Water Distribution Materials Inventory Supply & Management

Solicitation for:
Water Distribution Materials
Inventory Supply & Management
IFB 27-02
City of Woburn, Massachusetts
Posted: July 27, 2026
Due: August 13, 2026 at 12:00 NOON EST
Questions due by: August 3, 2026 @ 12:00 NOON EST
odeluca@cityofwoburn.com
Deliver To:
City of Woburn
Purchasing Department
Attn: Orazio DeLuca, MCPPO
Chief Procurement Officer
10 Common Street
Woburn, MA 01801

SECTION 1.0
INSTRUCTIONS TO OFFEROR
1.1 General
* When submitting bid, please identify the solicitation title and number clearly on the
submitted envelope. All responses must be sealed and delivered to: Purchasing
Department, City of Woburn, 10 Common St. Woburn, MA 01801
* Bid(s) submitted must be in original form
* The completion of the following forms and documentation is necessary for consideration
of a potential contract award. When submitting documents, please retain the order of
documents as originally provided:
a. Completed Quality Requirements
b. Signed Terms, Conditions and Certifications
c. Completed Price Schedule
d. Signed Price Schedule
e. Completed Certificate of Authority
f. Completed Appendix A - Past Performance
NOTE: If Vendor is incorporated, an updated "CERTIFICATE OF GOOD STANDING"
from the Commonwealth of Massachusetts may be required for the awarded vendor only.
Please review and return with your sealed bids as sent. Also, insure that all forms are
completed and your bid response is submitted as requested.
1.2 General Information & Submission Instructions
1.2.1 Bid Delivery
Responses must be delivered by August 13, 2026 at 12:00 NOON EST to City of Woburn,
Purchasing Department, Attn: Orazio DeLuca, MCPPO, 10 Common St. Woburn, MA 01801. One
(1) original of the response should be submitted. Response must be sealed and marked with the
solicitation tile and number. All bids must include a forms items listed in Section 1.1.
1.2.2 Bid Signature
A response must be signed as follows: 1) if the Offeror is an individual, by her/him personally; 2)
if the Offeror is a partnership, by the name of the partnership, followed by the signature of each
general partner; and 3) if the Offeror is a corporation, by the authorized officer, whose signature
must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

1.2.3 Time for Bid Acceptance
The contract will be awarded within 30 days after the bid opening. The time for award may be
extended for up to 30 additional days by mutual agreement between the City of Woburn and the
apparent lowest responsive and responsible bidder (or, for a contract requiring payment, the
apparent highest responsive and responsible bidder.)
1.2.4 Bonding Requirements
Not applicable to this project
1.2.5 Changes & Addenda
If any changes are made to this solicitation, an addendum will be issued. Addenda will be emailed
or faxed to all bidders on record as having picked up the solicitation. No changes may be made to
the solicitation documents by the Offerors without written authorization and/or an addendum from
the Purchasing Department. It is also the responsibility of the vendor to monitor the City's website
for addenda. The web address is: www.cityofwoburn.com
1.2.6 Modification or Withdrawal of Bids, Mistakes, and Minor Informalities
An Offeror may correct, modify, or withdraw a bid by written notice received by the City of
Woburn prior to the time and date set for the bid opening. Bid modifications must be submitted in
a sealed envelope clearly labeled "Modification No.__" to the address listed in part one of this
section. Each modification must be numbered in sequence, and must reference the original
solicitation.
After the bid opening, an Offeror may not change any provision of the bid in a manner prejudicial
to the interests of the City or fair competition. Minor informalities will be waived or the bidder
will be allowed to correct them. If a mistake and the intended bid are 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.
1.2.7 Right to Cancel/Reject Bids
The City of Woburn may cancel this solicitation, or reject in whole or in part any and all bids, if
the City determines that cancellation or rejection serves the best interests of the City.
1.2.8 Bid Prices to Remain Firm
All bid prices submitted in response to this solicitation must remain firm for 60 days following the
bid opening.
1.2.9 Unbalanced Bids
The City reserves the right to reject unbalanced, front-loaded and conditional bids.

