Annual HVAC Services

TOWN OF BROOKLINE
Massachusetts
DEPARTMENT OF FINANCE
333 Washington Street
PURCHASING DIVISION Brookline, MA 02445
617-730-2195
Fax: 617-264-6446
www.townofbrooklinemass.com
TOWN OF BROOKLINE / PURCHASING DIVISION
INVITATION TO BID OR REQUEST FOR PROPOSALS
Sealed bids/proposals for furnishing the following to the Town of Brookline, MA will be received at the
Town of Brookline, Town Hall, Purchasing Division 333 Washington St., 2nd Floor, Room 212, Brookline, MA
02445, until the time specified for the bid/proposal opening at which time bids will be opened publicly and
proposals in confidence, in accordance with provisions of M.G.L. c. 30B.
Reference Bid/Proposal Opening
Item or Service Department Number Date and Time
Annual HVAC Services Building P-26-09 Wednesday April 22, 2026 at
2:00 p.m.
Specifications and bid/proposal forms may be obtained at the Purchasing Division or by calling (617) 730-2195.
Bid/proposal forms may be downloaded at: http://www.brooklinema.gov/Bids.aspx
Bid/proposal shall be submitted on the form furnished and in sealed envelope, and marked on the outside with the
item title, reference number and bidder's name. Contract awarded pursuant to the Invitation to Bid or Request for
Proposals will be subject to provisions of the Town of Brookline By-Laws Article 4.4 Fair Employment Practices
with regard to Contracts, relating to non-discrimination in employment, and Article 4.8 Living Wage By-Law,
relating to wages paid to employees. The Town reserves the right to accept any bid/proposal in whole or in any
part, and to reject any or all bids/proposals if it shall be deemed in the best interest of the Town to do so.
Richard M. Saville, Chief Procurement Officer
March 2026

TOWN OF BROOKLINE - PURCHASING DIVISION
INVITATION TO BID
ANNUAL
HVAC
SERVICE
BROOKLINE TOWN HALL
333 WASHINGTON STREET
BROOKINE, MA 02445
OFFICE OF THE DIRECTOR OF PUBLIC BUILDINGS
SECTION PAGE
1. CONTRACTOR BID FORM 3
1. CONTRACTOR INFORMATION FORM OF GENERAL BID 3
A. PROPOSED BID FORM 4
B. ADDENDA 4
C. DOCUMENTS REQUIRED 4
D. DISCOUNT FOR PROMPT PAYMENT 4
F. RULE FOR AWARD 5
G. BID-PRICING 6
H. NON-COLLUSION FORM 8
I. NON-DEBARMENT FORM 8
J. TAX COMPLIANT FORM 8
K. OSHA-10 REQUIREMENT FORM 8
L. ARTICLES 4.4 AND 4.5 BROOKLINE GENERAL BY LAWS 8
2. MINIMUM EVALUATION CRITERIA 9
3. REFERENCES 10-11
4. FORMS OF AGREEMENT 12
5. GENERAL INFORMATION 17
6. SCOPE OF SERVICES 20
7. CONTRACT TERMS AND CONDITIONS 21
INDEMNIFICATION FORM 22
8. APPENDIX 27
TOWN OF BROOKLINE, BUILDING DEPARTMENT REV. CAS & DCG 10/24

CONTRACTOR BID FORMS
NAME OF COMPANY: _______________________________________
NAME OF BID: ________________________________
DATE: _________________________
ALL OF THE FOLLOWING FORMS
MUST BE SUBMITTED WITH BID
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FORM FOR GENERAL BID No 1
THIS SECTION MUST BE FILLED OUT
1. CONTRACTOR INFORMATION
NAME OF COMPANY: ____________________________________________________________________________________
ADDRESS: ____________________________________________________________________________________
CITY/ST/ZIP: ____________________________________________________________________________________
TELEPHONE: __________________________________ FAX:____________________________________________
EMAIL: ____________________________________________________________________________________
SS NO.OR FID NO.: ____________________________________________________________________________________
PERSON BIDDING: ____________________________________________________________________________________
TITLE: ____________________________________________________________________________________
CELL NUMBER: ____________________________________________________________________________________
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CORPORATION: ___________________________________________________________
If the Bidder is a corporation, indicate State of incorporation and affix corporate seal.
