requirements as required in the Scope of Service.

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

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PART 2 – SCOPE OF WORK

2.01 General

The Town of Needham is seeking an on-call solar maintenance vendor to provide preventative maintenance inspections biannually, as well as on-call repair services as needed, to Town owned and operated solar panel arrays.

The awarded contractor will be responsible for: maintenance of the Town's photovoltaic systems, ensuring each photovoltaic system is performing at its full potential, preventing failures by performing scheduled preventive maintenance, optimizing service life of equipment, responding promptly to service and emergency calls, and providing detailed costs proposals for any repairs/replacements work that needs to be performed to maintain the photovoltaic systems.

Year one of the On-Call Solar Maintenance contract will include maintenance of the solar array located at the Sunita Williams School. Year two of the contract will include maintenance of an additional solar array that will be located at the Jack Cogswell Building, once construction is complete.

2.02 Hours of Work and Schedule

Normal hours of work shall be between the hours of 7:00 am and 3:30 pm, Monday through Friday, unless otherwise specified. No work shall be performed on Saturdays, Sundays, Holidays, or any other times other than normal hours of work without express permission from the Director of Public Works or their designee. All work in this contract will be identified by the Director of Public Works and shall be constructed in accordance with Town Specification or as indicated by the Director.

Within ten business days of contract execution, the Contractor shall provide to the Town schedule of work for scheduled maintenance. In subsequent periods the Contractor shall provide quarterly schedules two weeks in advance of each upcoming quarter.

2.03 Response Time

The contractor must designate an employee or contact with the authority to speak on behalf of the contractor for initiating requests for service. The Town will select a designee or designees to initiate work on behalf of the Town.

A request for service will be generated in writing for work as scheduled. For emergency work, the first point of contact may be a phone call with a follow-up written request.

The contractor must respond to emergency calls within four (4) hours after receipt of notification. The contractor must respond to on-call immediate response calls within forty-eight (48) hours after receipt of notification. The contractor must respond to scheduled work within forty-eight (48) hours after receipt of notification and schedule work to be completed within two (2) weeks.

Failure to meet these obligations may subject the contractor to penalties of $500 per business day for noncompliance. Failure to meet these objectives may subject the contractor to loss of contract and the contractor may assess the difference between their bid price and the next lowest responsible and eligible bidder.

2.04 Supervision

The contractor shall designate a project supervisor in writing upon receipt of awarded contract. Any change in supervision shall require prior approval in writing of the Director of Public Works or his designee. Failure of the contractor complying with this requirement may result in the Town, after one written warning, and at its sole option, charging a penalty of $200 per day until an approved project supervisor is on site. The project supervisor shall be present at each project during the execution of work. Once project has begun, the contractor shall pursue and coordinate all work in a continuous

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and diligent manner until all work is completed, unless otherwise directed by the Director of Public Works or his designee. The contractor shall employ a minimum of 2 competent workers on site daily.

Failure to comply with this requirement may result in a penalty of $200 per business day of noncompliance as determined by the Director of Public Works.

Specifications

2.05 Scope of Work

Work under this contract includes preventive maintenance, repairs, upgrades and replacement of Photovoltaic equipment as further defined in these specifications.

The intent of this contract is to:

Maintain the Town's Photovoltaic systems in complete working order.

Make sure that each Photovoltaic system is performing at its full potential.

Prevent failures of Photovoltaic systems by performing scheduled preventive maintenance as defined in these specifications, Optimize service life of equipment, and Respond promptly to service and emergency calls.

Provide detailed cost proposals for any repair/replacement work that needs to be performed to maintain the above intentions.

2.06 Standards of Work

At a minimum, all work under this contract shall be performed in accordance with the most current version of the Massachusetts State Building and Electrical Codes or applicable local codes. In addition, any preventive maintenance or service on any equipment must be completed in accordance with the manufacturer’s Operations and Maintenance (O&M) recommendations to maintain existing component warranties.

2.07 Documentation of Work

All work, whether scheduled preventive maintenance, service call or emergency call shall be fully documented and include, at a minimum:

employee name date worked time of arrival and exit number of hours worked building name, location within building nature of service (e.g., scheduled preventive maintenance, response to service call, etc.)

description of work performed condition of equipment upon arrival and exit description of all parts used if any.

