Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical and Pneumatic Controls and Heating Equipment

Agency:	City of Newton
State:	Massachusetts
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip. J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Feb 15, 2024
Due:	Feb 29, 2024
Solicitation No:	24-49
Publication URL:	To access bid details, please log in.

Department: Purchasing
RFP Number: 24-49
Start Date: 02/15/2024 10:00 AM
Close Date: 02/29/2024 10:30 AM

Servicing, Repairing, Installation and Preventative Maintenance of AC Equipment, Electrical and Pneumatic Controls and Heating Equipment as outlined in the project documents.

5% Bid Surety Required

24-49-Annual HVAC Repairs & Maint Bid

HVAC-Bidders List

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CITY OF NEWTON

PURCHASING DEPARTMENT

CONTRACT FOR PUBLIC BUILDINGS

MAINTENANCE SERVICES

PROJECT MANUAL:

SERVICING, REPAIRING, INSTALLATION AND

PREVENTATIVE

MAINTENANCE OF AIR CONDITIONING

EQUIPMENT, ELECTRICAL AND PNEUMATIC

CONTROLS AND HEATING EQUIPMENT

INVITATION FOR BID #24-49

Bid Opening Date: February 29, 2024, at 10:30 a.m.

FEBRUARY 2024

Ruthanne Fuller, Mayor

CITY OF NEWTON

TABLE OF CONTENTS

SERVICING, REPAIRING, INSTALLATION AND PREVENTATIVE

MAINTENANCE OF AIR CONDITIONING

EQUIPMENT, ELECTRICAL AND PNEUMATIC

CONTROLS, AND HEATING EQUIPMENT

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 Sheet

▪ Bidder’s Qualifications and References Form

▪ Certificate of Non-Collusion

▪ Certification of Tax Compliance

▪ Certificate of Foreign Corporation

▪ Debarnent Letter

▪ IRS Form W-9

▪ Business Category Information Form

Page #

3-4

5-8

9-10

12-13

- Contract Forms (Informational only. Not required with bid submittal)

▪ Owner - Contractor Contract

▪ Certificate of Authority - Corporate

▪ Performance Bond

▪ Payment Bond

21-24

- General Conditions of the Contract

28-33

- Supplemental Conditions - Commonwealth of Massachusetts

and City of Newton

34-39

- Special Conditions

40-43

- Work Specifications

▪ Service Contractor Work Order

44-57

Part 2 - General Requirements and Project Specifications

- Wage Rate Requirements

▪ Department of Labor Minimum Wage Rates

▪ Notice to Awarding Authorities

▪ Statement of Compliance

▪ Weekly Payroll Report Form

60-100

101

102

103

END OF SECTION

Project Manual No. #24-49 – Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical &

Pneumatic Controls & Heating Equipment

Page 2 of 103

CITY OF NEWTON

PURCHASING DEPARTMENT

INVITATION FOR BID #24-49

The City of Newton invites sealed bids in accordance with M.G.L. c. 149, §§44A-44J for

SERVICING, REPAIRING, INSTALLATION AND PREVENTATIVE MAINTENANCE OF

AIR CONDITIONING EQUIPMENT, ELECTRICAL AND PNEUMATIC

CONTROLS AND HEATING EQUIPMENT

IT IS THE INTENTION OF THE CITY OF NEWTON PUBLIC BUILDINGS DEPARTMENT TO

AWARD UP TO FOUR (4) CONTRACTORS FOR THIS WORK.

The City is soliciting prices for services as set forth in the Specifications below. It is the City’s intent to award up to four (4)

separate contracts to the responsible and eligible bidders submitting the lowest Proposed Contract Prices on Bid Form 24-49. The

City will award one (1) contract to the lowest responsible and eligible bidder (“Principal Contract”) and second, third, and fourth

contracts to the second, third, and fourth lowest responsible and eligible bidders (“Back Up Contracts”). The Principal Contract

estimated amount shall be equal to 30% of the amount of the lowest responsible and eligible bidder’s bid; the estimated Back Up

Contract amounts for the second and third lowest responsible and eligible bidders shall each be equal to 25% of the amount of their

bids; and the estimated Back Up Contract amounts for the fourth lowest responsible and eligible bidders shall each be equal to

20% of the amount of their bids. The City will use its best efforts to assign contractors to sites in proportion to their

estimated contract percentage amount, subject to such modifications as may be in the City’s best interest. It is possible that

one or all Back Up Contract contractors will receive no work under its contract.

Bids will be received until

10:30 a.m., Thursday, February 29, 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 for pickup on the City’s website at www.newtonma.gov/bids or for pickup at the

Purchasing Department after 10:00 a.m., February 15, 2024. There is no charge for contract documents.

During the bidding period, the City of Newton shall make available, between the hours of 8:00 a.m. - 3:00 p.m., all facilities for all

bidders to visit the facilities with designated City personnel. The City strongly encourages each bidder to visit each site;

bidders will be responsible for all work under this Contract whether they visit sites or not. Bidders may contact Art Cabral /

Public Buildings to arrange viewing at (617) 796-1600 or (617) 594-2457.

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

option to renew any or all contracts for two (2) additional one (1) year terms, with no change in a contract’s price and terms and

conditions. The exercise of each option to renew shall be subject to appropriation of funding therefor.

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. All bids shall be submitted

as one ORIGINAL and one COPY. 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.

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 and Industries 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. 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. The successful bidder will be required to furnish a Performance and Labor and

Materials Payment Bonds, 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.

Project Manual No. #24-49 – Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical &

Pneumatic Controls & Heating Equipment

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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 must fax the Purchasing Dept. (617) 796-1227

or email purchasing@newtonma.gov with your NAME, ADDRESS, PHONE, FAX AND INVITATION FOR BID #24-XX.

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 15, 2024

Project Manual No. #24-49 – Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical &

Pneumatic Controls & Heating Equipment

Page 4 of 103

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 has had the opportunity to visit the approximately 60 worksites listed at pp. 45-47 below (“Worksites”)

The City will use its best efforts to assign contractors to sites in proportion to their estimated contract

percentage amount, subject to such modifications as may be in the City’s best interest. 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 worksites, or become familiar with local conditions will not

relieve any Bidder from any obligation under its 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, February 23, 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 (IFB) 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 IFB, outside of the Purchasing Department, once

an IFB 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 #24-49.

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. #24-49 – Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical &

Pneumatic Controls & Heating Equipment

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Servicing, Repairing, Installation & Preventative Maintenance of Air Conditioning Equipment, Electrical and Pneumatic Controls and Heating Equipment

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