27SCH004B On Call School Refrigeration IFB.pdf

27SCH004B 1

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 May 21, 2026

Bid Title On Call School Kitchen Refrigeration Repairs and Maintenance

Bid Number 27SCH004B

Number of Documents

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

Pre-Bid Meeting N/A

Questions Due June 1, 2026 at 5:00pm

Bids are Due June 9, 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.

Number 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 School Kitchen Refrigeration Repairs and Maintenance

27SCH004B

Release Date

May 21, 2026

Pre-Bid Conference N/A

Deadline for Questions

June 1, 2026 at 5:00pm

Bids Due

June 9, 2026 at 1:00pm Director of Administration

PSAB

500 Dedham Ave.

Needham, MA 02492

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(Advertised in Hometown Weekly issue of Thursday, May 21, 2026) (Advertised on the MNPA’s website, Thursday, May 21, 2026)

(Published in Central Register issue of Wednesday, May 20, 2026) (Advertised in CommBuys on Thursday, May 21, 2026)

LEGAL NOTICE

Town of Needham

Invitation for Bid (IFB) Bid # 27SCH004B

The Town of Needham is accepting sealed bids for the On Call School Kitchen Refrigeration Repairs and Maintenance project. Copies of the Invitation for Proposals package will be available beginning on May 21, 2026 at the Administration Office of the Public Works Department, 500 Dedham Ave., Needham, MA 02492 during normal business hours, or from the Town’s web site www.needhamma.gov/bids.aspx and will be available until submission deadline.

Sealed bids must be submitted no later than 1:00pm, June 9, 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. 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

May 21, 2026

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Procurement in Brief

Primary Procurement Contact Ashley Ellis, Management Analyst 781- 455-7550 x72368

Contract Manager Emily Murphy, Nutrition Services Director

Bid Package Available

May 21, 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 N/A

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

Deadline for Written Questions

June 1, 2026 at 5:00pm By Mail: DPW - 500 Dedham Ave., Needham, MA 02492

By Email: dpwbids@needhamma.gov Questions are to be clearly labeled as:

QUESTIONS - On Call School Kitchen Refrigeration Repairs and Maintenance –

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

June 9, 2026 at 1:00pm, Administration Office DPW, PSAB, 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 copies

Contract Award

July 2026 Approval of School Superintendent and Town Counsel is REQUIRED

Contract Length

This Agreement shall be for a term commencing July 1, 2026 and ending June 30, 2027. This agreement may be renewed or extended for 1 year at the sole discretion of the Town.

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Upon Award of Contract

Payment Bond 50% payment bond, if required

Performance Bond 100% performance bond, if required

Insurance Refer to Contract Terms

* Facsimile transmissions for written inquiries must be sent prior to the above date and time deadlines. Any hand delivery or facsimile received after the due date and time will not be addressed. The time/date stamp machine 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 hand delivery or facsimile transmissions.

** 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 School Kitchen Refrigeration Repairs and 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 July 1, 2026 and end June 30, 2027. This agreement may be renewed or extended through June 30, 2028 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 ending date of June 30, 2028. 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, then it will be faxed. If a fax number was not provided, then the addenda will be mailed.

Addenda will also be posted to the website. Please check back on the website for addendums before submitting your bid to the Town. Bidders may not be notified individually of Addendums.

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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, 27SCH004B On Call School Kitchen Refrigeration Repairs and Maintenance, due 1:00pm, June 9, 2022. 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

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

LABOR & MATERIALS BOND (PAYMENT BOND)

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.

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 are required 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

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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 DCAMM Certification

DCAMM Certification will not be 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.

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

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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 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.

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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.

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.

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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 Nutrition Services – Needham Public Schools, 1330 Highland Avenue, Needham, MA 02492. 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 Nutrition Services 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 Nutrition Services or her 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.

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 three (3) years, at least three (3) of which must be related to on call commercial kitchen refrigeration.

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.

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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: 27SCH004B On Call School Kitchen Refrigeration Repairs and

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 on Bid Form G: Professional 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 contractor must provide preventative maintenance and on call repair of school kitchen refrigerators and freezers, including walk-ins, at eight Needham Public School kitchens. The contractor must have experience with commercial food service equipment and must include at least three (3) references for commercial food service repairs within the last three (3) years (including names, district name, and phone numbers).

2.02 Hours of Work

Normal hours of work shall be between the hours of 7:00 am and 5:00 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 Nutrition Services or their designee. All work in this contract will be identified by the Director of Nutrition Services and shall be constructed in accordance with Town specifications or as directed by the Director.

