Hudson 25-28 Animal RFP Final.pdf

Town of Hudson

Request for Proposals Animal Control and Animal Inspector Services

Due Date: Tuesday, June 24, 2025 Due Time: 11:00 AM EST

TABLE OF CONTENTS

LEGAL NOTICE

Notice of Request for Proposals Section I: RFP Process Timeline Section II: Proposal Checklist Section III: General Information & Proposal Submission Requirements Section IV: Scope of Work & Specifications Section V: Proposal Preparation, Evaluation & Selection Section VI: Terms and Conditions

LEGAL NOTICE

Town of Hudson Request for Proposals – Animal Control and Animal Inspector Services

Sealed proposals will be received at the Office of the Chief of Police at the Hudson Police Station at 911 Municipal Drive, Hudson, MA 01749 until 11:00 AM on Tuesday, June 24, 2025 for the purpose of providing Animal Control and Animal Inspector Services for the Town of Hudson.

At that time and place, said proposals shall be publicly opened. Each proposal shall be plainly endorsed on the outside, thereof; Proposal for Animal Control Services. Specifications and instructions to Bidders may be obtained from the Office of the Police Chief by email cbishop@townofhudson.org, at the above-mentioned address or by phone at (978) 562-7122

NOTICE OF REQUEST

FOR PROPOSALS

Description: The Town of Hudson, Chief Procurement Officer, invites Qualified Proposers to submit proposals to provide: Animal Control and Animal Inspector Services. This RFP shall be governed by the requirements of Chapter 30B of the Massachusetts General Laws, the Uniform Procurement Act.

RFP Packages: RFP Packages will be available beginning June 9, 2025, at 10:00 AM.

Packages are available via email by contacting cbishop@townofhudson.org.

Due Date & Time: Proposals are due by 11:00 AM EST on Tuesday, June 24, 2025. The clock in the Office of the Police Chief will be the sole determining factor of time.

Place: RFP’s are to be submitted to:

Hudson Police Station Attn: Office of the Chief of Police 911 Municipal Drive Hudson, MA 01749

Questions/RFI’s: If you have questions about this RFP or have a request for information or clarification, please contact Cory Bishop at cbishop@townofhudson.org, by phone at (978) 562-7122, or at the Hudson Police Station.

Contract Info: Unless otherwise specified, the Town of Hudson Standard general

Contract will be used, a draft of which is enclosed herein. (See Section

VIII.)

Project Period: The Town endeavors to expedite all contracts within a timely fashion.

Typically, a contract will be awarded within 60 days of the proposal opening if not sooner. Services under the contract will commence on September 1, 2025, and terminate on August 31, 2028. The Town intends to award the contract with the Town having the sole and exclusive option to renew the contract at its discretion for two additional two-year periods. The Town further reserves the right to cancel the contract with 30 days’ notice, should at any time, the appropriation therefore not be approved by the Town Meeting.

mailto:cbishop@townofhudson.org

SECTION I: RFP PROCESS TIMELINE

June 6, 2025 RFP legal notice appears in the Community Advocate.

June 9, 2025 RFP appears in COMMBUYS and Goods and Services Bulletin.

June 9, 2025 RFP available at 10:00 AM.

June 24, 2025 Proposal due date. The deadline for proposals is 11:00 AM EST. The clock in the Office of the Police Chief will be the sole determining factor of time.

June 25, 2025 (anticipated) The Selection Committee reviews proposals and selects the most highly advantageous proposal.

July 14, 2025 (anticipated) Notification of Award.

SECTION II: PROPOSAL CHECKLIST

Proposals must be submitted in a sealed envelope with the RFP Title and the PROPOSER’s name and address clearly indicated on the envelopes. It is mandatory that price proposals and non-price proposals be submitted separately. Failure to submit separate proposals will result in rejection of the proposal. The PROPOSER will not make any reference to the price proposal elsewhere in other documents submitted.

Non-Price Proposal Envelope

Exhibit A - Proposal Signature Page (provided)

Non-Price Proposal

Exhibits C – F - Certifications (provided)

References

Please submit 2 bound copies of the non-price proposal in a sealed envelope marked in the lower left corner with the words: “Town of Hudson – Animal Control and Animal Inspector Services - Non-Price Proposal.”

Price Proposal Envelope

Exhibit B - Price Proposal Page(s)

Please submit one unbound original price proposal in a sealed envelope marked in the lower left corner with the words: “Town of Hudson – Animal Control and Animal Inspector Services - Price Proposal.”

SECTION III: GENERAL INFORMATION &

PROPOSAL SUBMISSION REQUIREMENTS

This is a Request for Proposals (RFP) for the Town of Hudson Animal Control and Animal inspector Services.

Please read this entire document before responding or submitting questions. Thank you for your interest and cooperation!

Contract not to exceed $150,000

Competitive sealed proposals for the services specified will be received by the Town of Hudson, at the specified location, until the time and date cited. Proposals must be in the actual possession of the Town on or prior to the exact time and date indicated above. LATE PROPOSALS WILL NOT

BE CONSIDERED.

