FINAL DeputyTaxCollectorRFP-FY24 - 11-01-23.pdf

Town of Weymouth – Deputy Tax Collector RFP

RFP-2024-MUNICIPAL FINANCE-0015

1 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Weymouth is the second oldest town in the Commonwealth of MA, dating back to 1622 when it was founded as Wessagusset and then renamed Weymouth and incorporated in 1635. Weymouth occupies 21.61 square miles and has a population of approximately 57,874. A primarily residential setting and coastal suburb 12 miles south of Boston and bordered by Quincy, Braintree, Abington, Holbrook, Rockland and

Hingham. The Town of Weymouth has attracted many great families and businesses.

The Town of Weymouth operates under a strong Mayoral form of government with its legislative function performed by an eleven-member Town Council elected biennially.

The Town of Weymouth is issuing this Request for Proposals for Deputy Tax Collector

Services (RFP). The purpose of this RFP is to solicit Proposals from Bidders that can provide delinquent tax collection and related ancillary services for Weymouth at the best value for the Town. Weymouth intends to award one contract under this RFP.

The contract will have a term not to exceed three years.

Weymouth is soliciting services from an established Deputy Tax Collector in accordance with M.G.L. Ch. 60 Section 92 and Ch. 41 Section 37, in order to act as its agent in assisting with the collection of various unpaid municipal taxes and fees assessed by Weymouth and for which a demand has already been made. Weymouth will place uncollected tax accounts from its computerized accounting system (Munis) with the awarded Deputy Tax Collector. Services in the awarded contract will also include parking ticket collections.

This procurement is authorized by M.G.L. Ch. 60 Section 2B: Municipal taxes;

collection services; agreements; compensation; reports; accounting.

This 3-year contract has an approximate value of $567K in aggregate or $189K annually.

FY23 Deputy Collector Collection Activity (approximate values):

8K Motor Vehicle Excise Tax Bills $1M

500 Real Estate Tax Bills $775K

60 Personal Property Tax Bills $11K

60 Boat Excise Tax Bills $3.8K

Total Approximate Value of Tax Bills Collected in FY23 ≈ $2.15M

300 Parking Violations ≈ $14.8K

2 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Weymouth Treasurer/Collector expects the Contractor and its Employees to meet the highest professional and ethical standards with the understanding that their conduct reflects the Town of Weymouth. When attempting to collect the tax due from each assigned account, the same degree of diligence and professionalism must be administered without regard to tax type, fee amount or age of account. Civil and non-threatening contact must be administered to every taxpayer and their authorized representatives.

Contractor and its Employees must never conduct themselves in a manner that may be construed by a reasonable person as harassing or abusive or that violates this RFP.

For the entire term of the agreement, contractor must maintain an office in Weymouth on a major public transportation route near Town Hall where residents and taxpayers can conveniently pay their delinquent tax bills. Acceptable hours of operations at this office are anywhere from 8am to 5pm, Monday through Friday, at least three days per week and at least 5.5 hours per day. A post office box or other accommodation will not be an acceptable option. The Deputy Tax Collector’s Office(s) must provide for secure technology when accessing or transmitting Weymouth’s data and allow Weymouth officials to monitor its performance.

Bidders must have a least fifteen years of experience providing professional, attentive and prompt delinquent tax collection services to similarly sized municipalities in conformance with all Commonwealth of MA regulations.

RFP Specifications:

• Fully staffed office(s) with fulltime hours

• Toll free number for convenient access and system of accountability for call tracking of Weymouth accounts

• Office located in Weymouth, on a major public transportation route near Town

Hall

• Provide payment options of bank check, cash, and all major credit cards

• Credit cards processed via phone

• Secure and customer friendly website

• Secure email system to send and receive files

• Access to the Registry of Motor Vehicles for immediate online marking and clearing of excise tax bills and parking violations

• Marking all outstanding warranted Motor Vehicle Excise tax 60 days after receiving commitment from Town at the Registry of Motor Vehicles

• Weekly turnover of all paid accounts via electronic file to be sent to Town Hall

Treasurer/Collector’s Office

• Clear understanding and experience with Munis software application

• Maintain a dedicated staff of at least four outside deputies for delivery of certificates of service

3 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

• Perform Officer’s visits 30 days after mailing Notice of Warrant on all warrants

• Assistance with tax title procedures to include examination of deed by qualified examiner, notification to property owner of tax taking, preparation of advertisement for tax taking to local newspaper, preparing, printing, and recording all Instruments of Taking at Norfolk County Registry of Deeds

• Report individual parcel information to property owner or mortgage holder, attorney’s office, etc., upon inquiry

• Collect parking ticket violations

Any taxpayer disputes must be recorded and reported to the Treasurer/Collector’s

Office. Any parking violation disputes must be reported to the Parking Clerk.

