Heating Oil; IFB 27NEE061G

Town Manager
Needham Town Hall
1471 Highland Avenue
Needham, Massachusetts 02492
Telephone 781-455-7500
Acknowledgement of Receipt
Release Date Thursday, September 10, 2026
Bid Title Heating Oil
Bid Number 27NEE061G
Number of Documents The Bid Package consists of one (1) PDF document.
Informational Session None
Questions Due 111:00 a.m., Tuesday, September 22, 2026
11:00 a.m., Friday, October 2, 2026 to Kathleen King, Town Manager, Town
Bids Due
Hall, 1471 Highland Avenue, Needham, Massachusetts 02492
Please provide the requested information below as acknowledgment that you have received our bid package noted above and
your intention is to submit a bid. It is recommended that interested bidders complete this acknowledgment and return via email
to pcentral@needhamma.gov. Only by doing this, will the Town be able to provide notification of addenda* or answered
questions relating to this Bid. Only those companies or individuals shown on the Distribution Register will be sent addenda to
this Bid and whose written questions will be addressed. By completing and returning this acknowledgement will ensure you
are recorded on the Distribution Register. Proposals from companies or individuals not acknowledging the addenda may be
rejected as not responsive.
Name of Company or Individual
(Print/Type)
Name / Title of Contact (Print/Type)
Address (line 1) (Print/Type)
Address (line 2) (Print/Type)
City, State and Zip Code (Print/Type)
Telephone Number
E-mail Address (Print/Type)
Signature
Date
* Addenda will be posted to the website. Please check the website for addenda before submitting your bid to the Town.
Bidders who access the bid package from the Town's website are responsible for checking the website periodically for any
addenda that may be issued by the Town.
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(Advertised in the Hometown Weekly issue of Thursday, September 10, 2026)
(Advertised in Goods and Services Tuesday, September 7, 2026)
(Advertised in COMMBUYS Thursday, September 10, 2026)
Town of Needham
Invitation for Bid
Bid #27NEE061G
Heating Oil
The Town of Needham is accepting sealed bids for the supply and delivery of #2 Heating Oil. Copies of the Invitation
for Bid (IFB) will be available beginning Thursday, September 10, 2026, online at the Town's web site
www.needhamma.gov/bids.aspx and will be available until submission deadline. Sealed bids must be submitted no
later than 11:00 a.m. Friday, October 2, 2026 to Kathleen King, Town Manager, Town of Needham, Town Hall,
1471 Highland Avenue, Needham, MA 02492. LATE BIDS WILL NOT BE CONSIDERED. Bids will be publicly
opened after submission deadline at 11:05 a.m. This legal notice is also posted on the Massachusetts Newspaper
Publishers Association's (MNPA) website at http:// masspublicnotices.org/. The Town reserves the right to reject any
and all bids as determined to be in the best interests of the Town and to waive minor informalities.
Kathleen King
Town Manager
September 10, 2026
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ABOUT NEEDHAM
The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west and
northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by the West
Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south by the Towns of
Westwood and Dover. Needham has an estimated population of 32,000 and occupies a land area of approximately
12.75 square miles. Established as a town in 1711, Needham is governed by a representative form of town meeting
and a five member Select Board. The day-to-day management is under the direction of a Town Manager. School
affairs are administered by a seven-member School Committee and a Superintendent of Schools. The Town is
classified as an economically developed suburb with above average wealth levels and higher education attainment.
The Town has an "AAA" credit rating from Standard and Poor's.
The Town provides a full range of governmental services including police and fire protection; emergency medical
services; collection, disposal, and recycling of solid waste; sewers; streets; water services; health and human services;
town library; and recreation. The Town also provides public education in grades kindergarten through twelve. The
Town operates 1 pre-school, 5 elementary schools (K - 5), 1 sixth-grade center, 1 middle school (7 - 8), and a senior
high school (9 - 12). Technical education is offered to grades nine through twelve by the Minuteman Regional
Vocational Technical School District. The total expenditures in the most recent fiscal year exceeded $220 million.
