Drinking Water Chemicals; IFB 27DPW005G

Town of Needham
Department of Public Works
Public Services Administration Building, 500 Dedham Avenue
Needham, Massachusetts 02492
Telephone (781) 455-7550
ACKNOWLEDGEMENT OF RECEIPT
Release Date April 23, 2026
Bid Title Drinking Water Chemicals
Bid Number 27DPW005G
Number of The Bid Package consists of 2 PDF documents. Returning this form
Documents confirms receipt of all the documents.
Pre-Bid Meeting N/A
Questions Due May 5, 2026, at 5:00pm
May 14, 2026, at 1:30pm, Administration Office of the
Bids are Due Department of Public Works located at the Public Services
Administration Building, 500 Dedham Ave., Needham, MA, 02492
Please provide the requested information below as acknowledgment that you have received
our bid package noted above. It is recommended that interested bidders complete this
acknowledgment and return via email to dpwbids@needhamma.gov. Only by doing
this, will the Town be able to provide notification of any addenda or answered questions
relating to this bid. Only those companies or individuals shown on the Distribution
Register will receive addenda to this bid. By completing and returning this
acknowledgement will ensure you are recorded on the Distribution Register.
Proposals from companies or individuals not acknowledging the addenda may be rejected
as not responsive.
Name of Company or
Individual
Name / Title of
Contact
Address
City/Town, State, Zip
Code
Telephone Number
Fax Number
Email Address
Signature
Date
Addenda will be posted to the Town's website. Please check the website for addenda before
submitting your bid to the Town. Bidders who access the bid package from the Town's
website are responsible for checking the website periodically for any addenda that may be
issued by the Town.
IFB 27DPW005G 1

Drinking Water Chemicals
27DPW005G
Release Date April 23, 2026
Pre-Bid
N/A
Conference
Deadline for
May 5, 2026, at 5:00pm
Questions
May 14, 2026, at 1:30pm
Director of Administration
Bids Due PSAB
500 Dedham Ave.
Needham, MA 02492
IFB 27DPW005G 2

(Advertised in the Hometown Weekly issue of Thursday, April 23, 2026)
(Advertised on the MNPA's website, Thursday, April 23, 2026)
(Published in the Goods & Services issue of April 20, 2026)
(Advertised on CommBuys on Thursday, April 23, 2026)
LEGAL NOTICE
Town of Needham
Invitation for Bid (IFB)
Bid # 27DPW005G
Drinking Water Chemicals
The Town of Needham is accepting sealed bids for Drinking Water Chemicals. Copies of the Invitation for
Bid (IFB) package will be available beginning April 23, 2026, at the Administration Office of the Public
Works Department, 500 Dedham Ave., Needham, MA 02492 Monday through Friday during normal business
hours, or from the Town's web site https://www.needhamma.gov/bids.aspx and will be available until the
submission deadline.
Sealed bids must be submitted no later than 1:30pm, May 14, 2026, to the Administration Office of the
Public Works Department, Town of Needham, 500 Dedham Ave., Needham, MA 02492. LATE BIDS WILL
NOT BE CONSIDERED. Bids will be publicly opened after the submission deadline on May 14, 2026, at
1:30pm. The Town reserves the right to reject any and all bids as determined to be in the best interests of
the Town and to waive minor informalities. This legal notice is also posted on the Massachusetts Newspaper
Publishers Association's (MNPA) website at http://masspublicnotices.org/.
Kathleen King
Town Manager
April 23, 2026
IFB 27DPW005G 3