Price and non-price proposals must be submitted in separate sealed envelopes.

Submission Requirements:

• One unbound original Price Proposal in a sealed envelope marked in the lower left corner with the words: “Town of Hudson – Animal Control and Animal Inspector Services – Price Proposal” as well as the Proposer’s name. The Proposer will not make any reference to said price proposal elsewhere in other documents submitted hereunder.

• Two (2) bound copies of the Non-Price Proposal in a sealed envelope or box marked in the lower left corner with the words: “Town of Hudson – Animal Control and Animal Inspector Services - Non-Price Proposal” as well as the Proposer’s name. The proposal must be a complete submission as outlined in the Scope of Work.

• Proposals must include Exhibits A-F: the Proposal signature page, Price Proposal signature page, and all applicable Certifications as provided in this RFP.

• References as specified in the Scope of Work.

• Any exceptions taken to the conditions or specifications cited herein must be clearly stated on a separate page of the proposal.

General Information:

• Anyone who intends to submit a Proposal must contact the Town directly and specifically request a copy of this RFP, unless such company was sent a copy directly from the Town.

The Town has responsibility for maintaining a control list of all potential Proposers.

• Failure to submit Price and Non-Price proposals in separate sealed envelopes will result in rejection of the proposal.

• Proposals must be submitted on the proposal-contract forms provided.

• Material submitted in response to this RFP will not be considered confidential under the terms of the Massachusetts Public Records Law.

• The contract is expected to be awarded within sixty (60) days of this proposal opening (a sample contract is enclosed with the RFP). This RFP, as well as the successful Proposer’s response, will become part of the contract;

• If any changes are made to this RFP, an addendum will be distributed to all Proposers who have received the RFP through the Town of Hudson;

• The contract is expected to be awarded within sixty (60) days of this proposal opening (a sample contract is enclosed with the RFP). This RFP as well as the successful Proposer’s response will become part of the contract;

• If any changes are made to this RFP, an addendum will be distributed to all Proposers who have received the RFP through the Town of Hudson;

• Permission will not be given to withdraw or modify any proposal after it has been submitted to the Town.

• Individuals are encouraged to submit proposals. Individuals who submit proposals will not be subject to requirements that are only applicable to businesses such as authorized signatory and financial stability certifications;

• Proposal prices must remain firm for ninety (90) days after the proposal opening;

• All proposals must be signed by appropriate, authorized individual or individuals, e.g. if the

Proposer is a partnership, by the name of the partnership, with the signature of each general partner. If the Proposer is a corporation, it must be signed by the authorized officer whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed, or appropriate certificate of authorization.

• Written addenda issued will be emailed to all parties that the Town of Hudson is aware have requested documents using the contact information provided to the Town. Absence of “failure” messages electronically transmitted from addressee’s site will serve as confirmation of delivery of addenda. Proposers should contact Cory Bishop, cbishop@townofhudson.org, if they believe an addendum has not been received.

• The Town of Hudson reserves the right to cancel all or part of this solicitation. The issuance of this solicitation does not imply any commitment to purchase any product or services from any Proposer. The Town reserves the right to reject all proposals and waive informalities.

• A Selection Committee made up of Town of Hudson staff will evaluate the proposals and recommend a Proposer for award by the Town of Hudson.

• Any contract issued in response to a successful proposal must be approved by the Town of Hudson Select Board. The Town of Hudson reserves the right not to make an award on this contract if doing so is in the best interest of the Town.

SECTION IV: SCOPE OF WORK & SPECIFICATIONS

Introduction

The Town of Hudson is seeking to hire a qualified vendor to provide Animal Control and Animal Inspector Services for the Town.

Duration of Contract

The duration of the contract shall be for three years, and shall include all materials, equipment, and/or services ordered or delivered during the/period. The PROPOSER shall begin providing the services outlined in this contract on September 1, 2025. All equipment and/or facilities to be used by the PROPOSER will be in operation by that date.

SCOPE OF WORK

A. As the Animal Control Officer, you shall:

• Pickup and I or dispose of any stray not legal dog or other animal that is found dead within the Town ways at his earliest opportunity.

• Pickup and treat or if necessary dispose of any animal, including wildlife that is injured, maimed, or diseased within the Town ways in a humane manner.

• Pickups strays and dispose of same, after 7 - 24 hour period per state law in a humane manner, if an owner cannot be located or a buyer found.

• Enforce the Town's 24-hour leash law.

• Handle all matters and complaints pertaining to dogs.

• Keep records of the number of complaints, fines, citations issued and other information necessary to complete the attached forms relating to dogs.

• Attend Select Board and Court hearings upon direction by the Executive Assistant or the

Police Chief as well as initiate action in District Court to enforce laws pertaining to animal control.

• Investigate all complaints relating to dogs and or other domestic animals.

• Respond to emergencies or unusual situations, which would include, but is not limited to, injured animals, and situations relating to dogs or other animals which pose a serious and immediate threat to property or public safety (see attached Protocol).

