Town of Longmeadow
INVITATION FOR WRITTEN RESPONSES (IFWR)
SWIMMING POOL MAINTENACE & SUPPLY
March 25, 2026
CONTACT INFORMATION
CONTACT INFORMATION
QUESTIONS:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
Phone: 413-565-4185
cthompson@longmeadowma.gov
TABLE OF CONTENTS
PROCUREMENT DOCUMENTS
- TABLE OF CONTENTS
- PUBLIC NOTIFICATION (Advertisement)
- INSTRUCTIONS TO RESPONDENTS
- FORM FOR WRITTEN RESPONSES
CONTRACTING FORMS
- FORM FOR WRITTEN RESPONE QUOTE SUMISSION
- REFERENCE FORM
CONDITIONS OF THE CONTRACT
- OWNER – CONTRACTOR AGREEMENT TERMS AND CONDITIONS
- TOPICAL OUTLINE OF MA PREVAILING WAGE LAW, ‘POOL SERVICES’
- PREVAILING WAGE RATE SHEETS
- PREVAILING WAGE REPORT FORM
SCOPE OF WORK
- GENERAL CONDITIONS
- SPECIFIC SCOPE OF WORK
INVITATION FOR WRITTEN RESPONSE (IFWR)
SWIMMING POOL MAINTENANCE & SUPPLY
The Town of Longmeadow is soliciting written responses for routine service and maintenance of
swimming pools and splash pad with supply for facilities located at Greenwood Center and Bliss Park
pool. Written Responses shall be labeled ‘IFWR- Swimming Pool Maintenance & Supply’, and will
be received at the Town of Longmeadow, Purchasing Department, until the bid deadline of Friday,
April 17, 2026 at 11:00am. Written responses should be submitted with the forms supplied and may
be emailed to cthompson@longmeadowma.gov . Late response will be rejected. There will be no
public logging after the deadline as it is not required based on the estimate.
Two award categories:
There will be one (1) award for Route service and maintenance of swimming pools with supplies; and
one (1) award for a second vendor for supply only. If the same vendor is the low bidder for both award
category awards, then the low bidder will be given the anticipated larger contract, the ‘routine service
and maintenance of swimming pools with supply contract’ only. Bidders may submit bid pricing for
just one award category or for both award categories. The intent is to have a total of two (2) vendors
(one for service with supply, and one for supply not associated with service visits).
Invitation for Written Response documents, including plans and specifications are available from:
Town of Longmeadow, Purchasing Department, Attn: Chad Thompson – Director of Procurement, 231
Maple Rd, Longmeadow, MA 01106 (Phone number: (413) 565-4185,
cthompson@longmeadowma.gov . Bid documents can be obtained online through the Purchasing
Department page of the town website www.longmeadowma.gov . Those interested in bidding should
register with the Longmeadow Purchasing Department to receive bid addenda and updates. Failure to
acknowledge the receipt of issued addenda may result in a rejection of written response.
No bid deposit is required with a bid submission. The selected contractor shall comply with minimum
wage rate requirements as set forth under the provisions of M.G.L., Chapter 149, Sections 26 to 27H
inclusive & agree to provide statements of compliance as required. A 50% Payment Bond will only be
required if the contract is over $25,000.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority reserves the
right to reject any or all responses, and to waive minor informalities, and award the contract in the best
interest of the Town.
INSTRUCTIONS TO RESPONDENTS
ARTICLE 1 - RESPONDENT'S REPRESENTATION
1.1 Each Bidder submitting a response represents that:
1. The Respondent has read and understands the Contract Documents and the Written Quote
is made in accordance therewith.
2. The Respondent has visited the site and is familiar with the local conditions under which the
Work has to be performed.
1.2 Failure to so examine the Contract Documents and site will not relieve any Respondent from
any obligation under the Written Response as submitted.
ARTICLE 2 - OSHA CERTIFICATION
2.1. Workers involved with construction services must have no less than 10 hours of OSHA-
approved safety and health training.
ARTICLE 3 - REQUESTS FOR INTERPRETATION
3.1 Respondents shall promptly notify the Owner of any ambiguity, inconsistency, or error
which they may discover upon examination of the Contract Documents, the site, and local
conditions.
3.2 Respondents requiring clarification or interpretation of the Contract Documents shall make
such request to the Owner no later than 96 hours (4 days) before the deadline for the
receipt of written responses.
ARTICLE 4 - PREPARATION AND SUBMISSION OF WRITTEN RESPONSES
4.1 Written Responses should be submitted on the "Form for Written Responses" as appropriate,
furnished at no cost by the Owner.
4.2 All entries on the Form for Written Responses shall be TYPE WRITTEN or in INK.
4.3 Where there is a discrepancy between any summed totals, the numeric figures shall
prevail as the root in recalculating and correcting all summed totals.
4.4 The Written Response shall be submitted with the following clearly marked on the envelope
OR through email
WRITTEN RESPONSE FOR:
IFWR: Swimming Pool Maintenance & Supply.
Respondent’s Name & Business Address.
Phone number & contact person with email address.
4.5 Date and time for receipt of Written Responses set forth in the Public Notification.
4.6 Timely delivery of a Written Response at the location designated shall be the full
responsibility of the Respondents.
ARTICLE 5- WITHDRAWAL OF WRITTEN RESPONSES
5.1. Before Receipt of Written Responses. Any written response may be withdrawn prior to
the time designated for receipt of written responses upon written request. Withdrawal of
written response must be confirmed over the Respondent’s signature by written notice post-
marked or sent by facsimile or emailed on or before the date and time set for receipt of
written responses. Withdrawn written responses may be resubmitted up to the time
designated for the receipt of written responses.
ARTICLE 6 - CONTRACT AWARD
6.1
There will be:
- One (1) award for Route service and maintenance of swimming pools with supplies;
and
- One (1) award for a second vendor for supply only.
If the same vendor is the low bidder for both award category awards, then the contract
will be given for the ‘routine service and maintenance of swimming pools with supply
contract’ only. Bidders may submit bid pricing from just one award category or for
both award categories. The intent is to have a total of two (2) vendors (one for service
with supply, and one for supply not associated with service visits).
6.2 Award means the determination and selection of the lowest, responsible and eligible
Respondent, by the Owner.
The Owner will award the contract to the lowest responsible and eligible Respondent within
thirty (30) days, Saturdays, Sundays, and legal holidays excluded after the opening of
Written Responses, subject to appropriation.
6.3 The Owner reserves the right to waive any informalities in or to reject any or all Written
Responses if it be in the public interest to do so.
6.4 The Owner also reserves the right to reject any Written Response if it determines that such
Written Response does not represent the Response of a person competent to perform the
work as specified, or if the Owner determines additional competition is in the public interest.
6.5 The term "lowest responsible and eligible respondent" shall mean the Respondent whose
Written Response is the lowest of those Respondents demonstrably possessing the skill,
ability, and integrity necessary for the faithful performance of the work, and who meets the
requirements set forth in M.G.L. c.149 sec.44 (2)(B) and who shall certify that they are able
to furnish labor that can work in harmony with all other elements of labor employed or to be
employed on the work.
ARTICLE 7 - FORMS REQUIRED AT CONTRACT APPROVAL
7.1 Upon award, the Respondent shall complete the following forms to ensure prompt contract
validation. These forms will be provided to the Contractor by Owner, and one original must
be submitted.
.1 Owner/Contractor Agreement.
.2 Form of Corporate Vote (If Applicable) or LLC Certificate of Authorization (If
Applicable)
.3 Certificate of Insurance
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
