TOWN OF NEEDHAM - Permanent Public Building Committee
Building Design and Construction Department (BDCD)
Materials Testing and Inspection On-Call Services RFP
Contract ID # 26BDC187D
December 4, 2025
LEGAL - NOTICE
Town of Needham
Request for Proposal (RFP) for Independent Materials Testing and Inspection Services
Contract ID #26BDC187D
Town-wide On-Call Services
The Town of Needham requests proposals from qualified firms to provide Independent Materials
Testing and Inspection Services for the multiple town-wide building and construction projects both new
and existing on an on-going (on-call) basis under the direction of the Building Design and Construction
Department. The scope of services includes the following technical services: materials testing and
inspection of construction materials, soils, compaction testing, sieve and proctor tests, aggregate, asphaltic
concrete, cast-in-place concrete, reinforcing steel, shotcrete/gunite, structural steel & welding, structural
masonry, miscellaneous metal fabrication and steel decking, spray applied fire proofing, nondestructive
testing, epoxy grouted dowels, anchors and hold-downs, roofing, building enclosure system testing
including roofing, fenestration and façade assemblies, field testing of mock-up assemblies, moisture
survey of completed roofing systems, thermal survey of completed façade assemblies, and related testing
for LEED and energy code certifications.
Copies of the Request for Proposal (RFP) will be available beginning Thursday, December 4, 2025 at
the Office of the Permanent Public Building Committee: Building Design and Construction Department,
located at the Public Services Administration Building, 500 Dedham Avenue, Needham, Massachusetts
02492 or by emailing a request to the attention of Kathryn Copley at kcopley@NeedhamMa.gov or from
the Town’s website www.needhamma.gov and will be available until the submission deadline.
Responses must be submitted by no later than 2:00 P.M. on Monday, December 22, 2025 to the Town of
Needham, Permanent Public Building Committee, 500 Dedham Avenue, Needham, MA 02492.
Proposals will not be opened publicly.
Proposals must be submitted in accordance with the RFP. Proposals must be submitted in separately
sealed packages marked “Technical Proposal” and “Unit Price Proposal” with the name and address of the
Proposer and the words “Independent Testing & Inspections On-Call Services Proposal – Building Design
and Construction Department: Town of Needham, Massachusetts”.
Fax transmissions will not be accepted.
The Consultant fee for the identified services including all reimbursable expenses will be negotiated per
assignment, based on established hourly rates and defined scope of work. The total fee of the master
contract will not exceed $300,000.00. The total amount of work based on assignments is not assured and
the exact number of assignments is to be determined. The Town of Needham reserves the right to reject
any or all qualifications and to accept any proposal that it considers to be in the best interests of the Town.
The Consultant fee for the identified services including all reimbursable expenses will be negotiated per
assignment based upon the unit price proposal. LATE BIDS WILL NOT BE ACCEPTED.
This legal notice is also posted on the Massachusetts Newspaper Publishers Association’s (MNPA)
website at (http://masspublicnotices.org/).
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TOWN OF NEEDHAM - Permanent Public Building Committee
Building Design and Construction Department (BDCD)
Materials Testing and Inspection On-Call Services RFP
Contract ID # 26BDC187D
December 4, 2025
ACKNOWLEDGEMENT OF RECEIPT
Release Date
December 4, 2025
Qualifications Title
MATERIALS TESTING AND INSPECTION
ON-CALL SERVICES
ID Number
26BDC187D
Qualifications Due
2:00 PM Monday, December 22, 2025 at the PPBC Office, Public
Services Administration Building, 500 Dedham Ave, Needham, MA
02492
Please provide the requested information below as acknowledgment that you have received our
Request for Proposal (“RFP”) noted above. It is required that interested bidders complete this
acknowledgment and return via Fax to the Town of Needham, Attn: Kathryn Copley – c/o
Permanent Public Building Committee at (781) 453-2510 or by e-mail to
kcopley@NeedhamMa.gov or by U.S. mail. Only by doing this, will the Town be able to provide
notification of any addenda or answered questions relating to this RFP. Only those companies or
individuals shown on the Distribution Register will receive addenda to this RFP. By
completing and returning this acknowledgement, it will ensure you are recorded on the
Distribution Register. Qualifications from companies or individuals not acknowledging the
addenda may be rejected as not responsive.
Name of Company or
Individual (Print)
Name / Title of
Contact (Print)
Address (line 1)
(Print)
Address (line 2)
(Print)
Telephone Number
Fax Number
E-mail Address (Print)
Signature
Date
Notes:
* Any hand delivery or facsimile received after the due date and time will not be
addressed. Please allow enough time for hand delivery or facsimile transmissions.
