Florring_Service_Contract_Wellesey.pdf

WELLESLEY HOUSING AUTHORITY

SERVICE CONTRACT FOR

Annual Floor Covering Services

Wellesley Housing Authority 109 Barton Road Wellesley MA 02481

Phone: 781-235-0223

BOARD

Maura Renzella, Chairperson, State Appointee Janice Coduri, Vice Chair Lisa Heyison, Treasurer Renee Spencer Odessa Sanchez

June 2026

109 Barton Road, Wellesley, MA 02481

Flooring Covering Services

TABLE OF CONTENTS

INVITATION FOR BID 3

INSTRUCTIONS TO BIDDERS 4

FORM OF GENERAL BID 9

ADDENDA 10

AGREEMENT 17

SCOPE OF WORK AND SCHEDULE 18

GENERAL CONDITIONS 28

PREVAILING WAGES 41

INVITATION FOR BID

Annual Floor Covering Services – CHAPTER 149

The Wellesley Housing Authority invites bids for the supply of services as described in the specifications for FLOOR COVERING SERVICES

It is the intent of the Authority to award this contract for the period of August 1, 2026, through July 31, 2027. Yearly renewals on August 1, 2027, and August 1, 2028, contingent upon satisfactory operations and the availability of funds required to perform Flooring Repairs and operations. Renewal is at the sole discretion of the Wellesley Housing Authority.

The Specifications and Bid Form must be emailed to James@Wellesleyhousing.org on or before June 30, 2026, at 10 AM, endorsed with the name and address of the bidder and clearly marked with the applicable contract name and number.

The Wellesley Housing Authority reserves the right to award and/or reject any and all bids or proposals for any reason determined to be in the Authority’s best interest.

Specifications and bid forms may be obtained after 10:00 AM on Tuesday, May 26, 2026 at the Office of the Wellesley Housing Authority 109 Barton Road, Wellesley, MA 02481, via email request sent to James@Wellelseyhousing.org, or on our website, wellelseyhousing.org.

Each bidder is encouraged to attend a walkthrough of the facilities on Monday, June 22, at 1:00 PM at 109 Barton Road, Wellesley, MA 02481.

All bids for this project are subject to applicable public bidding laws of Massachusetts, including General Laws Chapter 149, as amended.

The Wellesley Housing Authority is an affirmative action/equal opportunity employer/ purchaser.

mailto:James@Wellesleyhousing.org mailto:James@Wellelseyhousing.org

INSTRUCTIONS TO BIDDERS

1. Receipt and Opening of Bids

The Wellesley Housing Authority, herein called the Owner, acting by and through its purchasing department and maintenance department, will receive bids for Annual Floor Covering Services at selected buildings, via mail James@wellesleyhousing.org

Any bid may be withdrawn prior to the above scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified will not be considered. The bidder agrees that this bid shall be good and may not be withdrawn for a period of thirty (30) days, Saturdays, Sundays, and legal holidays excluded, after opening the bids.

2. Location and Work to be done.

The Location of the Work to be done is described in Scope of Work and Schedule.

3. Preparation of Bid

Each bid must be submitted on the prescribed form. All blank spaces for bid prices must be filled in, in ink or typewritten, in both words and figures.

Each bidder is encouraged to attend a walkthrough of the facilities on Monday, June 22, at 1:00 PM at 109 Barton Road, Wellesley, MA 02481.

The Specifications and Bid Form must be emailed to James@Wellesleyhousing.org on or before June 30, 2026, at 10 AM, endorsed with the name and address of the bidder and clearly marked with the applicable contract name and number.

The following sections must be completed as part of the bid package:

• Form of General Bid

• Acknowledgement of Addenda, if any

• Bid Forms o Contractor References and Qualifications o Pricing o Certifications mailto:James@wellesleyhousing.org mailto:James@Wellesleyhousing.org

4. Bid Opening Procedure

The following list of requirements shall apply to each filed bid. Bids not meeting all the requirements for timeliness and security will be rejected without opening; bids not meeting signature and addenda requirements will be rejected prior to checking of bid amounts.

Bids shall be filed at the place and before the time specified as the bid opening date.

Bid signatures will be checked.

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

5. Ability and Experience of Bidder

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

Bidder shall have a minimum of five (5) years’ experience and have completed jobs satisfactorily within that time of similar size and scope.

The Contractor must submit with his bid proposal a list of jobs and service contracts which he has successfully completed, giving the name and the address of these projects so they can be investigated prior to the award of the contract.

The Owner may make such investigations as he deems necessary, and the bidder shall furnish to the Owner, under oath if so required, all such information and data for this purpose as the Owner may request.

6. Condition of Work

Each bidder must familiarize himself fully with the conditions relating to the services required for the project and the employment of labor thereon. Failure to do so will not relieve a successful bidder of his obligation to furnish all material and labor necessary to carry out the provisions of his Contract. Insofar as possible the Contractor, in carrying out his work, must employ such methods or means as will not cause any interruption of or interference with the work of any Authority Operations.

