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

Agency: City of Newton
State: Massachusetts
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Feb 15, 2024
Due Date: Feb 29, 2024
Solicitation No: 24-51
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
HVAC Controls and Energy Management System Repair, Installation and Preventative Maintenance Service
  • 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

Attachment Preview

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
1
Table of Contents
2
Part 1 - Bidding Documents, Contract Forms, and Conditions of the Contract
1.
- Invitation for Bid
3-4
2.
- Instructions to Bidders
5-7
3.
- Bid Form
8-9
Itemized Bid Sheet
10
4.
- 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
13
14
15
16
17
18
5.
- 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
24
25
26
6.
- General Conditions of the Contract
7.
- Special Conditions - Commonwealth of Massachusetts and City of Newton
8.
- 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
1.
- Special Conditions
27-32
33-38
39
40-81
82
83
84
85-88
2.
- 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
Page 2 of 96
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
Page 3 of 96
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
Page 4 of 96
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
Page 5 of 96

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