1.2.10 Unforeseen Office Closure
If, at the time of the scheduled bid opening, Purchasing Department is closed due to uncontrolled
events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed
until 2:00 p.m. on the next normal business day. Bids will be accepted until that date and time.
1.2.11 Price Submission
All prices must contain the unit rate as requested on the bid price form in this solicitation. All
prices are to include delivery, the cost of fuel, the cost of labor and all other charges related to the
products or services listed. The inventory cost will be built into the cost of the items in this
contract. Prices are to remain fixed for the contract period of performance. Three (3) Years, as
listed in the bid documents.
1.2.12 Estimated Quantities
The City of Woburn has provided estimated quantities for services over the course of
the contract period. These estimates are estimates only and not guaranteed.
1.2.13 Brand Name "or Equal"
Any references to any brand name or proprietary product in the specifications shall require the
acceptance of an equal or better brand. The City has the right to make the final determination as
to whether an alternate brand is equal to the brand specified.
1.2.14 Warranty
The Offeror warrants that (1) the Supplies sold are merchantable, (2) that they are fit for the
purpose for which they are being purchased, (3) that they are absent any latent defects and (4) that
they are in conformity with any sample which may have been presented to the City. The bidder
guarantees that upon inspection, any defective or inferior Supplies shall be replaced without
additional cost to the City. The Vendor will assume any additional cost accrued by the City due
to the defective or inferior Supplies. The bidder guarantees all Supplies for a period of one (1)
year, or as otherwise specified herein.
1.3 Questions about the Solicitation
Questions concerning this solicitation must be submitted to: Orazio DeLuca, City of Woburn,
Purchasing Department, 10 Common St. Woburn, MA 01801 before 12:00 NOON EST on
08/03/2026. Questions may be e-mailed to odeluca@cityofwoburn.com . Written responses will
be emailed to all bidders on record as having picked up the IFB. If any bidders or proposers contact
anyone outside of the Purchasing Department regarding this bid/proposal, that bidder/proposer
will be disqualified immediately.

1.4 Quality Requirements
The following quality requirements, or basic business requirements, are the minimum set of
standards that an entity must meet and certify to be considered responsible and responsive. The
City of Woburn will disqualify any response that does not meet the minimum quality
requirements on items 1-3, or a failure to respond to any of the following minimum standards
at all.
QUALITY REQUIREMENTS YES NO
Contractor to have been in business for at least three (3) years providing related type of
1.
equipment and supplies to the government.
Contractor has the ability to deliver product FOB to the Woburn Water Department
2.
within twenty - four (24) hours of ordering.
Vendor has been in business for at least three years providing Inventory &
3.
Management of Water and Sewer parts for Municipalities.
4. Contractor's products meet or exceed the specifications as provided in the
specifications
1.5 Rule for Award
Per M.G.L. c. 30B, the contract will be awarded to one responsible and responsive bidder
offering the lowest total price for the provision of an Inventory Supply and Management for the
City of Woburn.
Please be sure to see specifications of the different products.
Line Item Pricing.

SECTION 2.0
GENERAL TERMS, CONDITIONS, CERTIFICATIONS
2.1 Bid Offers
The right is reserved to reject any and all bids or parts of bids and to make an award as may be
determined to be in the best interests of the City of Woburn. Bids not submitted in duplicate may
be rejected. Bids with erasures or alterations will be rejected.
2.2 Prices
Must be FOB Destination. No charges will be allowed for packing, crating, freight, handling, or
cartage unless specifically stated and included with bid.
2.3 Awards
To a bidder may be cancelled if the bidder shall fail to prosecute the work with promptness and
diligence.
2.4. Payment
The City of Woburn shall make no payment for a supply or service rendered prior to execution of
a written Contract. Bills for services, materials, or supplies furnished by bidders under Contract
should be submitted before the first day of the in which payment is to be made to insure payment
by twentieth day of that month, except where the allowance for a discount differs from the above.
Contractor agrees to submit bills and delivery slips to the City Department in sufficient time for
such discounts to be taken advantage of by the City and, in any event, shall not be less than ten
(10) days from the submission to the Department of such bills and delivery slips. Time in
connection with a discount offered will be computed from the date of delivery to the City, as
specified on the order or from the date a correct invoice is received by the using agency of the
City, if the latter date is later than the date of delivery.
2.5. Guarantees
The successful bidder shall repair, replace, or make good, without cost to the City, any defects or
faults arising within one (1) year after the date of acceptance of articles furnished hereunder
resulting from imperfect or defective work done or materials furnished by the Seller.
2.6 Patents
The Seller shall indemnify and save harmless the City and all persons acting for or on behalf of it
from all suits and claims against them, or any of them, arising from or occasioned by the use of
any material, equipment, or apparatus, or any part thereof, which infringes or is alleged to infringe
on any patent rights. In case such material, equipment, or apparatus, or any part thereof, in any
such suit is held to constitute an infringement, the Seller within a reasonable time, will, at its
expense and as the City may elect, replace such material, equipment, or apparatus, or remove the
material, equipment, or apparatus and refund the sums paid.