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Heating Oil
INDEX
Description Page
Legal Notice 3
About Needham 4
Index 5
Procurement In Brief 7
Part 1 General Information
1.01 Quantities 9
1.02 Questions regarding the Bid 9
1.03 Information about Changes to the IFB (Addenda) 9
1.04 Bonds, Insurance, and Indemnification 9
1.05 Execution of the Contract 10
1.06 Payment and Discount Terms, Adjustments for Incomplete or Unacceptable Work 10
1.07 Bid Modifications or Withdrawals 11
1.08 Premature Opening of a Bid 11
1.09 Unexpected Closure or Delays 11
1.10 Late Submissions 11
1.11 Rejection of Bids 11
1.12 Taxes 11
1.13 Public Records 11
1.14 Conflict of Interest 12
1.15 Tie Bids 12
1.16 Contract Award 12
1.17 Other Notices 12
1.18 Clarification of Terminology 13
Part 2 Scope of Services / Product Descriptions
2.01 Overview 14
2.02 Product and Service Requirements 14
2.03 Other Requirements and Conditions 16
Part 3 Submission Requirements
17
Part 4 Checklist and Forms for Submission
Checklist 18
Bidder Information Response (2 pages) 19
Certificate of Good Faith 21
Certificate of Compliance with Massachusetts Tax Laws 22
Promise to Execute Contract 23
Professional References 24
Certificate of Authority 25
Bid Price Proposal (2 pages) 26
Non-Submittal Response Form 28
Specimen Contract After Page 28
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Procurement in Brief
Cecilia Simchak, Assistant Director of Finance
Primary Procurement Contact
email: Pcentral@needhamma.gov
Event Details
Bid Title Heating Oil
Contract Number 27NEE061G
Information and details of bidding requirements may be obtained at Office of the Town
Bid Package Available Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492, or
on-line at the Town's website http://www.needhamma.gov/bids.aspx
Informational Session None
Deadline: Tuesday, September 22, 2026 at 11:00 a.m.
By Delivery: Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue,
Needham, Massachusetts 02492
Written Questions*
By Email: Pcentral@needhamma.gov
Questions are to be clearly labeled as: Heating Oil 27NEE061G - Questions
The bidder must disclose in detail any exceptions to the specimen contract and such
exceptions must be specific. The bidder must state a reason for each exception and propose
alternative language. The purpose of the exception process is to permit the Town to correct,
Exceptions
prior to the opening of the bids, any technical or contractual requirement, provision,
ambiguity, or conflict in the bid package. Exceptions must be submitted by the deadline for
written questions stated above. Unless timely submitted as an exception, any such
ambiguity, conflict or problem shall be resolved in favor of the Town of Needham.
If any changes are made to this bid, an addendum will be issued. Addenda will be emailed to
all bidders on record as having received the bid package and have provided an email address
Addenda
to the Town to notify the bidder. Each bidder is responsible for checking the Town's website
to determine if the Town issued any addenda.
Friday, October 2, 2026 at 11:00 a.m.
Office of the Town Manager
When and Where Bids are Town Hall
Due* 1471 Highland Avenue
Needham, Massachusetts 02492
LATE SUBMISSIONS WILL NOT BE CONSIDERED (Per State Law)
Number of Required
One (1) original signed paper copy.
Copies
Great Plain Room
Needham Town Hall
Bid Opening 1471 Highland Ave.
Needham, Massachusetts 02492
After deadline submission approximately 11:05 a.m.
Bid Surety (bond)
A Bid bond is NOT required
Requirements
Starting November 2, 2026 and ending November 1, 2027, but may be as long as two
Contract Length
years depending on the option selected by the Town.
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Procurement in Brief
Cecilia Simchak, Assistant Director of Finance
Primary Procurement Contact
email: Pcentral@needhamma.gov
Event Details
The target date for award is October 16, 2026
Contract Award**
Approval of Town Manager and Town Counsel are REQUIRED
Upon Award of Contract
Payment Bond Will NOT be Required
Performance Bond Will NOT be Required
Insurance Refer to contract terms
Honesty Bond Will NOT be Required
Net 30 days after receipt of invoice by Department of Public Works, Building Maintenance
Payment Terms
Division. Prompt payment discount options desired, but not required.
* Written inquiries must be sent prior to the above date and time deadlines. The Town will respond to written questions
submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to
bid by completing and returning the Acknowledgement of Receipt form. The time/date stamp machine located in the
Town Manager's Office will govern the date and time requirements mentioned in the table above and throughout this
document. Please allow enough time for hand delivery.
** The Bidder agrees that the offer is effective for (a) at least 90 calendar days from the opening date of the bids (b) a
contract is executed, or (c) this bid is cancelled, whichever of (a), (b), or (c) occurs first. The time for award may be
extended by the Town. The Town reserves the right to change, delay, cancel, or expedite the contract award date. The
Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor
informalities.
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PART 1
GENERAL INFORMATION
1.01 Quantities
Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on the Bid
Form or elsewhere in the bid package are estimates only and are given solely as a basis for the comparison of bids.
The bidder shall have no claim for additional compensation, or refuse to do the work called for, or provide the
requested items, by reason of the actual quantities involved being greater or lesser by any amount than those called
for in the bid.
1.02 Questions Regarding the Bid
The bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid. The bidder shall be
familiar with all the bid material requirements and documents before submitting the bid to avoid any
misunderstanding. Bidders shall promptly raise the issue of any ambiguity, inconsistency, or error, which they may
discover upon examination of the bid documents, specifications, services, worksite, or any other conditions which
may apply. No allowance will be made for any claim that the bid is based on incomplete information.
