IFB ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR

INVITATION FOR BID (IFB)
ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR
TOWN OF LONGMEADOW
MASSACHUSETTS
August 6, 2026

Invitation for Bid (IFB)
ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR
Town of Longmeadow, Massachusetts
SECTION
1. LEGAL NOTICE
2. GENERAL INFORMATION
CONTRACT TERMS AND CONDITIONS
PREVAILING WAGE REPORT FORMS
PREVAILING WAGE RATE SCHEDULE
3. SCOPE OF SERVICES
B. BOILER CLEANING/OIL BURNER PREVENTIVE MAINTENANCE
C. HVAC AIR HANDLER- PREVENTIVE MAINTENANCE
D. HOURLY RATE- MECHANIC/TRADESPERSON
4. BID SUBMISSION FORMS

1. LEGAL NOTICE:
Invitation for Bid (IFB)
ON-CALL HVAC PREVENTIVE MAINTENANCE AND REPAIR
The Town of Longmeadow is soliciting bids from qualified contractors for HVAC annual preventive
maintenance and on-call service and repair and related work for town municipal facilities, which may include
plumbing and Longmeadow Public Schools. The contract will be for one year, with renewal option for up to
two additional years at the sole discretion of the Town. Bid packet and specifications is available from the
Longmeadow Purchasing Department: Town of Longmeadow, Attn: Chad Thompson- Director of
Procurement, 231 Maple Road, Longmeadow, MA, 01106 (cthompson@longmeadowma.gov), P: (413-565-
4185). Bid documents can be obtained online at no charge through the Purchasing Department section of at
www.longmeadowma.gov . Bidders are encouraged to register with Purchasing Department to be added to the
bid list. Those that do not register with the Purchasing Department will be responsible for monitoring the
website for the issuance of updates and addenda. Failure to acknowledge addenda may result in a bid rejection.
Sealed bids should be labeled 'IFB: On-Call HVAC Preventive Maintenance and Repair' and will be received at
the Purchasing Department until the bid deadline of Tuesday, August 25, 2026 at 11:00am. Late bids will be
rejected. A bid opening will immediately follow the deadline.
A bid deposit in the amount of 5% for the first year shall be included with the bid submission. Bid deposits
shall be made payable to the 'Town of Longmeadow' in the form of a bid bond, certified check, treasurer's
check or cashier's check issued by a responsible bank or trust company. Prevailing Wage Rates is required as
set forth under the provisions of M.G.L., Chapter 149, Sections 26 to 27H inclusive. A 100% performance and
payment bond will be required of the successful bidder upon contract award. DCAMM certification in the
HVAC category is mandatory of bidders and contract award.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority, reserves the right to
reject any or all bids, waive minor informalities, and to award a contract in the best interest of the Town.

2. GENERAL INFORMATION
The Town of Longmeadow is soliciting bids from qualified contractors for on-call HVAC preventive
maintenance and repair for town municipal facilities, and Longmeadow Public Schools. Specifically, the
town is soliciting bids for hourly rates for Mechanic- Tradesperson which is to be utilized for on-call
service and additional services required beyond the preventive maintenance services as bid. The bid also
includes Preventive Maintenance services for 'Boiler Cleaning/Oil Burner- Annual Preventive
Maintenance Service', 'A/C- Annual Preventive Maintenance Service', and 'HV Filter Preventive
Maintenance' Misc. Plumbing services may also be ordered under this contract. All of these categories of
Preventive Maintenance as documented in the Specific Requirements detail of the IFB will be inclusive of
the bid pricing of the Preventive Maintenance and payment of prevailing wage rates as required by MGL
149, Section 26 to 27H, as amended. The Bid Submission Forms for Preventive Maintenance categories
will be inclusive of the supply of materials, labor, supervision, equipment, insurance and bonding
necessary. The contract will be for one year, with renewal option for up to one additional year at the sole
discretion of the Town. The contract award requires that the contractor awarded is DCAMM certified in
HVAC.
BID DOCUMENTS
Complete specifications, directions, & bid packet is available from the Town of Longmeadow, Purchasing
Department, Attn: Chad Thompson- Procurement Director, 231 Maple Road, Longmeadow, MA, 01106
(Phone: 413-565-4185). Plans are also available at www.longmeadowma.gov , select 'Department' from
the toolbar, then 'Purchasing', then select the link labeled: 'Bid & RFP Finder'. Select RFP documents
with the following title: IFB-HVAC Preventive Maintenance and Service. Bidders are encouraged to
register with Chad Thompson to get on the bid list. Those that do not register with Chad Thompson will
be responsible for monitoring the website for the issuance of updates and addenda. Failure to
acknowledge the receipt of issued addenda may result in a bid rejection.
SUBMISSION OF BIDS
Sealed bids should be labeled 'IFB: HVAC Preventive Maintenance and Service', and should be delivered
to the office of the Chad Thompson-Procurement Director. Sealed bids will be accepted until the bid
deadline of Tuesday, August 25, 2026 at 11:00am. Late bids will be rejected.
A bid deposit in the amount of 5% shall be included with the bid submission. Bid deposits shall be made
payable to the 'Town of Longmeadow' in the form of a bid bond, certified check, treasurer's check or
cashier's check issued by a responsible bank or trust company. A 100% performance and payment bond
will be required of the successful bidder upon contract award.
Sealed bids shall be mailed or delivered to the Longmeadow Purchasing Department at the
following address:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106

