IFWR - LAWN SPRINKLER IRRIGATION REPAIR AND MAINTENANCE

INVITATION FOR WRITTEN RESPONSE (IFWR)
LAWN SPRINKLER IRRIGATION
REPAIR AND MAINTENANCE
TOWN OF LONGMEADOW
MASSACHUSETTS
June 16, 2026

LEGAL NOTICE:
INVITATION FOR WRITTEN RESPONSE (IFWR)/QUOTE:
LAWN SPRINKLER IRRIGATION REPAIR AND MAINTENANCE
The Town of Longmeadow, MA, is accepting sealed bids for lawn sprinkler irrigation repair and
maintenance. Invitation for Written Response documents are available from the Purchasing Department at
the Town of Longmeadow, Attn: Chad Thompson Director of Procurement, 231 Maple Road, Longmeadow,
MA 01106 (Phone: 413-565-4185, cthompson@longmeadowma.gov ). Bid documents may also be obtained
online through the Purchasing Department page of www.longmeadowma.gov . Bidders are encouraged to
register with the Purchasing Department, those that do not register with Purchasing will be responsible for
monitoring the website for the issuance of updates and addenda. Failure to acknowledge receipt of addenda
may result in a bid rejection.
Based on the project estimate, bid submission forms may be emailed to cthompson@longmeadowma.gov ,
or delivered to the Longmeadow Purchasing Department, and will be accepted until the bid deadline of
11:00am on Friday, July 31, 2026. Late responses will be rejected. There will be no public logging
following the deadline. No bid deposit is required. Labor wages are subject to Massachusetts minimum
wage rates as per M.G.L. Chapter 149, Section 26 to 27H, inclusive. A 50% payment bond will be required
of the successful bidder in the event the contract exceeds $25,000.
All bids received will be evaluated and awarded in accordance with the provisions established under
Massachusetts General Law Chapter 30, 39M. The Town of Longmeadow, acting through the Town
Manager, the Awarding Authority reserves the right to reject any or all bids, waive informalities, and to
award the contract in the best interest of the Town.

INSTRUCTIONS TO PROPOSERS:
ARTICLE 1- Objective:
1.1 The Town of Longmeadow, MA, is accepting written responses for on-call lawn irrigation sprinkler
repair, primarily for residential sprinklers affected by roadway and sidewalk construction improvements.
The awarded contractor must have availability or response within two days (48 hours) of notification to
provide services. Work under this contract will consist of labor, materials, supervision to repair and perform
maintenance at various locations as required by the Town as needed. The contractor may also be used for
repair and maintenance of irrigation systems on municipal and Longmeadow Public Schools land if
requested.
1.2 The contract will be awarded to one vendor with fixed Unit of Measure pricing that will be in effect for a
term from August 3, 2026 through November 20, 2027.
ARTICLE 2- Invitation for Written Response Submission Documents
2.3 By submitting a response represents that they have read and understand the documents, contract forms
and general conditions of the contract and the specifications.
2.4 Addenda will only be emailed to every individual on record as having taken a set of the documents.
Addenda will be available from the Town of Longmeadow Purchasing.
2.5 Those that are NOT on the active bid list specific for this bid and will not receive update and addenda
notifications include the following:
Those that are on a Town of Longmeadow general category bid list,
Those that receive a solicitation or email from the Longmeadow Purchasing Department labeled as a
'Notification' of a specific bid opportunity and then do not reply requesting to be added to a specified
active bid list for an active bid.
Those who access bid documents through other sources, such as a bid listing service, etc.
2.6 Those that are on the active bid, bid list for this bid solicitation includes only those that notify the
Longmeadow Purchasing Department that they would like to be added to the bid list for this active bid. The
bidder should identify the title name of the active bid list that they would like to be added to and should also
supply their complete contract information. A bidder on an active bid list will receive confirmation from the
Purchasing Department that they have been added to the bid list.
ARTICLE 3- Questions & Request for Interpretation:
3.1 All questions should be submitted in writing to Chad Thompson- Director of Procurement in the
Purchasing Department by email: cthompson@longmeadowma.gov . All clarification or responses to
questions that result in a change to the specifications will be issued through written addendum. Verbal
interpretations will not be considered as binding.
3.2 All questions, if any must be received by the Director of Procurement no later than 168 hours (7 days)
prior to the written response deadline. Questions received after the deadline for questions will not be
answered. Those submitting written response should not contact other Town employees regarding this
invitation.