7. Addenda and Interpretations

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

Every request for such interpretation should be in writing, addressed to the Wellesley Housing Authority at 109 Barton Road, Wellesley, MA 02481, and to be given consideration, must be received at least seven (7) days prior to the date fixed for the opening of bids. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the Contract Documents. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under this bid as submitted. All addenda so issued shall become part of the Contract Documents.

8. Laws and Regulations

The bidder’s attention is directed to the fact that all applicable State laws, Federal laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over completion of the project shall apply to the Contract throughout, and they will be deemed to be included in the Contract the same as though herein written out in full.

9. Information Not Guaranteed

All information given in the Contract Documents relating to conditions and building structures is from the best sources available to the Owner at present. All such information is furnished only for the information and convenience of bidders and is not guaranteed.

It is agreed and understood that the Owner does not warrant or guarantee that the conditions or building structures encountered during services provided will be the same as those indicated in the Contract Documents.

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

10. Bid Security

NOT USED

11. Right to Reject Bid

The Owner reserves the right to waive any informality or reject any and all bids and alternate bids, should the Owner deem it to be in the public interest to do so.

The Owner also reserves the right to reject the bid of any bidder that the Owner considers to be unqualified based on the criteria set forth in Article 5 herein.

12. Time for Completion

The bidder must agree to commence work and to fully complete the project/service within the time limit stated in the SCOPE OF WORK AND SCHEDULE.

13. Comparison of Bids

In the event that there is a discrepancy in the FORM OF GENERAL BID in pricing written in words and figures, the prices written in words will govern.

14. Rule for Award of Contract

The Contract will be awarded to “the lowest responsible and responsive bidder” for the Total Price Bid pursuant to General Laws Chapter 149 as amended. Such a bidder shall possess the skill, ability, and integrity necessary for the faithful performance of the work, shall be able to furnish labor that can work in harmony with all other elements of labor employed, or to be employed, in the work, and shall otherwise comply with all applicable provisions of law. Bidder shall execute a formal agreement within ten (10) days of the Notice of Award.

15. Statutes Regulating Competitive Bidding

Any bid that does not comply with the provisions of Massachusetts General Laws Chapter 149, as amended, need not be accepted and the Owner may reject every such bid.

16. Wage Rates

Prevailing Wage Rates as determined by the Commissioner of the Department of Labor and Industries under the provisions of the Massachusetts General Laws, Chapter 149, Section 26 to 27H, as amended, apply to this project. It is the responsibility of the contractor, before bid opening, to request, if necessary, any additional information on Prevailing Wage Rates for those tradespeople who may be employed for the proposed work under this contract.

17. Bid Items Not Guaranteed

The successful bidder is not guaranteed all items or the total bid price under this contract.

Bidders must understand that like items will be bid under other contracts specifically packaged as one complete project. The successful bidder has no right to similar items bid under other projects. The Wellesley Housing Authority will specify where and when this contract will be applied to undertake a particular improvement.

FORM OF GENERAL BID

Bid of (hereinafter called “Bidder”)*

( ) a corporation, organized and existing under the laws of the state of .

( ) a partnership

( ) a joint venture

( ) an individual doing business as

To the Wellesley Housing Authority, (hereinafter called “Owner”).

Gentlemen:

The bidder, in compliance with your invitation for bids, having examined the Contract Documents and being familiar with all of the conditions surrounding the completion of the proposed project including the availability of materials and labor, hereby propose to furnish all labor, materials, and supplies, and to complete the project in accordance with the Contract Documents within the time set forth in the agreement, and at the prices stated below. These prices are to cover all expenses incurred in performing the work required under the Contract Documents, or which this proposal is a part.

*Insert corporation, partnership or individual as applicable.

ADDENDA

Bidder acknowledges receipt of the following addenda:

No. Dated:

BID FORMS

A. Contract Agreement

The undersigned proposes to furnish all labor and materials as is required for this contract for buildings owned and operated by the Wellesley Housing Authority in accordance with the accompanying specifications, requirements, terms and conditions contained herein for the contract price specified.

Signature:

Name (Printed):

Title: Date:

B. References and Qualifications

1. Have been in business under present name for years.

2. Do you have at least five (5) years demonstrated experience performing similar services for Housing Authorities or Municipalities?

Yes No

3. Can you respond to normal service calls within twenty four (24) hours?

4. Can you respond to emergency calls within eight (8)hours?

5. Do you have the vehicles and licensed personnel capable of performing the requested services within the required response time?

6. Do you possess adequate labor, equipment, engineering, and management capabilities to effectively service this contract over the anticipated term, including all renewal options?

7. In what city or town is your primary place of business located and may we visit your facilities?

8. Have you or your firm ever been terminated on an awarded contract, or have you ever otherwise failed to complete any work awarded?

If “yes,” attach a description of the circumstances on a separate sheet.

