Cold Patch, Delivered, FY2027

The City of Waltham
Invites
Interested Parties
To propose the best offer and or bid
For the service or product herewith described:
COLD PATCH, DELIVERED, FY2027
Virtual Bid Opening will be held:
11:00AM WEDNESDAY MAY 20TH, 2026

Table of Contents:
* Invitation to Bid
* Intent of the Project
* Instructions
* General Conditions
* Specifications
* Compliance
* Bid Price

Invitation to Bid

The City of Waltham
Purchasing Department
REQUEST FOR BID (RFB)
Under the rules of M.G.L. Chapter 30b the Purchasing Department of the City of Waltham
hereby requests sealed bids for:
COLD PATCH, FY2027
(DELIVERED AS NEEDED TO CITY YARD - WATER-SEWER DEPARTMENT - IN 12 TO 15 TON LOADS TO
165 LEXINGTON STREET, WALTHAM MA 02452)
Price Proposals will be received at the office of the Purchasing Agent, City Hall, 610 Main
Street, Waltham MA 02452, until,
11:00AM WEDNESDAY MAY 20TH, 2026
At which time and place the bids will be publicly opened and read via ZOOM. See the City's
website for meeting details.
Specifications and information available at the Purchasing Agent's Office or in the Waltham
Purchasing Department web site at www.city.waltham.ma.us/bids
BIDS MUST BE SIGNED AND ENCLOSED IN A SEALED ENVELOPE AND MARKED:
BID FOR: Cold Patch, FY2027
If the Bidder is a corporation, state your correct corporate name and State of incorporation.
If Bidder is a partnership, state names and addresses of partners. If Bidder is a trust or other
legal entity, state correct names and addresses of trustees or names and address of those
legally authorized to bid and enter into contracts.
EXCEPTION OR ALTERNATES TO SPECIFICATIONS, TERMS OF SALE, AND DISCOUNTS
AVAILABLE, MUST BE INCLUDED IN THE BID PRIOR TO OPENING DATE.

Intent of Project
The Purchasing Department of the City of Waltham wishes to purchase Bituminous Cold Patch
Materials, patching mix consisting of asphalt and aggregate within prescribed quantities to
create a mixture which will provide satisfactory coating, workability and adhesion characteristics

AGREEMENT
CITY OF WALTHAM
ARTICLE 1. This agreement, made this _______ day of ____________, 2026 by and between the CITY
OF WALTHAM, party of the first part, hereinafter called the CITY, by its MAYOR, and
______________________________________________________________________________
______________________________________________________________________________
hereinafter called the CONTRACTOR.
ARTICLE 2. Witnesseth, that the parties to this agreement, each in consideration of the agreement on
the part of the others herein contained, do hereby agree, the CITY OF WALTHAM for itself, and said
contractor for his heirs, executors, administrators and assigns as follows:
To furnish all equipment, machinery, tools and labor, to furnish and deliver all materials required to be
furnished (except as otherwise specified) and deliver in and about the project and to do and perform all
work in strict conformity with the provisions of this Contract and of the Notice to Bidders, bid, Project
Manual, and Drawings hereto annexed. The said Notice to Bidders, bid, Project Manual, and Drawings are
hereby made a part of this contract as fully and to the same effect as if the same had been set forth at
length and incorporated in the contracts.
ARTICLE 3. In consideration of the foregoing premises the CITY agrees to pay and the CONTRACTOR
agrees to receive as full compensation for everything furnished and done by the CONTRACTOR under this
contract, including all work required by not included in the items herein mentioned, and also for all loss or
damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any
unforeseen obstruction or difficulty encountered in the prosecution of the work, and for all expenses
incurred by or in consequence of the suspension or discontinuance of the work specified, and for well and
faithfully completing the work, and the whole thereof, as herein provided, such prices as are set forth in
the accompanying bid.
This Agreement entered into as of the day and year first written above.