Contractor must maintain records of each individual account and document collection activity including notices sent, call attempts, calls made, conversation recaps, and any other pertinent information. Any and all information gathered by and used by the

Contractor to collect taxpayer accounts is the property of Weymouth. Such information shall not be used by the Contractor or its Employees for any other purpose, either during or after the Contract term.

Samples of reporting, turnover documents, emails, file layout must be provided as part of this RFP in the bid packages. Include timing and turnaround time for delivery of deposit receipts, reports, files, documents and emails.

Reports and tracking systems must ensure that all necessary account information is captured, updated and all information relayed to Weymouth Treasurer/Collector’s

Office.

The Treasurer/Collector and/or Parking Clerk may request additional or revised contract reports or may amend report formats during the Contract term, and the

Contractor must promptly develop these new reports or report formats should the

Treasurer/Collector and/or Parking Clerk require.

A copy of valid license or other evidence that the Bidder meets any licensing and registration requirements of the Commonwealth of Massachusetts to perform work under this Contract. A copy of valid license or other evidence that the Bidder meets any licensing and registration requirements of any other state in which it does business.

A complete listing of all offices to be used by the Bidder and any subcontractor under the Contract, including a general description of the work to be done in each office, such as accounting, noticing and information technology functions, including number of employees. Proximity to Weymouth, MA with regard to the location of offices to be used by both the Contractor and any subcontractor is preferred.

Bidder’s Collections Office Security Plan that references all processes and procedures to ensure the physical security and segregation of Weymouth’s data.

All Contract questions must be directed to the Treasurer/Collector’s Office.

4 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Contractor shall notify the Treasurer/Collector’s Office in writing within one (1) day of any knowledge of the following:

• Any investigation of the Contractor by federal, state or local authority

• The suspension or revocation of its license

• Any criminal investigation, in any jurisdiction, of which it or any of its Employees is the target, or any criminal charge brought against it or any of its Employees

• Any civil action against it or its employees

• Its dissolution or ceasing to be qualified to do business in Massachusetts

• Filing for bankruptcy, assignment for the benefit of creditors, receivership, or any risk to its solvency that may affect its ability to timely fulfill the terms of the Contract

• Any change in business identity that requires a new tax identification number or any structural change in its organization

• Any changes in Contractor’s name or home office address; the closing or relocation of offices or any change in telephone numbers or email addresses

• Any violation of the terms of this contract

• Any threats against an employee, the Contractor, its location, property, or any state or federal property

• Any attempts to bribe or unduly influence any employee

• Publication, in any medium, of information unfavorable to the Contractor or any of its Employees

• Any debarment or suspension by federal, state or municipality from public bidding during the last ten (10) years in any jurisdiction

The Contractor shall notify the Treasurer/Collector’s Office of any complaints lodged against it or any employees which relates directly or indirectly, to its performance under this Contract and shall work with the Treasurer/Collector to resolve these complaints.

Weymouth may terminate this Contract for cause based on the number or seriousness of the complaints against the Contractor or its Employees or its unwillingness or inability to resolve them or failure to report taxpayer complaints.

The Contractor shall immediately notify the Treasurer/Collector’s Office by email and telephone of any indication by a taxpayer of his intent to discuss his complaint with the media or to bring action against the Contractor or any of its Employees, or against Weymouth or any of its employees or officials.

All responses received on or before the submission deadline will be reviewed to ensure that all Weymouth requirements are met. Any response determined to be unresponsive to any specification or requirement of this RFP shall be disqualified without evaluation unless the Procurement Management Team (PMT) determines that the non-compliance is insubstantial. In such case, the PMT may seek clarification or apply appropriate penalties in its evaluation or both.

5 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

The PMT will select the Bidder whose Proposal represents the best value to Weymouth.