This report shall be provided to the Town after work is complete. This report shall be provided to the Town within 5-business days of the work. If any additional work is required to restore equipment to functioning level and/or optimal functioning, a detailed description and an estimated cost proposal (time and materials) must be provided to the Town for review and execution. It shall be incumbent upon the service technician to have the departmental contact sign the form to verify such information when possible. An electronic copy of all reports must accompany invoices.

2.08 Photovoltaic Systems

The Contractor shall perform Maintenance on Photovoltaic System equipment for the following locations:

Sunita L. Williams Elementary School (see Appendix A for plans for this location). Production for this array can be viewed at the following website:

https://www.solrenview.com/SolrenView/mainFr.php?siteId=5680

27DPW097B 15

Please note that it is anticipated that by the end of 2027, the Photovoltaic System for the Jack Cogswell Building will come online (see Appendix B for submittals for this location).

2.09 On-Call Service As-Needed

The Contractor shall respond to service alerts as identified by the remote monitoring system and visit the Site to confirm that each System is operating as intended and address any maintenance issues as they arise.

2.10 Annual Inspection Services

Twice annually, during the periods of April 1 through May 31 and October 1 through November 30, the Contractor shall perform the following preventive measures (each, an “Annual Inspection”). The Contractor acknowledges that certain measures described below will require each System to be shut down to allow for safe inspection. The Contractor shall use all required personal protective equipment (PPE) when performing the inspections.

Rinse off modules Verification that components remain properly installed.

o Note whether mounting system components remain properly fitted.

o Note unusual positioning of the PV modules or mounting system.

o Note unusual positioning of the PV system conduit or combiners.

Inspection of outdoor components to confirm they are weatherproof and capable of surviving intact under the site environmental conditions.

o Confirm that outdoor enclosures are equipped to alleviate condensation.

o Confirm that doors, covers, panels, and cable exits are gasketed or otherwise designed to limit the entrance of dirt and moisture.

Inspect the PV module surfaces for cracks or discolorations.

Note build-up of leaves or other debris on PV modules, especially under and around the system hardware.

Confirmation that wiring is in good condition and continuous for each wiring run.

o Inspect wiring for mechanical damage and/or corrosion.

o Inspect conduit runs and electrical enclosures.

o Verify that wiring is supported as required and that proper strain relief is correctly installed.

o Verify that exposed wiring is of the correct type and suitably sunlight and weather resistant and is factory marked (stamped) as such.

o Check wires for permanent and durable identifying labels or markings on both ends.

o Confirm that wiring is bundled, laced and otherwise laid in an orderly manner.

Testing of PV array o Check home run wires (from PV modules to combiner box or inverter) to ensure there are no loose or disconnected wiring).

o Tighten any loose connections.

o Replace any broken or damaged connectors o Check all combiner/inverter fuses.

o Replace any blown fuses.

o Test each source circuit string for resistance to ground with a meg-ohm meter to ensure they are within acceptable parameters.

o Test each source circuit string for open circuit Voltage and proper polarity. A copy of the measurements is to be included in the PV system report.

o Test for operating AC and DC Voltage and Currents (clear sky day, free of clouds during the test). A copy of the measurements is to be included in the PV system report.

o Any issues discovered during the operating tests will be further tested with an IR camera.

This test will isolate the problem module(s) for replacement if necessary.

Thermal inspection of panels for anomalies with RAB.

Inspect all electrical components.

Test the inverters as outlined in each inverter's Operations and Maintenance manual.

27DPW097B 16

o Confirm that lightning arrestors and surge suppressors are properly installed, wired and working properly.

o Contractor will clean the inverter fan screens and the fan blades themselves.

Inspection of accessible electrical connections to confirm they are tight. This will require that the technicians open enclosures and check for proper torque of fasteners.

Verification that non-current-carrying metal parts are solidly bonded and all equipment and PV system grounding is installed and functional per NEC 250.