CITY OF WALTHAM, MASSACHUSETTS
FOR THE CITY FOR THE COMPANY
___________________________
Jeannette A. McCarthy, MAYOR, _______________________________
City of Waltham CONTRACTOR (Signature),
Date: ___________ Date: _________
______________________________
Company
______________________________
______________________________ Address
Katherine Laughman, City Solicitor
Date: ___________
APPROVED AS TO FORM ONLY
______________________________
Michael Chiasson, Director CPW
Date: ___________
______________________________
Crystal Philpott, Purchasing Agent
Date: ___________
______________________________
Paul Centofanti, Auditor
Date: ___________
I CERTIFY THAT SUFFICIENT FUNDS
ARE AVAILABLE FOR THIS CONTRACT

Instructions

INSTRUCTIONS FOR BIDDERS
1. READ ALL DOCUMENTS.
Bidders should familiarize themselves with all the documents contained herein; it is
mandatory that all Bids be in compliance with all the provisions contained in said
documents.
2. FORMS AND ATTACHMENTS.
Bids are to be completed on the forms provided ONLY and enclosed in a sealed envelope
marked on the outside "BID (title)" and the name and address of bidder. Attachments
submitted in addition to the Waltham Purchasing Department produced forms may not be
considered.
3. PRINTED OR TYPED RESPONSE.
All information must be typewritten or printed in ink, including the price the bidder offers
in the space as provided on the bid form.
4. CORRECTIONS.
Bids that are submitted containing cross outs, white outs or erasures, will be rejected. All
corrections or modifications to the original bid are to be submitted in a separate envelope,
properly marked on the outside, "CORRECTION/ MODIFICATION TO BID (title)" and
submitted prior to the bid opening.
ALL DOCUMENTS SUBMITTED WITH YOUR RESPONSE WILL BE INCORPORATED INTO THE
CONTRACT.
5. PRICE IS ALL INCLUSIVE.
Bid prices shall encompass everything necessary for furnishing all items, materials, supplies
or services as specified, and in accordance with the specifications, including proper
packing, cost of delivery, and in the case of services, completion of same, as per
specifications.
6. PRICE DISCREPANCY.
In the event of a discrepancy between the Unit Price and the Extension, the Unit Price shall
prevail.
7. EXCEPTIONS
No Exceptions will be acceptable to the City. The City's intent is to purchase precisely what
is specified in the document. Only equal or better grade specifications shall be considered
by the City.
8. BID DEPOSITS.
Bid deposits are to be made payable to the City of Waltham. In the event that the
successful bidder fails to execute a Contract within (10) days of the receipt of said contract,

such security shall be retained by the city as liquidated damages. Unsuccessful bidders'
deposits will be returned immediately following the award to said successful bidder.
9. WITHDRAW.
A Bid may be withdrawn by written request prior to the schedule for the Bid Opening. No
withdrawals are permitted after the bid opening date and time. Withdrawals after the bid
opening date will cause the forfeit of the bid Deposit.
10. AWARD.
Bids will be awarded not later than (90) ninety days after the scheduled bid opening date,
unless otherwise stated, in the specifications. Unless otherwise specified, bids will be
evaluated on the basis of, completeness of your RFP response, responsiveness,
responsibility, best price and experience.
11. AWARD CRITERIA.
Qualified and responsive proposals will be evaluated based on the following rating, which
will apply to all Price, Technical, and Compliance requirements.
12. DISCOUNTS.
Discounts for prompt payments, based on City Pay Day, will be considered when making
awards.
13. TAX EXEMPT.
Purchases by the City of Waltham are exempt from any Federal, State or Massachusetts
Municipal Sales and/or Excise Taxes.
14. SAMPLES.
The Waltham Purchasing Department may require the submission of samples either before
or after the awarding of a contract. Samples are to be submitted, at no charge to the City,
so as to ascertain the product's suitability. If specifically stated in the Bid that samples are
required, said samples must be submitted with the Bid prior to the Official Bid Opening.
Failure to submit said samples would be cause for rejection of Bid. All samples must be
called for and picked up within (30) thirty days of award or said samples will be presumed
abandoned and will be disposed of.
15. ACTIVE VENDOR LIST.
Vendors who wish to remain on the Active Bid List must either submit a Bid, No Bid, or a
letter requesting same, no later than the Official Bid Opening. This is applicable to those
vendors who have received the Invitation to Bid.
16. FUNDS APPROPRIATION.
The contract obligation on behalf of the City is subject to prior appropriation of monies
from the governmental body and authorization by the Mayor.
17. THE AWARDING AUTHORITY RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, OR ANY
PART OF ANY BID, WHICH IN THE OPINION OF THE AWARDING AUTHORITY, IS IN THE BEST
INTERESTS OF THE CITY OF WALTHAM.