IFB 27DPW005G
Drinking Water Chemicals
Procurement in Brief
Primary
Katie Bamber, Administrative Analyst
Procurement
781-455-7550 x229
Contact
Contract
Steve Cusick, Water Treatment Plant Manager
Manager
April 23, 2026 - Information and details of bidding requirements may be obtained at
Bid Package
the Administration Office DPW, PSAB, 500 Dedham Ave., Needham, MA 02492, or online
Available
at the Town's web site https://www.needhamma.gov/bids.aspx
Pre-Bid
N/A
Meeting
Bid Deposit N/A
May 5, 2026at 5:00pm
Deadline for
By Email: dpwbids@needhamma.gov
Written
Questions are to be clearly labeled as: QUESTIONS - Drinking Water Chemicals,
Questions
27DPW005G
If any changes are made to this bid, an addendum will be issued. Addenda will be
Addenda posted on the Town's webpage and emailed to all bidders on record as having received
the bid package.
May 14, 2026, at 1:30pm, Administration Office DPW, PSAB, 500 Dedham Ave.,
When and
Needham, MA 02492.
where bids
are due
LATE BIDS WILL NOT BE CONSIDERED
Where bids
Charles River Room, Public Service Administration Building, 500 Dedham
will be
Avenue, Needham, MA 02492 (immediately following submission deadline)
opened
Contract Anticipated July 2026
Award Approval of Town Manager and Town Counsel is REQUIRED
This Agreement shall be for a term commencing on July 1, 2026 and ending
Contract
June 30, 2027. This agreement may be renewed or extended for up to 1 year at
Length
the sole discretion of the Town.
IFB 27DPW005G 4

Upon Award of Contract
Payment Bond Will NOT be Required
Performance Bond Will NOT be Required
Insurance Refer to Contract Terms
* Any delivery received after the due date and time will not be addressed. The time/date stamp located
in the receiving office will govern for the date and time requirements mentioned in the table above and
throughout this document. Please allow enough time for delivery.
** The time for award may be extended by the Town. The Town reserves the right to change, delay,
cancel, or expedite the contract award date. The Bidder agrees that the offer is effective for (a) at
least ninety (90) calendar days from the opening date of the bids (b) a contract is executed, or (c) this
bid is cancelled, whichever of (a), (b) or (C) occurs first. The Town reserves the right to reject any and
all bids as determined to be in the best interests of the Town and to waive minor informalities.
IFB 27DPW005G 5

PART 1 - GENERAL CONDITIONS AND SUBMISSION REQUIREMENTS
1.01 About Needham
The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west
and northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by
the West Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south
by the Towns of Westwood and Dover. Needham has a population of 28,886 (2010 Federal Census) and
occupies a land area of approximately 12.75 square miles. Established as a town in 1711, Needham is
governed by a representative form of town meeting and a five-member Board of Selectmen. The day-to-
day management is under the direction of a Town Manager. School affairs are administered by a seven-
member School Committee and a Superintendent of Schools. The Town is classified as an economically
developed suburb with above average wealth levels and higher education attainment. The Town has an
"AAA" credit rating from Standard and Poor's.
The Town provides a full range of governmental services including police and fire protection, emergency
medical services, collection, disposal, and recycling of solid waste, sewers, streets, water services, health
and human services, town library, and recreation. The Town also provides public education in grades
kindergarten through twelve. The Town operates 1 pre-school, 5 elementary schools (K - 5), 1 sixth-grade
center, 1 middle school (7 - 8), and a senior high school (9 - 12). Technical education is offered to grades
nine through twelve by the Minuteman Regional Vocational Technical School District. The total expenditures
in the most recent fiscal year exceeded $160 million.
1.02 Intent
The Town of Needham is circulating this Invitation for Bids (IFB) with the intention of acquiring bids for
Drinking Water Chemicals. All bids are subject to the provisions of M.G.L. Chapter 30B. The Town will award
the contract to the lowest responsive and responsible bidder. The Town of Needham reserves the right to
reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.
Such actions will be deemed to be in the best interests of the Town. Unless sooner rejected or accepted, all
bid proposals must be firm and continue in effect for ninety calendar days (90) following the date of bid
opening.
1.03 Quantities
Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on
the Bid Price Form or elsewhere in the bid package are estimates only and are given solely as a basis for
the comparison of bids. The Vendor shall have no claim for additional compensation, or refuse to do the
work called for, or provide the requested items, by reason of the actual quantities involved being greater or
lesser by any amount than those called for in the bid.
1.04 General Contract Terms
The initial term of this agreement shall commence July 1, 2026, and end June 30, 2027. This agreement
may be renewed or extended for up to one (1) additional year, through June 30, 2028, at the sole option of
the Town and upon the terms described in the Invitation for Bid. The maximum term of this contract will
result in an ending date of June 30, 2026. The successful Bidder must enter into the Form Agreement
prepared by Town Counsel (Sample Available Online). In accordance with Massachusetts General Laws, the
contract continuation beyond first year is subject to annual appropriation and/or availability of funding.
The Town may terminate the Contract at any time upon written notice for any reason including its own
convenience or for cause, including but not limited to, failure to perform the work required under the contact,
failure to document satisfactorily to the Town amounts being charged, failure to have any necessary local,
State or Federal licenses and/or permits, failure to pay any and all required taxes, failure to comply with
any local, State or Federal regulations pertaining to services to be provided, failure to promptly correct any
performance or lack of performance which conflicts with the Town's use, and failure for satisfactory behavior
of all staff and management. In the case of a termination for cause, the Town shall give the Contractor a
written notice as provided in the Agreement.
IFB 27DPW005G 6

