IFB 26-75 Elevator Maintenance & Repairs

IFB # 26-75
SOLICITATION FOR: Elevator Maintenance & Repairs
CITY OF SOMERVILLE, MASSACHUSETTS
Jake Wilson, Mayor
Procurement and Contracting Services Department
Angela M. Allen, Chief Procurement Officer
RELEASE DATE: 5/6/2026
QUESTIONS DUE: 5/18/2026 by 12PM EST
DUE DATE AND TIME: 5/21/2026 by 3PM EST
DELIVER TO:
City of Somerville
Procurement & Contracting Services
Attn: Logan Carroll
Procurement Manager
Lcarroll@somervillema.gov
93 Highland Avenue
Somerville, MA 02143
1

IFB # 26-75
Elevator Maintenance & Repairs
Key Project Information
Project Address Various Locations throughout the
City of Somerville refer to Exhibit
A for a full list of locations
Estimated Construction Cost $225,000.00 Per Year
Anticipated Contract Award 06/01/2026
Date of Substantial Completion 06/30/2026
Date of Final Completion 06/30/2026
Est. Contract Commencement 07/01/2026
Date
Est. Contract Completion Date 06/30/2026 (2 Optional Renewal Years)
Governing Bid Law MGL C. 149 (Vertical
Construction)
Wage Requirements State Prevailing Wages
Payment Bond Requirements 100% of Contract Value
Performance Bond 100% of Contract Value
Requirements
Liquidated Damages ($ per NA
Day)
Managing Department Information
Managing City Department Department of Public Works
Project Manager Matthew Bennett
Project Manager Email mbennett@somervillema.gov

TABLE OF CONTENTS
* PART 1: INVITATION FOR BID DOCUMENTS
Section 1: GENERAL INFORMATION ON BID PROCESS
1.1 General Instructions
1.2 Bid Schedule
1.3 Submission Instructions
1.4 Questions
1.5 General Terms
Section 2: RULE FOR AWARD, QUALITY REQUIREMENTS, AND PROJECT BACKGROUND
2.1 Rule For Award
2.2 Project Background
2.3 Minimum Quality Requirements
Section 3: BID PRICING
Form for General Bid
3.0
Unit Price Form (if applicable)
Section 4: REQUIRED BID FORMS / BIDDERS' CHECKLIST
Signed Cover Letter
Somerville Living Wage Form
Quality Requirements Form (Section 2.0)
Certificate of Non-Collusion & Tax Compliance
Certificate of Signature Authority
Reference Form (or equivalent may be attached)
5% Bid Deposit
4.1
Prevailing / Davis Bacon Wages, Statement of Compliance Form
(required with bid)
DCAMM Certification and Update Statement (General Bidders > $150K)- Elevators
OSHA Form
Vulnerable Road Users Ordinance
Somerville Wage Theft Ordinance
Responsible Employer Ordinance (if applicable)
Acknowledgement of Addenda (if applicable)
Signed W9
Certificate of Good Standing (will be required of awarded Vendor; please furnish with bid if available)
Insurance Specifications (will be required of awarded Vendor; furnish sample certificate with bid, if
4.2 p ossible)
(required post bid) Performance Bond (see specification for details)
Statement of Management (if applicable)
Payment Bond (if applicable, see specification for details)
* PART 2: SAMPLE CONSTRUCTION CONTRACT / CITY's
GENERAL TERMS AND CONDITIONS
* PART 3: TECHNICAL SPECIFICATIONS

Part 1: Invitation for Bid Documents
IFB # 26-75
Elevator Maintenance & Repairs
1.1 General Instructions
This solicitation will be publicly available on the Procurement & Contracting Services (PCS)
Department webpage https://www.somervillema.gov/procurement on and after 5/6/2026 . Interested
parties can also contact the PCS department during the below-noted City Hall hours of operation.
City Hall Hours of Operation:
Monday - Wednesday 8:30 a.m. to 4:30 p.m.
Thursday 8:30 a.m. to 7:30 p.m.
Friday 8:30 a.m. to 12:30 p.m.
All Responses Must be Sealed and Delivered To:
Procurement & Contracting Services Department
City of Somerville
93 Highland Avenue
Somerville, MA 02143
It is the sole responsibility of the Offeror to ensure that the bid arrives on time at the designated
place. Late bids will not be considered and will be rejected and returned.
Bid Format:
Submit one, original (1) sealed bid package; it must be marked with the solicitation title and number.
Online submission procedures are described below in Section 1.3.
BIDS SUBMITTED MUST BE AN ORIGINAL.
The completion of the following forms is necessary for consideration of a potential contract award.
submitting bid documents, please retain the order of documents as provided below:
1) Form for General Bid
2) Bid Form for Alternates (if applicable)
3) Unit Price Form (if applicable)
4) Somerville Living Wage Form
5) Quality Requirements Form
6) Certificate of Non-Collusion & Tax Compliance
7) Certificate of Signature Authority
8) Reference Form
9) 5% Bid Deposit
10) Prevailing / Davis Bacon Wages Statement of Compliance Form
11) OSHA Form
12) Somerville Vulnerable Road Users Ordinance Form
13) Somerville Wage Theft Ordinance
14) Responsible Employer Ordinance (if applicable)
15) DCAMM Certification and Update Statement (Required for General Bidders if
more than $150K)- Elevators
If all required documents are not present, the bid may be deemed non-responsive and may result
in disqualification of the bid unless the City determines that such failure(s) constitute(s) a minor