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 (including email, mail, and fax) for work to be scheduled.

For emergency work, the first point of contact may be a phone call with a follow up written request.

Contractor must respond to emergency calls within two (2) hours after receipt of notification. Contractor must respond to on-call immediate response calls within forty-eight (48) hours after receipt of notification.

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 service manager in writing upon a receipt of awarded contract. Any change in supervision shall require the prior approval in writing of the Director of Nutrition Services or her designee. Once project has begun, the contractor shall pursue and coordinate all work in a continuous and diligent manner until all work is completed, unless otherwise directed by the Director of Nutrition Services or her designee. The contractor shall employ a minimum of 1 competent worker 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 Nutrition Services.

2.05 Specifications

The contractor shall be responsible for both preventative maintenance and on call repair of all school kitchen refrigerators and freezers, including walk-ins, located at the Needham Public Schools.

If replacement parts are required, the Contractor shall procure and install the needed parts. Needham Public Schools will pay the Contractor for the fair market value plus markup for the parts. The Contractor agrees to provide, upon request, purchase documentation and shall furnish part numbers for all replacement parts purchased under this contract.

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The Contract must provide legible and understandable documentation of the time spent at each work site for each visit.

Plumbing and electrical services may be required to complete the scope of services.

2.06 Preventative Maintenance

The service required under the contract shall include biannual preventative maintenance service and inspection of each refrigerator and freezer unit as described below, bringing the equipment to good working order or providing quotes for recommended repairs. This will consist of one preventative maintenance service in August and one preventative service in February. Work for preventative maintenance should be done during normal business hours (7:00am – 5:00pm). The contractor will submit service and maintenance reports for each unit serviced twice a year. Each report will be by location listing.

Two times a year (August and February), the Contractor will perform preventative maintenance on refrigeration equipment in the eight (8) Needham Public Schools as described below, bringing equipment up to good working order and/or providing quotes for recommended repairs. Preventative maintenance shall include the following:

A. Services shall include, but are not limited to:

Inspect and clean evaporator and condenser coils;

Check, clean, and lubricate condenser fan motor and blades, including airflow;

Check box temperature and calibrate thermometer as needed;

Check defrost cycles and report on paperwork;

Check refrigerant levels and check leaks in lines;

Check door gaskets for damage and/or leaks;

Check switches and inspect electrical cords for frays;

Check and tighten electrical connectors, as needed;

Operate unit and check motors for unusual noises or vibration.

B. Update formal inventory of all refrigeration equipment in each kitchen to include:

Type of equipment Manufacturer Model number Serial number Estimated age of equipment Condition (new, excellent, good, fair, needs to be replaced)

C. Make written recommendations regarding repair and/or replacement of equipment, if necessary, to the

Nutrition Services Director.

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2.07 Inventory

The inventory list is broken out between standalone equipment and equipment built within the building.

The two different types of equipment will need to be quoted appropriately regarding prevailing wage.

Broadmeadow Elementary School – Stand Alone

Make Model Serial Description Age Bev-Air SM34N 5606291 Milk Chest 2000 Bev-Air SM34N 5606289 Milk Chest 2000 Delfield SCSC-96-B 708150001009 Cold Rail Delfield KCSC-50-B 101819302M Cold Rail 2010 Traulsen 620010 TO4652H15 2 Door Upright cooler (fr

Hillside)

Delfield 6051XL-S 1506152000514 2 Door Upright 2016 Delfield SCSC-74-BP Cold Serving Counter 2025

Broadmeadow Elementary School – Built In

Brown UDS 93301-2D Walk In Freezer 1993 Brown UDS-4 93301-1D Walk In Cooler 1993

Eliot Elementary School – Stand Alone

TRUE TMC-34-HC 10477350 Milk Chest 2022 TRUE TMC-34-S-SS-HC 9814690 Milk Chest 2003 Delfield KCSC-50-B 0309036002106M Cold Rail 2003 Delfield KCSC-50-B 0309036002109M Cold Rail 2003 Delfield KCSC-50-BP Cold Rail 2024 Traulsen AHT232NUT-HHS 2 Door Upright Reach-In Refrig 2024 True T‐72F‐HC Triple reach in freezer 2024

Eliot Elementary School – Built In

Brown UDS-4 96723-1D2 Walk In Cooler 1996 Brown 4DS-4 96723-1D1 Walk In Freezer 1996