All bidders shall comply with minimum wage rates as set forth under the provisions of M.G.L., Chapter
149, Sections 26 to 27H inclusive and agree to provide statements of compliance as required.
The Town of Longmeadow acting through the Town Manager, the Awarding Authority, reserves the
right to reject any or all bids, waive minor informalities, and to award a contract in the best interest
of the Town.
BID ACCEPTANCE TIME
The Town of Longmeadow will award the contract within (90) ninety days after the bid opening unless
the time for award is extended by mutual consent of the parties.
QUESTIONS
Bidder is to familiarize him/herself with all of the bid documents. Any questions concerning this bid
must be submitted in writing to:
Town of Longmeadow
Purchasing Department
Attn: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
Phone: 413-565-4185
Email: cthompson@longmeadowma.gov
Written questions must be submitted by mail or email. Written responses will be mailed or emailed to
the bidder on record as having received the bid. No oral interpretations will be made to any bidder.
Questions must be received no later than 168 hours (7 days) before the bid line. Responses to questions
will be answered and posted online no later than two days before the bid deadline. Addenda can be found
at www.longmeadowma.gov from the toolbar, 'Department', then 'Purchasing', then select the link
labeled: 'Bid & RFP Finder'. Select the IFB document by title.
.
BID WITHDRAWAL/MODIFICATION
A bidder may correct, modify, or withdraw a bid by written notice received by the Town prior to the date
and time specified for the bid opening. Bid modifications must be submitted in a sealed envelope clearly
labeled "MODIFICATION NO.___." Each bid modification must be numbered in sequence, and
must reference the original Invitation for Bid. After the bid opening, a bidder may not change any
provision of the bid in a manner prejudicial to the interests of the Town of Longmeadow or fair
competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a
mistake is present and the intended bid is clearly evident on the face of the bid document, the mistake will
be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may
not withdraw the bid. A bidder 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.
UNEXPECTED BID DELAYS
If, at the time of the scheduled bid opening town offices are closed due to uncontrolled events such
as fire, snow, ice, wind, building evacuation, or other extreme conditions, the bid opening will be
postponed until the next normal business day at the exact time and location as published in the legal
notice.

PREVAILING WAGE RATES
Minimum wage rates are required to be paid on the project. The Commissioner of Labor and
Industries establishes rates. A Schedule of Wage Rates has been established for this bid in
accordance with the provisions of M.G.L. ch. 149, sections 44A to 44H inclusive as amended, and
Ch 30B. Prevailing wage rates for multiple years are supplied with the bid document. Bidders
should take into account when submitting bid pricing on bid submission forms that rates may
change when annual prevailing wage updates are requested, however, any update of prevailing wage
rates will have no effect on the billable rates to the Town under this contract. It is the responsibility
of the bidder to take into account that prevailing wage rates may change for renewal option years,
and to take this into account when preparing all unit of measure bid pricing as submitted on the bid
submission forms. The contract bid pricing will be paid at the Unit of Measure (UOM) pricing as
secured with the contract.
RULE FOR AWARD
The award will be based on sum of the multi year total of the following category bid pricing:
1) Bid Section B: Boiler Cleaning/Oil Burner Preventive Maintenance
The 'Total Price' for 'B: Boiler Cleaning/Oil Burner-Preventive Maintenance'
2) Bid Section C: HVAC Air Handler- Preventive Maintenance
The 'Total Price' for 'C: HVAC Air Handler- Preventive Maintenance'
3) Bid Section D: Hourly Rate: Mechanic /Tradesperson
The 'Labor Total (Year 1, 2 & 3)' which is a total based on estimated quantity of hours which will
be charged for hourly service that is not already inclusive in the hourly rates that are inclusive in
the 'Scope of Services' from section B and C.
All prices must remain constant throughout the contract period, and the Town may increase or decrease
supplies and services as needed. The contract will be awarded to a single vendor that is able to
provide services and supplies in all categories in this bid. Services will be utilized as requested and at
the discretion of the Longmeadow Facilities Director. Services may or may not include service to all
of the equipment listed in this bid.
In the event that there is a discrepancy in the interpretation of bid submission pricing, discrepancies
involving multiplication of units will be resolved in favor of the unit prices. Discrepancies between
the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the
correct sum. Discrepancies between words and figures will be resolved in favor of the words.
The contract will be awarded to the responsive and responsible bidder offering the lowest total price for
both years for all required services. The words "lowest responsible and responsive" bidder shall mean
the bidder whose bid is the lowest of those bidders possessing the skill, ability and integrity necessary
to faithfully perform the work and who shall certify that he is able to furnish the labor that is required.
The contract will be an annual contract with renewal options for one additional year at the sole
discretion of the Town.
CONTRACT TERMS AND CONDITIONS