ARTICLE 4- Submission of Written Responses:
4.1 Written Responses may be mailed, emailed or faxed to the Town of Longmeadow Purchasing
Department no later than the written response deadline date and time identified in the Legal Notice. There
is no public bid opening following the written response submission deadline.
4.2 Written Responses should be submitted utilizing Written Response Submission Forms.
4.3 Late responses will be rejected. Timely delivery of written responses to the Longmeadow Purchasing
Department shall be the responsibility of the submitting proposer. In the event that the Town of Longmeadow
Purchasing Department office is closed for business on the date or at the time that responses are due, the date
and time of receipt of written responses shall be extended to the next regular business day that the Purchasing
Department of the Town of Longmeadow is open (Monday through Friday, excluding holidays), with the
written response deadline time being the same time as specified in the legal notice.
4.4 Written responses should be submitted utilizing the Written Response Submission Forms supplied or
revised Written Response Submission Forms if they are issued through addenda. The Non-Collusion form
supplied with the Written Response Submission Forms must be completed, a Non-Collusion form not
completed as required by law will result in a bid rejection.
4.5 In the event that bid alternates are listed on the Written Response Submission Form, bidders are required
to supply bid pricing for all bid alternates. Failure to supply pricing for all alternates will result in a submission
rejection. The Town reserves the right to select the Base Bid and Bid Alternate(s) the Town chooses to select
for contract award.
4.6 Where indicated on the Written Response Submission Form, the unit price should be supplied in both
numbers and written words. Where there is a discrepancy between the numeric and written words of a bidder,
the written words shall be utilized in correcting the unit pricing and further calculation of totals.
4.7 Withdrawal of Written Response: Any bid may be withdrawn prior to the time designated for receipt of
bids. Provide written notification to the Longmeadow Purchasing Department.
ARTICLE 5-LABOR & MATERIALS
5.1 All quantities shown for the estimated quantities on the Written Response Submission Forms are
estimates only. The Town will direct the Contractor to provide only those supplies which are actually
needed. The Contractor will be compensated only for the supplies and labor requested by the Town.
Whether the supplies and labor are more or less than the estimate supplied, the unit pricing provided by
the proposer on the Written Response Submission Forms shall apply. Hourly billing will start in
Longmeadow at the start of the project and will conclude in Longmeadow when the project is
complete. No billing for travel or mileage will be allowed. Some projects may be for minimal
hour(s).
5.2 Materials supplied under the contract will be billed at the Contractor's cost plus a markup not to
exceed 15%. The Town reserves the right to require that the Contractor supply invoice detail so the
Town can audit and confirm that the Contractor is accurately billing the town for materials supply. If
the Contractor does not follow through the supply of Contractor's materials cost invoices upon request
from the Town, the Town may withhold payment of materials billed until the Contractor supplies the
requested invoices. For the purposes of the bid submission for materials, all bidders will include with