Please list the names of three (3) Local Housing Authorities, municipalities, or public entities that you have provided similar services to within the last three (3) years.

Municipality/LHA:

Contact Name: Phone:

Address:

Contract Term (e.g. 2010-2013): Total Value:

Contract Term (e.g. 2009-2012): Total Value:

Contract Term (e.g. 2010-2013): Total Value:

C. Pricing

Hourly Rates (Licensed Tradesman)*:

Monday – Friday 7:30 a.m. – 4:00 p.m. $ /hr x 40hrs = $ (1)

Monday – Friday 4:00 p.m. – 7:00 a.m. $ /hr x 10hrs = $ (2)

Saturdays, Sundays, Holidays*** $ /hr x 8hrs = $ (3)

Estimated Materials Allowance $0,00.00 (4)

CONTRACTORS MARK UP

The contractor will mark-up all materials, supplies and outside subcontractor’s services per an agreed upon rate of %10 and shall never exceed this percentage of mark up.

*All calls shall be completed by a one Mechanic/Tradesman operation unless additional Mechanics/Tradesmen are approved by the Director of Maintenance, or Contract Officer..

**Hour and Material amounts are for evaluative purposes only and do not reflect actual estimate of hours and materials required under contract.

***For this contract the recognized holidays are: New Years, Memorial Day,4th of July, Labor Day, Veterans

Day, Columbus Day, MLK Jr Day, Thanksgiving and Christmas

Total Estimated Contract Price (Sum of Lines 1 – 4) = $

D. Non-Collusion Certificate

The undersigned certifies under penalties of perjury that this bid 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” means any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature: Date:

Print Name:

Title:

Name of Business:

E. Non-Debarment Certificate

The undersigned certifies under penalties of perjury that the said undersigned is not presently debarred from doing public construction work in the Commonwealth of Massachusetts 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 thereafter.

F. Tax Compliance Certificate

Pursuant to M.G.L. Chapter 62C, Chapter 49A, and Chapter 151A, Section 19A, I do hereby certify under the penalties of perjury that my company has filed all state tax returns and paid all taxes required by law and complied with all state laws pertaining to contributions to the unemployment compensation fund and to payments in lieu of contributions.

G. Payment of Prevailing Wages Tax Compliance Certificate

The undersigned bidder herby certifies, under the pains and penalties of perjury, that this bid is based upon the payment to laborers to be employed on the project of wages in an amount no less than the applicable prevailing wage rates established for the project by the Massachusetts Department of Labor and Industries. The undersigned bidder agrees to indemnify the awarding authority for, from and against any loss, expense, damages, actions or claims, including any expense incurred in connection with any delay or stoppage of the project work, arising out of or as a result of (1) the failure of the said bid to be based upon the payment of the said applicable prevailing wage rates or (2) the failure of the bidder, if selected as the contractor, to pay laborers employed on the project the said applicable prevailing wage rates.

H. Labor Harmony / OSHA 10-HOUR

I will furnish labor that can work in harmony with all other elements of labor employed or to be employed in the work, and all employees to be employed in the work subject to this bid have successfully completed a course in construction safety and health approved by the United States Occupational Safety and Health administration that is at least 10 hours in duration.

Signature:

(Person Signing Bid)

(Name of Business)

I. Certificate of Corporate Authority

At a duly authorized meeting of the Board of Directors of

{Name of Corporation) held on

{Date} at which all Directors were present or waived notice, it was voted that

{Name of Officer}, by his/her position of

{Title of Officer}, is authorized to execute contracts and bonds in the name and behalf of the said company, and affix its corporate seals thereto, and such execution of any Contract or obligation in this company’s name on its behalf by its {Title of Officer} shall be valid and binding upon this company.

I hereby certify that I am the Clerk of

{Name of the Corporation}, that {Name of Officer} is the duly elected {Title of Officer} of said company, and that the above vote has not been amended or rescinded and remains in full force and effect as of the date below.

A true copy, Attest:

{Clerk}

Place of Business:

Affix Corporate Seal below:

FLOORING

AGREEMENT

THIS AGREEMENT, by and between the party of the first part, the Wellesley Housing Authority, hereinafter called “OWNER”, and the party of the second part, _________________.

hereinafter called “CONTRACTOR”, effective August 1, 2026, through July 31, 2027. Yearly renewals on August 1, 2026, and August 1, 2027, contingent upon satisfactory operations and the availability of funds required to perform Flooring Repairs and operations. Renewal is at the sole discretion of the Wellesley Housing Authority.

WITNESSETH: That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the OWNER, the CONTRACTOR hereby agrees with the OWNER to commence and complete the project described by these bid documents hereinafter called the project, for the sum of the yearly contract price and all extra work in connection therewith, under the terms as stated in the Contract Documents; and at his (its and their) own proper cost and expense to furnish all the materials, supplies, machinery equipment, tools, superintendence, labor, insurance, and other accessories and services necessary to complete the said project in accordance with the conditions and prices stated in FORM OF GENERAL BID, GENERAL CONDITIONS, Contract Documents as prepared by the Owner.