informality, as defined in Chapter MGL 30B.
A complete bid must also include a cover letter signed by an official authorized to bind the Offeror
contractually and contain a statement that the proposal is firm for ninety (90) days. An unsigned
letter, or one signed by an individual not authorized to bind the Offeror, may be disqualified.
The Offeror's authorized official(s) must sign all required bid forms.
The Price Form in Section 3.0 must be completed. No substitute form will be accepted. Pricing must
remain firm for the entire contract period.
All information in the Offeror's response should be clear and concise. The successful response will be
incorporated into a contract as an exhibit; therefore, Offerors should not make claims to which they
are not prepared to commit themselves contractually.
The successful Offeror must be an Equal Opportunity Employer.
The City of Somerville values a diverse workforce and believes it contributes to a work product and
customer experience that best reflects the community in our city. Applicants are highly encouraged
to include any certifications and documents that recognize the diversity of the Offeror's work force,
including ownership of the offering firm/organization, executive leadership, management, and
employees proposed for the work in Somerville, including diversity of sub-consultants. Please use
the supplier diversity form (see Section 4.0) with supporting documentation to share your
diversity data with the City.
1.2 Bid Schedule
Key dates for this Invitation for Bids:
IFB Issued 5/6/2026
Deadline for Submitting Questions to 5/18/2026 by 12PM EST
IFB
Bids Due 5/21/2026 by 3PM EST
Anticipated Contract Award 06/01/2026
Est. Contract Commencement Date 07/01/2026
Est. Contract Completion Date 06/30/2026
Responses must be City of Somerville
Procurement & Contracting
delivered by Services Department
5/21/2026 by
Attn: Logan Carroll
to:
3PM EST 93 Highland Avenue
Somerville, MA 02143

1.3 Submission Instructions
If you submitting your bid online via Bidexpress.com , then you do not need to also submit a sealed bid package
as instructed below. Email is not an acceptable method of submission of bids.
Please submit one sealed bid package with the following contents and marked in the following manner:
Contents of Sealed Bid Package Marked As
Envelope 1: Sealed Bid: Shall Include (1) original To Be Marked: IFB # 26-48 Elevator
and one (1) electronic copy. [Electronic copies are to be Maintenance & Repairs
submitted on USB drives and are to be saved in Adobe Acrobat
format. ("Read only" files are acceptable.)]
Please send the complete sealed package to the Logan Carroll
attention of : Procurement Manager
Procurement & Contracting Services
Department
Somerville City Hall
93 Highland Avenue
Somerville, MA 02143
Live Bid Opening Link
Join Zoom Meeting
https://us02web.zoom.us/j/85610590954?pwd=8ynVbSO9a7n8a2xaPikaW0ZD0x902K.1
Meeting ID: 856 1059 0954
Passcode-155557
Methods of Bid Submission
Bidders may submit bids in any of the following ways. All bids will be timestamped and must be
received no later than due date and time.
1) Sealed bids can be sent to City Hall through the US Postal Service or other delivery service (e.g.
FedEx, UPS).
2) BidExpress.com is an online bidding platform where bidders can submit all required documents.
The fee to use this service is approximately $50.00 unless your company has a subscription with
BidExpress. You can access the bid package and forms via the City of Somerville BidExpress page
at: https://www.bidexpress.com/businesses/33100/home A user guide is attached for your
reference.
3) For any technical assistance while submitting the online bid, please contact the BidExpress
Customer support team at www.bidexpress.com. Bidders may submit bids in any of the following
ways. All bids will be timestamped and must be received no later than due date and time.