PRESIDENT:________________________________ TREASURER ______________________________
SECRETARY:_______________________________ STATE:___________________________________
PARTNERSHIP: LIST ALL PARTNERS WITH HOME ADDRESSES SEAL
1 NAME: ___________________________________________________________
ADDRESS: ___________________________________________________________
CITY/ST/ZIP: ___________________________________________________________
TELEPHONE: ___________________________________________________________
2 NAME: ___________________________________________________________
ADDRESS: ___________________________________________________________
CITY/ST/ZIP: ___________________________________________________________
TELEPHONE: ___________________________________________________________
3 NAME: ___________________________________________________________
ADDRESS: ___________________________________________________________
CITY/ST/ZIP: ___________________________________________________________
TELEPHONE: ___________________________________________________________
INDIVIDUAL: PROVIDE OWNER'S HOME ADDRESSES
NAME: ___________________________________________________________
ADDRESS: ___________________________________________________________
CITY/ST/ZIP: ___________________________________________________________
TELEPHONE/CELL PHONE: ___________________________________________________________
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FORM FOR GENERAL BID No 2
TO THE AWARDING AUTHORITY:
A. The undersigned proposes to furnish all labor and materials required for Annual HVAC Service in Brookline, Massachusetts in accordance with the
accompanying plans and specifications prepared by the Town of Brookline for the contract price specified below, subject to additions and deductions
according to the terms of the specifications.
B. This bid includes addenda number(s) , , , ,
C. The Proposed Contract Price is:
_________________________________________________________________________________
(Grand Total of Items 1 through 3 on the Itemized Bid Form, page 10)
DOLLARS ($ ________________________________)
D. The undersigned has completed and submits herewith the following documents:
A five percent (5%) bid deposit/bid guarantee.
Signed Bid Form, 2 pages
Certificate of Eligibility for General Building Construction (DCAMM Form CQ7), Supplied by Bidder
Update Statement (DCAMM Form CQ3), Supplied by Bidder
Itemized Bid Form, 1 page
Qualifications and References Form, 2 pages
Certificate of Non-Collusion, 1 page
Debarment Letter, 1 page
E. Prompt Payment Discounts. Bidders are encouraged to offer discounts in exchange for an expedited payment. Payments may be issued earlier than the
general goal of within 30 days of receipt of the invoice only when in exchange for discounted prices. Discounts will not be considered in determining the
lowest responsible bidder.
DISCOUNT
If invoice is paid within 30 days of being received by the Town, contractor will discount invoice : = ___________%
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FORM FOR GENERAL BID No 3
F. RULE FOR AWARD
The contract will be a yearly contract with options for renewal at the sole discretion of the Town. This will be a multiyear contract. All prices must
remain constant throughout the contract period. Primary, Secondary and Tertiary contracts will be awarded. Contracts to be awarded in the
aggregate.
CHAPTER 149
The contract will be awarded to the 3 responsible and eligible bidders offering the lowest total price per year for all required services.
"Responsible" means:
Demonstrably possessing the skill, ability and integrity necessary to faithfully perform the work called for by a particular contract, based upon a determination
of competent workmanship and financial soundness in accordance with the provisions of section forty-four D of this chapter. M.G.L. c. 149, 44A (1).
"Eligible" means:
Able to meet all requirements for bidders or offerors set forth in sections Forty-four A through Forty-four H of this chapter and not debarred from bidding
under section forty-four C of this chapter or any other applicable law, and who shall certify that he is able to furnish labor that can work in harmony with all
other elements of labor employed or to be employed on the work. M.G.L. c. 149, 44A (1).
The undersigned agrees that, if he is selected as general contractor, he will within five days, Saturdays, Sundays and legal holidays excluded, after presentation
thereof by the awarding authority, execute a contract in accordance with the terms of this bid and furnish a performance bond and also a labor and materials or
payment bond, each of a surety company qualified to do business under the laws of the commonwealth and satisfactory to the awarding authority and each in
the sum of the contract price, the premiums for which are to be paid by the general contractor and are included in the contract price; provided, however, that if
there is more than 1surety company, the surety companies shall be jointly and severally liable.