In accordance with this agreement, the CONTRACTOR agrees to submit invoices monthly after completion of the work.

IN WITNESS WHEREOF, the parties to these presents have executed this contract as dated below.

(Contract Price)

(Date)

AGREED:

Wellesley Housing Authority, (Owner)

(Executive Director)

(Company/Contractor)

(Signature)

(Name)

(Title)

(Address)

(City and State)

SCOPE OF WORK AND SCHEDULE

FLOOR COVERING SERVICES

I. General Purpose

This bid is solicited to procure as needed and emergency floor-covering services for the Wellesley Housing Authority buildings for a minimum of one year, with the option to extend annually for an additional two years.

II. Scope of Work

Provide all labor, materials, equipment, tools, and supervision necessary for installation, maintenance, and repair of existing Flooring systems for buildings as directed by the AHA in accordance with the existing conditions, requirements, A. General Requirements

1) Contractor shall furnish all labor, materials, equipment, staging and trucking as required for work in all buildings in accordance with all specifications

2) Unit prices submitted on bid forms will be effective for one year from the date of award of the contract and can be extended for two (2) additional one (1) year periods by written agreement between the Wellesley Housing Authority and the successful bidder. The Wellesley Housing Authority shall have the unilateral option to extend the contract. The contemplated contract resulting from this IFB is an “on-call” repair/replacement contract for time and materials as well as periodic preventive maintenance services. No specific guarantee as to the total value of the contract is made.

3) Contractor shall obtain all permits, inspections, licenses, and certificates required for work under this section. All work shall be performed in strict conformity with all laws, regulations, and ordinances of the federal, state, and municipal governments and all departments and bureaus thereof having jurisdiction.

4) All work shall be authorized by the Executive Director, The Director of Maintenance or his/her designee through the issuing of a work order or telephone request. Work under a specific work order/request shall begin and end upon the recording by a representative of the Maintenance Department of the arrival and departure time of the contractor at the jobsite. It shall be incumbent upon the contractor to notify the Director of Maintenance or his/her designee of their arrival at and departure from the jobsite. A copy of the service report (including date of work, start time and finish time, name(s) of person(s) performing work and time each person worked, brief description of the work, name and number of parts repaired or replaced, and recommendations or comments pertaining to the condition or operation of the equipment) shall be left at the Maintenance Departments Office upon the completion of the work. All repairs, adjustments, and alterations to the systems covered by this contract are subject to the owner’s approval.

5) All parts installed and/or materials used are to be exact duplicate, or an approved substitute of the original used and/or specified by the manufacturer of the equipment, and in every case, guaranteed as per manufacturer’s specification(s). All materials and equipment supplied by the contractor must be free of any lien, claim, or encumbrance.

6) Inspections and repairs are to be made 7:30 a.m. through 4:00 p.m., Monday through

Friday. The Director of Maintenance or his/her designee may authorize work outside normal working hours or days.

7) Hourly rates shall include all travel and mileage costs. No separate travel, truck, or equipment charges will be accepted. No other method or items of compensation shall be paid other than the basis specified herein.

8) Invoicing for all work must be done monthly and must be accompanied by copies of original bills for material used. Invoices must indicate separate charges for labor and materials, and material charges must be itemized. The contractor may only invoice for parts that have been furnished and installed; parts on order shall not be billed prior to installation. All invoices shall reference the relevant work order number for the authorized work. Monthly payroll reporting forms for prevailing wage rates and signed statement of compliance must be submitted to the Purchasing Office at the end of any month in which work is accomplished. No invoices will be processed for payment without the above referenced documentation. The Wellesley Housing Authority reserves the right to audit vouchers for material to determine proper pricing.

9) Work performed during a specific fiscal year must be submitted before the end of that fiscal year. Work performed at or near the end of any fiscal year (September 30th) must be invoiced immediately.

10) Purchases made by the Wellesley Housing Authority are exempt from state sales tax and federal excise taxes and material prices must exclude such taxes. Tax exemption certificates will be furnished upon request.

11) All workmanship by the successful bidder shall be guaranteed against failure or defects during normal use for a period of one (1) year from the date of completion of the work.

All materials and parts supplied by the successful bidder will have the standard manufacturers’ warranties. Any defective materials or parts supplied by the contractor shall be replaced at no cost to the Wellesley Housing Authority

12) The contractor must supply all applicable SDS forms as requested by the Wellesley

Housing Authority. Pursuant to MGL Chapter 111F, Sections 8-10, any vendor who receives a contract resulting from this invitation agrees to submit a Safety Data Sheet for each toxic or hazardous substance or mixture containing such substance when deliveries are made. The contractor agrees to comply with all requirements set forth in the pertinent laws.