their bid the amount listed on the bid submission form for labor which is inclusive of the materials with
markup.
5.3 Proprietary specifications: The town may have proprietary specifications for some materials
utilized. Such proprietary specifications are permitted under M.G.L. c. 30, 30M(b), provided that the
Town state in writing that use of the proprietary specifications is in its best interest and that it will
accept an "equal" of the item specified. An item is considered equal if (i) it is at least equal in quality,
durability, appearance, strength, and design; (ii) will perform the intended function at least equally; and
(iii) conforms substantially, even with deviations, to the detailed requirements contained in the
specifications.
5.4 The contract is subject to the provisions of M.G. L. Chapter 14-, Section 44 A-J. Wage Rates are
subject to minimum wage rates determined by the Massachusetts Department of Labor Standards
pursuant to M.G.L. Chapter 149, Section 26 to 27H. The schedule of wage rates applicable to this
contract is included in the written response submission documents. In addition, the prevailing wage
schedule will be updated annually for all public construction projects lasting longer than one (1) year at
each renewal as applicable. In the event that a renewal is applicable, the Contractor will be required to
pay the rates set out in the updated prevailing wage schedule. Increases in prevailing wage schedules
will not be the basis for change order requests.
5.5 The Town will not sign Contractor presented agreements. Contractor presented agreements,
if signed by someone other than the Town Manager, the CPO will be an invalid agreement. The
Town will supply a Notice to Proceed format that the Contractor can complete which references that the
Town of Longmeadow terms and conditions will be utilized and allows the Contractor to document the
estimated quantities for labor time, and material cost to be utilized for a project. Reference Exhibit A
for the model Notice to Proceed format for Contractor quoted projects.
5.6 The completion of a Notice to Proceed (see Exhibit A for the form) is required for an event, or
project that will cost $25,000 or more for on-call services. The Notice to Proceed must be completed before
the work begins. A 50% Payment Bond will be required of the Contractor for construction procurement
$25,000+ as required by M.G.L. c. 149, 29.
ARTICLE 6- CONTRACT AWARD
6.1 The Town is soliciting pricing for the items set forth in the Written Response Submission Forms.
One contract will be awarded to the "lowest Responsive and Eligible bidder" based on time and
materials. The Town is soliciting prices for hourly work rates. It is the Town's intent to award one (1)
contract to the responsible and eligible bidder offering the lowest Grand Total on the Written Response
Submission Form. The contract will be awarded within sixty (60) days after the submission deadline.
6.2 Minimum Requirements: In order for a proposer to be considered Responsive, they must be able to
meet Minimum Requirements established by the Town and who shall certify that they are able to furnish
labor that can work in harmony with all other elements of labor employed or to be employed in the
work. Bidders that are not able to meet the Minimum Requirements will have their bid rejected. The
following are Minimum Requirements required by the Town:
1. The Contractor must have two (2) full years of experience providing commercial facility
and/or governmental facility repairs and maintenance for lawn irrigation system repair services.
2. The Contractor must have a local business address that is within 40 miles of the Longmeadow
Town Hall to have the proximity to respond timely to on-call requests and emergency needs.

Proposers should supply a list of facility references where trade services were completed. The listing
should include a description of the trade project and a reference contact (phone and email) from the
improved facilities organization for the trade listed.
6.3 A Town sample standard contract is provided on the following page which contains terms and conditions.
Upon contract award the successful contractor will be required to complete the contract and comply with all
of terms and conditions of the contract. Submitting proposers should be aware that the contract award will
require the successful Contractor that they are required by Massachusetts law that all employees who work on
Massachusetts public construction sites must have no less than 10 hours of OSHA-approved safety and health
training. Reference Massachusetts law, Chapter 306 of the Acts of 204 which became effective July 1, 2006.
The contract will also require the Contractor to obtain a Certificate of Insurance naming the Town of
Longmeadow as insured for the amounts listed in the contract, and to supply performance and payment bonds
as listed in the Legal Notice as a requirement of the Contract.
6.4 Subsequent to the award and within seven calendar days after the prescribed forms are presented for
signature the successful proposer shall execute and deliver to the Town a completed original contract with
original signatures in the form included in the contract documents. In the event that the Contractor delays
the return a completed contract, the Town will supply the contract with a notification to return the contract
within two days. Then if the Contractor fails to return the completed Contract to the Town, the Town
reserves the right at its own discretion to withdraw the contract award offer and instead award the contract
to the next "lowest responsive and eligible bidder".
6.5 In the event that the Town receives low responses that result in an identical tied award total price from
two or more responsive and responsible bidders, the Town shall select the successful bidder by a blind
selection process chosen by the Town, such as the drawing of names. The low bidders who are under
consideration will be invited to attend and observe the selection process.
6.6 The Contractor may be required to complete CORI checks for projects involving work at the
Longmeadow Public Schools if informed by Town representatives that it is required based on potential
interaction opportunities the project presents. The cost of CORI background checks will be the
responsibility of the Contractor to facilitate and the Contractor will also be responsible for any associated
expense resulting from CORI checks.
6.7 No response may be withdrawn within 60 days following the bid deadline and opening of bids.
6.8 The Town of Longmeadow acting through the Town Manager, the Awarding Authority reserves the right
to reject any and all written responses, waive minor informalities and to award a contract in the best interest
of the Town.