The undersigned herby certifies that he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the
work; that all employees to be employed at the worksite will have successfully completed a course in construction safety and health approved by the United
States Occupational Safety and Health Administration that is at least 10 hours in duration at the time the employee begins work and who shall furnish
documentation of successful completion of said course with the first certified payroll report for each employee; and that he will comply fully with all laws and
regulations applicable to awards made subject to section 44A.
The undersigned further certifies under the penalties of perjury that this bid is in all respects bona fide, fair and made without collusion or fraud with any other
person. As used in the subsection the word "person" shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.
The undersigned further certifies under penalty of perjury that the said undersigned is not presently debarred from doing public construction work in the
commonwealth under the provisions of section twenty-nine F of chapter twenty-nine, or any other applicable debarment provisions of any other chapter of the
General Laws or any rule or regulation promulgated thereunder.
Environmentally preferable products information (which is requested but which will not be considered in awarding a contract):
Description of environmental attributes of Bidder's goods or services:
Steps taken to (a) identify any positive or negative environmental attributes of products or services and (b) insure that those attributes are being addressed as
part of operations:
Date: ___________________
___________________________________
Name of General Bidder
By__________________________________
Name of person Signing Bid
_____________________________________
Title
______________________________________
Business Address
_______________________________________
City and State
_______________________________________
Telephone
________________________________________
Email Address
NOTE: If the bidder is a corporation, indicate state of incorporation under signature, and affix corporate seal; if a partnership, give full names and residential addresses
of all partners; and if an individual, give residential address if different from business address.
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G. . BID PRICING SHEET - hourly rates, mechanic-tradesmen, helper - mark-up - discount
LABOR YEAR 1
A. HOURLY RATES: HVAC TECHNICIAN
Monday-Friday 7:00am until 5:00pm $__________/hr X 1000 HRS = $___________
Monday-Friday after-hours Saturday/Sunday/Holiday $__________/hr X 250 HRS = $___________
HOURLY RATES: APPRENTICE
Monday-Friday 7:00am until 5:00pm $__________/hr X 1000 HRS = $___________
Monday-Friday after-hours Saturday/Sunday/Holiday $__________/hr X 250 HRS = $___________
Total Labor Year 1 Cost: $____________
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Labor Year 1 (from above) $________________
Maximum increase per year will be 4 %/year.
% Year 2 % mark up:________________ Year 2 Total Labor $________________
% Year 3 % mark up:________________ Year 3 Total Labor $________________
% Year 4 % mark up:______________ Year 4 Total Labor $_________________
% Year 5 % mark up:______________ Year 5 Total Labor $_________________
A. Total Labor costs 5 year: Grand Total: $__________________
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B. MATERIALS
CONTRACTOR'S MARK-UP The contractor can mark-up all supplies and third party subcontractor's services per an agreed upon rate.
Estimated yearly amount : $100,000.00
Contractor's Mark-up: (3.) ((________% X $100,000 ) + $100,000) X 5 YRS =. B. total: ____________
For five years
NOTE: Maximum 10%
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LABOR TOTAL: A. 1. _____________________
MATERIALS/CONTRACTOR MARK-UP TOTAL: B. 2. _____________________
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TOTALS SUB-TOTAL: ADD LINES 1 and 2 C. 3. _____________________
-----------------------------------------------------------------------------------------------------------
C. GRAND TOTAL:
________________________________________
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H. CERTIFICATE OF NON-COLLUSION - AFFIDAVIT CHAPTER 149
The undersigned agrees that, if he is selected as general contractor, he will within five days, Saturdays, Sundays, and legal holidays excluded, after
presentation thereof by the Town of Brookline, execute a contract in accordance with the terms of this bid and furnish a performance bond and also a labor
and materials or payment bond, each of a surety satisfactory to the Town of Brookline and in each some of the contract price, the premiums for which are to
be paid by the general contractor and are to be included in the contract price.
The undersigned hereby certifies that he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the
work and that he will comply fully with all laws and regulations applicable to awards made subject to section 44A.
The undersigned certifies under penalties of perjury that this bid is in all respects bona fide, fair and made without collusion or fraud with any other person. As used
herein, the word "person" shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.