2.11 Conditions

Annual Services will be conducted during normal business hours and scheduled in advance. There will be a minimum of two maintenance visits to each System in every 12-month period following the date of Notice to Proceed. Due to unscheduled maintenance and weather and scheduling issues, such maintenance visits will not likely occur at the same time every year but the Solar contractor will make commercially reasonable efforts to clean the modules and perform the other maintenance duties listed in the Annual Services list in April/May and October/November if possible.

Access to the Site: Solar contractor personnel will have access to the Sites to perform the required services on each System and to make any necessary corrections during normal business hours.

The wireless and cellular communication components as well as any hardline internet connection of the monitoring system will be tested prior to the Notice to Proceed to verify that additional antennas or other components are not needed to reliably deliver information from the monitoring system. Each monitoring contract will be confirmed to be current for use during the O&M Base Year contract period. Future additions or repairs made to any Site that introduce new interference points may block the ability of the modems to transmit data. The Solar contractor will not be responsible for upgrading the monitoring system to work around the interference that did not exist when the system was originally installed.

2.12 Obtaining Operations and Maintenance Service Access and Response Requirements

Normal routine maintenance shall be scheduled by the Contractor directly with the Town. Maintenance may require use of crane services to be provided by the contractor. The Town shall be notified after completion of all such service by receiving a copy of the Contractor’s inspection report. If an automated production alert from the monitoring system indicates the need for service or repair, the Town shall notify the Contractor directly to schedule a service call. The Town shall be notified after completion of all such services by receiving a copy of the Contractor’s inspection report and if a repair is warrantied, the Contractor is to provide a good faith estimate for the work involved.

Operations and maintenance service will be provided as soon as reasonably possible after any notice or upon its own discovery of any material malfunction in the operation of each System; but in some instances, by reason of circumstances beyond the reasonable control of the Contractor (and not in any way caused by the Contractor), service may be provided over a lengthier period of time or at a date after expiration of said five (5) business day period, but in no event shall service not be provided within fourteen (14) business days.

The Town shall be provided with service contact phone information as well as twenty-four (24) hour emergency service contact information for the Contractor. If communications from the Town indicates that service is required for any other reason not covered by this Contract or the existing or expired warranty on the system (i.e. vandalism, host customer remodeling, roof leaks not caused by the System), the Contractor shall be entitled to reject the service request or request that the Town approve in writing to pay the Contractor at specified reasonable rates on a Time and Materials basis for such non-covered work.

In the event of a warranty claim with regard to total module output, the Town and the Contractor shall work together to follow the manufacturer’s procedures with regard to testing module or inverter/system output and obtaining warranty service.

27DPW097B 17

PART 3 – CHECKLIST AND REQUIRED FORMS FOR SUBMISSION

On-Call Solar Maintenance

27DPW097B

Company Name: __________________________________________________

Bidder has completed and returned the Acknowledgment of Receipt form (via fax or email).

Bidder has completed, signed, and enclosed the Bid Form A: Bid Price Form or an exact copy.

Bidder has completed, signed, and enclosed the Bid Form B: Bidder Information Response form.

Bidder has completed, signed, and enclosed the Bid Form C: Authentication Form.

Bidder has completed, signed, and enclosed the Bid Form D: Certificate of Good Faith.

Bidder has completed, signed, and enclosed the Bid Form E: Certificate of Compliance with Massachusetts Tax Laws or Certificate of Good Standing issued by the Massachusetts Department of Revenue.

Bidder has completed, signed, and enclosed the Bid Form F: Certificate of Compliance for Public Construction More than $10,000.00.

Bidder has provided at least five (5) references on the Bid Form G: Professional Reference Form of which at least 3 are governmental units (municipal/county/regional district/state agency/special district).

If the bid submission is signed by someone other than the Owner/President of the company, a completed Bid Form H: Certificate of Authority of Corporate Resolution for the person who signed the proposal or a valid Corporate Resolution stating the individual has the authority to submit the proposal on behalf of the Company and can bind the Company to the contract if awarded.

The Bid Deposit (Bond) enclosed.