Exhibit A
The model Notice to Proceed format for the awarded Contractor to present a quote to the Town for
authorization for a Contractor to proceed with a project will be based on the Town of Longmeadow
agreement contract terms and conditions. Other Contractor presented quote authorization forms, and
project agreements forms submitted by the Contractor for the Town to sign will not be signed, and if
they are signed will be invalid if they are not signed by the Town Manager, CPO.
The completion of a Notice to Proceed (see Exhibit A for the form) is required for an event, or project
that will cost $25,000 or more for services. The Notice to Proceed must be completed before the work
begins. A 50% Payment Bond will be required of the Contractor for construction procurement $25,000+ as
required by M.G.L. c. 149, 29.

RETURN COMPLETED FORM TO DPW DIRECTOR
Town of Longmeadow
Attn: Nick Georgantas, Facilities Director
170 Dwight Road
Longmeadow, MA 01106
ngeorgantas@longmeadow.k12.ma.us
Notice to Proceed for On-Call Projects:
ON-CALL CONTRACTOR: (Contractor name here)_________
PROJECT NAME: _____________(Project name here)______________
Per the Town of Longmeadow On-Call Lawn Sprinkler Irrigation Repair and Maintenance contract signed
between The Town of Longmeadow, referred to as the 'Owner', and the Contractor, ____________ shall
both only utilize the Town of Longmeadow contract terms and conditions for work performed by the
Contractor.
Not allowed = Alternate contractor terms and conditions signature authorization forms
Not allowed= Alternate lump sum proposal formats signature authorization forms
On-call contract billable rates requirements:
All billing will be in compliance with the billing rates of the on-call contract. The invoice submitted will
list the contract billable hourly rate and quantity of hours, as the cost of material plus markup not to
exceed 15%. Per ______VENDOR __, the contract billable rates is:
Labor, regular business hours = $____________/hr
Material at cost plus markup not to exceed 15%
CONTRACTOR ESTIMATED PROJECT COST FOR THE PROJECT LISTED ABOVE ARE:
Document the estimated quantities 8and costs based on the contract rates:
Estimated quantity of labor, regular business hours = $Per Bid/hr X _______Hrs = $_________*
Estimated cost of material plus markup not to exceed 15% = = $____________*
ESTIMATED ON-CALL PROJECT TOTAL = $____________
*= INVOICE MUST LIST THESE CATEGORIES
AUTHORIZATIONS:
TOWN OF LONGMEADOW VENDOR NAME:
OWNER CONTRACTOR
Name____________________________ Name:________________________
Title: ____________________________ Title:_________________________
Date:____________________________ Date:_________________________
CONTRACTOR:
Document the project location and specific project Scope of Work on the following page:
(Project description only, no pricing):

PREVAILING WAGE
Prevailing Wage Submission Form
Prevailing Wage Rate Schedule

EXHIBIT 36 - B1
WEEKLY PAYROLL RECORDS REPORT
& STATEMENT OF COMPLIANCE
In accordance with Massachusetts General Law c149, 27B, a true and accurate record
must be kept of all persons employed on the public works project for which the enclosed rates
have been provided. A Payroll Form has been printed on the reverse of this page and includes all
the information required to be kept by law. Every contractor or subcontractor is required to keep
these records and preserve them for a period of three years from the date of completion of the
contract.
In addition, every contractor and subcontractor is required to submit a copy of their
weekly payroll records to the awarding authority. This is required to be done on a weekly basis.
Once collected, the awarding authority is also required to preserve those records for three years.
In addition each such contractor, subcontractor or public body shall furnish to the
Department of Labor and Workforce Development/Division of Occupational Safety within
fifteen days after completion of its portion of the work a statement, executed by the contractor,
subcontractor or public body who supervises the payment of wages, in the following form:
STATEMENT OF COMPLIANCE
____________________, 20 _________________
I, ____________________________________, ____________________________________
(Name of signatory party) (Title)
do hereby state:
That I pay or supervise the payment of the persons employed by
______________________________________ on the _______________________________
(Contractor, subcontractor or public body) (Building or project)
and that all mechanics and apprentices, teamsters, chauffeurs and laborers employed on said
project have been paid in accordance with wages determined under the provisions of sections
twenty-six and twenty-seven of chapter one hundred and forty-nine of the General Laws.
Signature ____________________________________
Title_________________________________________
DIVISION OF OCCUPATIONAL SAFETY, 399 WASHINGTON STREET, 5TH FL., BOSTON, MA 02108