IFB - WATER METER INSTALLATION AND RETROFIT PROJECT

INVITATION FOR BID (IFB)
WATER METER INSTALLATION AND
RETROFIT PROJECT
TOWN OF LONGMEADOW
MASSACHUSETTS
May 14, 2026
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INVITATION FOR BID
WATER METER INSTALLATION AND RETROFIT PROJECT
TOWN OF LONGMEADOW, MASSACHUSETTS
INDEX
Legal Notice
I. General Information and Bid Submission Requirements
A. Time for Bid Acceptance
B. Addenda
C. Questions
D. Corrections, Modifications
E. Right to Cancel or Reject
F. Unexpected Closure
G. Prices on the Bid Submission Forms
H. Withdrawal
I. Proposal Ownership
J. Contract
K. Prevailing Wage
II. Instructions to Bidders
A. Number of Copies
B. Envelope Marking
C. Authorized Signatory
D. Bid Security
E. Bonding Requirements
III. Description of Required Supplies/Services
A. Contract Term Length
B. Required Quantity
C. Liquidated Damages
IV. Bid Evaluation
A. Quality Requirements
B. References
V. Rule of Award
APPENDIX A: Sample Contract
APPENDIX B: Specifications
01011 - Existing Conditions
01025 - Measurement & Payment
02642 - AMR Meter Module Requirements
02643 - Cold Water Meters - Displacement Type,
1-1/2" and 2" Magnetically Driven
02644 - Cold Water Meters - Displacement Type 5/8", 5/8x3/4", 3/4x3/4",
and 1" Magnetically Driven with Electronic Encoder Register
02645 - Installation of Meters and Retrofitting Meters
APPENDIX C: Prevailing Wage Rates
BID SUBMISSION FORMS
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LEGAL NOTICE:
INVITATION FOR BID (IFB)
WATER METER INSTALLATION AND RETROFIT PROJECT
TOWN OF LONGMEADOW
The Town of Longmeadow, MA, is accepting sealed bids for water meter installation and retrofit. Bid
documents are available from: Town of Longmeadow, Purchasing Department, Attn: Chad Thompson,
Director of Procurement, 231 Maple Road, Longmeadow, MA 01106. (Phone: 413-565-4185,
cthompson@longmeadowma.gov ). Bidders should register with the Purchasing Department to be added
to the bid list in order to receive updates and addenda. Failure to acknowledge receipt of addenda may
result in a bid rejection.
Sealed bids will be accepted at the Purchasing Department until the bid deadline of 11:00am on
Thursday, May 28, 2026. Late bids will be rejected. Sealed bids should be labeled 'IFB: Water Meter
Installation and Retrofit' on the outer envelope, followed by the bidder's company name, address and
contact information. A public bid opening will immediately follow the bid deadline.
All bidders shall furnish with their bid a mandatory bid guarantee in the form of a bid bond, certified
check, treasurer's check or cashier's check issued by a responsible bank or trust company in the amount
of 5% of the total amount of the bid made payable to the Town of Longmeadow. Labor wages are
subject to Massachusetts minimum wage rates per M.G.L. Chapter 149, Section 26 to 27H, inclusive. A
50% payment bond will be required of the successful bidder upon award.
The Town of Longmeadow acting through the Awarding Authority, the Town Manager, reserves the
right to reject any or all bids, waive informalities, and to award the contract in the best interest of the
Town.
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I. GENERAL INFORMATION
The Town of Longmeadow is accepting bids for water meter installation and retrofitting of existing
meters with transmitters. All meters and transmitters will be supplied by the Town. The vendor shall
also provide all coordination and scheduling for the work. The specifications attached in Appendix B
are to demonstrate the type of equipment that is to be installed as well as the requirements for the
coordination, scheduling and installation. This equipment will be bid and purchased under a separate
contract and be supplied as "owner furnished" equipment to be installed under this contract. Generally
speaking the contractor for this procurement is to provide labor and materials to install owner furnished
meters and transmitters, or just transmitters on the existing Badger meters to be retrofit.