1.05 Questions Regarding Bid
The Bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid. The Bidder
shall be familiar with all the Bid material requirements and documents before submitting the bid in order
that no misunderstanding shall exist. Bidders shall promptly raise the issue of any ambiguity, inconsistency,
or error, which they may discover upon examination of the bid documents, specifications, services, work
site or any other conditions which may apply. No allowance will be made for any claim that the bid is based
on incomplete information.
Inquiries concerning any part of this Bid shall be directed to the individual(s) listed under the Procurement
in Brief. Bidders should note that oral communications are not binding on the Town and only written
responses by the Town will be considered. All requests/questions must be submitted in writing.
Questions may be delivered by email as referenced under the Procurement in Brief by the deadline.
Questions that may be asked during any pre-bid conference should also be sent in writing in order to receive
an official response. Requests properly presented that in the opinion of the Town require interpretation,
correction, or change in the Bid Documents will result in an issuance of an Addendum to the Bid Documents.
Such Addendum shall subsequently become part of the contract. The Town will forward responses to all
persons who are on record as receiving the bid package. Questions received after the due date will not be
responded to unless the Town determines it is necessary. Bidders, please allow enough time for delivery.
1.06 Information about Changes to the Bid (Addenda)
In the event that changes/additions are made to this bid, an addendum will be issued to every person
(entity) on record as receiving the bid package. Addenda will be emailed to those who provided an email
address and will also be posted to the website. Please check back on the website for addenda before
submitting your bid to the Town. Bidders may not be notified individually of addenda.
1.07 Bid Deposits, Bonds, Insurance, and Indemnification
Refer to the Procurement in Brief section to see whether bid deposits, surety, payment and/or performance
bonds are required.
Insurance
Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts
required in the contract and when requested shall name the Town of Needham as an additional insured for
the amounts written.
The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage
required, in form and substance satisfactory to the Town, and shall deliver to the Town new policies and
certificates thereof for any insurance about to expire at least ten (10) days before such expiration. All such
insurance policies shall contain an endorsement requiring thirty (30) days written notice to the Town prior
to cancellation of change in coverage, scope, or amount of any such policy or policies. Compliance by the
Bidder with the insurance requirement, however, shall not relieve the Bidder from liability under the
indemnity provisions.
Indemnification
The Bidder shall indemnify, defend, and save harmless the Town and all of the Town's officers, agents and
employees from and against all suits and claims of liability of every name and nature, including costs of
defending any action, for or on account of any injuries to persons or damage to property of the Town or any
person, Contractor, corporation or association arising out of or resulting from any negligent act, omission,
or negligence of the Bidder, its subcontractors and its and their agents or employees in the performance of
the work covered by the Contract and/or failure to comply with terms and conditions of the Contract, but
only in respect of such injuries or damages sustained during the performance and prior to the completion
and acceptance of the work covered by the Contract and to the extent such injuries or damages are not
covered by the Town's insurance. The foregoing provisions shall not be deemed to be released, waived, or
modified in any respect by reason of any surety or insurance provided by the Bidder under the Contract.
IFB 27DPW005G 7