Mitchell Elementary School – Stand Alone

True TMC-49S-SS 5349644 Milk Chest 2010 True GDM-26 7568033 milk chest 2017 True T-49F 6528300 Two Door Freezer (from

Hillside)

Delfield KCSC-50-B 10181930M Cold Rail 2010 Delfield SCSC-60-B 1308150001273 Cold Rail 2006 Delfield 2 Door Freezer (from High

School)

True TMC-49S-SS 5349644 Milk Chest 2010

27SCH004B 16

Mitchell Elementary School – Built In

Bally 3678-4-P DX980588-02 Walk In Cooler 2007 Bally 3678-4-P DX980588-02 Walk In Freezer 2007

Williams Elementary School – Stand Alone

Make Model Serial Description Age Victory RS-

2DS1PTHD8ACPSW

E

13104564 Upright Cooler - 4 door 2019

Victory RS-

2DS1PTHD8ACPSW

E

13104564 Upright Cooler - 4 door 2019

Beverage-Air SM49n-S 13002111 Milk Cooler 2019 Beverage-Air SM49n-S 13002111 Milk Cooler 2019 Atlas Metal RM3 18073806A Cold Rail 2019 Atlas Metal RM3 18073806A Cold Rail 2019 Atlas Metal RM3 18073806A Cold Rail 2019

Williams Elementary School – Built In

American Panel FW3477.11 THWNL 51205 D1 S2 Walk in freezer 2019 American Panel FW3477.11 THWNL 51205 D1 S2 Walk in cooler 2019

Newman Elementary School – Stand Alone

Bev-Air HRPS1HC-15 Reach In Cooler 2025 Bev-Air ST49N-S 9900212 Milk Chest 2011 Bev-Air SM49N-S 9905468 Milk Chest 2011 Bev-Air SM49N-S 9905433 Milk Chest 2011 Delfield Scsc-50b 1106150001072 Cold Rail 2011 Delfield Scsc-50b 1106150001069 Cold Rail 2011

Newman Elementary School – Built In

Bally 3677.5-3-P-A-W DX1103889-01 Walk In Cooler 2011 Bally 3677.5-3-A-W DX1103889-02 Walk In Freezer 2011

High Rock Elementary School – Stand Alone

Bev-Air ST58N 8902648 Milk Chest 2008 Traulsen AH232NUT-HHS 4 Door Upright 2025 Traulsen AH232NUT-HHS T01884L08 4 Door Upright 2008 Atlas WCM-3 2608-09A Cold Rail 2008 Atlas WCM-3 2609-09A Cold Rail 2008

High Rock Elementary School – Built In

Bally 3676-4-P-W DX9900781-01 Walk In Freezer 2009

27SCH004B 17

Bally 3676-4-1-W DX9900781-02 Walk In Cooler 2009

Pollard Middle School – Stand Alone

Multiteria DI-2063TA H12C39252L Cold Rail 2012 Multiteria DI-2063TA H12C39251L Cold Rail 2012 Traulsen G10014P T11241K15 1 Door Upright 2008 True GDM-26 4803507 1 Door Upright 2008 True GDM-26 3647298 1 Door Upright 2007 True GDM-37HL 1264847 2 Door Sliding Upright 2002 Traulsen G20014P T12542K15 Pass-thru refrig- 4 door 2016 Traulsen G20014P T11480K15 Pass-thru refrig- 4 door 2016 Delfield SCSC-60-D 061203600D978M Refrig salad bar unit 2005 TRUE TMC-34-HC 9034982 Milk cooler- 8 crate 2017 TRUE TMC-34-HC 9034980 Milk cooler- 8 crate 2017 Delfield SCS-60-D 0612036000978M Cold Rail / salad bar (from HS) 2006

Pollard Middle School – Built In

American Panel Palh2583w 51206 Walk-in freezer 2019 Thermal Kool LET0901F D93L12856 Walk in Freezer 1996 Thermal Kool LSC090AK D06L05939 Walk in Cooler 1996

Needham High School – Stand Alone

Bev-Air ST49N 8312945 Water Cooler 2007 Bev-Air ST49N 8312944 Water Cooler 2007 Carter N/A N/A One Door Upright 2007 Carter N/A N/A One Door Upright 2007 Delfield SCSC‐96‐BP Cold Rail 2024 Delfield SCS-60-D 0612036000978M Cold Rail 2006 Delfield SCS-60-D 0612036000980M Fruit Cooler 2006 Traulsen G10010 Upright Fruit Cooler 2025 Traulsen RHY132WUT-FHS T38244K06 Upright Cooler 2006 TRUE GDM-09 1-4506216 Small salad display 2007 TRUE GDM-09 1-4757902 Salad Unit 2007 TRUE TAC-36 5084690 Milk Chest 2008

Needham High School – Built In

Bally 3676-4-P-A-W DX950112-01 Walk In Freezer 1999 Bally 3676-4-L-A-WS DX99501112-02 Walk In Cooler 1999 Bally 3677.5-3-PW DX1503978-01 Walk in freezer- in storeroom 2016

27SCH004B 18

PART 3 – CHECKLIST AND REQUIRED FORMS FOR SUBMISSION

On Call School Kitchen Refrigeration Repairs and Maintenance.

