Road Surface Treatments IFB - 26DPW271C

Town of Needham
Department of Public Works
Public Services Administration Building, 500 Dedham Avenue
Needham, Massachusetts 02492
Telephone (781) 455-7550
ACKNOWLEDGEMENT OF RECEIPT
Release Date April 9, 2026
Bid Title Road Surface Treatments
Bid Number 26DPW271C
Number of The Bid Package consists of 2 PDF documents. Returning this form
Documents confirms receipt of all the documents.
Pre-Bid Meeting N/A
Questions Due April 16, 2026 at 5:00pm
April 23, 2026 at 2:30pm, Administration Office of the
Bids are Due Department of Public Works located at the Public Services
Administration Building, 500 Dedham Ave., Needham, MA, 02492
Please provide the requested information below as acknowledgment that you have received
our bid package noted above. It is recommended that interested bidders complete this
acknowledgment and return via email to dpwbids@needhamma.gov or fax to the
Department of Public Works at (781) 449-9023. Only by doing this, will the Town be able to
provide notification of any addenda or answered questions relating to this bid. Only those
companies or individuals shown on the Distribution Register will receive addenda
to this bid. By completing and returning this acknowledgement will ensure you are
recorded on the Distribution Register. Proposals from companies or individuals not
acknowledging the addenda may be rejected as not responsive.
Name of Company or
Individual
Name / Title of
Contact
Address
City/Town, State, Zip
Code
Telephone Number
Fax Number
Email Address
Signature
Date
Addenda will be posted to the Town's website. Please check the website for addenda before
submitting your bid to the Town. Bidders who access the bid package from the Town's
website are responsible for checking the website periodically for any addenda that may be
issued by the Town.
26DPW271C 1

Road Surface Treatments
26DPW271C
Release Date April 9, 2026
Pre-Bid Conference N/A
Deadline for Questions April 16, 2026, at 5:00pm
April 23, 2026, at 2:30pm
Director of Administration
Bids Due PSAB
500 Dedham Ave.
Needham, MA 02492
26DPW271C 2

(Advertised in the Hometown Weekly issue of Thursday, April 9, 2026)
(Advertised on the MNPA's website, Thursday, April 9, 2026)
(Published in Central Register issue of Wednesday, April 8, 2026)
(Advertised in CommBuys on Thursday, April 9, 2026)
LEGAL NOTICE
Town of Needham
Invitation for Bid (IFB)
Bid # 26DPW271C
Road Surface Treatments
The Town of Needham is accepting sealed bids for Road Surface Treatments. Copies of the Invitation for
Bid (IFB) package will be available beginning April 9, 2026, at the Administration Office of the Public Works
Department, 500 Dedham Ave., Needham, MA 02492 Monday through Friday during normal business hours,
or from the Town's web site www.needhamma.gov/bids.aspx and will be available until the submission
deadline.
Sealed bids must be submitted no later than 2:30pm, April 23, 2026, to the Administration Office of the
Public Works Department, Town of Needham, 500 Dedham Ave., Needham, MA 02492. LATE BIDS WILL
NOT BE CONSIDERED. Bids will be publicly opened after the submission deadline on April 23, 2026 at
2:30pm. The Town reserves the right to reject any and all bids as determined to be in the best interests of
the Town and to waive minor informalities.
Kathleen King
Town Manager
April 9, 2026
26DPW271C 3

IFB 26DPW271C
Road Surface Treatments
Procurement in Brief
Primary
Katie Bamber, Administrative Analyst
Procurement
781-455-7550 x72229
Contact
Contract
Tyler Gabrielski, Director of Streets & Transportation
Manager
April 9, 2026 - Information and details of bidding requirements may be obtained at the
Bid Package
Administration Office DPW, PSAB, 500 Dedham Ave., Needham, MA 02492, or online at
Available
the Town's web site http://www.needhamma.gov/bids.aspx.
Pre-Bid
N/A
Meeting
Bid Deposit 5% bid deposit is required as part of bid
April 16, 2026 at 5:00pm
Deadline for By Mail: DPW - 500 Dedham Ave., Needham, MA 02492
Written By Email: dpwbids@needhamma.gov
Questions Questions are to be clearly labeled as: QUESTIONS - Road Surface Treatments,
26DPW271C
If any changes are made to this bid, an addendum will be issued. Addenda will be posted
Addenda on the Town's webpage and emailed to all bidders on record as having received the bid
package.
2:30pm, April 23, 2026, Administration Office DPW, PSAB, 500 Dedham Ave.,
When and
Needham, MA 02492.
where bids
are due
LATE BIDS WILL NOT BE CONSIDERED.
Where bids
Charles River Room, Public Service Administration Building, 500 Dedham
will be
Avenue, Needham, MA 02492 (immediately following submission deadline)
opened
Contract May 2026
Award Approval of Town Manager and Town Counsel is REQUIRED.
This Agreement shall be for a term commencing upon execution and ending
Contract
December 31, 2026. This agreement may be renewed or extended for up to 2
Length
years, in one-year terms, at the sole discretion of the Town.
26DPW271C 4