Bidders must provide responses to the following:

• Identify your process when dealing with Non-sufficient Fund Payments

• Response time when a call comes in from Treasurer/Collector’s Office

• Experience when dealing with an account associated with a bankruptcy filing(s)

• Experience with transitioning into a municipality to provide Deputy Tax Collector services

• Provide three current and or past references in locations where Deputy Tax Collector services are being or have been provided

• Number of years serving in the capacity of Deputy Tax Collector

• Detailed description of the types of taxes and collection methods employed

• Total number of accounts worked on in the past three (3) calendar years (2020, 2021, and 2022)

• Number of years Bidder has collected delinquent taxes and for each category of delinquent tax type provide the following:

i. for which jurisdictions

ii. the dollar amounts for each category

iii. Bidder’s rate of recovery for the three (3) most recent calendar years, by year

• Copies of audited financial statements for the past three years

• All costs associated with services provided under this RFP

6 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix A: Terms and Conditions

1) Description of Services to be Provided. The Vendor will provide to the

Town the following services: Deputy Collector Services.

2) The Contract Sum. The Town agrees to pay the Vendor in an amount not to exceed the awarded proposed amount for the purchased services.

3) Duration of this Contract. The term of this contract shall be from the date above until (Insert Contract End Date).

4) Time for Performance of Services. Time is of the essence for the provision of all services made under this contract. The Vendor shall commence work under the contract immediately and shall provide all purchased services to the Town before all applicable deadlines.

5) Enumeration of Contract Documents. The following list of documents form the entire agreement between the Town and Vendor and are fully a part of the contract as if attached to this document or repeated herein:

a. Amendments, modifications, or other mutually agreed upon change orders;

b. This Contract;

c. The Towns “Request for Qualifications,” or other such bid solicitations;

d. The Vendor’s response to the Town’s bid solicitations;

e. All required certifications, permits, or licenses;

f. Certificates of insurance;

g. Certificate of corporate vote, or other authorization to act; and

h. Certificate of corporate status or proof of legal organizational status.

If a conflict arises between any of the documents listed above, the order of precedence shall be that language contained in the document higher in the list shall prevail over any conflicting document lower in the list of documents.

6) Designated Representatives. The Town designates James Malary, Chief Financial Officer, and John MacLeod – CPO and the Vendor designates ___________________, ________________________, as their authorized representatives to provide approvals, directives, and permissions including changes, and to receive notices or other communications under this contract at the addresses stated above.

7) Manner in which the Vendor Shall be Paid by the Town. The Vendor shall submit an invoice to the designated billing office of the Town with any reasonable supporting documentation or information requested by the Town, such as, for example, but without limitation, the value of the services performed. Upon satisfactory review of said invoice and documentation, the Town shall promptly remit payment to the Vendor.

7 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

8) Required Insurance. The Vendor shall maintain the following required insurance coverage.

a. General Comprehensive Liability in the amount of $1,000,000 for each occurrence and $3,000,000 in the aggregate;

b. Automobile Liability (applicable for any vendor/consultant who has an automobile operating exposure) in the amount of $1,000,000 for bodily injury and property damage per accident;

c. Workers' Compensation and Employer's Liability in the amount as may be required by Massachusetts General Laws Chapter 152; and

d. Umbrella Liability of $2,000,000 for each occurrence and $2,000,000 in the aggregate.

The Vendor shall name the Town as an additional insured under all insurance coverages required by this contract, with the exception of workers’ compensation insurance.

The Vendor shall further provide the Town with a copy of the current additional insured endorsement page reflecting that the Vendor added the Town as an additional insured for each insurance policy to which the Vendor added the Town.

The Town and Vendor acknowledge that the types of insurance and coverage limits listed herein are the minimum necessary for the Town to award this contract to the Vendor.

The Town does not intend the required types of insurance coverage in any way limits the Vendor’s liability for any damages arising from the Vendor’s performance of services under this contract.

The Vendor shall maintain the listed insurance coverage throughout the duration of this contract. If, at any time while this contract is in effect, any of the listed insurance coverages should lapse, the Vendor shall immediately notify the Town. Within thirty (30) days of any such lapse, the Vendor shall provide the Town with new certificates of insurance coverage.

9) Degree of Care Owed by the Vendor. The Vendor represents that it will perform its services for the Town using the degree of care and skill ordinarily exercised consistent with the standards applicable to persons performing similar services under similar conditions and circumstances in the same or nearby locality.

10) Non-assignability of this Agreement. The Vendor shall not delegate, assign, or transfer its duties or interests in this contract without the prior, express written consent of the Town. If the Town approves assignment, this contract shall be binding upon the Vendor’s assigns, transferees, and successors in interest.

