Pump Station Operation and Maintenance, FY27 - FY29

SPECIFICATIONS
AND
CONTRACT DOCUMENTS
FOR
PUMP STATION
OPERATION AND MAINTENANCE
IN
WALTHAM, MASSACHUSETTS
A Virtual Bid Opening will be held:
10:00AM Wednesday May 27th, 2026

CITY OF WALTHAM, MASSACHUSETTS
CONSOLIDATED PUBLIC
WORKS DEPARTMENT
1 - INVITATION TO BID
FOR
PUMP STATION
OPERATION AND MAINTENANCE
IN
WALTHAM, MASSACHUSETTS
SEALED BIDS for PUMP STATION OPERATION AND MAINTENANCE will be received by the Purchasing Agent
at City Hall, Crystal Philpott, Chief Procurement Officer, 610 Main Street Waltham, MA 02452-5580 until
10:00AM Wednesday May 27th, 2026, at which time they will be publicly opened and read via Zoom. (See
the City's website for meeting details)
BIDS shall be received only on the Bid forms provided in the Specifications. The Bid forms shall be
properly filled out, placed in a sealed envelope addressed to the Purchasing Agent, Waltham,
Massachusetts, and endorsed " BID FOR PUMP STATION OPERATION AND MAINTENANCE" along
with the bidder's name.
No Bid will be received unless accompanied by cash or treasurer's check issued by a responsible bank or
trust company, or a bid bond for the sum of five percent (5%) of the contractor's bid price in favor of the
City of Waltham. Should the Bidder selected as the Contractor on any such work fail to execute the Contract
within five days, Sundays and holidays excluded, from the date of mailing a notice to the undersigned at the
address given below that the contract is ready for signature, the amount so received as a bid deposit from
such bidder through his cash or treasurer's check issued by a responsible bank or trust company, or bid
bond shall become and be the property of the said City of Waltham as liquidated damages; provided, that in
the case of death, disability or other unforeseen circumstances affecting the bidder, such bid deposit may
be returned to him. An award shall then be made to the next lowest responsible and eligible bidder
thereon.
The right is reserved by the City of Waltham to reject any or all bids as may be deemed best for the interests
of the City and the City of Waltham reserves the right to waive any informality in the bids.
The successful bidder will be required to furnish a performance bond and labor and materials payment
bond of an approved surety company in an amount not less than the full amount of the Contract.
Specifications and Bid forms may be obtained via e-mail request at cphilpott@city.waltham.ma.us or by
visiting the City of Waltham website: www.city.waltham.ma.us/open-bids after 10:00AM May 4th, 2026.

The successful bidder shall observe faithfully all statutory requirements and local ordinances.
The City of Waltham specifically reserves the right to delete from the Contract any of the items stipulated in
the Bid should, in its opinion, such action be necessary. The City of Waltham further reserves the right,
should funds be available, to add to the items stipulated in the Bid should, in its opinion, such actions be in
the best interest of the City of Waltham.
By: City of Waltham
Crystal Philpott, MCPPO
Chief Procurement Officer
610 Main Street
Waltham, MA 02452-5580
Tel: 781-314-3244
Email: cphilpott@city.waltham.ma.us

Instructions

INSTRUCTIONS FOR BIDDERS
1. READ ALL DOCUMENTS.
Bidders should familiarize themselves with all the documents contained herein; it is
mandatory that all Bids be in compliance with all the provisions contained in said
documents.
2. FORMS AND ATTACHMENTS.
Bids are to be completed on the forms provided ONLY and enclosed in a sealed envelope
marked on the outside "BID (title)" and the name and address of bidder. Attachments
submitted in addition to the Waltham Purchasing Department produced forms may not be
considered.
3. PRINTED OR TYPED RESPONSE.
All information must be typewritten or printed in ink, including the price the bidder offers
in the space as provided on the bid form.
4. CORRECTIONS.
Bids that are submitted containing cross outs, white outs or erasures, will be rejected. All
corrections or modifications to the original bid are to be submitted in a separate envelope,
properly marked on the outside, "CORRECTION/ MODIFICATION TO BID (title)" and
submitted prior to the bid opening.
ALL DOCUMENTS SUBMITTED WITH YOUR RESPONSE WILL BE INCORPORATED INTO THE
CONTRACT.
5. PRICE IS ALL INCLUSIVE.
Bid prices shall encompass everything necessary for furnishing all items, materials,
supplies or services as specified, and in accordance with the specifications, including
proper packing, cost of delivery, and in the case of services, completion of same, as per
specifications.
6. PRICE DISCREPANCY.
In the event of a discrepancy between the Unit Price and the Extension, the Unit Price shall
prevail.
7. EXCEPTIONS
No Exceptions will be acceptable to the City. The City's intent is to purchase precisely what
is specified in the document. Only equal or better grade specifications shall be considered
by the City.
8. BID DEPOSITS.
Bid deposits are to be made payable to the City of Waltham. In the event that the
successful bidder fails to execute a Contract within (10) days of the receipt of said
contract, such security shall be retained by the city as liquidated damages. Unsuccessful
bidders' deposits will be returned immediately following the award to said successful
bidder.