13) The contractor shall keep all exterior doors locked when the buildings are unoccupied and shall be responsible for locking the doors of the buildings or any portion(s) of the buildings at times other than when they are in normal use. Any property damaged by the contractor in carrying out the provisions of this contract shall be restored to its original condition by and at the expense of the contractor.

14) All material and debris shall be cleaned up immediately and removed from the building, leaving the premises in a clean condition.

B. Detailed Specifications

1) The contractor must be a qualified, licensed Flooring contractor. The contractor must have a minimum of 5 years experience in the Flooring industry. The contractor shall use trained and certified mechanics to perform the services, directly employed and supervised by him/her.

2) All mechanics shall have a copy of all required certifications and licenses on file. All persons operating a motor vehicle on the owners property must have a copy of the required motor vehicle license on file.

3) Repair work will be performed on an on-call basis as needed and determined by the

Director of Maintenance or his/her designee. Response time for regular service calls must be within twenty four (24) hours and for emergency calls within eight (8) hours.

4) The CONTRACTOR will be available as-needed on an on-call basis, prepared to perform routine and urgent repairs, replacements, and installations of carpet and resilient flooring at the LHA properties. The majority of the work in this contract will be performed in vacant units (turnovers) and common areas. Typical materials include but are not limited to 26oz commercial rolled carpet, carpet tiles, 12x12 or 12x24 vct / lvt tile, and luxury vinyl plank.

• Carpet and or resilient flooring systems to be used shall meet or exceed all applicable NFPA Fire Code and Life Safety Code requirements.

• Adhesives and Sealers shall be of “low” or no “VOC” compound.

• Any portion of the carpet and or resilient flooring system labeled or unlabeled as seconds, second quality, flawed, irregular, factor irregular, and/or returns are not acceptable.

• From the point of manufacture, sale, pre or post installation, if the Contractor discovers or determines any portion of the supplied carpet and or resilient flooring system to contain nicks, cuts, blemishes, discoloration, crooked stitching, veins, spots, or any condition or flaw which is not consistent with First Quality, the Contractor shall remove and return the defective portion of the carpet and or resilient flooring system to their supplier and supply/re-install any portion of flooring system at no cost to the Authority.

• Contractor shall provide Carpet and or resilient flooring Systems and related materials that are compatible with one another and the substrates evidenced by the LHA

• Adhesives and sealers shall not be thinned or altered in any way, shape, fashion or form.

• Containers not displaying manufacturer’s product identification will not be acceptable.

PRE APPLICATION, JOB-SITE EXAMINATION, AND AMBIENT CONDITIONS

• Contractor shall notify the LHA immediately (verbally and in writing) of all damage and/or discrepancies identified at the job-site prior to the start of work as well as any property damage that occurs while performing this scope

• The Contractor shall adhere strictly to all manufacturers’ recommendations with respect to temperature and surface conditions set forth for the particular product literature unless otherwise approved in advance by the LHA.

• Nothing in the scope shall be deemed to reduce the manufacturers’ recommendations.

• In an attempt to mitigate returns visits to the work area, every effort should be made by the

Contractor to remove all hardware that is not to be carpeted or tiled over with transition reducer or edge trim and moldings applied before carpet/tile is installed so that carpet/tile is fitted in a “Gripper Bar” fashion. Such items include but are not limited to plates, baseboards, moldings, rubber and metallic reducer/edge/trim/transition kits and similar items already installed that are to be replaced. Removal of these items are required to completely apply adhesive and carpet/tile under the items and adjacent surfaces receiving carpet/tile and reduce the amount of cuts required.

• Following completion of carpeting/tiling operations in each space or area, have all items reinstalled that were not a part of the “Gripper Bar” installation process.

• The Contractor shall schedule and perform cleaning of substances (including oil and greases) from all substrates that could impair the bond of the various carpet/tile systems or cause telegraphing before actually applying new adhesive so that no cleaning agents or treatments, contaminants, old carpet/tile backing, adhesive, dirt, dust, or debris developed from the cleaning and surface preparation process will fall onto or remain on the subsurface or adjacent area causing a degradation in overall appearance, visible damage, soiling, adhesive failure, delaminating and dimensional stability.

• Inspect surfaces and fill all cracks, gouges, holes, and abrasions with compounds suitable for each substrate (e.g. spackle, plaster, or cement patching compound). No adhesives shall be applied on areas until the substrates are cured and dry.

INSTALLATION

• The Contractor shall uniformly apply adhesives and sealers using direct glue down and weighted carpet/tile roller procedures to ensure proper adhesive transfer using manufacturer’s directions and recommendations, and material compatibility for each substrate using trowels, brushes, rollers, or other pre-approved applicators using techniques best suited for substrate and type of material being installed.

• Spray on application of adhesives or sealers shall not be permitted unless specific permission has been secured in writing from the LHA. The Contractor shall supply verification from the manufacturer that the existing surfaces and materials are entirely suitable for this type of application and provide on-the=job demonstration before the LHA can provide authorization in writing.