11) Contract Modification or Amendment. The Town and Vendor may modify or amend this contract from time to time, but only in writing by a prior, specific authority duly executed by both the Town and Vendor, as of the date of the amendment.

8 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

12) Non-Waiver. Neither the Town nor Vendor shall construe the failure of the other to enforce at any time any contract provisions as a waiver of the right of other to enforce any contract provision.

13) Prevailing Statutory Authority. The laws of the Commonwealth of Massachusetts and the Code of Ordinances, Town of Weymouth, Massachusetts govern the validity, interpretation, construction, and performance of this contract. The Town and Vendor agree that this contract shall be construed to include all terms required to be included by Massachusetts General Laws, or any other laws, as though such terms were set forth in full. Any dispute arising out of or relating to this contract, if brought, shall only be brought in Norfolk County, Massachusetts.

14) Vendor’s Obligation to Comply with Existing Laws. The Vendor warrants that it will comply with all applicable laws, regulations or ordinances affecting the successful completion of the contract, including but not strictly limited to laws, regulations, or ordinances related to public bidding, procurement, municipal finance, tax, labor law, reporting of employees and contractors, withholding and remitting child support payments, and prevailing wage laws.

The Vendor represents and warrants that it does not discriminate on the grounds of race, color, religious creed, national origin, ancestry, sex, gender identity, homelessness, age, inquiry as to a criminal record, handicap disability, mental illness, retaliation, sexual harassment, sexual orientation, genetics, and active military service. The Vendor shall comply with all applicable laws, ordinances, rules, regulations, and orders pertaining to the protection of work, property, person, and employees.

15) Termination. Either the Town or Vendor may terminate this contract for any reason by providing at least ten (10) days advance, written notice to the signatories for the Town or the Vendor as the case may be. In case of a written termination by the Town, the Vendor shall cease performing all services under this contract, with the exception of any work, in the opinion of the Town, necessary to bring the work in progress to a reasonable and safe condition. The Vendor shall then submit a final bill based only on work actually performed. There shall be no penalty for early termination.

16) Indemnification. The Vendor agrees, to the greatest extent permitted by law, to defend, indemnify and hold harmless the Town, its agents, servants, employees, successors, heirs, executors, insurers, attorneys, administrators and all other representatives, of and from any and all claims, liabilities and actions for damages or other relief, whether sounding in contract, tort, or otherwise, on account of or in any way arising out of or relating to the services purchased under this contract, including but not limited to incidents involving the Town’s negligence. The Vendor’s duty to defend shall immediately accrue and be owing upon the utterance of such a claim by any person or entity regardless of merit and shall not be dependent upon a finding of negligence or any other finding of fact at trial. The duty to defend shall be absolute and will include and shall not be defeated or in any way undermined by the utterance of claims not covered by this contract. The Town may assume its own defense after proper notice to the Vendor. If the Town assumes its own defense, the Vendor shall pay the Town its

9 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3 reasonable attorney’s fees, costs, and expenses. If the Town assumes its own defense, the Vendor shall continue to have the duty to indemnify and hold harmless the Town.

17) Condition Precedent to Any Litigation. If a disagreement arises from or relates to this contract or the services performed and as a condition precedent to the commencement of any litigation between them, the Town and Vendor agree to attempt to resolve any disagreement through direct negotiations between senior representatives of each party. If direct negotiations do not resolve the disagreement, the Town and Vendor agree to consider using mutually acceptable nonbinding alternative dispute resolution to resolve any disagreements without litigation.

18) Effect of final payment. The acceptance of final payment by the Vendor shall constitute a waiver of all claims against the Town by the Vendor arising under this contract.

19) Materiality of Any Breach. All words, clauses, terms, sentences, paragraphs, portions, parts, paragraphs, and sections of this contract are material. A breach by either the Town or Vendor shall not constitute an excuse by the other party to fail to fully perform all other words, clauses, terms, sentences, paragraphs, portions, parts, paragraphs, and sections of this contract.

20) No Ambiguity. All words, clauses, terms, sentences, paragraphs, portions, parts, paragraphs, and sections of this contract, and this contract as a whole, are unambiguous.

21) No Presumption against Drafting Party. The Town and Vendor agree that the rule of construction that any ambiguities are to be resolved against the drafting party will not be employed in any interpretation of this contract.

22) Integration of this Contract. This contract, including all attachments listed above, embodies the entire agreement between the Town and Vendor, and each acknowledges that the other made no inducements, promises, terms, conditions, or obligations other than those expressly contained within the written terms of this contract.