Upon Award of Contract
Payment Bond 50% payment bond
Performance Bond Will NOT be Required
Insurance Refer to Contract Terms
* Any bids received after the due date and time will not be addressed. The time/date stamp located in
the receiving office will govern for the date and time requirements mentioned in the table above and
throughout this document. Please allow enough time for delivery.
** The time for award may be extended by the Town. The Town reserves the right to change, delay,
cancel, or expedite the contract award date. The Bidder agrees that the offer is effective for (a) at least
ninety (90) calendar days from the opening date of the bids (b) a contract is executed, or (c) this bid is
cancelled, whichever of (a), (b) or (C) occurs first. The Town reserves the right to reject any and all bids
as determined to be in the best interests of the Town and to waive minor informalities.
26DPW271C 5

PART 1 - GENERAL CONDITIONS AND SUBMISSION REQUIREMENTS
1.01 Intent
The Town of Needham (hereinafter referred to as the "Town"), acting through its Town Manager, invites
highly qualified bidders to submit sealed bids to perform all labor necessary for Road Surface Treatments.
All bids are subject to the provisions of M.G.L. Chapter 30, 39M. The Town will award the contract to the
lowest responsible and eligible bidder as set forth in section 1.15. The Town of Needham reserves to itself
the right to accept or reject any and all bids, or to allow or deny variations from these specifications. Such
actions will be deemed to be in the best interest of the Town. Unless sooner rejected or accepted, all bid
proposals must be firm and continue in effect for a minimum of ninety (90) calendar days from the date of
bid opening.
1.02 Proposed Contract Term
The initial term of this agreement shall commence upon execution and end on December 31, 2026. This
agreement may be renewed or extended for up to two (2) yearly extensions, through December 31, 2027
and December 31, 2028 respectively, at the sole option of the Town and upon the terms described in the
Invitation for Bid. The maximum term of this contract will result in an ending date of December 31, 2028.
The successful Bidder must enter into the Form Agreement prepared by Town Counsel (Sample Available
Online).
The Town may terminate the contract at any time upon written notice for any reason including its own
convenience or for cause, including but not limited to, failure to perform the work required under the
contact, failure to document satisfactorily to the Town amounts being charged, failure to have any
necessary local, State or Federal licenses and/or permits, failure to pay any and all required taxes, failure
to comply with any local, State or Federal regulations pertaining to services to be provided, failure to
promptly correct any performance or lack of performance which conflicts with the Town's use, and failure
for satisfactory behavior of all staff and management. In the case of a termination for cause, the Town
shall give the Contractor a written notice as provided in the Agreement.
1.03 Pre-Bid Conference and Requests for Interpretation
Refer to Procurement in Brief for details.
Bidders shall promptly raise the issue of any ambiguity, inconsistency, or error, which they may discover
upon examination of the bid documents, the work site or any other conditions which apply to the work.
Inquiries concerning any part of this Bid shall be directed to the individual(s) listed under the
Procurement in Brief. Bidders should note that oral communications are not binding on the Town
and only written responses by the Town will be considered. All requests/questions must be
submitted in writing. Questions may be delivered by hand, fax or email as referenced under the
Procurement in Brief by the deadline. Questions that may be asked during any pre-bid conference
should also be sent in writing in order to receive an official response. Requests properly presented that in
the opinion of the Town require interpretation, correction, or change in the Bid Documents will result in an
issuance of an Addendum to the Bid Documents. Such Addendum shall subsequently become part of the
contract. The Town will forward responses to all persons who are on record as receiving the bid package.
Questions received after the due date will not be responded to unless the Town determines it is necessary.
Bidders, please allow enough time for hand delivery or facsimile transmissions.
1.04 Information About Changes to the Bid (Addenda)
In the event that changes/additions are made to this bid, an addendum will be issued to every person
(entity) on record as receiving the bid package. Addenda will be emailed, if an email address was not
provided, then it will be faxed. If a fax number was not provided, then the addenda will be mailed.
Addenda will also be posted to the website. Please check back on the website for addendums before
submitting your bid to the Town. Bidders may not be notified individually of Addendums.
26DPW271C 6

