Invitation for Bid (IFB)
ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR
Town of Longmeadow, Massachusetts
SECTION
1.
LEGAL NOTICE
2.
GENERAL INFORMATION
CONTRACT TERMS AND CONDITIONS
PREVAILING WAGE REPORT FORMS
PREVAILING WAGE RATE SCHEDULE
3. SCOPE OF SERVICES
B. BOILER CLEANING/OIL BURNER PREVENTIVE MAINTENANCE
C. HVAC AIR HANDLER- PREVENTIVE MAINTENANCE
D. HOURLY RATE- MECHANIC/TRADESPERSON
4. BID SUBMISSION FORMS
1. LEGAL NOTICE:
Invitation for Bid (IFB)
ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR
The Town of Longmeadow is soliciting bids from qualified contractors for HVAC annual preventive
maintenance and on-call service and repair and related work for town municipal facilities, which may include
plumbing and Longmeadow Public Schools. The contract will be for one year, with renewal option for up to
two additional years at the sole discretion of the Town. Bid packet and specifications is available from the
Longmeadow Purchasing Department: Town of Longmeadow, Attn: Chad Thompson- Director of
Procurement, 231 Maple Road, Longmeadow, MA, 01106 (cthompson@longmeadowma.gov), P: (413-565-
4185). Bid documents can be obtained online at no charge through the Purchasing Department section of at
www.longmeadowma.gov . Bidders are encouraged to register with Purchasing Department to be added to the
bid list. Those that do not register with the Purchasing Department will be responsible for monitoring the
website for the issuance of updates and addenda. Failure to acknowledge addenda may result in a bid rejection.
Sealed bids should be labeled ‘IFB: On-Call HVAC Preventive Maintenance and Repair’ and will be received at
the Purchasing Department until the bid deadline of Tuesday, August 25, 2026 at 11:00am. Late bids will be
rejected. A bid opening will immediately follow the deadline.
A bid deposit in the amount of 5% for the first year shall be included with the bid submission. Bid deposits
shall be made payable to the ‘Town of Longmeadow’ in the form of a bid bond, certified check, treasurer’s
check or cashier’s check issued by a responsible bank or trust company. Prevailing Wage Rates is required as
set forth under the provisions of M.G.L., Chapter 149, Sections 26 to 27H inclusive. A 100% performance and
payment bond will be required of the successful bidder upon contract award. DCAMM certification in the
HVAC category is mandatory of bidders and 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 a contract in the best interest of the Town.
2. GENERAL INFORMATION
The Town of Longmeadow is soliciting bids from qualified contractors for on-call HVAC preventive
maintenance and repair for town municipal facilities, and Longmeadow Public Schools. Specifically, the
town is soliciting bids for hourly rates for Mechanic- Tradesperson which is to be utilized for on-call
service and additional services required beyond the preventive maintenance services as bid. The bid also
includes Preventive Maintenance services for ‘Boiler Cleaning/Oil Burner- Annual Preventive
Maintenance Service’, ‘A/C- Annual Preventive Maintenance Service’, and ‘HV Filter Preventive
Maintenance’ Misc. Plumbing services may also be ordered under this contract. All of these categories of
Preventive Maintenance as documented in the Specific Requirements detail of the IFB will be inclusive of
the bid pricing of the Preventive Maintenance and payment of prevailing wage rates as required by MGL
149, Section 26 to 27H, as amended. The Bid Submission Forms for Preventive Maintenance categories
will be inclusive of the supply of materials, labor, supervision, equipment, insurance and bonding
necessary. The contract will be for one year, with renewal option for up to one additional year at the sole
discretion of the Town. The contract award requires that the contractor awarded is DCAMM certified in
HVAC.
BID DOCUMENTS
Complete specifications, directions, & bid packet is available from the Town of Longmeadow, Purchasing
Department, Attn: Chad Thompson- Procurement Director, 231 Maple Road, Longmeadow, MA, 01106
(Phone: 413-565-4185). Plans are also available at www.longmeadowma.gov , select ‘Department’ from
the toolbar, then ‘Purchasing’, then select the link labeled: ‘Bid & RFP Finder’. Select RFP documents
with the following title: IFB-HVAC Preventive Maintenance and Service. Bidders are encouraged to
register with Chad Thompson to get on the bid list. Those that do not register with Chad Thompson will
be responsible for monitoring the website for the issuance of updates and addenda. Failure to
acknowledge the receipt of issued addenda may result in a bid rejection.
SUBMISSION OF BIDS
Sealed bids should be labeled ‘IFB: HVAC Preventive Maintenance and Service’, and should be delivered
to the office of the Chad Thompson-Procurement Director. Sealed bids will be accepted until the bid
deadline of Tuesday, August 25, 2026 at 11:00am. Late bids will be rejected.
A bid deposit in the amount of 5% shall be included with the bid submission. Bid deposits shall be made
payable to the ‘Town of Longmeadow’ in the form of a bid bond, certified check, treasurer’s check or
cashier’s check issued by a responsible bank or trust company. A 100% performance and payment bond
will be required of the successful bidder upon contract award.
Sealed bids shall be mailed or delivered to the Longmeadow Purchasing Department at the
following address:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
All bidders shall comply with minimum wage rates as set forth under the provisions of M.G.L., Chapter
149, Sections 26 to 27H inclusive and agree to provide statements of compliance as required.
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 a contract in the best interest
of the Town.
BID ACCEPTANCE TIME
The Town of Longmeadow will award the contract within (90) ninety days after the bid opening unless
the time for award is extended by mutual consent of the parties.
QUESTIONS
Bidder is to familiarize him/herself with all of the bid documents. Any questions concerning this bid
must be submitted in writing to:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
Phone: 413-565-4185
Email: cthompson@longmeadowma.gov
Written questions must be submitted by mail or email. Written responses will be mailed or emailed to
the bidder on record as having received the bid. No oral interpretations will be made to any bidder.
Questions must be received no later than 168 hours (7 days) before the bid line. Responses to questions
will be answered and posted online no later than two days before the bid deadline. Addenda can be found
at www.longmeadowma.gov from the toolbar, ‘Department’, then ‘Purchasing’, then select the link
labeled: ‘Bid & RFP Finder’. Select the IFB document by title.
.
BID WITHDRAWAL/MODIFICATION
A bidder may correct, modify, or withdraw a bid by written notice received by the Town prior to the date
and time specified for the bid opening. Bid modifications must be submitted in a sealed envelope clearly
labeled “MODIFICATION NO.___.” Each bid modification must be numbered in sequence, and
must reference the original Invitation for Bid. After the bid opening, a bidder may not change any
provision of the bid in a manner prejudicial to the interests of the Town of Longmeadow or fair
competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a
mistake is present and the intended bid is clearly evident on the face of the bid document, the mistake will
be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may
not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid
document, but the intended correct bid is not similarly evident.
UNEXPECTED BID DELAYS
If, at the time of the scheduled bid opening town offices are closed due to uncontrolled events such
as fire, snow, ice, wind, building evacuation, or other extreme conditions, the bid opening will be
postponed until the next normal business day at the exact time and location as published in the legal
notice.
