Ipswich IFB Boiler Replacements 08.10.26.pdf

IPSWICH PUBLIC SCHOOLS

Ipswich, Massachusetts

INVITATION FOR BIDS (IFB)

FOR THE REMOVAL, REPLACEMENT AND INSTALLATION OF BOILERS

The Ipswich Public Schools, with funding approved by Ipswich Town Meeting, invite bids for the removal and replacement of the two existing end-of-life commercial boilers; one at the Middle/High School and one at the Paul F Doyon Memorial Elementary School.

This Invitation to Bid may be obtained at the Ipswich Public Schools Office of Finance & Operations, One Lord Square, Ipswich, MA, 01938 and on COMMBUYS, and the School District Website: www.ipsk12.net.

1. Project Title: Boiler Replacements Fall 2026

2. Project Numbers: IPS Project 2705.081026 (Doyon Boiler) IPS Project 2706.081026 (Middle/High Boiler)

3. Project Locations: 1) Paul F Doyon Memorial Elementary School, 216 Linebrook Road

2) Ipswich Middle/High School, 134 High Street

4. Project Budgets:

A project budget is to be provided by each bidder for each project including all expenses for said project expected to be paid for by the Ipswich Public Schools to the contractor for any and all elements of advancing and completing the job(s).

5. Project Timeline:

Upon award of the contracts to successful bidder(s), which is estimated to be on or about August 25, 2026 the work is to commence immediately and to be completed by December 31, 2026. We are projecting an approximate sixteen (16) week timeline.

6. Submission Deadline:

The deadline for submission of all required bid components is Monday, August 24, 2026 at 11:00am. Any missing or incomplete required bid components may be cause for the submission to be deemed ineligible as unresponsive.

7. Bid Opening and Announcement of Anticipated Contract Awardee(s):

The bid documents for all responses to this IFB submitted by the deadline will be opened at 11:15am on Monday, August 24, 2026 at the Ipswich Public Schools Central Office, 1 Lord Square, Ipswich, MA and reviewed by the Director of Finance & Operations. At this time, it is anticipated that the Director will assess the completion of the submittals and announce the bidders who have provided a complete bid package. The Bid Evaluation Committee will meet later that day for the purpose of evaluation and scoring of bid proposals with a goal of awarding the contract by Tuesday, August 25, 2026.

http://www.ipsk12.net/

8. Submission Instructions:

Submission of all required bid components are due either via email or hand-delivered not later than 11:00am on Monday, August 24, 2026. If via email, bid documents to be submitted as PDFs to: tmarkham@ipsk12.net.

If to be hand-delivered: Ipswich Public Schools, Office of Finance & Operations 1 Lord Square, Ipswich, MA 01938 ATTN: Thomas Markham, Director

9. Required Components for a Complete Submission:

( ) Written acknowledgment, on company letterhead, of understanding the expectation of the scope of work, including the project completion date, and payment of Massachusetts Prevailing Wage rates ( ) Signed, Bid cost proposal(s) for all expenses to be charged (on company letterhead) ( ) Non-collision form (form enclosed in this IFB, Attachment 1) ( ) Tax compliance form (form enclosed in this IFB, Attachment 1) ( ) Performance/Professional Reference form (form enclosed in this IFB, Attachment 2) ( ) Bid deposit in the form of a certified check, payable to Ipswich Public Schools, for 5% of the value of the total bid(s)

10. Contact Information:

Any bidder with questions or clarifications may contact the school district’s procurement officer in writing via email:

Thomas Markham, Director of Finance & Operations Ipswich Public Schools 1 Lord Square, Ipswich, MA 01938 or via email at tmarkham@ipsk12.net

NOTE 1: Any such questions or requests for clarifications and any related answers shall be public information and automatically shared with all known potential bidders and, upon request, with any member of the public NOTE 2: Answers to questions or clarifications shall be provided within three (3) business days of request; accordingly no questions shall be entertained after 11:00am on Wednesday, August 19, 2026.

