On-Call Suspension Repair Services IFB - 27DPW107G

Town of Needham
Department of Public Works
Public Services Administration Building, 500 Dedham Avenue
Needham, Massachusetts 02492
Telephone (781) 455-7550
ACKNOWLEDGEMENT OF RECEIPT
Release Date August 27, 2026
Bid Title On-Call Suspension Repair Services
27DPW107G 27DPW107G
Number of The Bid Package consists of 2 PDF documents. Returning this form
Documents confirms receipt of all the documents.
Pre-Bid Meeting N/A
Questions Due September 10, 2026, at 12:00pm
September 17, 2026, at 1:30pm to the Administration Office of
Bids are Due the Department of Public Works located at the Public Services
Administration Building, 500 Dedham Ave., Needham, MA, 02492
Please provide the requested information below as acknowledgment that you have received
our bid package noted above. It is recommended that interested bidders complete this
acknowledgment and return via email to dpwbids@needhamma.gov. Only by doing
this, will the Town be able to provide notification of any addenda or answered questions
relating to this bid. Only those companies or individuals shown on the Distribution
Register will receive addenda to this bid. 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
Name / Title of
Contact
Address
City/Town, State, Zip
Code
Telephone Number
Fax Number
Email Address
Signature
Date
Addenda will be posted to the Town's 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.
27DPW107G 1

On-Call Suspension Repair Services
27DPW107G
Release Date August 27, 2026
Pre-Bid
N/A
Conference
Deadline for
September 10, 2026, at 12:00pm
Questions
Bids Due September 17, 2026, at 1:30pm
27DPW107G 2

(Advertised in the Hometown Weekly issue of Thursday, August 27, 2026)
(Advertised on the MNPA's website, Thursday, August 27, 2026)
(Published in Goods & Services on Monday, August 31, 2026)
(Advertised in CommBuys on Thursday, August 27, 2026)
LEGAL NOTICE
Town of Needham
Invitation for Bid (IFB)
Bid # 27DPW107G
On-Call Suspension Repair Services
The Town of Needham is accepting sealed bids for On-Call Suspension Repair Services. Copies of the
Invitation for Bid (IFB) package will be available beginning August 27, 2026, at the Administration Office
of the Public Works Department, 500 Dedham Ave., Needham, MA 02492 between the hours of 8:00 A.M.
- 5 P.M, or from 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 September 17, 2026, at 1:30pm to the Administration
Office of the Public Works Department, Town of Needham, 500 Dedham Ave., Needham, MA 02492. LATE
BIDS WILL NOT BE CONSIDERED. Bids will be publicly opened after submission deadline. 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
August 27, 2026
27DPW107G 3

IFB 27DPW107G
On-Call Suspension Repair Services
Index
Description Page
Acknowledgement of Receipt
Title Page 1
Legal Notice 2
Index 3
Procurement in Brief 4
PART 1 - GENERAL CONDITIONS AND REQUIREMENTS 6
1. About Needham
2. Intent
3. Quantities
4. General Contract Terms
5. Questions
6. Information about Changes to the Bid (Addenda)
7. Bid Deposits and Bonds
8. Minimum Wage Rates (Prevailing Wages)
9. Payment and Discount Terms, Adjustments for Incomplete or Unacceptable
Work
10. Bid Modifications or Withdrawals
11. Premature Opening of a Bid
12. Unexpected Closure or Delays
13. Late Submissions
14. Rejection of Bids
15. Taxes
16. Public Records
17. Conflict of Interest
18. Other Notices
19. Pre-Bid Conference
20. Tie Breaker Rule
21. Contract Award
22. Submission Requirements
PART 2 - SCOPE OF SERVICES / PRODUCT SPECIFICATIONS 14
PART 3 - CHECKLIST AND REQUIRED FORMS FOR SUBMISSION 16
1. Checklist
2. Bidder Information Response
3. Certificate of Good Faith
4. Certificate of Compliance with Massachusetts Tax Laws
5. Certificate of Authority
6. Professional Reference Form
7. Non-Submittal Response Form
8. Bid Price Form
Appendices Separate
Specimen Agreement Document
27DPW107G 4

IFB 27DPW107G
On-Call Suspension Repair Services
Procurement in Brief
Katie Bamber, Administrative Analyst
Primary Procurement Contact
781-455-7550 x72229
Contract Manager John Regan, Fleet Supervisor
August 27, 2026- Information and details of bidding
requirements may be obtained at the Administration
Bid Package Available Office DPW, PSAB, 500 Dedham Ave., Needham, MA
02492, or online at the Town's web site
http://www.needhamma.gov/bids.aspx
Pre-Bid Meeting N/A
Bid Deposit Not Required
September 10, 2026, at 12:00pm
By Mail: DPW - 500 Dedham Ave., Needham,
MA 02492
Deadline for Written Questions By Email: dpwbids@needhamma.gov
Questions are to be clearly labeled as:
QUESTIONS - On-Call Suspension Repair
Services, 27DPW107G
If any changes are made to this bid, an addendum
will be issued. Addenda will be posted on the Town's
Addenda
webpage and emailed to all bidders on record as
having received the bid package.
September 17, 2026, at 1:30pm, Administration
Office DPW, PSAB, 500 Dedham Ave., Needham,
When and where bids are due MA 02492.
LATE BIDS WILL NOT BE CONSIDERED
Charles River Room, PSAB, 500 Dedham Ave.,
Where bids will be opened
Needham, MA, 02492, after submission deadline
Number of Required Paper Copies 1 original
September 2026
Contract Award Approval of Town Manager and Town Counsel is
REQUIRED
This will be a one-year contract, starting Upon
Execution and ending September 30, 2027. This
Contract Length
agreement may be renewed or extended for up
to two years in one-year terms.
27DPW107G 5

Upon Award of Contract
Payment Bond Will NOT be Required
Performance Bond Will NOT be Required
Insurance Refer to Contract Terms
* Any delivery received after the due date and time will not be addressed. The time/date
stamp located in the receiving office will govern for the date and time requirements
mentioned in the table above and throughout this document. Please allow enough time for
delivery.
** 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 Bidder agrees that the
offer is effective for (a) at least ninety (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 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.
27DPW107G 6

PART 1 - GENERAL CONDITIONS AND SUBMISSION REQUIREMENTS
1.01 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 a population of 28,886 (2010 Federal
Census) 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 Board of Selectmen.
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 $160 million.
1.02 Intent
The Town of Needham is circulating this Invitation for Bids (IFB) with the intention of acquiring bids for
On-Call Suspension Repair Services. All bids are subject to the provisions of M.G.L. Chapter 30B. The
Town will award the contract to the lowest responsive and responsible bidder. The Town of Needham
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. Such actions will be deemed to be in the best interests of the Town. Unless
sooner rejected or accepted, all bid proposals must be firm and continue in effect for ninety calendar days
(90) following the date of bid opening.
The intention of this IFB is to provide services as needed.
1.03 Quantities
Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on
the Bid Price Form or elsewhere in the bid package are estimates only and are given solely as a basis for
the comparison of bids. The Vendor 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.
1.04 General Contract Terms
The successful Bidder must enter into the Form Agreement prepared by Town Counsel (Sample Available
Online). In accordance with Massachusetts General Laws, the contract continuation beyond first year is
subject to annual appropriation and/or availability of funding.
The Town may terminate the Contract at any time upon written notice for any reason including its own
convenience or for cause, including but not limited to, failure to perform the work required under the
contact, failure to document satisfactorily to the Town amounts being charged, failure to have any
necessary local, State or Federal licenses and/or permits, failure to pay any and all required taxes, failure
to comply with any local, State or Federal regulations pertaining to services to be provided, failure to
promptly correct any performance or lack of performance which conflicts with the Town's use, and failure
for satisfactory behavior of all staff and management. In the case of a termination for cause, the Town
shall give the Contractor a written notice as provided in the Agreement.
27DPW107G 7

1.05 Questions Regarding 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 in
order that no misunderstanding shall exist. Bidders shall promptly raise the issue of any ambiguity,
inconsistency or error, which they may discover upon examination of the bid documents, specifications,
services, work site or any other conditions which may apply. No allowance will be made for any claim that
the bid is based on incomplete information.
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, fax 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. Such Addendum shall subsequently become part of the
contract. 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 or facsimile transmissions.
1.06 Information about Changes to the Bid (Addenda)
In the event that changes/additions are made to this bid, an addendum will be issued to every person
(entity) on record as receiving the bid package. Addenda will be emailed, if an email address was not
provided, then it will be faxed. If a fax number was not provided, then the addenda will be mailed.
Addenda will also be posted to the website. Please check back on the website for addendums before
submitting your bid to the Town. Bidders may not be notified individually of Addendums.
1.07 Bid Deposits, Bonds, Insurance, and Indemnification
Refer to the Procurement in Brief section to see whether bid deposits, surety, payment and/or
performance bonds are required.
1.07.01 Bid Bond - NOT REQUIRED
If a bid deposit is required, it must be made payable to the TOWN OF NEEDHAM in the form of a bid bond,
or cash, or a certified check or a treasurer's check issued by, a responsible bank or trust company. A bid
bond shall be (a) with a surety company qualified to do business in the Commonwealth of Massachusetts
and satisfactory to the Town, and (b) conditioned upon the faithful performance by the principal of the
agreements contained in the bid. The bid deposit shall be in the amount specified in the request for Bids.
Bid deposits of the three (3) lowest bidders will be returned upon the issuance of the contract or bid is
cancelled whichever is later. Bid deposits of all other bidders will be returned within 15 days of the bid
opening date.
1.07.02 Payment Bond - NOT REQUIRED
a) The contractor shall furnish a payment bond from a surety company qualified to do business under
the laws of the Commonwealth of Massachusetts and satisfactory to the Town, in an amount of one half of
the total contract price for payment for labor performed or furnished and materials used or employed
therein, when the contract is executed.
b) It is distinctly agreed and understood that any changes made in the specifications for this work,
whether such changes increase or decrease the amount of work required, or any change in the manner or
time of payments made by the Town to the contractor, shall in no way void, release or affect the liability
and surety on the bond given by the contractor.
27DPW107G 8

1.07.03 Performance Bond - NOT REQUIRED
In accordance with Massachusetts General Laws Chapter 149, Section 44E, prior to execution of a contract
pursuant to this section, the CONTRACTOR shall furnish to the OWNER payment bond and a performance
bond of a surety company qualified to issue bonds in the Commonwealth and satisfactory to the OWNER
each in the sum of the contract price. The performance bond shall remain in full force and effect for at
least one year after the project's completion, and longer if required covering guarantees and/or pending
claims. OR In accordance with Massachusetts General Laws Chapter 149, Section 29, prior to execution of
a contract pursuant to this section, the CONTRACTOR shall furnish to the OWNER a payment bond of a
surety company qualified to issue bonds in the Commonwealth and satisfactory to the OWNER in the sum
of at least one half the contract price. OR Prior to execution of a contract, the CONTRACTOR shall furnish
to the OWNER such payment bond and a performance bond of a surety company qualified to issue bonds
in the Commonwealth and satisfactory to the OWNER in the amounts requested by the OWNER in the bid
specifications. Any performance bond shall remain in full force and effect for at least one year after the
project's completion, and longer if required covering guarantees and/or pending claims.
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.
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, Contractor, 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 of 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.
1.08 Prevailing Wages
The state prevailing wage law, MGL Chapter 149, Section 27B requires contractors and subcontractors to
submit certified payroll records to the Town. Contractors and subcontractors must submit weekly payroll
records either by (1) first class mail, or (2) electronic mail. Furthermore, every weekly submittal of
payroll records must contain a signed statement by the employer that indicates (1) that the records are
correct, and (2) the rate of wages that each worker receives. Please feel free to contact the Department
of Labor Standards at (617) 626-6953 if you have any questions. Questions about enforcement of the
prevailing wage law may be directed to the Attorney General's Fair Labor and Business Practices Division
at (617) 727-3465.
27DPW107G 9

1.09 Payment and Discount Terms, Adjustments for Incomplete or Unacceptable Work
Payment and Discount Terms
Payment terms for the Town of Needham are net 30 days. Indicate discounts, if any, for payments made
less than 30 days. The Prompt Payment Discount "Clock" begins at the date of receipt of the invoice, or
the date of the receipt of the product or service, whichever occurs later.
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, and supplies. The Town will not be responsible for
payment of any charges not itemized to the Town's satisfaction. Pre-payment is NOT allowed. Invoices
must include the Town's purchase order number. The Purchase Order number will change with each fiscal
year.
Invoices for additional services must include the date and times of the work, the type of the 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.
Adjustments for Incomplete or Unacceptable Work
The Town reserves the right to withhold payment for incomplete or unacceptable work, as outlined in this
IFB. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable, for
which 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 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.
1.10 Bid Modifications or Withdrawals
Bids may be corrected, modified, or withdrawn prior to the submission deadline; requests to do so must
be received in writing to the Town Manager. After the submission deadline, bids may not be changed.
Minor mistakes may be waived by the Town.
1.11 Premature Opening of a Bid
The Town will not be responsible for the premature opening of any bid not properly identified. The Town
may reject bids which are incomplete, not properly endorsed, or signed, or which otherwise are contrary
to these instructions.
1.12 Unexpected Closure or Delays
If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is
closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other the deadline
will be postponed until the same time on the next normal business day. Bids will be accepted at the
same location until that date and time.
1.13 Late Submissions
The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems. LATE
BIDS WILL NOT BE CONSIDERED.
27DPW107G 10