The written contract supersedes all prior agreements, understandings, or past practice between the Town and Vendor.

23) Severability. If any court of competent jurisdiction holds any portion of this contract to be illegal, invalid, or unenforceable, the Town and Vendor agree that any such order shall not affect any other remaining term, clause, phrase, paragraph, section, or provision and all shall remain in full force and effect.

24) No Third-Party Beneficiaries. There are no third-party beneficiaries to this contract.

25) The Vendor’s Status as an Independent Contractor. The Vendor will act as an independent contractor and not as an employee or agent of the Town in performing the services required by the contract.

10 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

26) Non-Appropriation. The Town’s obligation to make payments during any Town fiscal year succeeding the current fiscal year shall be subject to availability and appropriation of funds. The Town shall have the right to terminate the contract when whichever level of government—Federal, state, or local—fails to appropriate or otherwise make available funds to support continuation of performance of this contract in a subsequent fiscal year.

27) The Vendor’s Contract Documents Subject to Public Records Law. The Vendor agrees that this contract, related purchase orders, related pricing documents, and invoices will be public documents, and may be available for public and private distribution in accordance with the Public Records Law, General Laws c. 66, et seq. The Vendor will provide the Town copies of any documents requested under this law at no charge to the Town or the requestor.

28) The Vendor’s Contract Documents Subject to Audit. The Town shall have the right, at reasonable times, at a site designated by mutual agreement, to audit the books, documents, and records of the Vendor to the extent that the books, documents, and records relate to costs or pricing data for the contract. The Vendor agrees to maintain records that will support the prices charged and costs incurred for the contract.

The Vendor shall preserve books, documents, and records that relate to costs or pricing data for the contract for a period of three (3) years from date of final payment. The Vendor shall give full and free access to all records to the Town and its authorized representatives.

29) Certification as to Non-Collusion. The Vendor certifies, pursuant to General Laws c. 30, § 39M and c. 30B, § 10, that under the penalties of perjury that this bid or proposal is in all respects bona fide, fair, and has been made and submitted in good faith and without collusion or fraud with any other person, meaning any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals.

30) Certification as to Payment of State Taxes. The Vendor certifies, pursuant to General Laws c. 62C, § 49A, that under the penalties of perjury that the Vendor complied, is complying, and will comply during the terms of this contract with all laws of the Commonwealth of Massachusetts relating to taxes.

31) Certification as to Conflict of Interest Laws. The Vendor certifies that no official or employee of the Town has a financial interest in this contract or in the expected profit to arise from the contract, unless the Vendor and the Town employee or official both have notified in writing the Mayor, with a copy to the Town Solicitor, that the Vendor and the employee fully complied with the provisions of General Laws c. 43, § 27 (Interest in Public Contracts by Public Employees) and of provisions of General Laws c. 268A, § 20 (Conflict of Interest Law).

32) Execution of Counterparts. The Town and Vendor may execute this contract, or any subsequent amendments, in any number of counterparts. The Town and

11 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Vendor agree each such counterpart will be considered and enforced as if an original and all counterparts together shall constitute the same.

33) Facsimile Signatures are Valid. The Town and Vendor agree that they may receive and consider as facsimile signatures electronic signatures of authorized individuals, which the Town and Vendor agree either may enforce as if valid, original written signatures. “Facsimile signature” means, for purposes of this contract, a reproduction of the manual signature of an authorized officer of either the Town or Vendor.

34) Warranty of Authority. The person who signs this document on behalf of the Vendor acknowledges, warrants, and represents under the pains and penalties of perjury with his or her signature the following: he or she (a) is legally and mentally competent to execute this document; (b) is of legal age; (c) has the authority to bind with his or her signature, all plaintiffs in this action; (d) has carefully read all of the provisions of this contract with care and with the advice and counsel of any attorney of record and any other attorneys of his or her choice; and (e) knows and fully understands each and every word, clause, term, sentence, paragraph, portion, part, paragraph, and section of this contract, and this contract as a whole. In affixing his or her signature below, he or she has affixed his or her signature to this document intentionally, willingly, and free from any compulsion or duress and as his or her own free act and deed after having obtained the advice and counsel of any attorney of record and any other attorneys of his or her choice.

I hereby acknowledge the Terms and Conditions included in Appendix A of this RFP:

Authorized Signer Title Date

*Authorized Signatory MUST sign this line when submitting their PROPOSAL for consideration.

