Annual Window System Repairs & Replacement

Agency:	City of Newton
State:	Massachusetts
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment Z - Maintenance, Repair or Alteration of Real Property
Posted:	Feb 29, 2024
Due:	Mar 14, 2024
Solicitation No:	24-58
Publication URL:	To access bid details, please log in.

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CITY OF NEWTON

PURCHASING DEPARTMENT

CONTRACT FOR THE PUBLIC BUILDINGS DEPARTMENT

PROJECT MANUAL:

ANNUAL WINDOW SYSTEM REPAIRS AND REPLACEMENT

AT VARIOUS CITY OF NEWTON FACILITIES

INVITATION FOR BID #24-58

Bid Opening Date: March 14, 2024, at 11:30 a.m.

FEBRUARY 2024

Ruthanne Fuller, Mayor

CITY OF NEWTON

PROJECT MANUAL TABLE OF CONTENTS

ANNUAL WINDOW SYSTEM REPAIRS AND REPLACEMENT AT VARIOUS CITY OF

NEWTON FACILITES

Cover Page

Table of Contents

Part 1 - Bidding Documents, Contract Forms, and Conditions of the Contract

- Invitation for Bid

- Instructions to Bidders

- Bid Form

Itemized Bid Form

- Bidders Requirements

▪ Bidder’s Qualifications and References Form

▪ Certificate of Non-Collusion

▪ Certificate of Tax Compliance

▪ Certificate of Foreign Corporation

▪ Debarment Letter

▪ IRS Form W-9

▪ Business Category Information Form

- Contract Forms (Informational only – not required with bid)

▪ Owner - Contractor Contract

▪ Certificate of Authority - Corporate

▪ Payment Bond

▪ Performance Bond

- General Conditions of the Contract

- Supplemental Conditions

- Special Conditions

- Wage Rate Requirements

▪ Department of Labor Minimum Wage Rates

▪ Notice to Awarding Authorities

▪ Statement of Compliance

▪ Weekly Payroll Report Form

Part 2 – Scope of Work

- Window System Repairs and Peplacement

- Service Contractor Work Order

Page #

3-4

5-7

8-9

11-12

20-23

27-31

32-37

38-41

43-85

89-93

END OF SECTION

Project Manual No. #24-58– Annual-Window System Repairs & Replacement at Various City of Newton Facilities

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CITY OF NEWTON

PURCHASING DEPARTMENT

INVITATION FOR BID #24-58

The City of Newton invites sealed bids in accordance with M.G.L. c.149 from Contractors for

ANNUAL WINDOW SYSTEM REPAIRS & REPLACEMENT AT VARIOUS CITY OF NEWTON FACILITIES

Bids will be received until:

11:30 a.m., Thursday, March 14, 2024

at the Purchasing Department, Room 108, Newton City Hall, 1000 Commonwealth Ave., Newton, MA 02459. Bids will not be

accepted nor may submitted bids be corrected, modified or withdrawn after the deadline for bids. Following the deadline for bids,

all bids received within the time specified will be publicly opened and read aloud.

Contract Documents will be available online at the City’s website: www.newtonma.gov/bids. after: 10:00 a.m., February 29,

2024. Bidders are responsible for downloading the specifications from the City’s web site at www.newtonma.gov/bids .

Bidders are requested to email the Purchasing Department (purchasing@newtonma.gov) their Company Name, Address, Email

address, Phone & Facsimile number and what bid # (i.e. #24-58) they have downloaded.

Work under this contract shall consist of all labor, materials, supervison to remove and replace balances and other parts at

existing Aluminum and other Windows at the City of Newton Facilities listed at pp. 90-92 below (“Facilities”).

The Facilities are open on weekdays between the hours of 8:00 a.m. and 3:00 p.m., and bidders may visit and inspect the

Facilities accompanied by designated City personnel. The City strongly encourages each bidder to visit a representative

number of sites; bidders will be responsible for all work under this Contract whether they visit Facilities or not. Bidders

may contact Art Cabral / Public Buildings to arrange viewing (w) (617) 796-1600 or (m) (508) 208.1518.