9. WITHDRAW.
A Bid may be withdrawn by written request prior to the schedule for the Bid Opening. No
withdrawals are permitted after the bid opening date and time. Withdrawals after the bid
opening date will cause the forfeit of the bid Deposit.
10. AWARD.
Bids will be awarded not later than (90) ninety days after the scheduled bid opening date,
unless otherwise stated, in the specifications. Unless otherwise specified, bids will be
evaluated on the basis of, completeness of your RFP response, responsiveness,
responsibility, best price and experience.
11. AWARD CRITERIA.
Qualified and responsive proposals will be evaluated based on the following rating, which
will apply to all Price, Technical, and Compliance requirements.
12. DISCOUNTS.
Discounts for prompt payments, based on City Pay Day, will be considered when making
awards.
13. TAX EXEMPT.
Purchases by the City of Waltham is exempt from any Federal, State or Massachusetts
Municipal Sales and/or Excise Taxes.
14. SAMPLES. (if Applicable)
The Waltham Purchasing Department may require the submission of samples either
before or after the awarding of a contract. Samples are to be submitted, at no charge to
the City, so as to ascertain the product's suitability. If specifically stated in the Bid that
samples are required, said samples must be submitted with the Bid prior to the Official Bid
Opening. Failure to submit said samples would be cause for rejection of Bid. All samples
must be called for and picked up within (30) thirty days of award or said samples will be
presumed abandoned and will be disposed of.
15. ACTIVE VENDOR LIST.
Vendors who wish to remain on the Active Bid List must either submit a Bid, No Bid, or a
letter requesting same, no later than the Official Bid Opening. This is applicable to those
vendors who have received the Invitation to Bid.
16. FUNDS APPROPRIATION.
The contract obligation on behalf of the City is subject to prior appropriation of monies
from the governmental body and authorization by the Mayor.
17. THE AWARDING AUTHORITY RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, OR ANY
PART OF ANY BID, WHICH IN THE OPINION OF THE AWARDING AUTHORITY, IS IN THE BEST
INTERESTS OF THE CITY OF WALTHAM.
18. THE TAX ATTESTATION CLAUSE, CERTIFICATION OF NON-COLLUSION AND THE
CORPORATION INFORMATION, are an integral part of the Invitation for Bid and must be
completed and signed by the person submitting the Bid, or by the person/persons who are
officially authorized to do so.

19. STANDARD OF QUALITY.
Where, in the specifications, one certain kind, type, catalog number, brand or
manufacturer of material is named, it shall be regarded as the required standard of
quality. Where two or more are named, these are presumed to be equal and the Bidder
may select one or the other. If the Bidder proposes to offer a substitute as an equal, he
shall so indicate on the Bid Form, the kind, type, catalog number, brand, or manufacturer
of material that is offered as an equal, and describe where it differs from the
specifications. Substituted items must be capable of performing all the functions and/or
operational features described or indicated in the specifications. Failure to indicate the
description of any substitute item on the Bid will be interpreted to mean that the Bidder
will furnish the item or service as specified.
20. MODIFICATION.
No agreement, understanding, alteration or variation of the agreement, terms or
provisions herein contained shall bind the parties, hereto unless made and executed in
writing by the parties hereto.
21. ASSIGNMENT.
The final payment for work done under this Contract shall be made only after the
Contractor has signed a statement under the penalty of perjury, certifying that he has
completed the work described in the final estimate. Neither party hereto shall assign this
Contract or sublet it in part or as a whole without the prior written consent of the other
party hereto. The Contractor shall not assign any sum or sums due or becoming due to him
hereunder without the prior written consent of the City.
22. DELIVERIES (if applicable)
a) The Contractor shall pay all freight and delivery charges. The Waltham
Purchasing Department does not pay for shipping and packaging expenses. Items must be
delivered as stipulated in the specifications. All deliveries must be made to the inside of
city buildings. Sidewalk deliveries will not be accepted. City personnel are not required to
assist in the deliveries and contractors are cautioned to notify their shippers that adequate
assistance must be provided at the point of delivery, when necessary.
b) All items of furniture must be delivered inside the building, set up, in place and
ready for use. Deliveries are to be made between the hours of 8:30 a.m. and 3:00 p.m.,
Monday through Friday, except on holidays.
c) All damaged items, or items which do not comply with specifications will not be
accepted and title therefore will not vest to the Waltham Purchasing Department until
such items are accepted and signed for, in good order, by the receiving department.
d) The contractor must replace, without further cost to the Waltham Purchasing
Department, such damaged or non-complying items before payment will be made.
23. LABELING:
All packages cartons or other containers must be clearly marked with (a) building and
room destination; (b) description of contents of item number from specifications; (c)