12 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix B: Certificate of Corporate Authority

CERTIFICATE OF CORPORATE AUTHORITY

I hereby certify that I am the Clerk/Secretary of ___________________________________corporation (insert full name of Corporation), and that__________________________________________________ (insert the name of officer who signed the contract and bonds) is the duly elected

_______________________________________________ (insert the title of the officer in line 2) of said corporation, and that on ___________________________________________ (insert a date that is ON or BEFORE the date the officer signed the contract and bonds) at a duly authorized meeting of the Board of Directors of said corporation, at which all the directors were present or waived notice, it was voted that_____________________________________(insert name from line 2) the__________(insert title from line 3) of this corporation be and hereby is authorized to execute contracts and bonds in the name and on behalf of said corporation, and affix its Corporate Seal thereto, and such execution of any contract of obligation in this corporation’s name and on its behalf, with or without the Corporate Seal, shall be valid and binding upon this corporation; and that the above vote has not been amended or rescinded and remains in full force and effect as of the date set forth below.

ATTEST:

(Signature of Clerk or Secretary)

Name:

(Please print or type name in line 6)* (If a corporation, attach certificate of vote or apply corporate seal here)

Date:

(insert a date that is ON or AFTER the date the officer signed the contract and bonds.)

* The name and signature inserted here must be that of the Clerk or Secretary of the corporation.

13 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix C: Certificate of Non-Collusion

CERTIFICATION OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Name of Entity submitting bid, whether individual, partnership, corporation, joint venture or other business or legal entity

By________________________________________

Authorized signature of entity submitting proposal

Signer’s duly authorized position, office or title

14 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix D: Certificate of Tax Compliance

STATEMENT OF TAX COMPLIANCE

The Bidder certifies under the penalties of perjury, pursuant to M.G.L. c.62C, Section 49A(b), that it has complied with all laws of the Commonwealth relating to taxes, to reporting of employees and contractors, and to withholding and remitting child support.

Federal Identification Tax Number

Name of Entity submitting bid, whether individual partnership, corporation, joint venture or other business or legal entity

Type of Entity

Address

Telephone

By________________________________________

Authorized Signature of Entity submitting bid

Bidder’s duly authorized position, office or title

15 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix E: Performance References

Performance References

#1 Contact __________________________________________________________

Company __________________________________________________________

Address __________________________________________________________

Telephone __________________________________________________________

#2

Contact __________________________________________________________

Company __________________________________________________________

Address __________________________________________________________

Telephone __________________________________________________________

#3

Contact __________________________________________________________

Company __________________________________________________________

#4

Contact __________________________________________________________

Company __________________________________________________________

16 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

Appendix F: Sample Contract

Town of Weymouth

Massachusetts

This Agreement is made on this _____ day of _________, 2023, between the Town of Weymouth, acting by and through its duly authorized Mayor, (hereinafter, the "Town"), with a principal place of business at 75 Middle Street, Weymouth, MA 02189, and

(VENDOR NAME), (hereinafter “Vendor”), with a principal place of business (VENDOR

ADDRESS). The Town and (VENDOR) contract for services under the terms and conditions set forth herein.

I. SERVICES.

(VENDOR NAME) will provide to the Town all (XXXXXXX) Services and/or

Supplies, for a period of (TERM OF CONTRACT), and as fully described and agreed to in the Vendor’s response to the Town’s (PROPOSAL DESCRIPTION / NUMBER), which are attached hereto and incorporated herein by reference. The parties agree that should any conflict arise, the provisions of this contract shall prevail over the Town’s request for bids, which shall prevail over the Vendor’s response to the Town’s Request.

II. COMPENSATION.

The Town agrees to pay (VENDOR NAME), in an amount not to exceed

(PROPOSAL) for the length of the contract, for the services performed and pursuant to this contract and shall be subject to appropriation during each fiscal year.

17 | P a g e o f 1 7 M o n d a y , N o v e m b e r 6 , 2 0 2 3

For the Contractor: For the Town of Weymouth:

Signature of Authorized Signatory Department Head / Contract Manager

Print Name & Title

____________________________ Approved as to Form:

Address

Email Address Richard McLeod, Town Solicitor

Approved as to Appropriation:

James Malary, Chief Financial Officer

Funding Source:

Approved:

DATED: ___________________ _________________________________

Robert L. Hedlund – Mayor