• Transport animals to the kennel or other facility to be used as a Town Pound.

• Complete reports relating to dogs ( attached).

• Enforce dog licensing.

• Cooperate with County Dog Officers if requested (Mutual Aid).

• Set up the equipment needed for the Annual Rabies Clinic and manage the Clinic.

• Return to the Town all fines, citations, pound fees and other charges collected by the

PROPOSER and owed to the Town an a daily basis.

B. As the Pound Keeper, you shall:

• Feed and shelter all dogs and other animals in his care and attempt to locate owners and give or sell dogs to new owners if the owner cannot be located (all prospective owners will be approved by the Dog Officer).

• Keep records of the number of dogs and other animals disposed of by him their owners, the amount of pound fees collected and any other information not recorded by the Police Department and necessary to complete the attached forms relating to dogs (information on the disposal of dogs and other animals are to be sent monthly to the Town Clerk and the Police Chief or his designee).

C. As the Animal Inspector, you shall:

• Prepare and submit a complete barn inspection list to the DAR in December of each year which includes the names of all owners of animals other than dogs harbored in the Town, the number of such animals owned by each and the type of animal owned.

• Prepare and submit a list to the Police Chief or his designee, which includes the number and type of animals killed by dogs.

• Prepare and dispense as necessary any forms relating to animals other than dogs.

SPECIAL PROVISIONS

1. The PROPOSER must provide their own vehicle. Any vehicle used by the Dog Officer to fulfill the requirements of this contract shall clearly designate that the vehicle is the official vehicle of the Dog officer of the Town of Hudson. The vehicle shall be covered and adequate to transport, in a safe manner, at least two (2) dogs. The adequacy of the vehicle to be used shall be subject to the determination of the Police Chief. The approval of the Police Chief must be obtained for any vehicle to be used by said Dog officer in fulfillment of this contract. The PROPOSER will provide all maintenance and fuel required in the use of the said vehicle.

2. The PROPOSER will provide their own equipment to efficiently carry out the duties required in this contract. This would include a two-way radio for communications with public safety officers, cages, poles, protective gloves, and other such animal control equipment.

3. The PROPOSER will provide forty (40) hours animal control between the hours of 8:00 AM and 9:00 PM, divided equally between any five (5) days per week, plus emergency calls (outlined in Protocol attachment). A weekly schedule of work hours will be submitted to the Police Chief or his designee one week in advance of the work week involved. The PROPOSER will check in at the Police Department at the beginning and the end of each day worked. The Police Chief or his designee shall be notified two (2) weeks in advance of taking any time off for vacations.

PROPOSER is responsible for assuring coverage during any absences. During Legal Holidays, the Town does not except coverage except for emergencies ( outlined in Protocol attached).

SUBMISSION OF AN INDIVIDUAL FOR APPROVAL AS A DEPUTY

The successful PROPOSER will submit an individual for approval by the Executive Assistant as Deputy Animal Control Officer, Deputy Pound Keeper, and Deputy Animal Inspector. It is understood that in case of emergency and scheduled vacations of said Animal Control Officer, Pound Keeper, and Animal Inspector, they will be responsible for a suitable replacement thereof; said replacement will also be subject to approval by the Executive Assistant. Payments for all such services by the substituting Deputy Animal Control Officer, Deputy Pound Keeper, and/or Deputy Animal Inspector shall be paid by the Animal Control Officer, Pound Keeper, and Animal Inspector out of funds received under their contract.

DESCRIPTIVE MATERIALS

The PROPOSER shall submit descriptive material thoroughly describing the equipment, vehicles and/or facilities to be used by the PROPOSER.

EQUIPMENT MAINTENANCE

All equipment used by the PROPOSER will be maintained by them and shall be kept in good working condition..

MINIMUM QUALIFICATIONS REQUIRED (State Certification applicable/required per State Law)

1. Three years experience in dog training, pound management or related area.

2. One year experience in law, code or regulatory enforcement.

3. High School Diploma or GED.

4. Valid Massachusetts Drivers License and safe driving record.

5. Prior experience in public speaking or giving of legal testimony.

6. Prior experience with veterinary medicine preferred.

7. Knowledge of Rabies and resources to sponsor an annual rabies clinic required

SCHEDULE OF PAYMENTS

For the period September 1, 2025 to August 31, 2026, there shall be monthly payments to be paid in 12 equal payments beginning September 15, 2025.

For the period September 1, 2026 to August 31, 2027, there shall be monthly payments to be paid in 12 equal payments beginning September 15, 2026.

For the period September 1, 2027 to August 31, 2028, there shall be monthly payments to be paid in 12 equal payments beginning September 15, 2027.

EMERGENCY PROTOCOL (Regarding the Animal Control Officer) An Emergency is as follows:

A call is deemed as an Emergency if it involves a vicious dog, dog bite, dog packs, dogs attacking persons or livestock, rabid animals, or domestic animals hit by a vehicle.