The term of this contract shall extend from July 1, 2024 through June 30, 2025. The City shall have the option, at its sole

discretion, to renew this Contract for two (2) additional one (1) year term, with no change in the contract terms and conditions and

price. Total payments for the initial term and the additional term under this contract shall not exceed $149,500 unless the contract

total has been increased by a duly executed change order. The City reserves the right to terminate this contract prior to the

expiration date in the event total expenditures reach the above stated contract total. It is further understood that in the event the

term of this contract extends beyond June 30 in any calendar year, the City reserves the right to terminate the contract if funding

for its continuance is not appropriated in the succeeding fiscal year commencing July 1.

All bids are subject to the provisions of M.G.L. Chapter 149, Section 44 A-J. Wages are subject to minimum wage rates

determined by the Massachusetts Department of Labor Standards pursuant to M.G.L. Chapter 149, Sec. 26 to 27H. The schedule

of wage rates applicable to this contract is included in the bidding documents. In addtion, the prevailing wage schedule will be

updated annually for all public construction projects lasting longer than one (1) year or at each renewal, as applicable. You will be

required to pay the rates set out in any updated prevailing wage schedule. Increases in prevailing wage schedules will not be the

basis for change order requests. The successful bidder will be required to provide a Certificate of Insurance demonstrating current

coverage of the type and amounts set forth in the Project Manual.

All bids must be accompanied by a bid deposit in an amount that is not less than five percent (5%) of the value of the bid,

including all add alternates. Bid deposits, payable to the City of Newton, shall be either in the form of a bid bond, or cash, or a

certified check on, or a treasurer's or cashier's check issued by, a responsible bank or trust company. Bidders are reminded that the

bid deposit covers the City for damages when a bidder withdraws its bid after the bid submisssion date. Be advised that to the

extent permitted by the law the City will retain all bid deposits for withdrawn bids.

The successful bidder will be required to furnish a Labor and Materials Payment Bond in the amount of 50% of the contract

total. In the event that the winning bid is over $150,000, the successful bidder will be required to furnish a Labor and Materials

Payment Bond and a Performance Bond, each in the amount of $100% of the contract total. The costs of any bond and any

insurance required in this Invitation For Bid are the responsibility of the bidder; such costs will not be reimbursed by City

and should be included in your bid. The City shall hold all bonds for one (1) year after the expiration of the contract.

Project Manual No. #24-58– Annual-Window System Repairs & Replacement at Various City of Newton Facilities

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All bids shall be submitted as one (1) ORIGINAL and one (1) COPY. Bidders attention is directed to the requirements of the

City of Newton Supplemental Equal Employment Opportunity, Anit-Discriminitation and Affirmative Action Program and also to

the Minority/Women Business Enterprise Plan, December 1999, all of which are available on the Purchasing Department’s web

page. In the event of conflict between any of the above listed policies, the stricter policy shall apply.

Note that Massachusetts law imposes certain documentation requirements for public contracts, including but not limited to,

contractor DCAMM certification, bid, performance and payment bonds, and non-collusion and tax certifications. A contract is not

effective until it is signed by the City Mayor, and the Mayor will not sign until all documentation requirements have been met.

Once an award is made, a contract must be executed promptly so the City can start scheduled work. The City cannot pay for work

done without a contract. If a vendor unduly delays submitting all required paperwork, the City will be under no obligation to pay a

vendor promptly even after a contract is effective, it could bar the vendor from future bids as not responsible and may require the

City to obtain services from another vendor or contractor.

All City of Newton bids are available on the City’s web site, www.newtonma.gov/bids. Invitation for Bid. It is the sole

responsibility of the contractor downloading these bids to ensure they have received any and all addenda prior to the bid opening.

Addenda’s will be available online within the original bid document as well as a separate file. If you download bids from the

internet site and would like to make it known that your company has done so, you may email to purchasing@newtonma.gov with

your NAME, ADDRESS, PHONE, FAX AND INVITATION FOR BID #24-58.

The City will reject any and all bids in accordance with the above referenced General Laws. In addition, the City reserves the right

to waive minor informalities in any or all bids, or to reject any or all bids (in whole or in part) if it be in the public interest to do so.