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 three (3) are for commercial food service repairs in the last three (3) years.

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

27SCH004B 19

Bid Form A: Bid Sheet (1 of 4)

On Call School Kitchen Refrigeration Repairs and Maintenance 27SCH004B Item 1 Item 2 Item 3 Item 4

Building

Cost of First Preventative Maintenance

Cost of Second Preventative Maintenance

Total Cost of Annual Service

(Item 2 + Item 3) Year One (July 1, 2026 – June 30, 2027) Preventative Maintenance – Stand Alone

1A Broadmeadow – Stand Alone $ $ $

1B Eliot – Stand Alone $ $ $

1C Mitchell – Stand Alone $ $ $

1D Newman – Stand Alone $ $ $

1E High Rock – Stand Alone $ $ $

1F Pollard – Stand Alone $ $ $

1G High School – Stand Alone $ $ $

1H Williams – Stand Alone $ $ $

Preventative Maintenance – Built In

1I Broadmeadow – Built In $ $ $

1J Eliot – Built In $ $ $

1K Mitchell – Built In $ $ $

1L Newman – Built In $ $ $

1M High Rock – Built In $ $ $

1N Pollard – Built In $ $ $

1O High School – Built In $ $ $

1P Williams School – Built In $ $ $

1Q Total Cost for Preventative Maintenance Year One (Sum of 1A:1P) $

1R Prompt Payment Discount %/ Days *Bid pricing should be inclusive of all costs including but not limited to bonds, insurance, fuel, mobilization, mileage etc.

Bidder Acknowledges Addenda #: _

Company Name: Number of Years in Business:

Address:

Authorized Signature:

Printed Name & Title:

27SCH004B 20

Bid Form A: Bid Sheet (2 of 4)

Description Hourly Rate Estimated Quantity

Estimated Cost (Item 2 x Item 3)

Year One (July 1, 2026 – June 30, 2027) On Call Services – Stand Alone

1S Stand Alone Equipment - Hourly Rate: Weekdays 7am – 5pm $ 40 hours $

1T

Rate: Weekdays 5pm – 7am & Saturdays

8 hours

1U Stand Alone Equipment - Hourly Rate: Sundays & Holidays $ 8 hours $

On Call Services – Built In

1V Built In Equipment - Hourly

1W

Built In Equipment – Hourly

2 hours

1X Built It Equipment – Hourly Rate:

Sundays & Holidays

$ 2 hours $

1Y

Estimated Cost of Materials % markup

$30,000 + (%markup

* $30,000)

1Z Total Estimated Cost of On Call Services Year One (Sum of 1S:1Y) $

1AA Total Estimated Cost of Year One (1Q+1Z) $

1AB Prompt Payment Discount %/ Days

27SCH004B 21

Bid Form A: Bid Sheet (3 of 4)

Building

Cost of First Preventative Maintenance

Cost of Second Preventative Maintenance

Total Cost of Annual Service

(Item 2 + Item 3) Year Two (July 1, 2027 – June 30, 2028) Preventative Maintenance – Stand Alone

2A Broadmeadow – Stand Alone $ $ $

2B Eliot – Stand Alone $ $ $

2C Mitchell – Stand Alone $ $ $

2D Newman – Stand Alone $ $ $

2E High Rock – Stand Alone $ $ $

2F Pollard – Stand Alone $ $ $

2G High School – Stand Alone $ $ $

2H Williams – Stand Alone $ $ $

Preventative Maintenance – Built In

2I Broadmeadow – Built In $ $ $

2J Eliot – Built In $ $ $

2K Mitchell – Built In $ $ $

2L Newman – Built In $ $ $

2M High Rock – Built In $ $ $

2N Pollard – Built In $ $ $

2O High School – Built In $ $ $

2P Williams – Built In $ $ $

2Q Total Cost for Preventative Maintenance Year Two (Sum of 2A:2P) $

2R Prompt Payment Discount %/ Days

27SCH004B 22

Bid Form A: Bid Sheet (4 of 4) On Call School Kitchen Refrigeration Repairs and

Maintenance

Description Hourly Rate Estimated Quantity

Estimated Cost (Item 2 x Item 3)