1.08 Prevailing Wages
The state prevailing wage law, MGL Chapter 149, Section 27B requires contractors and subcontractors to
submit certified payroll records to the Town. Contractors and subcontractors must submit weekly payroll
records either by (1) first class mail, or (2) electronic mail. Furthermore, every weekly submittal of payroll
records must contain a signed statement by the employer that indicates (1) that the records are correct,
and (2) the rate of wages that each worker receives. Please feel free to contact the Department of Labor
Standards at (617) 626-6953 if you have any questions. Questions about enforcement of the prevailing
wage law may be directed to the Attorney General's Fair Labor and Business Practices Division at (617) 727-
3465.
1.09 Payment and Discount Terms, Adjustments for Incomplete or Unacceptable Work
Payment and Discount Terms
Payment terms for the Town of Needham are net 30 days. Indicate discounts, if any, for payments made
less than 30 days. The Prompt Payment Discount "Clock" begins at the date of receipt of the invoice, or the
date of the receipt of the product or service, whichever occurs later.
The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based
on the items or services purchased. Invoicing may be performed after delivery, work has been completed,
or monthly, for items or services that have been fulfilled.
Invoices are to itemize charges for labor, equipment, and supplies. The Town will not be responsible for
payment of any charges not itemized to the Town's satisfaction. Pre-payment is NOT allowed. Invoices
must include the Town's purchase order number. The Purchase Order number will change with each fiscal
year.
Invoices for additional services must include the date and times of the work, the type of services performed,
the number of hours or units to be charged, and the name of the person who authorized the work. They
are to be sent in duplicate directly to the Town's designee for processing and are not to be included on the
regular monthly invoice.
Adjustments for Incomplete or Unacceptable Work
The Town reserves the right to withhold payment for incomplete or unacceptable work, as outlined in this
IFB. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable, for which
the Vendor shall rectify that condition to the satisfaction of Town. The Town will also reduce the bill for any
services deemed unsatisfactory. At no time will penalty assessment be recoverable by the Vendor.
The Vendor shall take all proper precautions to protect Town and private property from damage and/or loss.
Should any damage to, and/or loss of, property be caused by the Vendor, the Vendor will be required to
make repairs and/or restitution immediately at its expense.
1.10 Bid Modifications or Withdrawals
Bids may be corrected, modified, or withdrawn prior to the submission deadline; requests to do so must be
received in writing to the Town Manager. After the submission deadline, bids may not be changed. Minor
mistakes may be waived by the Town.
1.11 Premature Opening of a Bid
The Town will not be responsible for the premature opening of any bid not properly identified. The Town
may reject bids which are incomplete, not properly endorsed, or signed, or which otherwise are contrary to
these instructions.
IFB 27DPW005G 8