In the event that any person wishes to attend a bid opening or pre-bid meeting, accessible and reasonable accommodations will be

provided to persons requiring assistance. If you need a reasonable accommodation, please contact the city of Newton’s ADA

Coordinator, Jini Fairley, at least two business days in advance of the meeting: jfairley@newtonma.gov or (617) 796-1253. For

Telecommunications Relay Service, please dial 711.

CITY OF NEWTON

Nicholas Read

Chief Procurement Officer

February 29, 2024

Project Manual No. #24-58– Annual-Window System Repairs & Replacement at Various City of Newton Facilities

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CITY OF NEWTON

DEPARTMENT OF PURCHASING

INSTRUCTIONS TO BIDDERS

ARTICLE 1 - BIDDER'S REPRESENTATION

1.1 Each General Bidder (hereinafter called the "Bidder") by making a bid (hereinafter called "bid") represents that:

1. The Bidder has read and understands the Bidding Documents, Contract Forms, General Conditions, Conditions of the

Contract, General Requirements and Project Specifications (collectively, referred to as the “Contract Documents”)

and the bid is made in accordance therewith.

2. The Bidder been offered the opportunity to visit or has visited the listed Facilities (see pp. 90-92) and is familiar with

the local conditions under which the work has to be performed.

1.2 Failure to so examine the Contract Documents, visit the Facilities or become familiar with local conditions will not

relieve any Bidder from any obligation under the bid as submitted.

ARTICLE 2 - REQUEST FOR INTERPRETATION

2.1 Bidders shall promptly notify the City of any ambiguity, inconsistency, or error which they may discover upon

examination of the Contract Documents, the site, and local conditions.

2.2 Bidders requiring clarification or interpretation of the Contract Documents shall make a written request to the Chief

Procurement Officer, at purchasing@newtonma.gov or via facsimile (617) 796-1227. The City will only answer such

requests if received by Friday, March 8, 2024 at 12:00 noon. In the event that the bid opening date is changed, the

deadline for informational requests may also change as provided in an addendum issued by the City.

2.3 Interpretation, correction, or change in the Contract Documents will be made by addendum which will become part of the

Contract Documents. The City will not be held accountable for any oral communication.

2.4 Addenda will be emailed to every individual or firm on record as having taken a set of Contract Documents. Addenda will

be emailed to every individual or firm on record as having taken a set of Contract Documents. Receipt of all addenda

issued must be acknowledged in the Bid Form. YOUR FAILURE TO ACKNOWLEDGE ALL ADDENDA MAY

RESULT IN YOUR BID BEING REJECTED AS NON-RESPONSIVE.

2.5 Copies of addenda will be made available for inspection at the location listed in the Invitation for Bids where Contract

Documents are on file, in addition to being available online at www.newtonma.gov/bids.

2.6 Bidders or proposers contacting ANY CITY EMPLOYEE regarding an Invitation for Bid (IFB) or a Request for Proposal

(RFP), outside of the Purchasing Department, once an IFB or RFP has been released, may be disqualified from the

procurement process.

2.7 Bidders downloading information off the internet web site are solely responsible for obtaining any addenda prior to the

bid opening. If the bidder makes itself known to the Purchasing Department, at purchasing@newtonma.gov or via

facsimile (617) 796-1227, it shall be placed on the bidder’s list. Bidders must provide the Purchasing Department with

their company’s name, street address, city, state, zip, phone, fax, email address and INVITATION FOR BID #24-58.

ARTICLE 3 - MBE PARTICIPATION

3.1 Notice is hereby given that the Mayor’s Affirmative Action Plan for the City of Newton in effect at the time of this

solicitation is applicable to all construction contracts in excess of $10,000.00.

3.2 Notice is hereby given that the City of Newton Minority/Women Business Enterprise Plan and the Supplemental Equal

Employment Opportunity Anti-Discrimination and Affirmative Action Program in effect at the time of this solicitation

are applicable to all City contracts for goods and services in excess of $50,000.00.

3.3 Copies of the Plans and Program referred to in Sections 3.1 and 3.2 are available at: www.newtonma.gov/purchasing.

Project Manual No. #24-58– Annual-Window System Repairs & Replacement at Various City of Newton Facilities

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Annual Window System Repairs & Replacement

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