CONTRACT

OWNER-CONTRACTOR AGREEMENT
FOR PUBLIC BUILDING CONSTRUCTION OR RENOVATION
THIS AGREEMENT made this _________ day of _______ in the year Two Thousand and Twenty-Six,
between _________________ with a usual place of business at________________________, hereinafter
called the CONTRACTOR, and the Town of Longmeadow, Massachusetts acting by its Town Manager
and/or Select Board, with a usual place of business at 231 Maple Road, Longmeadow, MA 01106,
hereinafter called the OWNER.
The CONTRACTOR and the OWNER, for the consideration hereinafter named, agree as follows:
1. Scope of Work
The Contractor shall furnish all labor, materials, equipment and insurance to perform all work required for
the project known as On-Call HVAC Preventative Maintenance and Repair, in strict accordance with the
Contract Documents and all related Drawings and Specifications per IFB packet, ATTACHMENT A:
Invitation for Bid, On-Call HVAC Preventative Maintenance and Repair, Town of Longmeadow,
Massachusetts, August 6, 2026;. The said Documents, Specifications, Drawings and any general
supplementary conditions are incorporated herein by reference and are made a part of this Agreement. The
contract term shall be one year from the Effective Date of this contract with an option of (2) two additional
years of renewal.
2. Contract Price
The Owner shall pay the Contractor for the performance of this Agreement, subject to additions and
deductions provided herein, based on Unit of Measure pricing contained in Attachment B for quantities of
labor and material requested and authorized by the Owner. The Unit of Measure bid pricing that applies to
this contract based on the 'Unit Price' the Contractor submitted on their Written Response Submission Form,
herein referred to as ATTACHMENT B, signed ____________, and dated ______________.
'Unit of measure' of billing at contract rates is mandatory for invoices. Other format of invoice
billing, such as lump sum quotes will not be paid!
Utilize 'Exhibit A' for invoice billing
3. Commencement and Completion of Work
The Commencement Date of the contract is August 27, 2026.
The contract term for the first year will terminate on August 26, 2027.
There will be up to two (2) additional annual renewal options at the sole discretion of the Town.
A. Definition of Term: The Term "Substantial completion" shall mean the date certified by the Owner
when construction is sufficiently complete, in accordance with the Contract Documents, so the
Owner may occupy the project, or designated portion(s) thereof, for the use for which it is intended.

