HVAC Controls and Energy Management System Repair, Installation and Preventative Maintenance Service

Agency:	City of Newton
State:	Massachusetts
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Feb 15, 2024
Due:	Feb 29, 2024
Solicitation No:	24-51
Publication URL:	To access bid details, please log in.

Department: Purchasing
RFP Number: 24-51
Start Date: 02/15/2024 10:00 AM
Close Date: 02/29/2024 11:30 AM

HVAC Controls and Energy Management System Repair, Installation and Preventative Maintenance Service as outlined in the project documents.

5% Bid Surety Required.

24-51- Annual HVAC Controls-Bid

HVAC-Bidders List

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CITY OF NEWTON

PURCHASING DEPARTMENT

CONTRACT FOR PUBLIC BUILDINGS

PROJECT MANUAL:

HVAC CONTROLS AND ENERGY MANAGEMENT

SYSTEM REPAIR, INSTALLATION AND PREVENTATIVE

MAINTENANCE SERVICE

INVITATION FOR BID #24-51

Bid Opening Date: February 29, 2024 at 11:30 a.m.

FEBRUARY 2024

Ruthanne Fuller, Mayor

CITY OF NEWTON

PROJECT MANUAL TABLE OF CONTENTS

HVAC CONTROL AND ENERGY MANAGEMENT SYSTEM REPAIR, INSTALLATION AND

PREVENTATIVE MAINTENANCE SERVICE CONTRACT

Cover Page

Table of Contents

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

- Invitation for Bid

3-4

- Instructions to Bidders

5-7

- Bid Form

8-9

▪ Itemized Bid Sheet

- Bidder's Qualification Forms

▪ DCAMM Certificate of Eligibility, Form CQ 7 (Supplied by Bidder)

▪ DCAMM Update Statement, Form CQ-3, (Supplied by Bidder)

▪ Bidder’s Qualifications and References Form

▪ Certificate of Non-Collusion

▪ Certificate of Tax Compliance

▪ Certificate of Foreign Corporation

▪ Debarment Letter

▪ IRS W-9 Form

▪ Business Category Information Form

11-12

- Contract Forms - (Informational only. Not required at time of bid submittal) 19

▪ Owner - Contractor Contract

▪ Certificate of Authority - Corporate

▪ Payment Bond

▪ Performace Bond

20-23

- General Conditions of the Contract

- Special Conditions - Commonwealth of Massachusetts and City of Newton

- Wage Rate Requirements

▪ Department of Labor Minimum Wage Rates

▪ Notice of Awarding Authorities

▪ Certificate of Compliance

▪ Weekly Payroll Report Form

Part 2 - General Requirements and Project Specifications

- Special Conditions

27-32

33-38

40-81

85-88

- Work Specifications

▪ List of Work Sites

89-94

95-96

END OF SECTION

Project Manual #24-51 – HVAC Control and Energy Management Systems Repair, Installation & Preventative Maintenance Service Contract

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CITY OF NEWTON

PURCHASING DEPARTMENT

INVITATION FOR BID #24-51

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

HVAC CONTROL AND ENERGY MANAGEMENT SYSTEM

REPAIR, INSTALLATION AND PREVENTATIVE MAINTENANCE SERVICE

Bids will be opened at:

11:30 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 dealine 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 on line at the City’s website: www.newtonma.gov/bids after: 10:00 a.m., February 15,

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 (www.newtonma.gov/bids ) their Company Name, Address, Email address,

Phone & Facsimile number and what bid # (i.e. #24-51) they have downloaded.

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 the sites or not. Bidders may contact Art Cabral / Public

Buildings (617) 796-1602 to arrange viewing.

All bids must be accompanied by a copy of a “Certificate of Eligibility” (DCAMM Form CQ-7) issued by the Department of

Capital Asset Management and Maintenance (DCAMM) and a “Contractor Update Statement” (DCAMM Form CQ-3). The

category of work for which the Bidder must be certified: HVAC.

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

option to renew this Contract for two (2) additional one (1) year terms, with no change in the contract 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. 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 shall be submitted as one (1) ORIGINAL and one (1) COPY.

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.

In the event that the winning bid is $150,000 or less, 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.

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.

Project Manual #24-51 – HVAC Control and Energy Management Systems Repair, Installation & Preventative Maintenance Service Contract

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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 Departmentt (617)

796-1227 or email purchasing@newtonma.gov with your NAME, ADDRESS, PHONE, FAX AND INVITATION FOR BID

NUMBER #24-51.

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 #24-51 – HVAC Control and Energy Management Systems Repair, Installation & Preventative Maintenance Service Contract

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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 acknowledges that it has been offered the opportunity to visit all sites listed on the List of Work Sites at

pp. 95-96 below and that it is familiar with the local conditions under which the work has to be performed.

1.2 Failure to so examine the Contract Documents or visit the work sites 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 sites, or 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 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 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 #24-51.

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 #24-51 – HVAC Control and Energy Management Systems Repair, Installation & Preventative Maintenance Service Contract

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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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HVAC Controls and Energy Management System Repair, Installation and Preventative Maintenance Service

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