1.12 Unexpected Closure or Delays
If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is
closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other the deadline
will be postponed until the same time on the next normal business day. Bids will be accepted at the same
location until that date and time.
1.13 Late Submissions
The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems. LATE
BIDS WILL NOT BE CONSIDERED.
1.14 Rejection of Bids
The bid must satisfy all the requirements in order to be considered for award. Failure to complete the
required forms, answer any questions, or provide the required documentation will be deemed NON-
RESPONSIVE and result in rejection of the bid unless the Town determines that such failure constitutes a
minor informality that can be corrected without prejudice to other Bidders. A bid may be rejected if the
Bidder:
Fails to adhere to one or more of the provisions established in the bid package;
Fails to submit its bid by the time or in the format specified herein or to supply the minimum
information requested herein;
Fails to submit its bid to the required address on or before the specified submission deadline;
Misrepresents its service or provides demonstrably false information in its bid or fails to provide
material information.
1.15 Taxes
Purchases made by the Town are exempt from the payment of all Federal excise tax and the payment of
Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid prices. If
requested, the Town will provide the awarded bidder with a copy of the Certificate of Exemption.
1.16 Public Records
Under the Massachusetts General Laws, the Town cannot assure the confidentiality of any materials or
information that may be submitted by a contractor in response to this Bid. Thus, contractors who choose to
submit confidential information do so at their own risk. All bids or other materials submitted by the contractor
in response to this Bid will be open for inspection by any person and in accordance with Massachusetts
General Laws, Chapter 66 (Public Records Law). Any statements reserving any confidentiality or privacy
rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded.
1.17 Conflict of Interest
By execution of a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham
is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the Massachusetts conflict
of interest statute), and agrees, as circumstances require, to take actions and to forbear from taking actions
so as to be in compliance at all times with the obligations of the contractor based on said statute.
1.18 Other Notices
The consideration of all bids and subsequent selection of the successful applicant shall be made without
regard to race, color, sex, age, handicap, religion, political affiliation, or national origin.
The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth
(Massachusetts General Laws, Chapter 151B).
IFB 27DPW005G 9

The provisions relating to non-discrimination and affirmative action in employment shall flow through all
contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.
Any services provided by the Bidder shall be rendered through a professional services contract; the Bidder
will not be considered an employee of the Town and will not receive any benefits of an employee.
The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a "holder" of
"personal data". The Bidder shall also protect the physical security and restrict any access to personal or
other Town data in the Bidder's possession, or used by the Bidder in the performance of the Contract, which
shall include, but is not limited to the Town's public records, documents, files, software, equipment or
systems.
1.19 Pre-Bid Conference
Refer to Procurement in Brief for details, if any.
1.20 Tie Bid
In the event that there is a tie bid between two (2) responsive and responsible bidders, the award of the
contract will be determined by a coin toss. The bidder's whose submission was received earliest shall be
assigned "Heads" in the coin toss. In the event that there is a tie bid with three (3) or more responsive
and responsible bidders, the award shall be made by a draw by lot limited to those bidders. The coin
toss/draw by lot shall be scheduled within two (2) business days from when it was determined by the Town
to be a tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall
be witnessed by at least three (3) Town officials. The tie breaker event shall be held at the Needham Town
Hall during regular business hours.
1.21 Contract Award
The Town reserves the right to reject any and all bids as determined to be in the best interests
of the Town and to waive minor informalities.
This bid may result in multiple awards. The Town of Needham will review all bids and will award the contract
to the lowest responsive and responsible bidder within each bid item/group. Bidders must provide pricing
for all items within a bid item/group to be eligible for the award of that bid item/group.
The Town herein declares its express purpose not to award the contract to any Bidder unable to furnish
evidence, satisfactory to the Town, that it has sufficient ability, experience, and capital to execute and
complete the work in accordance with the contract. If requested, any Bidder may be required to demonstrate
financial stability satisfactory to the Town.
The Town Manager is the awarding authority for the contract. Further the contract will not be binding until
it has been approved as to form by Town Counsel. Award, payment, and performance obligations shall
depend on the availability and appropriation of funds.
The Town reserves a period up to ninety (90) calendar days following the opening of the bids in which to
evaluate and award the contract.
Upon bidder selection, the Town of Needham will request required documents, including any insurances and
bonds, then email the contract package to be signed by the Bidder. The Town of Needham will then counter
sign the contracts and will return one complete contract to the Bidder. The Town's Standard Contract is
available online. Bidders are expected to review the sample contract "Short Form Agreement". Unless
otherwise noted by the Town, the terms and conditions contained therein are NOT negotiable.
IFB 27DPW005G 10