Response Time:

The Response Time by the Animal Control Officer, or by the Acting Animal Control Officer, shall be done in a timely manner, not to exceed two (2) hours after receiving the initial notification.

Non-Emergency Calls

Non-Emergency calls shall be referred to the Dog Officers' Answering Machine, which shall be answered on the next working day.

SECTION V: PROPOSAL PREPARATION, EVALUATION &

SELECTION

Qualifications

Proposals must be submitted on the forms provided, in accordance with all specified proposal submission requirements as specified in the Scope of Work.

Competency of Proposers

Only those PROPOSERS who submit all forms and materials as required will be considered responsive and responsible.

No proposal will be considered unless the PROPOSER submitting the same will furnish evidence satisfactory to the Town that he has the necessary equipment, ability, and financial resources to fulfill the conditions of the contract and specifications. Previous experience and responsibility of the PROPOSER will be considered in awarding the contract. No contract will be awarded to any PROPOSER who is in arrears to the Town upon debt or contract, or who is a defaulter as to surety or otherwise upon any obligation to the Town of Hudson.

Withdrawal of Proposal

Permission will not be given to withdraw or modify any proposal after the RFP deadline.

Acceptance or Rejection of Proposal

The Town reserves the right to accept proposals at any time within ninety (90) days after the same are received as provided. The PROPOSER will submit his proposal on the proposal-contract forms if so provided. The Town reserves the right to reject any or all proposals and waive informalities. Any proposal deemed incomplete will be rejected outright for non-responsiveness to the requirements of the RFP.

Names of Proposers

Each proposal must contain the full name and address of each person or company interested therein.

In the case of a partnership, the name and address of each partner must be stated on the proposal form.

The firm, corporate, or individual name must be signed by the PROPOSER in the space provided for signature on the forms. In the case of a corporation, the title of the officer signing must be stated, and the corporate seal must be affixed. In the case of a partnership, the signature of at least one of the partners must follow the firm name using the term “members of firm”. Individuals use the term “doing business as,” or “Sole Owner.”

Selection Criteria

Candidates who have met the minimum stated qualifications will be evaluated and ranked by the Selection Committee based on the criteria listed below. The rankings done by the individual committee members for each proposal will be combined to determine an overall score for each PROPOSER. These scores will then be used to determine the initial ranking of the PROPOSERS. The Selection Committee will conduct reference checks and then meet to discuss and agree upon final applicant rankings.

Determination of Best Proposal

The Chief Procurement Officer will open the Fee Proposal after receiving the final ranking of the Selection Committee and make a final determination of which proposal is in the best interest of the Town. Price alone will not be the determining factor in the awarding of a contract. The Town will consider both the rating given to the PROPOSER by the Selection Committee and the Fee Proposal in making the award. The final contract is subject to negotiation by the Town.

The Town of Hudson expects to award the contract within sixty (60) days after the date established for receiving the proposals. All proposals will remain valid and acceptable for ninety (90) days from the last proposal due date. This time may be extended by mutual consent of the selected PROPOSER and the Town. Upon award, the engagement must commence within ten (10) days of receipt of a Notice of Award by the selected PROPOSER.

Proposing All or Any Items

PROPOSERS may propose on any or all items unless otherwise specified in the Scope of Work.

Exceptions

Any exceptions to the conditions or specifications cited herein must be clearly stated on a separate page of the proposal.

Minimum Requirements

At a minimum, PROPOSERS must submit all materials requested in accordance with the exact specifications of this request for proposals. PROPOSERS who meet these minimum criteria will have their proposals reviewed. Meeting minimum requirements does not mean that a PROPOSER will be selected.

Preparation of Proposal

1. The proposal will detail the firm’s or individuals’ qualifications, experience and expertise.

Proposal evaluation will include an examination of the PROPOSER’s qualifications, experience, project action plan, and expertise in conducting similar work.

a. PROPOSER will provide a brief history of their organization, or relevant professional experience;

b. PROPOSER will list the number of current personnel that it employs, if applicable;

c. PROPOSER will detail their own experience completed during the past five (5) or more years;

d. PROPOSER will provide a list of specific qualifications the PROPOSER has in supplying the services listed in this proposal, including professional degrees, designations, affiliations, certifications and/or licenses;

e. PROPOSER will submit the names and resumes, and level of participation of staff, particularly staff assigned to this engagement, and their respective experience in these types of engagements, if applicable;

f. PROPOSER will provide a list of a minimum of three (3) references from current and/or former clients for projects of similar size and scope. The list will include current contact information, including contact name, organization, and phone number.

2. General proposal elements:

a. All proposals must contain Exhibits A-F: the Proposal Signature page, Price Proposal Signature page, and all applicable Certifications provided.

b. Any exceptions to this RFP are stated on a separate page of the proposal.

c. The proposal document must be submitted with an original ink signature by the person authorized to sign the proposal.

d. Erasures, interlineations or other modifications in the proposal will be initialed in original ink by the authorized person signing the offer.

e. It is the responsibility of all PROPOSERs to examine the entire RFP packet and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after due time and date.

f. Submit four (4) bound copies of the non-price proposal.

g. Submit one (1) copy of the price proposal in a signed, sealed envelope.