Signature: ______________________________________________________ Date:___________________
Name of Person signing bid: ________________________________________ Name of Business:______________________________________
I. NON-DEBARMENT FORM
The undersigned certifies under penalties of perjury that the said undersigned is not presently debarred from doing public construction work in the Commonwealth
under the provisions of section 29F of chapter 29, or any other applicable department provisions of any other chapter of the general laws or any rule or regulation
promulgated thereafter.
Signature: ______________________________________________________ Date:___________________
Name of Person signing bid: ________________________________________ Name of Business:______________________________________
J TAX COMPLIANT FORM
Pursuant to M.G.L. c. 62C, Ch. 49A and M.G.L. Ch. 151A, sec. 19A, I do hereby certify under the penalties of perjury that, my company has filed all state tax returns
and paid all taxes required by law and complied with all state laws pertaining to contributions to the unemployment compensation fund and to payments in lieu of
contributions. Signed under the penalties of perjury - -
Signature: ______________________________________________________ Date:___________________
Name of Person signing bid: ________________________________________ Name of Business:______________________________________
K. OSHA-10 REQUIREMENT
The contractor and all subcontractors on this project will be required to provide certification of compliance with this requirement. Non-compliance with this
law will disqualify you from bidding on public contracts. The Town of Brookline reserves the right to ask and receive of any employee of the company their
10-hour OSHA card. All of my employees that will be working in the Town of Brookline on Town or School projects have been trained with OSHA 10
requirements.
Signature: ______________________________________________________ Date:___________________
Name of Person signing bid: ________________________________________ Name of Business:______________________________
L.1. Article 4.4 of the Town of Brookline General By-Laws
By signing below, the Contractor hereby agrees to comply with the provisions of Article 4.4 of the Town's General By-laws, Fair Employment Practices with
Regard to Contracts, a copy of which is incorporated herein by reference, with respect to the foregoing Contract.
Signature: ______________________________________________________
Name of Person signing bid: ________________________________________ Name of Business:____________________________________
L.2. Article 4.5 of the Town of Brookline General By-Laws
Pursuant to Section 4.5.2 of the General By-laws of the Town of Brookline, the Contractor hereby certifies under the pains and penalties of perjury that they do
not discriminate against any individual because of the race, color, religious creed, national origin, sex, gender identity or gender expression, sexual orientation,
which shall not include persons whose sexual orientation involves minor children as the sex object, age or ancestry of the individual.
Signature: ______________________________________________________
Name of Person signing bid: ________________________________________ Name of Business:_____________________________________
Articles 4.4 and 4.5 Signed under the pains of penalties of perjury, on this ___ day of ___________, 20____.
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2. MINIMUM EVALUATION CRITERIA/FORM
1. PRIMARY BUSINESS: HVAC SERVICES
Please provide a brief description of company's services will be provided as it relates to this bid:
________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________
2. COMPANY - - - MINIMUM CONSECUTIVE YEARS IN SAME BUSINESS: 5 YEARS
The company must be continuously operating under the same name, for the same business. The company must not have declared bankruptcy.
Please provide a brief description of company's service history as it relates to this bid:
________________________________________________________________________________________________________________________
Please provide documentation to verify company's business age.
What type of documentation is being provided?:______________________________________________
COMPANY LICENSE REQUIREMENTS: N/A
All licenses must be current. Please provide documentation to verify all licenses.
What type of documentation is being provided?:______________________________________________
3.CONTACT PERSONS/NUMBERS
The bidder must provide names and telephone numbers of contact persons for service calls day/night/weekend.
Name:______________________________Title:_________________________Phone:_____________________Page:________________________
4. DCAMM Rating - The company must have a rating of _____95____ or better to be regarded as a responsible bidder.
ALL DCAMM PAPERWORK MUST BE SUBMITTED WITH THIS BID.
5. The contractor must provide Financial Statements (Income Statements and all Balance Sheets) for the last two fiscal years of the company, if
requested
6. The company must provide names of financial institution(s) for financial reference checks, if requested.
7. The company must provide the names of at least three largest suppliers that they use. Total yearly amounts ($) must be included, if requested.
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