A. TIME FOR BID ACCEPTANCE
The contract will be awarded within sixty (60) calendar days of the bid deadline due date. The time for
award may be extended by mutual agreement between the Town and the submitter of the bid deemed
most advantageous to the Town.
B. ADDENDA
If any changes are made to this IFB, an addendum will be issued. Addenda will be e-mailed to all parties
on record as having picked up the IFB. All Addenda issued by the Town of Longmeadow will be posted
on the Town website at www.longmeadowma.gov , with the posting accessible through the 'Purchasing
Dept' link on the Town's website. All addenda and updates will be posted on the Town website no later
than 2 calendar days prior to the bid deadline. It is the responsibility of all bidders to check this site for
any addenda, and updates to access posted addenda so bidders can acknowledge the receipt of addenda
issued on bid submission forms that are submitted.
C. QUESTIONS
All questions concerning the Invitation for Bid (IFB) must be submitted in writing to: Town of
Longmeadow, Purchasing Department, Attn: Chad Thompson, Director of Procurement, 231 Maple
Road, Longmeadow, MA 01106. Questions should be submitted to the Director of Procurement at the
following email: cthompson@longmeadowma.gov . Questions must be received no later than 168 hours (7
days) prior to the bid deadline. Questions received after the deadline for questions will not be answered.
In the event that a question or comment modifies the content of the IFB, an addendum will be issued to
all those that have registered with the Director of Procurement.
D. CORRECTIONS, MODIFICATIONS
A proposer may correct, modify, or withdraw a proposal by written notice received by the Town, prior
to the time and date set for receipt of proposals. Proposal modifications must be submitted in a sealed
envelope, clearly labeled "Modification No. ". Each modification must be numbered in sequence, and
must reference the original RFP. After the receipt of proposals, a proposer may not change any
provision of the proposal in a manner prejudicial to the interests of the Town or fair competition. Minor
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informalities will be waived or the proposer will be allowed to correct them. If a mistake and the
intended price are clearly evident on the face of the price proposal document, the mistake will be
corrected to reflect the intended correct price proposal, and the proposer will be notified in writing; the
proposer may not withdraw the proposal. A proposer may withdraw a proposal if a mistake is clearly
evident on the face of the price proposal document, but the intended correct price proposal is not
similarly evident.
E. RIGHT TO CANCEL OR REJECT
The Town may cancel this IFB, or reject in whole or in part any and all bids, if the Town determines that
cancellation or rejection serves the best interests of the Town.
F. UNEXPECTED CLOSURE
If, at the time of the scheduled receipt of bids, the office of the Purchasing Coordinator is closed due to
uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid deadline for the receipt
of bids will be postponed until 11:00am on the next normal business day for which Town Municipal
Offices at 231 Maple Road in Longmeadow are open for business.
G. PRICES ON THE BID SUBMISSION FORMS
All bid prices submitted in response to this IFB must remain firm for sixty (60) days following the bid
deadline. The estimated quantities are approximate but very close to the actual numbers and are given as
a uniform basis for comparison of bids. The Town of Longmeadow expressly reserves the right to
increase or decrease this estimated quantity to meet actual requirements.
In the event that there is a discrepancy in the interpretation of pricing, the pricing shall be calculated
utilizing the 'Unit Item Price' written in words as documented by the bidder on the Bid Submission
Forms.
H. WITHDRAWAL
No bidder may withdraw his/her proposal for a period of sixty (60) days, excluding Saturdays, Sundays,
and legal holidays, after the actual date of the receipt thereof.
I. PROPOSAL OWNERSHIP
All bids, including attachments, supplementary materials, rendering sketches, addenda, etc. shall
become upon submission, the property of the sponsor, and will not be returned to the submitting
consultant.
J. CONTRACT
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A sample contract providing the terms and conditions is provided in Attachment A. The contract will be
customized and executed with the successful bidder after bids have been received and an award decision
has been made.
K. PREVAILING WAGE RATES
All bids received should be inclusive of prevailing wage rates. The contract will be subject to the
provisions of MGL Chapter 149. Wages are subject t to minimum wage rates determined by the
Massachusetts Department of Labor and Industries pursuant to MGL Chapter 149, Section 26 and 27H.
The wage rates are supplied in Appendix C.