Comparative Evaluation Criteria

Proposals will be ranked on the following scale of maximum benefit to the Town: Highly Advantageous (3 points), Advantageous (2 points), Not Advantageous (1 point), or Unacceptable (0 points). Any proposal that receives an “Unacceptable” rating for any of the criteria sections may be rejected outright. PROPOSERS should be responsive to the requested information outlined in the RFP. PROPOSERS submitting proposals deemed to be non-responsive will be given a ranking of “Unacceptable”.

A. Proposer’s Relevant Experience

Points Rating Description 3 Highly Advantageous The proposer has more than ten (10) years of experience contracting with municipalities for Animal Control/Animal Inspector Services similar in scope to the services described herein.

2 Advantageous The proposer has five (5) to ten (10) years of experience contracting with municipalities for Animal Control Services/Animal Inspector Services similar in scope to the services described herein.

1 Not Advantageous The proposer has less than five (5) years of experience contracting with municipalities for Animal Control

Services/Animal Inspector Services similar in scope to the services described herein.

0 Unacceptable The proposer has no experience contracting with municipalities for Animal Control Services/Animal Inspector Services.

B. Staffing Plan

Points Rating Description 3 Highly Advantageous The staffing proposal demonstrates highly qualified and experienced staff and adequate staffing levels to provide the services described in this RFP on a 24-hour per day basis, 7 days per week, 365 days per year.

2 Advantageous The staffing proposal evidences qualified staff and generally adequate staffing levels to provide the services described in this RFP on a 24- hour per day basis, 7 days per week, 365 days per year.

1 Not Advantageous Staff are relatively inexperienced and/or staffing levels may not be sufficient to provide the services described in this RFP on a 24 hour per-day basis, 7 days per week, 365 days per year.

0 Unacceptable N/A

C. Kennel Facilities Owned and Operated by the Proposer

3 Highly Advantageous The proposer has more than five (5) years of experience operating a kennel facility and the facilities are clean and well-managed.

2 Advantageous The proposer has three (3) to five (5) years of experience operating a kennel facility and the facilities are clean and well-managed.

1 Not Advantageous The proposer has less than three (3) years of experience operating a kennel facility or the facility is unclean and/or overcrowded.

0 Unacceptable The proposer has no previous experience operating a kennel facility.

D. Evaluation of the Proposal

3 Highly Advantageous The proposal clearly and comprehensively addresses all of the requirements of this RFP and demonstrates the proposer’s capacity from a staffing and experience standpoint to deliver the services outlined in this RFP.

2 Advantageous The proposal clearly addresses most of the requirements of this RFP and/or the proposer has demonstrated its capacity to deliver most of the services outlined in this RFP.

1 Not Advantageous The proposal fails to clearly address many of the requirements of this RFP and it is unclear that the proposer has the capacity to deliver the services outlined in this RFP.

E. References

3 Highly Advantageous All of the proposer’s references indicate that the proposer and his/her staff consistently demonstrate the ability to interpret and enforce regulations with tact and impartiality and consistently demonstrates effective oral communication skills.

2 Advantageous Most of the proposer’s references indicate that the proposer and his/her staff consistently demonstrate the ability to interpret and enforce regulations with tact and impartiality and generally demonstrate effective oral communication skills.

1 Not Advantageous Multiple references indicate that the proposer and his/her staff have failed to demonstrate the ability to interpret and enforce regulations with tact and impartiality on more than one occasion and/or do not demonstrate effective oral communication skills.

SECTION VI: TERMS AND CONDITIONS

Definitions

The term “PROPOSER” will mean the corporation, partnership, or individual proposing or under contract to furnish the material, labor, and/or equipment listed in the Specifications or Scope of Work. The term “Town” will mean the Town of Hudson, Massachusetts.

Liability & Indemnification

The PROPOSER shall defend, indemnify, and save harmless the town and its officers and agents from all claims, demands, payments, suits, action, recoveries and judgments of every description, whether or not well founded in law, brought or recovered against it, by reason of any act or omission of said PROPOSER, their agents or employees, in the execution of the contract or in consequence of insufficient protection, or for the use of any patented invention by said PROPOSER, and a sum sufficient to cover aforesaid claims may be retained by the Town from moneys due, or to become due to the PROPOSER under this contract, until such claims shall have been discharged or satisfactorily secured. The PROPOSER herein agrees to assume and save the Town, it's officers and agents harmless from liability of any kind or nature whatsoever, arising out of the use by any living creature of any appliance, apparatus or mechanism, which may be furnished installed, and/or maintained by the PROPOSER under the terms of this contract including patent or copyright infringement, and to defend the Town from any and all such liabilities whether or not such claims are founded in law.

License Fees

The PROPOSER shall pay all license fees and/or registration fees necessary for any vehicle, structure, and/or apparatus not owned by the Town and used by the PROPOSER to fulfill the conditions or the contract and specifications.