11. Site Walk-Through, Question and Answer Session:

A site walk-through and Q&A session will be held on Friday, August 14, 2026 at 9:00am at the Middle/High School and at 10:00am at the Doyon Elementary School. Attendance at either or both walk-throughs is optional and not a requirement of this IFB. These two Walk- Throughs will be conducted by Robert Fortado, Director of Facilities, Ipswich Public Schools.

12. Scope of Work Successful bidder(s) will provide the following services. This scope of work is not exhaustive nor final, nor intended to be a sequential step-by-step instruction; rather it is intended to be sufficient to demonstrate scope to prospective bidders and that the successful completion of the overall project fully rests with the selected vendor with these requirements.

mailto:tmarkham@ipsk12.net mailto:tmarkham@ipsk12.net

1. While there are two boilers at two different schools included on this IFB, a prospective bidder may submit proposal(s) for one or both of the boilers. Future service and preventative maintenance agreements on these boilers are not part of this IFB and should not be included in any pricing, but may be noted, without any pricing options, as a service available by the company, if applicable.

2. Two contracts are to be awarded, one for each school’s boiler replacement job. The contracts may be awarded to the same contractor or to two different contractors.

3. Evaluate the current existing conditions of the boiler locations and recommend a course of action for complete demolition and removal of the existing boilers, procure replacement boilers and install and commission them in place for full deployment.

4. Demolish and properly dispose of existing boiler sections and jacket and any other debris generated from work.

5. For the Doyon Elementary School, the boiler to be replaced is a 1965 Weil McClain oil fired steam boiler (HR-44-12), 8,775 square are for steam, 23.6 gallons of oil/HR. Asbestos piping to be remediated.

6. For the Doyon Elementary School, install a new Weil-McLain oil fired boiler or approved equal boiler that will fit the existing footprint and existing piping. New isolation and mixing valves installed, new burner with automated controls, BACnet capability to the Energy Management System, recirculating pump connected to a Variable Speed Drive, and complete commissioning of all new equipment.

7. For the Middle/High School, the boiler to be replaced is a 1998 Cleaver Brooks gas fired hot water boiler (CBI-200-250-125 HW), S/N 0L097896, 250HP, BTU: Nat gas 72.9, 460V, 3 phase, 60HZ, 34A.

8. For the Middle/High School, install a new Cleaver Brooks gas fired boiler or approved equal boiler that will fit the existing footprint and existing piping. The new boiler replacement should include a new burner, new isolation and mixing valves, BACnet capability to the Energy Management System, and complete commissioning of all new equipment.

9. Start the system up and test the system.

10. Test all boiler safeties. Adjust and replace parts as needed.

11. Provide 2 copies of any manuals that come with each boiler or any parts that may be installed with the boiler as part of this project.

12. Provide 1 year guarantee/warranty on workmanship and provide any manufacturer’s guarantees/warranties.

13. Time is of the essence to completing these two projects. The full work on both boilers must be completed, at the latest, by December 31, 2026.

13. Additional Requirements to be Awarded the Contracts

a) In order to be awarded the contract, the successful bidder(s) must also demonstrate that they hold any necessary licenses, certifications or qualifications to perform the described work.

b) The successful bidder(s) shall be responsible for, and shall indemnify, defend and hold the Town, its employees and agents, harmless from, all liability, lawsuits, attorneys’ fees, costs, judgments or claims of any type whatsoever arising from the successful bidder’s contract for the work or arising from the work performed in response to this IFB.

c) Each bidder must submit proof of insurance with their Bid or a statement certifying their ability to obtain such insurance if awarded the contract. The successful bidder(s) will be required to have or obtain worker’s compensation insurance, general commercial liability insurance, and any other insurance required by law, in amounts to be determined by the School District and the successful bidder.

d) Under the contract awarded, it is the successful bidder’s responsibility that the contract be conducted, and that all services and other work performed by the successful bidder under the contract be performed, so as to comply with all applicable federal, state and local laws, regulations, codes, and ordinances including prevailing wage laws as applicable. This IFB and any contract for the services described herein is governed by the Massachusetts procurement laws, and shall be in compliance therewith.