Bidder acknowledged all addenda, if any Addendum Number 1 dated ____________________ Addendum Number 2 dated ____________________ Addendum Number 3 dated ____________________ Addendum Number 4 dated ____________________ Addendum Number 5 dated ____________________

This form must be completed and filed with bid submission

27DPW097B 18

Bid Form A: Bid Sheet On-Call Solar Maintenance

27DPW097B

(Page 1 of 3)

27DPW097B - On-Call Solar Maintenance

Inspections & Preventative Maintenance

Building Spring Inspection Fall Inspection

Total Annual Cost of Inspections &

Preventative Maintenance

Year One (Upon Execution – August 31, 2027)

1 Sunita Williams School

2 Jack Cogswell Building

3 Total Cost of Inspections & Preventative Maintenance for Year One

On-Call Solar Maintenance Services

Description Hourly Rate Estimated Quantity

Total Annual Cost of On-Call Services

Year One (Upon Execution – August 31, 2027)

4 Hourly Rate - Weekdays 7AM-3:30PM

30 $ -

Hourly Rate - Weekdays 3:30PM-7AM and Saturdays

10 $ -

Hourly Rate - Sundays and Holidays 4 $ -

Estimated Cost of Materials (% markup) % $15,000 +

(% markup X $15,000)

8 Crane Services Hourly Rate 12 $ -

9 Total Estimated Cost of On-Call Solar Maintenance Services

10 Total Estimated Year One Cost of Inspections & Preventative Maintenance + On-Call Solar Maintenance Services

Company Name:

27DPW097B 19

On-Call Solar Maintenance

27DPW097B

(Page 2 of 3)

27DPW097B - On-Call Solar Maintenance

Inspections & Preventative Maintenance

Building Spring Inspection Fall Inspection

Total Annual Cost of Inspections &

Preventative Maintenance

Year Two (September 1, 2027– August 31, 2028)

11 Sunita Williams School

12 Jack Cogswell Building

13 Total Cost of Inspections & Preventative Maintenance for Year One

On-Call Solar Maintenance Services

Description Hourly Rate Estimated Quantity

Total Annual Cost of On-Call Services

Year Two (September 1, 2027– August 31, 2028)

Hourly Rate - Weekdays 7AM-3:30PM 60 $ -

15 Hourly Rate - Weekdays 3:30PM-7AM & Saturdays

12 $ -

Hourly Rate - Sundays and Holidays

6 $ -

Estimated Cost of Materials (% markup)

$25,000 +

(% markup X $25,000)

18 Crane Services Hourly Rate 18 $ -

19 Total Estimated Cost of On-Call Solar Maintenance Services

Total Estimated Year Two Cost of Inspections & Preventative Maintenance + On-Call Solar Maintenance Services

Company Name:

27DPW097B 20

On-Call Solar Maintenance

27DPW097B

(Page 3 of 3)

27DPW097B - On-Call Solar Maintenance

Inspections & Preventative Maintenance

Building Spring Inspection Fall Inspection

Total Annual Cost of Inspections &

Preventative Maintenance

Year Three (September 1, 2028– August 31, 2029)

21 Sunita Williams School

22 Jack Cogswell Building

23 Total Cost of Inspections & Preventative Maintenance for Year One

On-Call Solar Maintenance Services

Description Hourly Rate Estimated Quantity

Total Annual Cost of On-Call Services

Year Three (September 1, 2028– August 31, 2029)

24 Hourly Rate - Weekdays 7AM-3:30PM

60 $ -

25 Hourly Rate - Weekdays 3:30PM-7AM & Saturdays 12 $ -

Hourly Rate - Sundays and Holidays 6 $ -

Estimated Cost of Materials (% markup) % $25,000 +

(% markup X $25,000)

28 Crane Services Hourly Rate 18 $ -

29 Total Estimated Cost of On-Call Solar Maintenance Services

Total Estimated Year Three Cost of Inspections & Preventative Maintenance + On-Call Solar Maintenance Services

Bidder Acknowledges Addenda #: _______________________________

Company Name: _________________________________________ Number of Years in Business: _____

Address: _________________________________________

Authorized Signature: _________________________________________ Date:…