Payment of Invoices

Payment will be made to the PROPOSER monthly for the services rendered in the preceding two-week period, with the first payment to be made September 15, 2025 provided all terms of the contract have been fulfilled to the full and complete satisfaction of the Executive Assistant of the Town of Hudson.

Duration of Contract

The duration of the contract shall be for three years, and shall include all materials, equipment, and/or services ordered or delivered during the/period. The Town reserves the right to cancel this contract should services rendered not meet the requirements of this contract, upon a vote by the Select Board and written notice to the PROPOSER. Payments obligated under this contract in years two and three shall be subject to appropriation.

Purchases

After the contract is signed it will only become operative upon the delivery to the PROPOSER of any order signed by the Town of Hudson Select Board and certified as to available funds by the Executive Assistant and the Director of Finance, and the Town of Hudson will only be obligated under the contract to the extent of such orders. The Town will not be liable for any claims in the event that the total quantity of the material ordered under this contract should prove to be greater or less than the amount herein estimated

Workmen’s Compensation

The PROPOSER will comply with the State Law, known as Workmen’s Compensation Act, and will pay into the State Insurance Fund necessary premiums required by the Act to cover all employees working under the control of the PROPOSER and will relieve the Town of Hudson from any costs due to accidents or other liabilities mentioned in said Act. They shall also furnish at the time of delivery of the contract, and at such other times as may be requested, the official certificate of receipt showing that the payments herein before referred to have been made.

Insurance

At a minimum the following five insurance requirements must be met by all outside consultants:

I. All PROPOSERs working for the Town shall provide a Certificate of Insurance indicating coverage for Worker’s Compensation, in accordance with state regulation. The certificate shall name the Town as an additional insured.

II. ALL PROPOSERs engaged in contracts in excess of $10,000 shall provide the Town with a Certificate of Liability Insurance for a minimum of One Million Dollars ($1,000,000), naming the Town of Hudson as additional insured.

III. PROPOSERs engaged in work valued between $5,000 and $10,000 shall provide the Town with a Certificate of Liability Insurance for a minimum of $500,000, naming the Town of Hudson as additional insured.

IV. PROPOSERs engaged in projects valued at less than $5,000 shall carry an appropriate amount of liability coverage, which shall be determined by the department head procuring the service.

V. Copies of the Workers’ Compensation Certificates and the Liability Insurance Policies must be presented by the successful Proposer before any contract is issued.

VI. Other insurance requirements: Automobile liability insurance with limits of $100,000 and $300,000 coverage will be required for any vehicle used by the successful PROPOSER to fulfill the conditions of the contract. Evidence of such Coverage must be submitted on certificates issued by the insurance carrier for all applicable vehicles.

Taxes

All prices quoted will be for a definite fixed price unless otherwise specified in the Scope of Work, which price will exclude Federal, State, and other taxes to the extent that municipalities are exempt.

Assignment of Contract

The PROPOSER who is awarded a contract will not assign, transfer, convey, sublet or otherwise dispose of said contract, or his right, title or interest in or to the same, or any part thereof, without previous consent in writing from the Town of Hudson Select Board, endorsed on or attached to the contract.

SECTION VII: REQUIRED PROPOSAL-CONTRACT FORMS

The following pages contain forms that must be included with the Proposals.

Exhibit A ………………………………………. Proposal Signature Page

Exhibit B ………………………………………. Price Proposal Page

Exhibit C ………………………………………. Certificate of Non-Collusion

Exhibit D ………………………………………. Certificate of Tax Compliance

Exhibit E ………………………………………. Certificate of Authority (if applicable)

Exhibit F ………………………………………. Equal Opportunity Certification

Exhibit G ………………………………………. Sample Contract

EXHIBIT A

Proposal Signature Page

Complete this page and return as a cover sheet for the completed proposal.

Company Name

Contact Person

Street

Phone

City, State, Zip Email

Submits the attached proposal for this Request for Proposals to the Town of Hudson, on the authority of the undersigned and as dated below. I confirm and pledge to abide by and be held to the requirements of this RFP and its resulting contract, to perform any tasks and deliver any documents required, and to execute a Contract with the Town of Hudson.

Bidder acknowledges receipt of the following addenda. *

1.__________________________________ 2.__________________________________

Authorized Agent of the Proposer:

Signature (blue ink please)

Printed Name

Title

Date

Form must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting Qualifications will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractor should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

* to be filled in by proposer, if addenda are issued.

EXHIBIT B

Price Proposal Page Must be submitted in a separate sealed envelope

Company Name

Contact Person

Street

Phone

City, State, Zip Email

Dates Annual Amount 12 Monthly Payments

First Year September 1, 2025 – August 31, Second Year September 1, 2026 – August 31, Third Year September 1, 2027 – August 31, EXHIBIT C

Certificate of Non-Collusion Chapter 30B, § 10

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

Individual or Corporate Name of Proposer

Signature of Authorized Agent

Printed Name of Authorized Agent

Form must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm.

Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

EXHIBIT D

Certificate of Tax Compliance

Pursuant to Massachusetts General Law Chapter 62C, § 49A, I hereby certify under penalties of perjury that I have, to the best of my knowledge and belief, filed all state tax returns and paid all state taxes required under law.

Social Security or Federal I.D. Number

Signature: Individual or Corporate Officer

Please Print:

Corporate Name (as used for tax filing)

Address

P.O. Box

City, State, Zip

* Your Social Security Number or Federal Identification Number will be furnished to the Massachusetts Department of Revenue to determine whether you have met tax filing or tax payment obligations. Proposers who fail to correct their non-filing or delinquency will not have a contract or other agreement issued, renewed or extended. This request is made under the authority of M.G.L. Ch. 62C, § 48A.

Form must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm.

Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

EXHIBIT E

Meeting of Board of Directors

At a meeting of the Directors of the _____________________________________ duly called (Corporation) and held at __________________________________________ on the _____________day of

_________________, in the _________ year at which a quorum was present and acting, it was voted, that _____________________________ the ____________________ of this (Name) (Title/position)

Corporation is hereby authorized and empowered to make, enter into, sign, seal and deliver, on behalf of this Corporation a Proposal and subsequent Contract for

(brief description) with the Town of Hudson, and any performance and payment bonds (each in the amount of the

Contract) in connection with such Contract, if applicable.

I hereby certify that the above is a true and correct copy of the record, that said vote has not been amended or repealed and is in full force and effect as of this date, and that

______________________________ is a duly elected ____________________________ of this Corporation.

Clerk or Secretary of the Corporation

If a corporation, attach certificate of vote or apply corporate seal here)

EXHIBIT F

Equal Opportunity Certification

Pursuant to 28 CFR Part 42.204 (d), I certify that my employment practices comply with Equal Opportunity Requirements and complies with 28 CFR Part 42.202.; that my organization complies with the Americans with Disabilities Act.

Form must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm.

Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractor should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

EXHIBIT G

Town of Hudson

Standard General Contract

Contract for:

Company name Address

TABLE OF CONTENTS:

RECITALS

ARTICLE I

ARTICLE II

ARTICLE III

ARTICLE IV

ARTICLE V

ARTICLE VI

ARTICLE VII

ARTICLE VIII

ARTICLE IX

ARTICLE X

ARTICLE XI

ARTICLE XII

ARTICLE XIII

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D

EXHIBIT E

EXHIBIT F

EXHIBIT G

EXHIBIT H

EXHIBIT I

TOWN OF HUDSON

STANDARD GENERAL CONTRACT

PROVISION OF MASTER PLAN SERVICES

Agreement made this ____ day of April, 2012 by and between the Town of Hudson, a duly existing municipal corporation in the Commonwealth of Massachusetts, through its duly elected Select Board with no personal liability to themselves herein after referred to as the “Town” and ________________., a duly formed corporation, herein after referred to as the “Contractor.”

RECITALS

WHEREAS the Contractor will furnish the Town with _________________________;

WHEREAS the Town desires to purchase such goods and/or services from Contractor in a timely manner and;

WHEREAS it was one of the conditions of the award of the contract that a formal agreement should be executed, by the Contractor and the Town, evidencing the terms of the award;

NOW THEREFORE in consideration of the mutual covenants contained the parties agree as follows:

ARTICLE I

Contractor shall furnish Town with ________________, subject to and in compliance with all conditions, covenants, stipulations, terms and provisions contained in the Request for Proposal Specifications, Instructions to Bidders and related documents all of which is attached hereto as Exhibit “A” and incorporated herein by reference. Contractor shall provide these materials or services for the sum equal to the aggregate purchase price of the goods and professional services to be furnished by Contractor at the prices and rates specified in the Contractor's proposal also attached hereto as Exhibit “B” and incorporated herein by reference.

ARTICLE II

Contractor acknowledges that reliability of service is essential in this agreement with the Town, and agrees to adhere faithfully to the scope of services as described in the bid documents. In addition to any other warranties or guarantees attached hereto, Contractor warrants that the goods, items or materials which are the subject matter of this contract are fit for the use and purpose intended.

ARTICLE III

Contractor covenants and agrees to faithfully perform all of its obligations under this agreement and the incorporated documents hereto. Said performance shall be in a professional and workmanlike manner and in accordance with the standard of care and conduct that is generally acceptable in the business or profession. Further, Contractor shall complete and sign all forms attached herein as Exhibits “C-F”.

ARTICLE IV

A. The contractor warrants that (1) the goods sold are merchantable, (2) that they are fit for the purpose for which they are being purchased, (3) that they are absent any latent defects and (4) that they are in conformity with any sample which may have been presented to the Town.

B. The Contractor guarantees that upon inspection, any defective or inferior goods shall be replaced without additional costs to the Town. Contractor will assume any additional costs accrued by the Town due to the defect or inferior goods.

