REQUEST FOR PROPOSAL (RFP)
ACCIDENT RECOVERY SERVICES
TOWN OF LONGMEADOW
MASSACHUSETTS
August 6, 2026
LEGAL NOTICE:
REQUEST FOR PROPOSAL (RFP)
ACCIDENT RECOVERY SERVICES
The Town of Longmeadow is soliciting sealed proposals for accident recovery services for a term of
up to three years. The Request for Proposal document is available from: 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 .
Documents can also be obtained online at no charge through the Purchasing Department page of the
town website: www.longmeadowma.gov . Proposers are encouraged to register with the
Purchasing Department. Those that do not register with the Purchasing Department will be
responsible for monitoring the website for updates and addenda. Failure to acknowledge the receipt
of addenda may result in a proposal rejection.
Proposal submissions should be delivered in separate sealed envelopes containing a separate Price
Proposal and a separate Technical Proposal as instructed in the RFQ document. Proposal
submission shall be labeled on the exterior with the complete contact information of the proposer,
labeled: ‘RFP Accident Recovery Services’. Sealed proposals shall be delivered to the
Longmeadow Purchasing Department by the proposal submission deadline of 11:00am on
Thursday, September 3, 2026. Late proposals will be rejected. A log of proposal submission
names only, will be available immediately following the RFP deadline. No bid deposit is required
with a proposal submission.
The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the
right to reject any or all proposals, waive minor informalities, and to award a contract in the best
interest of the Town.
2
REQUEST FOR PROPOSALS (RFP)
ACCIDENT RECOVERY SERVICES
Town of Longmeadow, Massachusetts
I.
INTRODUCTION
A. The Town of Longmeadow, Massachusetts (the “Town”), issues this Request for Proposals
(the “RFP”) to parties (“Proposer”) who have an interest in becoming the Town’s firm specializing
in comprehensive accident recovery on behalf of the Town for all aspects of accident recovery
claims (hereinafter referred to as the “Project”). The Town hereby requests competitive sealed
proposals in accordance with Massachusetts General Laws Chapter 30B, § 6, for accident recovery
services for the period of approximately September 15, 2026 to September 14, 2027. With up to two
(two annual renewal option years at the sole discretion of the Town for award. Conditions for
renewal option years shall be the same as the original contract.
B. On August 5, 2026, the RFP will be made available to interested parties:
By emailing a request to the Longmeadow Purchasing Department, Attn: Chad Thompson,
Procurement Director at cthompson@longmeadowma.gov. RFP Documents are available on the
Purchasing Department page of the Town website, www.longmeadowma.gov
C. All responses to these proposals must be in writing and in the form set forth in this RFP and
delivered in sealed envelopes to:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
P: 413-565-4185
cthompson@longmeadowma.gov
Proposals will be received until 11:00 a.m. EST on September 3, 2026, at the Office of
Procurement. If at the time of the scheduled RFP opening, the Office of Procurement is closed due
to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the RFP opening will be
postponed until 11:00 a.m. on the next normal business day. RFP will be accepted until that date
and time.
3
The Town may cancel this RFP, or reject in whole or in part any and all RFP. If the Town
determines that cancellation or rejection serves the best interests of the Town.
CONTRACT TERM
The contract will be for one year with up to two annual renewals at the sole discretion of the
Town.
II.
REQUIRED SERVICES
A. The Town is seeking the services of a firm which specializes in comprehensive accident
recovery services on behalf of municipalities to provide said services on behalf of the Town for all
aspects of accident recovery claims. These services may include, but are not limited to, those
necessary to enable the Town to:
1. Replace municipal equipment associated with the operation of all roadways under the
jurisdiction of the Town that has been damaged or destroyed by an insured vehicle.
2. Recover the costs associated with labor, equipment, and materials used to replace
equipment or property that has been damaged by an insured vehicle (such as
hydrants, guardrails, light posts etc.)
3. Recover the costs of any extraordinary actions taken by the Town to ensure public
safety and limit the liability of the involved parties while repairs are made to
equipment or property which has been damaged by an insured vehicle.
4. Replace other municipal equipment or property which has been damaged by an
insured vehicle.
5. The Contractor shall respond to all insurance company requests for information.
6. The term of the contract will be for a term of one year.
SCOPE OF SERVICES
(NOTE: In this Scope of Services, which is also a part of the contract, the firm providing the
required recovery services is referred to as the “Contractor” and the Town of Longmeadow is
referred to as the “Town”.)
The Contractor shall, during the term of the Agreement, provide all of the professional services
customarily provided by an Accident Recovery advisor to a government entity of the size and nature
of the Town. The Contractor may provide all or some of the Accident recovery services necessary
to enable the Town to:
4
1. Replace municipal equipment associated with the operation of all roadways under the
jurisdiction of the Town that has been damaged or destroyed by an insured vehicle.
2. Recover the costs associated with labor, equipment, and materials used to replace
equipment or property that has been damaged by an insured vehicle such as hydrants, guardrails,
light posts, etc.
3. Recover the costs of any extraordinary actions taken by the Town to ensure public safety
and limit the liability of the involved parties while repairs are made to equipment or property which
has been damaged by an insured vehicle.
4. Replace other municipal equipment or property which has been damaged by an insured
vehicle.
5. The Contractor shall respond to all insurance company requests for information.
Task One
A. Develop a comprehensive recovery plan for the Town for the period September 15, 2026
to September 14, 2027 which will include:
1. Meet with the Town staff, and others as necessary and develop projections of the Town
needs for Accident Recovery.
2. Develop and implement a means (including computer programs and analysis) of updating
recovery service cases information on a regular basis and coordinate this information on a
regular basis with changes in the construction program.
3. Analyze the replacement equipment of the Town and the estimated costs of the
recovery/replacement action(s).
4. Review and evaluate the replacement resources available to the Town.
5. Develop, implement and coordinate an on-going accident recovery program on behalf of
the Town.
6. Attend meetings of the Town and its staff as required to address the recovery needs of the
Town and offer timely advice.
7. Examination of and recommendations concerning the various types of recovery action
alternatives available to the Town.
8. Advise the Town on the recovery actions levels adequate to assure that all municipal
equipment damaged or destroyed by vehicles covered by insurance is replaced or repaired.
5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
