Duct Cleaning Services IFB - 27DPW008G

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 May 21, 2026
Bid Title Duct Cleaning Services
Bid Number 27DPW008G
Number of The Bid Package consists of 2 PDF documents. Returning this form
Documents confirms receipt of all the documents.
May 28, 2026, at 11:00am starting at the Library, located at
Pre-Bid Meeting 1139 Highland Ave., then immediately following at Eliot Elementary
School located at 135 Wellesley Avenue, Needham, MA 02492
Questions Due June 4, 2026, at 5:00pm
June 11, 2026, at 1:30pm to the 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.
27DPW008G 1

Duct Cleaning Services
27DPW008G
Release Date May 21, 2026
May 28, 2026, at 11:00am starting at the Library,
Pre-Bid located at 1139 Highland Avenue, then immediately
Conference following at Eliot Elementary School located at 135
Wellesley Avenue, Needham, MA 02492
Deadline for
June 4, 2026, at 5:00pm
Questions
June 11, 2026, at 1:30pm
Director of Administration
Bids Due PSAB
500 Dedham Ave.
Needham, MA 02492
27DPW008G 2

(Advertised in the Hometown Weekly issue of Thursday, May 21, 2026)
(Advertised on the MNPA's website, Thursday, May 21, 2026)
(Published in Goods & Services issue of Monday, May 25, 2026)
(Advertised in CommBuys on Thursday, May 21, 2026)
LEGAL NOTICE
Town of Needham
Invitation for Bid (IFB)
Bid # 27DPW008G
Duct Cleaning Services
The Town of Needham is accepting sealed bids for Duct Cleaning Services. Copies of the Invitation for Bid
(IFB) package will be available beginning May 21, 2026 at the Administration Office of the Public Works
Department, 500 Dedham Ave., Needham, MA 02492 during regular business hours, or from the Town's
web site www.needhamma.gov/bids.aspx and will be available until submission deadline.
A pre-bid conference will be held at 11:00am on Thursday May 28, 2026, starting at the Library, located
at 1139 Highland Avenue, then immediately following at Eliot Elementary School located at 135 Wellesley
Avenue, Needham, MA 02492. Attendance is strongly encouraged but not required.
Sealed bids must be submitted no later than 1:30pm, June 11, 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 submission deadline. 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.
Kathleen King
Town Manager
May 21, 2026
27DPW008G 3

27DPW008G
Duct Cleaning Services
Index
Description Page
Acknowledgement of Receipt
Title Page 1
Legal Notice 2
Index 3
Procurement in Brief 4
PART 1 - GENERAL CONDITIONS AND REQUIREMENTS 6
1. About Needham
2. Intent
3. Quantities
4. General Contract Terms
5. Questions
6. Information about Changes to the Bid (Addenda)
7. Bid Deposits and Bonds
8. Minimum Wage Rates (Prevailing Wages)
9. Payment and Discount Terms, Adjustments for Incomplete or Unacceptable
Work
10. Bid Modifications or Withdrawals
11. Premature Opening of a Bid
12. Unexpected Closure or Delays
13. Late Submissions
14. Rejection of Bids
15. Taxes
16. Public Records
17. Conflict of Interest
18. Other Notices
19. Pre-Bid Conference
20. Tie Breaker Rule
21. Contract Award
22. Submission Requirements
PART 2 - SCOPE OF SERVICES / PRODUCT SPECIFICATIONS 13
PART 3 - CHECKLIST AND REQUIRED FORMS FOR SUBMISSION 17
1. Checklist
2. Bidder Information Response
3. Certificate of Good Faith
4. Certificate of Compliance with Massachusetts Tax Laws
5. Certificate of Authority
6. Professional Reference Form
7. Non-Submittal Response Form
8. Bid Price Form
Appendices Separate
* Specimen Agreement Document
27DPW008G 4

27DPW008G
Duct Cleaning Services
Procurement in Brief
Katie Bamber, Administrative Analyst
Primary Procurement Contact
781-455-7550
Contract Manager Barry Dulong, Director of Building Maintenance
May 21, 2026 - Information and details of bidding
requirements may be obtained at the Administration
Bid Package Available Office DPW, PSAB, 500 Dedham Ave., Needham, MA
02492, or online at the Town's web site
https://www.needhamma.gov/bids.aspx
May 28, 2026, at 11:00am starting at the Library,
located at 1139 Highland Avenue, then immediately
Pre-Bid Meeting
following at Eliot Elementary School located at 135
Wellesley Avenue, Needham, MA 02492
Bid Deposit N/A
June 4, 2026, 5:00PM
By Mail: DPW - 500 Dedham Ave., Needham,
MA 02492
Deadline for Written Questions By Email: dpwbids@needhamma.gov
Questions are to be clearly labeled as:
QUESTIONS - Duct Cleaning Services,
27DPW008G
If any changes are made to this bid, an addendum
will be issued. Addenda will be posted on the Town's
Addenda
webpage and emailed to all bidders on record as
having received the bid package.
1:30pm June 11, 2026, Administration Office
DPW, PSAB, 500 Dedham Ave., Needham, MA
When and where bids are due 02492.
LATE BIDS WILL NOT BE CONSIDERED
Charles River Room, PSAB, 500 Dedham Ave.,
Where bids will be opened
Needham, MA, 02492, after submission deadline
Number of Required Paper Copies 1 copy
July 2026
Contract Award Approval of Town Manager and Town Counsel is
REQUIRED
This contract will commence July 01, 2026, and
Contract Length end August 23, 2026.
27DPW008G 5

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.
27DPW008G 6

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 Duct
Cleaning Services. 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.
The intention of this IFB is to provide services as needed.
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 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.
27DPW008G 7

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 hand, fax or 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 hand delivery or facsimile transmissions.
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, if an email address was not
provided, then it will be faxed. If a fax number was not provided, then the addenda will be mailed. Addenda
will also be posted to the website. Please check back on the website for addendums before submitting
your bid to the Town. Bidders may not be notified individually of Addendums.
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. Bid pricing should be inclusive of all costs including but not limited to bonds,
insurance, fuel, mobilization, mileage etc.
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
27DPW008G 8

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.
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 the 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.
27DPW008G 9

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.
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.
27DPW008G 10