C. The Contractor guarantees all goods for a period of one (1) year provided that if any express or implied warranties exist of a term greater than one (1) year, then such warranties will supersede the one (1) year warranty specified herein.

ARTICLE V

Contractor certifies the suitability, professionalism, and capability of all individuals employed to furnish services as specified herein by Contractor and in any documents incorporated herein by reference.

ARTICLE VI

The Town agrees to faithfully pay the Contractor, when due and payable, and under the terms of all such incorporated documents and instruments to this agreement, all such contracted sums.

ARTICLE VII

The term of this contract shall be through _________ __, 2014. (Insert renewal provisions if applicable.)

ARTICLE VIII

1. Termination for Cause: If through any cause, one party shall fail to fulfill in timely and proper manner, its obligations under this Agreement, or if one party shall violate one of the covenants, agreements, or stipulations of this Agreement, the other party shall thereupon have the right to terminate this Agreement hereunder by giving written notice of such termination. In case of termination, all finished and unfinished documents shall become the property of the Town.

In the event of termination, the Contractor shall be compensated payment of an amount equal to the services or goods provided by the Contractor as of the date of termination.

2. Termination for Convenience: The Town may terminate this Agreement at any time for any reason, upon submitting to Contractor thirty (30) days prior written notice of its intention to terminate. Upon receipt of such notice, Contractor shall immediately cease to incur expenses pursuant to this Agreement unless otherwise directed in the termination notice. Contractor shall promptly notify the Town of costs incurred to date of termination and the Town shall pay all such reasonable and supportable costs which payment shall not exceed the unpaid balance due on this Agreement.

3. Return of Property: Upon termination, Contractor shall immediately return to the Town without limitation, all documents, plans, drawings, tool and items of any nature whatever, supplied to Contractor by the Town to Contractor in accordance with this Agreement.

4. Production of Documents: All records, documents, data, reports or other material, regardless of form or finish, produced by the Contractor as a result of services provided hereunder, are work for hire, and shall become the property of the Town upon creation. The Contractor may not assert any right, title or interest in any product produced under this Agreement.

The Town may request at any time during and/or after the termination of the Agreement any records, documents, data, reports or other materials produced by the Contractor under this Agreement.

ARTICLE IX

Nothing contained herein shall be construed as a joint venture between the Contractor and the Town. In this regard, Contractor shall be deemed for all purposes herein to be an independent contractor. Contractor is required to sign the Certificate of Non-Collusion (Exhibit C).

ARTICLE X

Contractor shall maintain the following types of insurance in full force and effect during the term of this Agreement and any renewals hereof. Copies of the Worker’s Compensation Certificates and the General Liability and Vehicle Insurance Policies are to be furnished to Executive Assistant in advance of commencement of work and reviewed by the Town on an annual basis.

A. All contractors working for the Town shall provide a Certificate of Insurance indicating coverage for Worker's Compensation, in accordance with minimum statutory coverage pursuant to Massachusetts General Laws.

B. All contractors engaged in contracts in excess of $10,000 shall provide the Town with a Certificate of Comprehensive General Liability Insurance for a minimum of One Million Dollars ($1,000,000), with complete operators coverage naming the Town of Hudson as additional insured.

C. Contractors engaged in work valued between $5,000 and $10,000 shall provide the Town with a Certificate of Liability Insurance for a minimum of $500,000 naming the Town of Hudson as additional insured.

D. Contractors engaged in projects valued at less than $5,000 shall carry an appropriate amount of liability coverage, which shall be determined by the department head procuring the service.

E. Motor vehicle liability insurance in the minimum of $500,000.00 per accident.

ARTICLE XI

The Contractor agrees to take all necessary precautions to prevent injury to any persons or damage to property during the term of this Agreement and shall indemnify and save the Town harmless against all losses and expenses resulting in any way, from any negligent or willful act or omission on the part of the Contractor, its agents, employees or sub-contractors or resulting directly or indirectly from Contractor’s performance under this Agreement.

ARTICLE XII

This Agreement sets forth the entire Agreement and understanding between the parties and may be amended, modified or waived in whole or part only by a subsequent writing executed by both parties hereto. Nothing herein shall be construed as permitting either party to assign any interest, benefit or obligation contained herein without the express written consent of the parties hereto.

ARTICLE XIII

If any term, provision, paragraph or word is determined to be illegal, unconstitutional or otherwise unenforceable by a court of competent jurisdiction, then the remaining provisions contained herein shall remain in full force and effect between the parties.

IN WITNESS WHEREOF, the parties hereto have set their hand and seals to this agreement on the day and date first above specified.

TOWN OF HUDSON

(By its Executive Assistant):

Thomas Moses Date

CONTRACTOR:

Name Print Title Date

(Corporate seal if applicable)

EXHIBIT A

Full RFP Package

EXHIBIT B

Contractor’s Proposal

EXHIBIT C

Certificate of Non-Collusion

Chapter 30B, § 10

“The undersigned certifies under penalties of perjury that this proposal or 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.”

Form must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not…