Bid Format
Responses shall be prepared on standard 8.5 x 11 inch paper (charts may be landscaped but must be on 8.5 x 11
inch paper) and shall be in a legible font size (12). All pages of each response shall be appropriately numbered
(and with consecutive page numbering across tabs). In an effort to reduce waste, we discourage the use of 3-
ring binders.
Elaborate format and binding are neither necessary nor desirable.
Qualifications & Experience
The Offeror may include any additional literature and product brochures. The Quality Requirements Form
(Section 2), or set of basic business standards, must be submitted with bid.
References
The Offeror shall list at least three relevant references, which the City may contact. The City of Somerville
reserves the right to use ourselves as a reference. References shall include the following information:
The name, address, telephone number, and email address of each client listed above.
A description of the work performed under each contract. The amount of the contract.
A description of the nature of the relationship between Offeror and the customer.
The dates of performance. The volume of the work performed.
1.4 Questions
Questions are due: 5/18/2026 by 12PM EST
Questions concerning this solicitation must be delivered in writing to:
Logan Carroll
Procurement Manager
Somerville City Hall
Procurement & Contracting Services Department
93 Highland Avenue
Somerville, MA 02143
Or emailed to:
Lcarroll@somervillema.gov
Or faxed to:
617-625-1344
Answers will be sent via an addendum to all Offerors who have registered as bid holders. Bidders are encouraged
to contact the Procurement & Contracting Services Department to register as a bid document holder to
automatically be alerted as to addenda as they are issued. It is the responsibility of the Offeror to also monitor the
bid portal on the City's website for any updates, addenda, etc. regarding that specific solicitation. The web address
is:
https://www.somervillema.gov/procurement.
Any bidders that contact City personnel outside of the Procurement & Contracting Services Department
regarding this bid may be disqualified.

1.5 General Terms
Estimated Quantities
The City of Somerville has provided estimated quantities, which will be ordered/purchased over the course of the contract
period. These estimates are estimates only and not guaranteed.
Bid Signature
A response must be signed as follows: 1) if the Offeror is an individual, by her/him personally; 2) if the Offeror is a
partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the Offeror is a
corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation (& with
corporate seal).
Time for Bid Acceptance and City Contract Requirements
The contract will be awarded within 90 days after the bid opening. The time for award may be extended for up to 45
additional days by mutual agreement between the City and the apparent lowest responsive and responsible bidder. The
Offeror's submission will remain in effect for a period of 90 days from the response deadline or until it is formally
withdrawn, a contract is executed, or this solicitation is canceled, whichever occurs first. The Offeror will be required to
sign a standard City contract per the City's general terms included herein as Part 2.
Holidays are as follows:
New Year's Day Martin Luther King Day Presidents' Day Patriots' Day
Memorial Day Juneteenth Independence Day Independence Day Labor Day
Indigenous Peoples' Day Veterans' Day Thanksgiving Day Thanksgiving Friday
Christmas Eve (half day) Christmas Day
Please visit http://www.somervillema.gov/ for the City's most recent calendar. *Under State Law, all holidays falling on
Sunday must be observed on Monday.
If the awarded Offeror for their convenience desires to perform work during other than normal working hours or on other
than normal work days, or if the Offeror is required to perform work at such times, the Offeror shall reimburse the City for
any additional expense occasioned the City, thereby, such as, but not limited to, overtime pay for City employees, utilities
service, etc. UNLESS otherwise specified in these provisions, services will be performed during normal work hours. When
required services occur on holidays, work will be performed on either the previous or following work day, unless specified
otherwise.
Unforeseen Office Closure
If, at the time of the scheduled bid opening, the Procurement & Contracting Services Department is closed due to
uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid due date will be postponed until 2:00 p.m.
on the next normal business day. Bids will be accepted until that date and time. In the event of inclement weather, the
Offeror is responsible for listening to the media to determine if the City has been closed due to weather.
Changes & Addenda
If any changes are made to this solicitation, an addendum will be issued. All proposers on record as having picked up the
solicitation will be alerted via email as to the posting of all addenda. The City will also post addenda on its website
(https://www.somervillema.gov/procurement). No changes may be made to the solicitation documents by the Offerors
without written authorization and/or an addendum from the Procurement & Contracting Services Department.
Modification or Withdrawal of Bids, Mistakes, and Minor Informalities
An Offeror may correct, modify, or withdraw a bid by written notice received by the City of Somerville prior to the time
and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification
No.__" to the address listed in Section 1. Each modification must be numbered in sequence and must reference the original