1.05 Bid Submission
The bidder shall submit his/her proposal upon the bid forms supplied within these specifications. The
bidder shall specify the unit prices as requested for each bid item. All bids shall be signed correctly with
ink; in order to qualify, the bidder must provide bids for each required item within a section. All bids shall
be submitted to the Director of Administration, Town of Needham, Administration Office, 500 Dedham
Avenue, Needham, MA 02492. Each bid shall be sealed in an envelope on which is clearly indicated: Name
& Address of Bidder, IFB 26DPW271C, Road Surface Treatments, due 2:30pm, April 23, 2026. All
submitted bids shall include Invitation for Bids, Bid Information, Bid Scope of Work, and all Addenda
issued, and all portions of the BID FORMS must be completed and submitted in order for a submission to
be deemed acceptable. Bidders will submit insurance certificates validating current coverage at the time
of bid submission. Bids received at the Administration Office after the time of opening of bids designated
in the IFB will be returned to the bidder unopened. Bids will be publicly opened and read aloud
immediately following the bid submission deadline in the Charles River Room at the Public
Services Administration Building, 500 Dedham Avenue, Needham, MA 02492.
1.06 Bid Deposit
All bids must be accompanied by a bid deposit in an amount that is not less than five percent (5%) of the
value of the bid. They shall be made payable to the Town of Needham and shall be in the form of certified
check, treasurer's or cashier's check issued by a responsible bank or trust company, or a bid bond issued
by a surety licensed to do business in the Commonwealth of Massachusetts; and shall be conditioned upon
the faithful performance by the principal of the agreements contained in the bid.
1.07 Bid Form
All bids must be made on the attached bid forms.
Bids shall be firm for the duration of the contract. No price adjustments will be allowed. Fuel surcharges or
vehicle charges or adjustments will not be allowed. Payment for materials and/or service will be made
only after satisfactory performance or all requirements of the specification and upon approval by the
Director of Public Works or his designate. The Town reserves the right to accept or reject any or all bids,
wholly or in part, and to make the award in the best interest of the Town.
1.08 Bond Requirements
Labor and Materials Bond (Payment Bond)
Pursuant to M.G.L. c. 149, 29, the Contractor shall furnish a payment bond from a surety company
qualified to do business under the laws of the Commonwealth of Massachusetts and satisfactory to the
Town, in an amount of one half of the total Contract price for payment for labor performed or furnished
and materials used or employed therein, when the Contract is executed. The payment bond shall be on
the form provided by the Town.
It is distinctly agreed and understood that any changes made in the drawings and specifications for this
work, whether such changes increase or decrease the amount of work required, or any change in the
manner or time of payments made by the Owner to the Contractor, shall in no way void, release or affect
the liability and surety on the bond given by the Contractor.
1.09 Insurance Requirement
Insurance Certificates indicating coverage for general liability, property damage, and workers'
compensation as outlined in Sample Agreement available online and must include the Town of Needham
as additionally insured (at time of award). The selected bidder shall take out and maintain during the life
of this contract Workers' Compensation Insurance for all employees employed on the site of this project,
26DPW271C 7