B. Time as Essential Condition: In the event that a project requires a Substantial Completion date, it is
understood and agreed that the commencement of and substantial completion of the work are
essential conditions of this Agreement. It is further agreed that time is of the essence for each and
every portion of the Contract Documents wherein a definite and certain length of time is fixed for the
performance of any act whatsoever; and where under the Contract Documents any additional time is
allowed for the completion of any work, the new time fixed by such extension shall be of the essence
of this Agreement. It is understood and agreed that the times for the completion of the work are
reasonable, taking into consideration the average climatic range and usual industrial conditions
prevailing in this locality.
C. In the event of an emergency (as determined exclusively by the Owner), then the CONTRACTOR
and OWNER recognize that time is of the essence of this Agreement and that OWNER will suffer
financial loss if the Work is not supplied within the day of order with on-call service. During
essential times of urgent need and emergency, the Contractor is required to provide on-site service
within three (3) hours of a service order request. The parties also recognize the delays, expense, and
difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by
OWNER if the Work does not commence within three (3) hours (Timely Emergency Response), or if
continuous work is not provided by the Contractor to stabilize an emergency situation. Accordingly,
instead of requiring any such proof, OWNER and CONTRACTOR agree that as liquidated damages
for delay in providing services within three hours (but not as a penalty), CONTRACTOR shall pay
OWNER $300 for each calendar day for which Timely Emergency Response for on-call services
were not provided.
D. Progress and Completion: Contractor shall commence work promptly upon execution of this
Agreement and shall prosecute and complete the work regularly, diligently and uninterruptedly at
such a rate of progress as will insure Substantial Completion within the stipulated number of calendar
days.
4. Performance of the Work
A. Direction of the Work: The Contractor shall supervise and direct the Work, using his best skills and
attention which shall not be less than such state of skill and attention generally rendered by the
contracting profession for projects similar to the Project in scope, difficulty and location. The
Contractor shall maintain adequate supervisory personnel at the project site during the performance
of the Work. He shall be solely responsible for all construction means, methods, techniques,
sequences and procedures and for coordinating all portions of the Work under the Agreement.
B. Responsibility for the Work: (1) The Contractor shall be responsible to the Owner for the acts and
omissions of his employees, Subcontractors and their agents and employees, and other persons
performing any of the Work under a contract with the Contractor. This obligation shall also extend to
the presence on the Site of suppliers of materials or equipment, their employees, contractors, and
agents engaged in the work.
(2) The Contractor shall not be relieved from his obligations to perform the Work in accordance
with the Contract Documents either by the activities or duties of the Owner in its administration of
the Agreement, or by inspections, tests or approvals required or performed by persons other than the
Contractor.
C. Permits and Fees: Unless otherwise expressly provided, the Contractor shall secure and pay for all
permits and fees, licenses and inspections necessary for the proper execution and completion of the

Work which are customarily secured after execution of the Agreement and which are legally required
at the time the bids are received, and the same shall at all times be the property of the Owner and
shall be delivered to the Owner upon completion of the Project. Permits that would be obtained from
the Town of Longmeadow Building Department shall be provided at no charge to the Contractor.
D. Notices, Compliance With Laws: (1) The Contractor shall give all notices and comply with all
federal, state and local laws, ordinances, rules, regulations and lawful orders of any public authority
bearing on the performance of the Work. The Contractor shall provide the Owner with
reproductions of all permits, licenses and receipts for any fees paid. The Owner represents that it has
disclosed to the Contractor all orders and requirements known to the Owner of any public authority
particular to this Agreement.
(2) If the Contractor observes that any of the Contract Documents are at variance with applicable
laws, statutes, codes and regulations in any respect, he shall promptly notify the Owner in writing,
and any necessary changes shall be accomplished by appropriate modification.
(3) If the Contractor performs any Work which he knows or should know is contrary to such laws,
ordinances, rules and regulations, and without such notice to the Owner, he shall assume full
responsibility therefor and shall bear all costs attributable thereto.
(4) In the performance of the Work, the Contractor shall comply with all applicable federal, state and
local laws and regulations including those relating to workplace and employee safety. The
Contractor shall notify the Owner immediately of any conditions at the place of the work which
violate said laws and regulations and shall take prompt action to correct and eliminate any such
violations.
E. Project Superintendent: The Contractor shall employ a competent superintendent and necessary
assistants who shall be in attendance at the Project site at all times during the progress of the Work.
The superintendent shall represent the Contractor and all communications given to the superintendent
shall be as binding as if given to the Contractor. Important communications shall be confirmed in
writing. Other communications shall be so confirmed on written request in each case.
F. Progress Schedule: The Contractor, immediately after being awarded the Contract, shall prepare and
submit for the Owner's information an estimated progress schedule for the Work. The progress
schedule shall be related to the entire Project to the extent required by the Contract Documents, and
shall provide for expeditious and practicable execution of the Work.
G. Drawings, Specifications and Submittals as supplied by the Town:
(1) As supplied by the Town, the Contractor shall maintain at the site for the Owner one
record copy of all Drawings, Specifications, Addenda, Change Orders and other
Modifications, and "As-Built" Drawings and Specifications in good order and marked
currently to record all changes made during construction, and approved Shop Drawings,
Product Data and Samples. These shall be delivered to the Owner upon completion of the
Work.
(2) By approving and submitting Shop Drawings, Product Data and Samples, the Contractor
represents that he has determined and verified all materials, field measurements, and field
construction criteria related thereto, or will do so, and that he has checked and coordinated the
information contained within such submittals with the requirements of the Work and of the Contract
Documents.