• The Contractor shall not apply adhesive over chalk, dirt, rust, grease, moisture, or any condition detrimental to formation of the durable adhesion.

• Existing surfaces that are damaged or disturbed by new work shall be inspected by the LHA to determine the necessary and required corrective action.

• The Contractor shall install carpet/tile in accordance with the manufacturer’s directions within the correct working time while maintaining awareness of the LHA noted and approved factors such as seam location, pattern, pattern direction, aesthetics, and economic use of material.

• Extend carpet/tile under open-bottomed and raised-bottom cabinets and/or equipment.

• Extend all carpet/tile under all thresholds, transition strips etc. In no instance shall the

Contractor cut carpet/tile flush with the surfaces unless directed by the LHA

• Provide cutouts where required, and bind cut edges where not concealed by protective edge guards or overlapping flanges

• Install carpet and tile reducer/edge/metallic and non-metallic trim and transition kits, and guards where edge of carpet is exposed; secure guards or reducers to substrate.

• In ramped floor areas, increase anchorage or adhesive. Bond carpet cushion to substrate.

Install carpet by trimming edges, butting cuts with seaming cement, and taping and/or sewing seams to provide sufficient strength for continued stresses during life of carpet.

Flooring service will be available as-needed on an on-call basis. Work may include assisting other contractors as necessary to remedy an emergency situation. A report of work performed shall be submitted with the invoice. The report will include the unit location, type, inspection type; and the findings and action taken on each unit.

5) The contractor shall give personal supervision to the work and shall employ a competent mechanic during the progress of the work. The contractor shall employ an efficient number of competent workmen who are experienced thoroughly in this type of work. It will be presumed that most jobs will require only one worker. When more than one worker will be on the job, advance agreement between the Director of Maintenance and his/her designee and the Contractor is required.

6) The contractor shall be required to be available, at no cost to the Owner, during the working day, at times mutually convenient to himself and a representative of the Wellesley Housing Authority for consultation regarding potential work, to visit work locations, and to prepare estimates. If requested by the Director of Maintenance or any other authorized representative of the Authority, the contractor will supply a written estimate of the work to be done. There shall be no fee charged for any such estimate.

7) If the contractor finds upon examination of the assigned job that the work will be more extensive than originally ordered, he should contact the Director of Maintenance or his/her designee within 24 hours for authorization to proceed with the additional work.

8) The Wellesley Housing Authority reserves the right to purchase equipment and material to be installed under this contract. In all cases, all replaced parts are to be left with the Wellesley Housing Authority representative, unless otherwise directed.

9) The contractor may employ for his own use the present Flooring and water services in order to perform the work to be done on the sites where work is to be done. He shall be held responsible for all damages to such services or equipment, or damage caused by such services, if such damage were by reason of his or his subcontractors’ use of such services or equipment.

10) Contract term shall be for one (1) year from the date of the executed contract. The

Wellesley Housing Authority shall have the sole option to extend the contract for two

(2) additional one (1) year terms at the same rates quoted on the Bid Form. Contract obligation on the part of Wellesley Housing Authority is subject to annual appropriation.

11) The prevailing wage rates, as determined by the Massachusetts Department of Labor and

Workforce Development and any amendments are applicable to any work performed by the successful bidder. In accordance with Massachusetts General Law C149, §27B, a true and accurate record must be kept of all persons employed on the public works project for which the enclosed rates have been provided. A Payroll Form is provided and includes all information required to be kept by law. Every contractor or subcontractor is required to keep these records and preserve them for a period of three years from the date of completion of the contract. These must also be submitted monthly with all applications for payment on the following form.

http://www.mass.gov/anf/docs/dcam/ofa-forms/statement-of-compliance-payroll.pdf

12) Buildings covered under this contract shall include:

200-1 Barton Road 705-1 50 Linden Street 667-1 Morton Circle 667-2 Washington Street 667-3 315 Weston Road 667-3 41 River Street

For “service” work The Wellesley Housing Authority reserves the right to add locations or delete locations from this list at any time and to perform minor repairs with Authority personnel as needed.

C. Bid Requirements:

http://www.mass.gov/anf/docs/dcam/ofa-forms/statement-of-compliance-payroll.pdf

1) Examination of all Buildings prior to bid submission is highly recommended. Each bidder must acquaint themselves with the circumstances and conditions of these buildings as they exist, that he/she may fully understand the facilities, difficulties, and restrictions applicable to the execution of the work under these specifications. By submitting a bid, the contractor agrees and warrants that he/she has examined the buildings listed above, is aware of conditions on the premises, and has reviewed the specifications.

2) A Bid Bond is not required as the estimated value is <50k.

3) The bid proposal must be filled out on the form prescribed and enclosed in a sealed envelope which shall be endorsed on the outside, “BIDS” and shall indicate the title of the proposal “Annual Floor Covering Services” as well as the name and address of the bidder.