in a manner and to the extent provided by Chapter 152 of the General Laws and shall provide the Town
with written evidence showing compliance with this statute at the time of award.
The selected bidder shall indemnify and save the Town harmless from and against all claims, suits,
damages, and outlays resulting from or by reason of loss, damage or injury of or to any person or
property, wherever located which shall be caused by any action or operation under this agreement.
1.10 OSHA Training
The bidder certifies that all employees to be employed at the worksite shall have successfully completed a
course in construction safety and health approved by the United States Occupational Safety and Health
Administration that is at least ten (10) hours in duration at the time the employee begins work and shall
furnish documentation of successful completion of said course with the first certified payroll report for
each employee (Chapter 306 of the Acts of 2004).
1.11 DCAMM Certification
DCAMM Certification as a General Contractor for this project is not required.
1.12 Statement of Compliance
The Contractor shall submit a Statement of Compliance stating that persons employed by the award
recipient are paid in accordance with the provisions of Sections 26 to 27H of Chapter 149 of the General
Laws (i.e. "The Prevailing Wage Law"). The selected Bidder will not be permitted to either assign or
underlet the contract, nor assign either legally or equitably any monies there under, or its claim thereto
without the previous written consent of the Town.
1.13 Prevailing Wage Rates
The state prevailing wage law, MGL Chapter 149, Section 27B requires contractors and subcontractors to
submit certified payroll records to the Town. Contractors and subcontractors must submit weekly payroll
records either by (1) first class mail, or (2) electronic mail. Furthermore, every weekly submittal of payroll
records must contain a signed statement by the employer that indicates (1) that the records are correct,
and (2) the rate of wages that each worker receives. Please feel free to contact the Department of Labor
Standards at (617) 626-6953 if you have any questions. Questions about enforcement of the prevailing
wage law may be directed to the Attorney General's Fair Labor and Business Practices Division at (617)
727-3465.
1.14 Duration of Bid Prices
All bids are to remain valid for 90 days after the opening of the bids.
1.15 Contractor Selection
The Town will review all bids and will award contract(s) to the lowest responsible and eligible bidder(s)
based on the total bid price for Year One for each of the three bid items (Bid Item 1: Micro-Surfacing, Bid
Item 2: Asphalt Rubber Surface Treatment, and Bid Item 3: Bonded Wearing Course). This bid may result
in multiple awards.
The Town reserves to itself the right to accept or reject any and all bids, or to allow or deny variations
from these specifications.
In the event that there is a tie bid between two (2) responsible and eligible bidders, the award of the
contract will be determined by a coin toss. The bidder's whose submission was received earliest shall be
assigned "Heads" in the coin toss. In the event that there is a tie bid with three (3) or more responsible
and eligible bidders, the award shall be made by a draw by lot limited to those bidders. The coin toss/draw
by lot shall be scheduled within two (2) business days from when it was determined by the Town to be a
26DPW271C 8

tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall be
witnessed by at least three (3) Town officials. The tie breaker event shall be held at the location of bid
submission during regular business hours.
Upon bidder selection, the Town of Needham will request required documents, including any insurances
and bonds, then email the contract package to be signed by the Bidder. The Town of Needham will then
counter sign the contracts and will return one complete contract to the Bidder. The Town's Standard
Contract is available online. Bidders are expected to review the sample contract "Short Form Agreement".
Unless otherwise noted by the Town, the terms and conditions contained therein are NOT negotiable.
It is the intention of the Town of Needham not to award a contract under this or any other proposal if
the Contractor cannot furnish satisfactory evidence that he/she has the ability and experience to
perform this class of work and that he/she has sufficient capital and equipment to enable him/her to
prosecute the work successfully and to complete it within the time named in the contract. The Town
of Needham reserves the right to reject this or any other proposal or to award the contract as is
deemed to be to the best interest of said Town.
1.16 General Safety, Licenses, & Performance
The Contractor's personnel working on this project must hold all necessary licenses and permits to
perform the work required under this contract as required by the Town of Needham under the
Commonwealth of Massachusetts regulations. The Contractor must submit the names and all
qualifying materials of the site supervisor that will be assigned to this project. All work will be done in
accordance with applicable industry standards, codes, and regulations, and/or manufacturer's
specifications. The Contractor is responsible for providing adequate safety measures during work to
ensure protection of life and property. Any Town buildings, grounds and surrounding property
damaged by the Contractor will be restored to its original state, at the cost of the Contractor.
The Contractor shall be informed that there is a thirty (30) day cancellation clause in this contract for
improper service. Complaints not rectified within a reasonable length of time from day of notice as
determined by the Town may cause the Town to notify the Contractor by registered or certified mail
that the contract will be cancelled thirty days from the date of the letter. Any defective workmanship
shown to be caused by improper or faulty installation shall cause the Contractor to correct, repair and/or
replace all material and labor at no cost to the Town. The Contractor will warrant that all workmanship
shall be first class and shall be performed by persons qualified and licensed in their respective trades.
Any additional work that is performed beyond this agreement must be approved by the appropriate
Town authority. The absence of approval from the appropriate Town authority will be considered a
violation of the contract.
1.17 Site Maintenance and Inspection
The selected contractor will be responsible for maintaining the work site in a safe and orderly fashion on a
daily basis. The Contractor is responsible for the proper securing of all items associated with the project,
including but not limited to: debris, tools, material, scaffolding, ladders, etc. The Contractor is responsible
for the repair or replacement of any item, equipment, space, or area which may be damaged by the
Contractor during the execution of this project. The Contractor is responsible for the removal and disposal
of all debris and materials generated from this project.
1.18 Private Property
Before any work is performed on private property, the Contractor must have in his/her possession a
RIGHT OF ENTRY form signed by the property owner. The Town may assist the Contractor in obtaining
permission.
26DPW271C 9