II. INSTRUCTIONS TO BIDDERS
The Town of Longmeadow is accepting bids for water meter installation and retrofitting of existing
meters with transmitters. All meters and transmitters equipment will be supplied by the Town.
Complete directions and specifications are available from the Longmeadow Purchasing Department at
the following office: Town of Longmeadow, Purchasing Department, Attn: Chad Thompson-Director of
Procurement, 231 Maple Road, Longmeadow, MA 01106. Phone: 413-565-4185. Bid documents are
also available for access at through the Purchasing Department page of the town website
www.longmeadowma.gov Bidders are encouraged to register with the Longmeadow Director of
Procurement and request to be added to the bid list. It is the sole responsibility of the bidder to
acknowledge all issued IFB addendum on bid submission forms and to monitor the posting of all issued
addendum on the Town's bid listing service accessible through the bid postings on the Town's website
www.longmeadowma.gov .
Bids should be submitted utilizing the Bid submission Forms provided by the Town. The bidder
certifies that the bid is made without collusion. The bidder agrees to supply the service in strict
accordance with the bid documents, which consist of the Bid Submission Forms and all attachments
hereto. The submitted bid must be without conditions, or exceptions or modifications to the bid
document.
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 the contract in the best interest of
the Town.
A. NUMBER OF COPIES
Each bidder should submit one (1) copy of their sealed bid submission to the Longmeadow Purchasing
Department to the following address:
Town of Longmeadow
Purchasing Department
Ann: Chad Thompson, Director of Procurement
231 Maple Road
Longmeadow, MA 01106
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- The Contractor's utilization of equipment and tools they are required to utilized to
uninstall old equipment and install new Town supplied equipment.
- Labor to perform the work of the contract.
- Utilization of Contractor's vehicle for transportation and access to work locations.
The Town will not pay fuel charges, and will not pay for mileage. Contractor's
equipment is to be fully insured by the Contractor.
- No additional or conditional pricing will be allowed or considered with a bid
submission.
A. CONTRACT TERM LENGTH
Unit prices will remain firm over the entire length of the contract. This is a fixed unit price contract. It
is intended that the meters will be installed within one calendar year.
B. REQUIRED QUANTITY
The quantities of transmitters and water meters listed in the Bid Submission Forms are estimated
quantities which are considered to be accurate. The unit prices bid for these items shall hold for greater
or fewer transmitters or water meters be required.
C. LIQUIDATED DAMAGES
The Bidder agrees to fully complete the installation of the meters and transmitters within one calendar
year (365 days) of receipt of an executed Contract for the work. The Bidder further agrees to pay the
Town, as liquidated damages, $500 per day for each calendar day beyond this date or extension thereof
that the installation remains incomplete.
IV. BID EVALUATION
A. QUALITY REQUIREMENTS
Bidders must provide all of the items described in Section III: Description of required supplies/services
and comply with all Bid Submission Form requirements and instructions referenced in Sections I and II,
respectively. Additionally, bidders must meet the following Minimum Vendor Qualification
requirements:
1 Bidders must supply with their Bid Submission Forms a list of any litigation, with appropriate
explanation, against their firm in the period from January 2018 to date. Any unfavorable
circumstances after evaluation by the Town may be grounds for the Town to reject a bid.
B. REFERENCES
1 Proposers must submit a list of all meter and transmitter installation projects, similar in size and
scope to Longmeadow, for which they provided goods and installation. Minimum Vendor
Qualification Requirement: Bidders who have no experience with meter and transmitter
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installation projects of similar size and scope as the Longmeadow project will be rejected due to
the lack of experience and qualifications. It will be at the Town's sole discretion to determine if a
bidder is qualified. Provide the following information for all projects:
a. Utility Name and Address
b. Contact Name, Title, and Phone Number
The Town reserves the right to ask any proposer to provide additional supporting documentation in
order to verify its response. .
V. RULE FOR AWARD
The contract will be awarded to the responsive and responsible bidder offering the best price that meets
the Town's quality requirements.
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APPENDIX A
SAMPLE CONTRACT
(TO BE COMPLETED UPON CONTRACT AWARD)
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