4) In case of any ambiguity, inconsistency, error or omission in any of the bid documents, or a conflict between the provisions in a bid regulation, the bidder is required to draw such matters to the attention of Wellesley Housing Authority. The Owner will, in turn, clarify the situation as to the true interpretation thereof, and notify each and every person who has received the bid documents through the issuance of an Addendum. The Wellesley Housing Authority will not be held responsible for any oral instructions. If the bidder fails to draw such matters to the attention of the Owner, as outlined herein, then his bid conclusively will be presumed to have been based upon the interpretation which may be given subsequently by the Owner or, if such conflict is with a law or regulation, the bid conclusively is presumed to be predicated upon full compliance therewith

5) This IS NOT a request for proposals. Bidders must meet the minimum stated requirements, and shall be evaluated based upon the requirements herein.

6) Any questions regarding this solicitation or specifications must be in writing to the

Director of Maintenance or Contract Officer prior to the bid due-date. Potential bidders are encouraged to provide written questions no later than one week prior to the bid opening so that, if appropriate, an amendment to the solicitation may be initiated and delivered.

7) The bidder is to familiarize himself thoroughly with all the documents enumerated herewith, as it is conclusively understood that all bids are based upon full compliance with the various provisions contained herein. The same documents will be incorporated by reference into the contract documents.

8) All bidders must sign and submit the attached certificates as to corporate bidder, non-collusion, and tax compliance.

9) No bid received after the closing time and date established in this IFB for the receipt of bids will be considered regardless of the cause for delay.

10) A bidder may correct, modify, or withdraw a bid by sealed, written notice clearly marked as a correction, modification, or withdrawal and received by the Wellesley Housing Authority prior to the time and date set for the bid opening.

11) Bidders are required to complete and submit the Qualification and Reference Forms provided in this bid package in accordance with instruction printed therein. The Owner has the option of awarding the contract according to qualification of Responsible and not solely on price as deemed in the best interest of the Wellesley Housing Authority.

C. Rule for Award:

1) The pricing of labor, as well as experience, qualifications and references will be used to evaluate bids.

2) The successful bidder must have demonstrated experience performing similar services for municipalities, Local Housing Authorities, or public entities over the past five years.

3) In order to be responsive to this IFB, each bidder’s company must have:

a. Five (5) or more years in the Flooring industry;

b. Representation of fleet vehicle and licensed personnel capable of responding within the required response time(s); and,

c. Three (3) LHA, municipal, or public references indicating the bidder’s service quality, response time, personnel qualifications, business and billing office competence, equipment and part locating and pricing ability.

Any certifications and/or licenses of personnel to be utilized during the term of this contract must be provided prior to execution of the Contract.

4) The successful bidder must possess adequate labor, equipment, engineering, and management capabilities to effectively service this contract over the anticipated term, including all renewal options.

5) The availability and proximity of the contractor’s prime business location, as well as experience with public work, shall be considered in its ability to respond to the Wellesley Housing Authority.

6) Items or services equaling or exceeding the specifications will be considered as meeting the specifications.

7) Bids submitted pursuant to this IFB will be reviewed and evaluated pursuant to standards required by MGL Chapter 149, considering the lowest responsible and eligible bidder’s pricing structure, first in regard to hourly rate and overtime rate and provided that overtime does not exceed 2.0 times the base hourly rate.

8) Failure to comply with the above requirements or any attached specifications will be justification to reject any bids as incomplete.

D. Contract Terms and Conditions:

1) The contractor shall indemnify and hold harmless the Wellesley Housing Authority, and all of its officers, agents and employees against all suits, claims, and liabilities of every name and nature for any injuries to persons or damage to property arising out of or relating to any acts of, or failure to act by, the Contractor, his/her employees, agents, or subcontractors, in the performance of the work of this contract or failure to comply with the terms and conditions of the contract.

2) The Wellesley Housing Authority reserves the right to cancel the contract on fifteen (15) days’ notice and to award the contract to the next lowest bidder on evidence of the contractor’s failure to perform in accordance with specifications, and the contractor shall have no legal recourse or claim against the Owner.

3) The Wellesley Housing Authority may cancel this contract at any time without cause upon thirty days prior notice. Upon termination, the Contractor is only entitled to be paid for work performed and completed and not for lost profits and/or any indirect overhead costs.

4) The contractor shall conform to all requirements of federal, state, and local laws, including prevailing wage laws.

5) Copies of all certifications and licenses for personnel utilized during the term of the contract must be updated, kept current, and maintained on-file with the Wellesley Housing Authority during the term of the contract.

6) There must be no assignment to third parties unless expressly agreed to in writing.

7) If the annual contract exceeds $25,000 the selected contractor(s) shall provide Blanket

Performance Bonds and Materials/Payment Bonds each in the amount of 100% of the yearly value of the contract, issued by a surety satisfactory to the Wellesley Housing Authority with a signed contract for the term of the contemplate contract. The value of such Bonds, nor the potential value of each contemplated contract shall in any way require the Owner to place repair and replacement orders up to such amounts during any term of the contemplated contract(s).