quantity; (d) City of Waltham Purchase Order Number and (e) Vendor's name and order
number.
24. GUARANTEES:
Unless otherwise stipulated in the specifications, furniture, equipment and similar durable
items shall be guaranteed by the contractor for a period of not less than one year from the
date of delivery and acceptance by the receiving department. In addition, the
manufacturer's guarantee shall be furnished. Any items provided under this contract
which are or become defective during the guarantee period shall be replaced the
contractor free of charge with the specific understanding that all replacements shall carry
the same guarantee as the original equipment. The contractor shall make such
replacement immediately upon receiving notice from the Purchasing Agent.
25. SINGLE VENDOR.
The Waltham Purchasing Department desires to award a single contract based on the
Grand Total Price. However, where applicable, the City reserves the right to make multiple
awards on a unit price basis if, in the opinion of the Waltham Purchasing Department, it is
in the best interest of the Waltham Purchasing Department.
26. BEST AND FINAL OFFER.
The Waltham Purchasing Department reserves the right to request best and final offers
from one or more bidders. Best and final offer will be exercised should the CPO deem it is
in the best interest of the Waltham Purchasing Department in order to obtain the best
value.
27. CHANGE ORDERS.
Change orders are not effective until, if, as and when signed by the Mayor and no work is
to commence until the change orders are fully executed.
29. BID OPENING INCLEMENT WEATHER
If, at the time of the originally scheduled bid opening, City Hall is closed to inclement
weather or another unforeseeable event, the bid opening will be extended until 2:00 PM
on the next normal business day. Bids will be accepted until that date and time.
30. TIE BREAK
In the event of a tie where both vendors were responsive and responsible the vendors
with a tie agree to a coin toss to determine the winner. The Coin toss will be executed in
the presence of both vendors and a witness from the Purchasing Office. The coin will be
flipped by the Chief Procurement Officer in the presence of the two bidders. A written
record of the process you used, including the results and the names of those participating.
The low bidders shall sign an agreement stating that they will abide by the results of the
tie breaker. As an alternative, you may allow for a "second round" between the tied
vendors.
31. PREVAILING WAGES.
This is a prevailing wages project. The prevailing wages schedule can be found at
www.city.waltham.m.us/bids. The successful vendor must provide along with the periodic
invoice a copy of the Certified Payroll in order for the invoice payment to be made.

GENERAL CONDITIONS

GENERAL CONDITIONS
1. INFORMATION
All information shall come from the Office of the City Purchasing Agent. The
Contractor shall inquire at this office for any information needed. Wherever the words
"or equal as approved" are used, it is to be understood that the opinion of the City
Agent shall govern.
2. SUITS
The Contractor shall assume defense of and shall indemnify and hold the City and its
agents harmless from all suits and claims against them arising from the use of any
invention, patent right labor or employment, or from any act of omission or neglect of
the Contractor, his agents, employees or any subcontractor in performing the work,
under this contract.
3. LAWS AND REGULATIONS
The Contractor shall conform to all the applicable rules, regulations, laws and
ordinances of the City of Waltham, the United States of America and all agencies
having jurisdiction.
4. PROTECTION OF PROPERTY
The Contractor shall take all proper precautions to protect the City's property from
damage and unnecessary inconvenience. Any City property damaged by the
Contractor in carrying out the provisions of this contract shall be restored to its
original condition, by and at the expense of the Contractor.
5. PROTECTION OF PERSONS
The Contractor shall take all proper precautions to protect persons from injury,
unnecessary inconvenience, and shall be responsible for his failure to do so. The
Contractor agrees to hold the City harmless from any and all liabilities of every nature
and description, which may be suffered through bodily injury, including death, to any
person, by reason of negligence of the Contractor, his agents or employees, or any
subcontractor.
6. CONTRACT DURATION.
This contract is for the period of one year beginning on the date first placed by the
Mayor's signature and renewable at the sole discretion of the city for two additional
one-year periods.
7. INSURANCE
A. WORKMAN'S COMPENSATION: The Contractor shall provide by insurance for the
payment of compensation and furnishing of other benefits under Chapter 152 of the
General Laws of the Commonwealth of Massachusetts to all persons to be employed
under this contract, the premiums for which shall be paid by the Contractor.