**Consultant acknowledges that documents related to this RFP will be found at: Town of Needham
bid page for RFP documents & Addenda (if any)
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TOWN OF NEEDHAM - Permanent Public Building Committee
Building Design and Construction Department (BDCD)
Materials Testing and Inspection On-Call Services RFP
Contract ID # 26BDC187D
December 4, 2025
Town of Needham
Procurement Schedule
RFP ID # 26BDC187D
Primary Contact for this Procurement
Kathryn Copley
(Note new Address, Phone & Fax numbers) Telephone 781-455-7550 x 72314
Email: kcopley@NeedhamMa.gov
Event
Date
Details
Project Name
Materials Testing and Inspection Services
Consultant
Contract ID Number
Request for Proposal Starting:
Office of the PPBC, Public Services
(RFP) Available
Thursday,
Administration Building, 500 Dedham Avenue,
December 4, 2025 Needham, Massachusetts 02492 or by e-mail
request to Kathryn Copley, at
kcopley@NeedhamMa.gov or on-line at the
Town’s web site
http://www.needhamma.gov/bids.asp
Briefing Session
None
None
Deadline for Written
Questions
Addendums
2:00PM
Monday,
December 15, 2025
By Fax:
Attn. Kathryn Copley
By Email: kcopley@NeedhamMa.gov
Fax # 781-453-2510
Questions are to be clearly labeled as:
MATERIALS TESTING AND INSPECTION
ON-CALL SERVICES
If any changes are made to this RFP, an
addendum will be issued. Addenda will be
e-mailed to every individual on record
as receiving the RFP package AND A COPY
WILL BE POSTED ON THE Town’s web site. As
the RFP package is being made available through
the Town’s web site (www.needhamma.gov) it is
necessary for the perspective Bidder to return the
“ACKNOWLEDGEMENT OF
RECEIPT”
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TOWN OF NEEDHAM - Permanent Public Building Committee
Building Design and Construction Department (BDCD)
Materials Testing and Inspection On-Call Services RFP
Contract ID # 26BDC187D
December 4, 2025
Town of Needham
Procurement Schedule
RFQ ID# 26BDC187D
Primary Contact for this Procurement
Kathryn Copley
(Note new Address, Phone & Fax numbers) Telephone 781-455-7550 x 72314
Email: kcopley@NeedhamMa.gov
Event
Date
Details
When and Where
Deadline: Monday, Town of Needham
Proposals are Due* December 22, 2025 Permanent Public Building Committee
at 2:00PM
Public Services Administrative Building
LATE BIDS WILL 500 Dedham Avenue
NOT
Needham, MA 02492
BE ACCEPTED Refer to How and Where to Submit Bids.
Bid Surety
Bid Surety is NOT required.
Requirement (Bid
Deposit)
Proposal Opening
Proposals will not be publicly opened. A register of
proposers received will be made available upon
request after Monday, December 22, 2025.
Notify all bidders of Monday, December
finalists selected for 29, 2025
interviews
(if required)
Finalist interviews
Monday, January 5,
(if required)
2026 (If required)
Contract Awarded ** The notice of intent Approval of the PPBC, Town Manager, and Town
to award will be Counsel is REQUIRED for execution of Contract
sent within five (5) and may extend beyond Notice of Award.
working days of the
interview
* Facsimile transmissions for written inquiries must be sent prior to the above date and time
deadlines. Any hand delivery or facsimile received after the due date and time will not be
addressed. Please allow enough time for hand delivery or facsimile transmissions.
** 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.
End of Procurement Schedule
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TOWN OF NEEDHAM - Permanent Public Building Committee
Building Design and Construction Department (BDCD)
Materials Testing and Inspection On-Call Services RFP
Contract ID # 26BDC187D
December 4, 2025
I. INTRODUCTION
The Town of Needham, acting through the Permanent Public Building Committee (PPBC) and Town
Manager, requests proposals from qualified firms to provide Independent Materials Testing and
Inspection Services for multiple town-wide building and construction projects both new and existing on
an on-going (on-call) basis under the direction of the Building Design and Construction Department.
The independent material testing and inspection services firm (Consultant) would provide the applicable
testing and inspection services with qualified personnel familiar with the specified testing requirements as
noted in this RFP and/or as directed by the BDCD/Owners Project Managers (OPM).
The Town of Needham currently has numerous town building projects in various phases of design and
construction. The Town’s portfolio of facilities includes (but is not limited to) schools, administrative
buildings, public works infrastructure, a public library, Town Hall, public safety facilities, Park and
Recreation facilities, Memorial Park Fieldhouse, and various Department of Public Works facilities.
Testing services may also be required to help verify on-going maintenance and repair projects identify
scope of future maintenance and capital projects and address emergency situations.
The selected firm(s) will provide their services under the direction of the Town of Needham’s Permanent
Public Building Committee (PPBC) and in coordination with the Building Design and Construction
Department, who is functioning as the Owner’s Project Manager (OPM) on new construction and repair
projects. The PPBC with the Town Manager are responsible for the design, construction, and renovation
of all public buildings in Needham.
II. BACKGROUND
The PPBC request for On-call Consultant Testing services for town-wide projects is intended to be a three-
year Master Agreement which establishes unit prices for that period. Separate Project Agreements and
purchase orders (PO’s) will be issued as needed by the Town for each capital, maintenance and/or repair
project. The selected firm shall coordinate with the OPM to review the specific Project Construction
Documents and Specifications for each project and provide an outline of Independent testing services for
each project which will be the basis for the Project Agreement and Purchase Order. The Consultant will
also review the construction schedule and perform timely independent inspections and tests in coordination
with the respective project scope and construction schedule.
New capital construction projects typically use on-line review and approval web sites. The selected
Independent Materials Testing and Inspection Services firm will be given access to the web-based review
service such as “Submittal Exchange” or “Procore” for all related Shop Drawing information and/or the
Contract Specifications as necessary to fully perform the required duties. The Consultant shall post and /or
email independent testing and inspection documents for review by the OPM, Designer and Contractor. Hard
copy originals will also be required for the project records.
At the start of each project the Consultant shall review the scope of the required testing, provide a not-to-
exceed (NTE) project budget based upon the rate schedule provided within the Consultant’s Price Proposal,
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