8) By submitting a bid, the contractor agrees to execute the contract, provide insurance certificates, bonds, and other required documents, and to commence work within the time limits specified herein.

9) The contract shall be considered to include all terms and conditions required to be included in it by Massachusetts General Laws, as amended, as though such terms were set forth in full therein.

GENERAL CONDITIONS

ARTICLE 1

CONTRACT DOCUMENTS

1.1 DEFINITIONS

1.1.1 THE CONTRACT DOCUMENTS

The Contract Documents consist of the Owner-Contractor Agreement, the Conditions of the Contract (General, and other Conditions), the Drawings, the Specifications, all Addenda issued prior to and all Change Orders issued after execution of the Contract, and all applicable laws, ordinances and regulations. The Contract Documents include Bidding Documents such as the Advertisement or Invitation to Bid, the Instructions to Bidders, sample forms, the Contractor’s Bid or portions of Addenda relating to any of these, or any other documents, specifically enumerated in the Owner-Contractor Agreement.

1.1.2 THE CONTRACT

The Contract Documents form the Contract for Flooring Repairs. This Contract represents the entire and integrated agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. The Contract may be amended or modified only by a written Change Order.

1.1.3 THE WORK

The Work comprises the completed Maintenance and Repair of Flooring Systems required by the Contract Documents and includes all labor necessary to produce such Maintenance and Repair of Flooring Systems, and all materials and equipment incorporated in such scope of work.

1.1.4 THE PROJECT

The project is the Maintenance and Repair of Pluming Systems of selected Authority owned buildings of which the Work performed under the Contract Documents may be the whole or a part.

1.1.5 OR EQUAL

The use of the words “Or Equal” following the name of any manufacturer, vendor or proprietary product shall be understood to mean that articles or materials may be substituted which, in the opinion of the Owner, are equal in quality, durability, appearance, strength, design and performance to the articles or materials named or described and will perform adequately in providing a first-class facility.

1.2 EXECUTION, CORRELATION AND INTENT

1.2.1 By executing the Contract, the Contractor represents that he has visited the site, familiarized himself with the local conditions under which the Work is to be performed, and correlated his observations with the requirements of the Contract Documents.

1.2.2 The intent of the Contract Documents is to include all items necessary for the proper execution and completion of the Work. The Contract Documents are complementary, and what is required by any one shall be as binding as if required by all. Work not covered in the Contract Documents will not be required unless it is consistent therewith and is reasonably inferable there from as being necessary to produce the intended results. Words and abbreviations which have well-known technical or trade meanings are used in the Contract Documents in accordance which such recognized meanings.

1.2.3 The Notice to Proceed will come in the form of a written letter to the Contractor. Once the written Notice to Proceed has been received by the Contractor, that date will be the legal start date for work under the Contract.

In the event of a failure to issue a Notice to Proceed written document specifying the commencement date, the pre-commencement of services meeting date will serve as the Notice to Proceed date.

1.3 OWNERSHIP AND USE OF DOCUMENTS

1.3.1 All Drawings, Specifications and copies thereof furnished by the Owner are and shall remain the Owner’s property. They are to be used only with respect to this Project and are not to be used on any other project without prior written consent of the Owner. With the exception of one contract set for each party to the Contract, such documents are to be returned or suitably accounted for to the Owner at the completion of the Work. Submission or distribution to meet official regulatory requirements or for other purposes in connection with the Project is not to be construed as publication in derogation of any reserved rights.

ARTICLE 2

ADMINISTRATION

2.1 ADMINISTRATION OF THE CONTRACT

2.1.1 The designated representative of the Owner will visit the site at intervals appropriate to the Maintenance and Repair of Flooring Systems to familiarize himself generally with the progress and quality of the Work and to determine in general if the Work is proceeding in accordance with the Contract Documents. However, the Owner’s Representative will not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work.

2.1.2 The Owner shall at all times have access to the Work whenever it is in preparation and progress.

The Contractor shall provide facilities for such access so the Owner may perform its functions under the Contract Documents.

2.1.3 Based on the Owner’s Applications for Payment, the Owner will determine the amounts owing to the Contractor and will issue Certificates for Payment in such amounts, approved by the Director of Maintenance and or Contract Officer.

2.1.4 The Owner will render information necessary for the proper execution or progress of the Work within twenty (20) days of any request by the contractor or in accordance with any time limit agreed upon.

2.1.5 The Owner will have authority to reject Work which does not conform to the Contract Documents. Whenever, in his opinion, he considers it necessary or advisable for the implementation of the intent of the Contract Documents, he will have authority to require special inspection or testing of the Work whether or not such Work is completed. Any such rejection of work shall not relieve the Contractor of the responsibility for maintaining protection of the Work and the Owner’s property.

2.1.6 The Owner will review and approve or take other appropriate action upon Contractor’s submittals such as Shop Drawings, Product Data and…