The Town will respond to written questions submitted by individuals/companies who intend to submit a bid.
Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of
Receipt form.
Inquiries concerning any part of this bid shall be directed to the individual(s) listed under the Procurement in Brief.
Bidders should note that oral communications are not binding on the Town and only written responses by the
Town will be considered. All requests/questions must be submitted in writing. Questions may be delivered by hand
or email as referenced under the Procurement in Brief by the deadline. Questions that may be asked during any pre-
bid conference should also be sent in writing in order to receive an official response. Requests properly presented that
in the opinion of the Town require interpretation, correction, or change in the bid documents will result in an issuance
of an addendum to the bid documents. The Town will forward responses to all persons who are on record as receiving
the bid package. Questions received after the due date will not be responded to unless the Town determines it is
necessary. Bidders, please allow enough time for hand delivery.
1.03 Information about Changes to the Bid
In the event that changes/additions are made to this bid, an addendum will be issued. Addenda will be emailed if an
email address was provided. Addenda will also be posted to the Town's website where the bid package was made
available. Please check back on the website for addendums before submitting your bid to the Town. Bidders may
not be notified individually of Addendums.
1.04 Bonds, Insurance, and Indemnification
Bonds
Bidders should refer to the Procurement in Brief for any bond (Bid (surety) Bond, Honesty Bond, Payment Bond,
and/or Performance Bond) requirements.
Insurance
Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts required
in the contract and when requested shall name the Town of Needham as an additional insured for the amounts written.
The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage required, in
form and substance satisfactory to the Town, and shall deliver to the Town new policies and certificates thereof for
any insurance about to expire at least ten (10) days before such expiration. All such insurance policies shall contain
an endorsement requiring thirty (30) days written notice to the Town prior to cancellation of change in coverage,
scope, or amount of any such policy or policies. Compliance by the bidder with the insurance requirement, however,
shall not relieve the Bidder from liability under the indemnity provisions.
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The Certificate Holder shall read as follows:
27NEE061G Heating Oil
Town of Needham
1471 Highland Avenue
Needham, Massachusetts 02492
No Town Division, Department, or individual name should appear on the Certificate. No other format will be acceptable.
Bidders should refer to the Procurement in Brief for additional insurance requirements.
Indemnification
The bidder shall indemnify, defend, and save harmless the Town and all of the Town's officers, agents and employees from and
against all suits and claims of liability of every name and nature, including costs of defending any action, for or on account of any
injuries to persons or damage to property of the Town or any person, consultant, corporation or association arising out of or resulting
from any negligent act, omission, or negligence of the bidder, its subcontractors and its and their agents or employees in the
performance of the work covered by the contract and/or failure to comply with terms and conditions of the contract, but only in
respect to such injuries or damages sustained during the performance and prior to the completion and acceptance of the work
covered by the contract and to the extent such injuries or damages are not covered by the Town's insurance. The foregoing
provisions shall not be deemed to be released, waived, or modified in any respect by reason of any surety or insurance provided by
the bidder under the contract.
1.05 Execution of the Contract
The awarded bidder agrees and will execute the approved contract electronically. The Town will forward the contract
to be executed via DocuSign.
1.06 Payment and Discount Terms, Adjustments for Incomplete Work
Payment Terms
The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based on the items
or services purchased. Invoicing may be performed after delivery, work has been completed, or monthly, for items or
services that have been fulfilled.
Invoices are to itemize charges for labor, equipment, supplies, and services. The Town will not be responsible for
payment of any charges not itemized to the Town's satisfaction. Pre-payment is NOT allowed. Invoices should
include the Town's purchase order number. The Purchase Order number may change with each fiscal year.
Invoices for additional services must include the date and times of the work, the type of services performed; the
number of hours or units to be charged, and the name of the person who authorized the work. They are to be sent in
duplicate directly to the Town's designee for processing and are not to be included on the regular monthly invoice.
Invoices for additional supplies and/or materials must include the quantity, date and times of delivery, a description
of the supplies or materials, unit price, shipping, and handling charges as applicable, and the name of the person who
placed the order. They are to be sent in duplicate directly to the Town's designee for processing and are not to be
included on the regular monthly invoice.
Adjustments for Incomplete or Unacceptable Work
The Town reserves the right to withhold payment for incomplete or unacceptable work. The Town shall provide
notice of any work that is deemed to be incomplete or unacceptable. The vendor shall rectify that condition to the
satisfaction of Town. The Town will also reduce the bill for any services deemed unsatisfactory. At no time will
penalty assessment be recoverable by the vendor.
The vendor shall take all proper precautions to protect the Town and private property from damage and/or loss. Should
any damage to, and/or loss of, property be caused by the vendor, the vendor will be required to make repairs and/or
restitution immediately at its expense.
Refer to the Procurement in Brief for other payment term considerations.
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