The successful bidder(s) agrees to execute any document or to provide any information reasonably requested by the School District in compliance with Massachusetts procurement requirements or other with any other applicable legal requirements.

e) Insurance Requirements: Issuance of Certificates of Insurance for general liability and indemnification of Ipswich Public Schools, the Town of Ipswich, its officials, employees and agents.

f) Admissibility of contractor’s employees and agents on school grounds: Employees and agents of the contractor and any sub-contractors must meet required standards for being present on school grounds, including submission to CORI background checks and successful results.

g) Terms of Payment: Upon the issuance and acceptance of a contract and purchase order, the contractor agrees to payment terms, including the submission of timely invoices and certifications of prevailing wage rates, and the general acknowledgement that payment will not be advanced until completion of the project or phased components of the project mutually agreed upon as progress payments.

h) Change Order Process: Change order processes, including approvals, to be mutually agreed upon at the execution of the contract award.

i) The School District is committed to the principle of equal opportunity in employment without regard to race, color, religion, sex, age, national origin or ancestry, physical or https://www.google.com/search?safe=active&rlz=1C1GCEU_enUS1123US1129&cs=0&sca_esv=243c4f3f542700e7&q=Insurance+Requirements&sa=X&ved=2ahUKEwiry9-RncuMAxV4FFkFHTQWGPMQxccNegQIdRAB https://www.google.com/search?safe=active&rlz=1C1GCEU_enUS1123US1129&cs=0&sca_esv=243c4f3f542700e7&q=Contract+Terms&sa=X&ved=2ahUKEwiry9-RncuMAxV4FFkFHTQWGPMQxccNegQIdhAB https://www.google.com/search?safe=active&rlz=1C1GCEU_enUS1123US1129&cs=0&sca_esv=243c4f3f542700e7&q=Terms+of+Payment&sa=X&ved=2ahUKEwiry9-RncuMAxV4FFkFHTQWGPMQxccNegQIchAB https://www.google.com/search?safe=active&rlz=1C1GCEU_enUS1123US1129&cs=0&sca_esv=243c4f3f542700e7&q=Change+Order+Process&sa=X&ved=2ahUKEwiry9-RncuMAxV4FFkFHTQWGPMQxccNegQIcxAB mental disability, genetics, sexual orientation, gender identity, active military or veteran status or any other category protected under applicable federal, state or local law. This policy extends to all terms, conditions and privileges of employment and to all applicants for employment. The School District shall comply with all federal, state and local laws that have been or shall be enacted for the purpose of eliminating discrimination in all phases of the employment process and the provision of services and programs.

14. The Rule for Award Each of the two contracts will be awarded to the responsive and responsible bidder(s) offering the lowest total overall price for all required services for each project.

a) Following the award and execution of the Contract(s), the submission of required engagement documents, if any, and the issuance of IPS Purchase Orders, all bidders will receive a Notice of Award, usually through an email to the bidder’s email address provided in the bidder’s bid.

b) ADDITIONAL AWARDS. Ipswich Public Schools reserves the right, during the resulting Contract term, if, in the best interest of the Ipswich Public Schools and the progress of the project, to make additional Contract awards to any responsive, responsible bidders who are not awarded the Contract. Such awards would be on the same or substantially similar terms and conditions and would be designed to address unforeseen circumstances or work conditions, subsequently agreed upon contractor limitations, a contractor vacancy (e.g., a Contractor is terminated or goes out of business), or to respond to other school district needs, or be in the best interest of the Town of Ipswich.

c) The Bid(s) is/are to be submitted in a sealed envelope(s) and are to be marked, “Doyon Boiler Technical Bid” and/or “Middle/High Boiler Technical Bid”.