1.19 Dig Safe Law
Before proceeding with excavation operations, the Contractor shall notify the State of Massachusetts
Underground Plant Damage Prevention System (Dig Safe) at 1-888-344-7233 and shall make such
supplemental investigations.
1.20 Private Utilities Coordination
Coordination with private utilities is the sole responsibility of the Contractor (including natural gas,
electricity, telephone, cable, etc.). The Contractor shall be responsible for notifying Dig Safe prior to any
start of work. Any assistance the Town may offer in coordinating with private utilities shall not absolve the
Contractor's responsibility to coordinate with private utilities as necessary to accomplish the contract
work. The Contractor shall be responsible and liable for all damages to the existing utilities and structures.
1.21 Public Utilities Coordination
Coordination with public utilities is the sole responsibility of the Contractor (including water, sewer, and
drain). The Contractor shall be responsible to call the Water, Sewer & Drain Inspectors at least 48 hours
prior to the start of work to schedule said inspections at 781-455-7550, Mon.-Fri. 8:30am - 5:00pm. The
Water Sewer, & Drains Inspectors must inspect the work. Any assistance the Town may offer in
coordinating the public utilities shall not absolve the Contractor's responsibility to coordinate with public
utilities as necessary to accomplish the contract work. The Contractor shall be responsible and liable for all
damages to the existing utilities and structures. At the Contractor's request the Town will supply water
from hydrants for work. The use and operation of Town of Needham fire hydrants is restricted to Town
employees only. The Town will set up a fire hydrant connection assembly each day to supply water as
needed. The Contractor is responsible for proper connection to the hydrant assembly and may operate the
click valve only.
1.22 Traffic Controls
The Contractor is responsible for arranging as many local Police Officers to direct traffic and keep traffic off
any part of the roadway under construction, as, in the opinion of the Director of Public Works or their
designee, are necessary for the work. The contractor will call the Needham Police Department at 781-455-
7570 to request details. Arrangements for officers shall be made well in advance of the work schedule for
each day, with notice being given to the Needham Police Department by the Thursday prior to the week of
work, at the latest. If for any reason the Contractor cancels work for that day, and the Needham Police
Department is not given at least one hour of advance notice, the Contractor will be invoiced as if the detail
work was performed for the hours requested. If the Contractor has performed work that has not been
accepted by the town and has to be redone to meet the specification, then the Contractor is responsible
for the expense of the police details due to poor workmanship or warrantee issues. Except in the instance
above, the Town will reimburse the Contractor for all other police details. To receive reimbursement, the
Contractor must submit payments directly to the Needham Police Department (or any other police
departments that provided officers for the detail) and supply the following to the Department of Public
Works: a copy of the invoice(s), any backup documentation, and a copy of the check as proof of payment.
1.23 Material Disposal
The Contractor, at no additional cost to the Town, shall dispose of all material that has been removed from
each location.
1.24 Quantities
Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on
the Bid Price Form or elsewhere in the bid package are estimates only and are given solely as a basis for
the comparison of bids. The Vendor shall have no claim for additional compensation, or refuse to do the
work called for, or provide the requested items, by reason of the actual quantities involved being greater
or lesser by any amount than those called for in the bid.
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