Year Two (July 1, 2027 – June 30, 2028) On Call Services – Stand Alone

2S Stand Alone Equipment - Hourly Rate: Weekdays 7am – 5pm

$ 40 hours $

2T

8 hours

2U Stand Alone Equipment - Hourly Rate: Sundays & Holidays

$ 8 hours $

On Call Services – Built In

2V Built In Equipment - Hourly

2W

Built In Equipment – Hourly

2 hours

2X Built It Equipment – Hourly Rate:

Sundays & Holidays

$ 2 hours $

2Y

Estimated Cost of Materials % markup

$30,000 + (%markup

* $30,000)

2Z Total Estimated Cost of On Call Services Year Two (Sum of 2S:2Y) $

2AA Total Estimated Cost of Year Two (2Q+2Z) $

2AB Prompt Payment Discount %/ Days

*Bid pricing should be inclusive of all costs including but not limited to bonds, insurance, fuel, mobilization, mileage etc.

27SCH004B 23

Bid Form B: Bidder Information Response

Legal Name of the Bidder:

Company Name:

Company Address:

City State Zip:

Company Web Address:

Company Telephone: Company Fax Number:

State of Incorporation (Date):

If the bidder is a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address.

Company Contacts – Required

Individual submitting the bid: (This is the individual who should sign the Certificate of Good Faith)

Name: Title:

Mailing Address:

Telephone: Fax Number:

Email Address:

Individual to be contacted about the bid: (If different from the individual submitting the bid)

Best Times to Contact:

27SCH004B 24

Individual authorized to contractually bind the company: (This will be the individual whose name and title will appear in the contract documents and will execute the contract if the contract is awarded to the company)

Best Times to Contact:

1. Has the bid been signed by a person legally authorized to commit the Bidder (Company) to the contract, if awarded? Yes No

2. Is the Bidder prepared to provide the insurances as required? Yes No

3. Has the Bidder placed any conditions or restrictions with its bid to the Town which conflict with the

Scope of Services? (If yes, the bid may be deemed conditional.) Yes No

4. Has the Bidder identified any and all exceptions to the Town’s specifications and are they included in the submission? Yes No

5. Is the Bidder prepared to execute the Town’s contract, if awarded? Yes No

Signature of the Bidder:

Printed Name and Title of Signatory:

Date:

27SCH004B 25

Bid Form C: Authentication Form

The undersigned agrees that, if selected as the contractor for any or all of the above bid items, the contractor shall be obligated to provide those services in accordance with the terms of these specifications at the bid price upon receipt of a fully executed contract.

Name of Bidder:

Printed Name and Title:

Date: Phone Number:

Fax Number: Email:

27SCH004B 26

Bid Form D: Certificate of Good Faith

The undersigned agrees that, if he is selected as general contractor, he will within five days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the awarding authority, execute a contract in accordance with the terms of this bid and furnish a labor and materials or payment bond, and if required, a performance bond, each of a surety company qualified to do business under the laws of the commonwealth 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; provided, however, that if there is more than 1 surety company, the surety companies shall be jointly and severally liable.

The undersigned further certifies under the penalties of perjury that this bid is in all respects bona fide, fair, and made without collusion or fraud with any other person. As used in this subsection the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity. The undersigned further certifies under penalty of perjury that the said undersigned is not presently debarred from doing public construction work in the commonwealth under the provisions of section 29F of chapter 29, or any other applicable debarment provisions of any other chapter of the General Laws or any rule or regulation promulgated thereunder.

Bidder Name: Date:

Signature of Individual Submitting Bid:

Individual Full Name and Title:

Business Address:

27SCH004B 27

Bid Form E: Certificate of Compliance with Massachusetts Tax Laws

Certificate of Good Standing issued by the Massachusetts Department of Revenue dated no earlier than 90 days before the bid submission deadline may be submitted in place of this certificate.

Pursuant to M.G.L. c.62C, §49A , the undersigned acting on behalf of the Contractor* certifies under the penalties of perjury that the Contractor is in compliance with all laws of the Commonwealth relating to taxes including payment of all local taxes, fees, assessments, betterments and any other local or municipal charges (unless the Contractor has a pending abatement application or has entered into a payment agreement with the entity to…