d) The Price Bids must be submitted in a second separate envelope(s) marked, “Doyon Boiler Price Bid” and/or “Middle/High Boiler Price Bid”. The price Bid(s) will be opened at the Bid Opening and bid prices announced to all in attendance. The School District will then examine the qualifications of the lowest apparent bidder. Provided that bidder meets the minimum acceptable standards, they will be awarded the contract(s). If they do not meet the requirements, they will be so notified and the next apparent low bidder’s qualifications will be reviewed and if satisfactory they will be awarded the contract. Contract Award(s) will be made to the responsible and qualified bidder offering the lowest price.

e) The School District reserves the right to consider all information available to it in awarding this contract, and may, if it determines it to be in the School District’s best interest, re-advertise or not award a contract. Non-acceptance of any Bid will not imply any criticism of the Bid or convey any indication that the Bid was deficient except in the case of incomplete or inadequate bid submissions. The award will be based on the lowest overall bid price submitted by a qualified bidder.

All materials submitted in response to the IFB become the property of the School District and will be returned only at the option of the School District. Such documents will become public records to the extent required by law. The Town has the right to use any or all ideas presented in response to the Invitation to Bid, whether amended or not.

Selection or rejection of the Bid does not affect this right. Firms responding to this IFB will not be compensated for costs incurred in preparing their Bids.

f) The School District reserves the right to cancel or reject any or all Bids, wholly or in part, and to make awards in a manner deemed to be in the best interests of the School District. The School District reserves the right to waive minor informalities in the bidding process.

g) The Ipswich Building Commissioner or designee may review the boiler specifications, design documents and other construction documents and make specific recommendations in writing to the School District as to value engineering, constructability, suitability, price and availability of materials and equipment, scheduling, time, methods and sequence of construction, and the clarity, consistency and coordination of documentation.

h) The successful bidder(s) will be required to sign the Awarded Contract, which among other implementation requirements, will be an agreement memorializing the terms of this IFB, any addendum, and the successful bid response prior to beginning work are be become a part of the Contract itself.

15. Authorization

This Invitation for Bid (IFB) is being submitted on behalf of the Ipswich Public Schools, Town of Ipswich, upon authorization by the Ipswich School Committee and the Superintendent of Schools, with funding secured through capital funding approved by the Annual Town Meeting, May 12, 2026.

/s/ Thomas F Markham III

Director of Finance & Operations, SBA/Procurement Officer Ipswich Public Schools 1 Lord Square Ipswich, MA 01938

August 10, 2026

Attachment 1: Certification of Non-Collusion and Tax Compliance Certification

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid 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.

Signature of individual submitting bid or proposal

Name of business

Date

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I and the business I am representing are in compliance with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Signature of individual submitting bid or proposal

Name of business

Date

Attachment 2: Performance/Professional Reference Form Attach additional sheets if necessary.

Bidder Name: ____________________________________________

IFB Title: ___________________________________________

Bidder must share at least three (3) past or present customers able to provide a professional reference for quality of work performance. References should be able to speak to contracted work performed within the past two (2) years of similar size and scope to this contract; or all current contracts where the vendor’s equipment has been operational for at least two (2) years; or other requirements that may help define an appropriate reference pool.

Reference Company Name 1: _________________________________________

Contact person name: _________________________________________

Address: _________________________________________

Phone: ____________________ Email: ____________________________________

Description and date(s) of supplies or services provided to this reference:

Reference Company Name 2: _________________________________________

Contact person name: _________________________________________

Address: _________________________________________

Phone: ____________________ Email: ____________________________________

Description and date(s) of supplies or services provided to this reference:

Reference Company Name 3: _________________________________________

Contact person name: _________________________________________

Address: _________________________________________

Phone: ____________________ Email: ____________________________________

Description and date(s) of supplies or services provided to this reference: