INVITATION FOR BID (IFB)
ELEVATOR MAINTENANCE AND INSPECTION
TOWN OF LONGMEADOW
MASSACHUSETTS
January 14, 2026
INVITATION FOR BID:
ELEVATOR MAINTENANCE
TOWN OF LONGMEADOW, MASSACHUSETTS
INDEX
Cover Page
Index
Legal Notice
Objective
Questions
Bid Documents
Submission of Bids
Contract Terms and Conditions
Award of Contract
Scope of Services
On-Call Services
Material Markup Above Contractor’s Cost
State Inspection Permit Fees
Elevator Maintenance Exclusions
Sample Contract
Prevailing Wage
Prevailing Wage Report Forms
Prevailing Wage Rate Schedule
Bid Submission Forms
LEGAL NOTICE:
INVITATION FOR BID (IFB)
ELEVATOR MAINTENANCE AND INSPECTION
The Town of Longmeadow is accepting bids for bi-monthly inspection
and elevator maintenance. The contract will be for one year with renewal option at the sole
discretion of the Town for up to two (2) additional years of service. Bid documents may be
obtained from the Longmeadow Purchasing Department: Town of Longmeadow, Attn: Chad
Thompson-Director of Procurement, 231 Maple Road, Longmeadow, MA 01106 (P 413-565-
4185 , cthompson@longmeadowma.gov ). Bid documents may also be obtained at no charge
from the Purchasing department page of www.longmeadowma.gov. Bidders are encouraged to
register with the Longmeadow Purchasing Department to get on the bid list, others will be
responsible for monitoring the website for the issuance of notices and addenda.
All bids are subject to the provisions of M.G.L. Chapter 149. Wages are subject to minimum
wage rates determined by the Massachusetts Dept. of Labor and Industries pursuant to M.G.L.
Chapter 149, Section 26 and 27H, and annual update. All bids must be submitted in a sealed
envelope labeled ‘IFB: Elevator Maintenance’, and will be accepted at the Longmeadow
Purchasing Department until the bid deadline of 11:00am on Thursday, January 29, 2026. Late
bids will be rejected.
All bidders shall furnish with their bid a bid guaranty in the form of a bid bond, certified check,
treasurer’s check, or cashier’s check issued by a responsible bank or trust company, in the amount
of 5% of the total amount of the bid for the first year made payable to the Town of Longmeadow,
Massachusetts. No bid may be withdrawn within sixty (60) days after the date of the opening of
bids. Following the bid deadline, bids received will be publicly opened. A 50% payment bond is
required with contract award.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority reserves
the right to reject any or all bids, waive minor informalities and to award the contract in the best
interest of the Town.
INVITATION FOR BID:
ELEVATOR MAINTENANCE AND INSPECTION
TOWN OF LONGMEADOW, MASSACHUSETTS
Objective:
The Elevator Maintenance service will require bi-monthly ‘examination & lubrication service’
(six per year) for each elevator and lift which is inclusive of cleaning and oiling machine, motor,
interlocks, and controller, greasing or oiling of guides, and minor adjustments disclosed as
reasonably necessary at the time of the regular examinations. The service will also require one
annual state inspection of each elevator. The following are the elevators to be serviced under
this Invitation for Bid:
No. Elevators/Type
Manufacturer
1 Oildraulic Passenger Elev ThyssenKrupp/ Bay St Elev
1 Stage lift
1 Oildraulic Passenger Elev Dover/Bay State Elev
1 Oildraulic Passenger Elev dover/Bay State Elev
1 Hydraulic Passenger Elev MCE
1 Hydraulic Passenger Elev MCE
1 Hydraulic Passenger Elev Dover/Bay State Elev
1 Passenger Elevator (3500lb, FPM 100)
1 Lift
State ID Serial No. Site
CBA269 FT#: 2037965 LHS
LHS
159-P-45 C-12462 Center Sch-‘C’
159-P-46 C-12461 Center Sch-‘A’
159-P-63 n/a Wolf S Rd Sch
159-P-64 n/a Blueberry Sch
159-P-23 024967 Storrs Library
159-P-21085
Adult Center
159-W-21626
Adult Center
Yet to be determined, the elevator(s) service for the new Williams Middle School currently in
design development. A new middle school currently in design development for construction and
may be completed by the third year of this contract. Actual elevator specifications are not yet
developed but will be serviced and billed at comparable service and labor rates as bid, and for
reasonably comparable elevator equipment.
The bid also requires the successful contractor to supply hourly rates for On-Call Service for
Regular Time and Overtime.
The pricing that the bidder submits on their bid submission forms for scheduled bi-monthly
‘examination & lubrication service’, and the annual state inspection of each elevator will be
inclusive of all transportation fees, mileage fees, fuel sir charges and service call fees. There will
be no additional billing for transportation and fuel.
The contract will be for one year with renewal option at the sole discretion of the Town for one
additional year of service.
Questions:
Questions should be submitted in writing to Chad Thompson- Director of Procurement, by email:
cthompson@longmeadowma.gov . All questions, if any must be received by the Director of
Procurement no later than 144 hours (six days) before the bid deadline.
Bid Documents:
All bidders are encouraged to provide the Director of Procurement with complete contract
information to be added to the bid list. Those that are registered on the bid list will receive
updates and issued addenda. All bid documents and updates to the IFB will also be posted
through the Town website at www.longmeadowma.gov : Select ‘Government’ from the website
toolbar, then select: ‘Purchasing’; then link, ‘Bids & RFPs’, then select the link ‘Bid & RFP
Finder’. Bids & RFPs are listed by title and attachments may include: IFB & RFP documents,
addenda, legal notices, bid lists & award information. Bidders are required to confirm if there
are any bid updates prior to submitting their bid.
Submission of Bids:
All bids must be submitted in a sealed envelope labeled ‘IFB: ELEVATOR MAINTENANCE’
along with the bidder’s complete contact information on the outside of the envelope. Bids
should be delivered to the Town of Longmeadow, Purchasing Department, Attn: Chad
Thompson-Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. Sealed bids
will be received until the bid deadline of 11:00am on Thursday, January 29, 2026. Late bids
will be rejected. Bids will be publicly opened immediately following the bid deadline.
All bid prices submitted in response to the IFB must be submitted on bid forms furnished by the
Town. The bid form shall be completely filled out. Bidder are required to provide unit pricing
by elevator location in Section A of the bid submission forms, and bidders are required to
provide an hourly rates for On-Call Service for Regular Time and Overtime in section B of the
Bid submission forms. Bids that are incomplete, conditional or obscure, or which contain any
additions not called for may be rejected by the Awarding Authority. Bid prices shall remain firm
for sixty (60) working days following the bid opening. Bids amounts should be documented on
the Bid Submission Forms in both dollar amounts and in words. In the event of a discrepancy or
interpretation issue, the written words shall prevail in determining pricing. In the event that
there is a math discrepancy on the bid form, the unit pricing shall be utilized in correcting and
recalculating totals.
The contract award will require the payment and reporting of prevailing wage, and insurance
coverage per contract specifications. Each year there will be an annual update of the prevailing
wage rate schedule. The wage rate schedule provides estimated rates for each year. Bidders
should prepare their bid pricing assuming there may be changes in prevailing wage update years,
however the bid pricing as bid by the Contractor on the bid submission forms will remain the bid
pricing will pay the Contractor.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority reserves
the right to reject any or all bids, waive minor informalities and to award the contract in the best
interest of the Town.
The completion of the Non-Collusion form is mandatory for those submitting bids. Failure to
supply a completed Non-Collusion form will result in a bid rejection.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