solicitation. After the bid opening, an Offeror may not change any provision of the bid in a manner prejudicial to the interests
of the City or fair competition. Minor informalities will be waived or the proposer will be allowed to correct them. If a
mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the
intended correct bid, and the proposer will be notified in writing; the proposer may not withdraw the bid. A proposer may
withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly
evident.
Right to Cancel/Reject Bids
The City of Somerville may cancel this solicitation, or reject in whole or in part any and all bids, if the City determines that
cancellation or rejection serves the best interests of the City.
Unbalanced Bids
The City reserves the right to reject unbalanced, front-loaded, and conditional bids.
Brand Name "or Equal"
Any references to any brand name or proprietary product in the specifications shall require the acceptance of an equal or
better brand. The City has the right to make the final determination as to whether an alternate brand is equal to the brand
specified.
Electronic Funds Transfer (EFT)
For EFT payment, the following shall be included with invoices to the point of contact:
* Contract/Order number; Contractor's name & address as stated in the contract;
* The signature (manual or electronic, as appropriate) title, and telephone number of the Offeror's representative
authorized to provide sensitive information;
* Name of financial institution; Financial institution nine (9) digit routing transit number;
* Offeror's account number; Type of account, i.e., checking or saving.
Project Schedule
Bidders are instructed to note the firmness of the dates of: Substantial Completion, and Final Completion. For the purpose
of meeting these deadlines, the City may be prepared to authorize extended work hours beyond those prescribed by City
ordinance, to include work on Sundays with the prior permission of the City.
Contractor submission of all paperwork required for the Construction Contract, including but not limited to insurance
certificates, performance and payment bonds, a certificate of good standing from the Secretary of Corporations, and signature
pages shall be submitted to the Chief Procurement Officer no later than 5 working days from award of the contract.
The successful bidder shall be required to submit a preliminary construction schedule within 10 days of the established date
of award of the Contract and a more detailed Gantt-type construction schedule within 15 days of the established award of
the contract, which shows the dates of substantial and final completion.
Sales Tax Exemption
Materials, equipment, and supplies for this project are exempt from sales tax in accordance with M.G.L. Chapter 64H,
Section 6 (d). The city will furnish the successful bidder with its sales tax exemption number.
Permit Fees (Contractor responsible for obtaining permits/City of Somerville permit fees waived)
DPW permits to obstruct or excavate the public streets and/or sidewalks; ISD building code permits; and Traffic and Parking
permits; are waived by the City of Somerville. However, license fees are not waived by the City of Somerville. The
Contractor shall pay all license fees (e.g., drain layer's license fee). The City of Somerville Traffic and Parking Department
must be contacted directly for all required permits. The vendor must also provide the City of Somerville Traffic and Parking
Department with a traffic management plan, prior to the start of all work.

If water usage is required in the commitment of this project, the Contractor needs to contact the DPW Water Dept., and
make arrangements for a water meter. There will be a charge for the water meter and the water usage.
The Contractor is responsible for obtaining EVERSOURCE work orders and for all costs and fees associated with
EVERSOURCE.
Permits to excavate the public way cannot be issued until the applicant has notified the appropriate utility companies, as
required by Massachusetts General Laws, Chapter 370 of the Acts of 1963. The applicant must either: 1) obtain written
receipts from the affected utilities, and provide copies of same to the owner; or 2) utilize the Dig-Safe System for the
required notifications, and also submit written notifications for those utilities not participating in the Dig-Safe System.
Written notifications must state that utility companies have been notified and the contractor cleared to begin work.
The following utility companies must be notified in writing:
M.B.T.A. Engineering and M.W.R.A. Sewer Division M.W.R.A. Water Division
Maintenance Division 617-242-6000 617-242-6000
617-722-5454 100 First Avenue 100 First Avenue
Attn: Chief Engineer Charlestown Navy Yard Charlestown Navy Yard
500 Arborway Boston, MA 02129 Boston, MA 02129
Jamaica Plain, MA 02130
The following utility companies must be notified in writing or through Dig-Safe:
Algonquin Gas Transmission Corp. Verizon Boston Edison
617-254-4050 781-290-5154 617-541-5730
Manager of Land and Public Relations 460 Totten Pond Road Right of Way
1284 Soldiers Field Road Waltham, MA 02154 1165 Massachusetts Avenue
Brighton, MA 02135 Dorchester, MA 02125
Boston Gas Company EVERSOURCE EVERSOURCE Steam
617-323-9210 617-497-1236, x4195 617-225-4568
201 Rivermoor Street 46 Blackstone Street Attn: Supervisor of Maintenance
West Roxbury, MA 02132 Somerville, MA 02139 265 First Street
Somerville, MA 02142
EVERSOURCE Gas A T & T Broadband Somerville Public Works Dept.
617-369-5591 981-658-0400 617-625-6600, x5200
303 Third Street 760 Main Street One Franey Road
Somerville, MA 02142 Malden, MA 01887 Somerville, MA 02145
Somerville Fire Department Dig-Safe
617-625-6600, x8100 1-800-322-4844
266 Broadway
Somerville, MA 02143
The contractor shall have all utilities marked out along the course of this work by such means as the Engineer shall approve
and shall preserve such marked locations until the work has progressed to the point where the encountered utility is fully
exposed and protected as required. It shall be the contractor's responsibility to notify utilities at least 48 hours prior to the
start of any excavation.
The contractor is responsible for contacting any other utilities that are not listed herein.
Rodent Control
The Contractor shall retain the services of a licensed rodent exterminator to conduct an inspection of the work and laydown
areas and report on the presence of rodents and take any necessary measures to eliminate rodent populations prior to start
of work. All rodent control to be in place and approved prior to any equipment delivery or demolition.