2.7 Legality
The successful bidder shall comply with all applicable United States, Massachusetts, and/or City
of Woburn codes, statutes, ordinances, rules, and regulations.
2.8 Taxes
Purchases made by the City are exempt from Massachusetts Sales Tax and Federal Excise Taxes.
Bid prices must exclude any such taxes. Exemption certificates will be furnished upon request.
2.9 Bonds N/A
If this Invitation requires bid surety, the surety shall be in the form of bid bond of a MA Licensed
Company, certified check, bank check, money order from a responsible bank, made payable to
City of Woburn and must be filed with the original bid at the Office of the Purchasing Agent.
Failure to submit surety will cause the bid to be rejected. The bid surety will be returned to the
successful bidder within seven (7) days after the execution of the awarded contract and approval
by the City of the performance bond. In the case of a default, the bid surety shall be forfeited to
the City of Woburn. The successful bidder may be required to furnish a performance bond in an
amount and with a MA licensed Surety satisfactory to the City. The Contractor will assume all
costs for bonds.
2.10 Orders
Verbal Orders are not binding on the City of Woburn, and any delivery made or work performed
without written order or written Contract are at the risk of the Seller or Contractor and may result
in an unenforceable claim. The actual needs of City Departments shall govern the actual amount
delivered under Contract to be drawn and entered into between the successful bidder and the City.
Purchase Orders issued by the City to pay for goods or services shall be made part of Contract.
2.11 Indemnity
Contractor shall agree to Indemnify, Defend, and Hold the City Harmless from any and all claims
arising out of the performance of this contract from the negligence, willful acts or omissions of the
contractor, its employees, agents, or any sub-contractors.
2.12. Equality Where trade names or specific manufacturers are mentioned in the specifications,
the City does not intend to limit competition, but merely to indicate the general type of commodity
to be supplied. The City invites offers on comparable commodities to those named or described in
the specification. Naming of any commercial name, trademark or other identifier shall not be
construed to exclude any item or manufacturer not mentioned by name or as limiting competition,
but shall establish a standard of equality only. An item shall be considered equal to the item so
named or described if:(a)it is at least equal in quality, durability, appearance, strength, and
design;(b)it will perform at least equally the function imposed by the general design for the purpose
being contracted for or the material being purchased; and(c)it conforms in a substantial way, even
with deviations, to the detailed requirements for the item in the specifications. The name and
identification of all materials, other than the one named, shall be

submitted to the City in writing for approval, prior to the purchase, use, or fabrication of such
items. Subject to the provisions of M.G.L., Ch.30,s.39J, or other applicable statute, approval shall
be at the sole discretion of the City, it shall be in writing to be effective, and the decision of the
City shall be final. The City may require tests of all materials so submitted to establish quality
standards at the vendor's expense. All directions, specifications, and advice by the manufacturer
for the proper installation, handling, storage, adjustment, or operation of their equipment shall be
complied with and the responsibility for the proper performance shall continue to rest with the
vendor. Include a written brochure outlining all features of the product offered whenever possible.
2.13 Minority Business Enterprise Plan N/A
Pursuant to M.G.L. c 7, 40N and M.G.L. c. 7, 61, the Supplier Diversity Office ("SDO")
(formerly SOMWBA) and the Division of Capital Asset Management ("DCAM") have set revised
participation goals for Minority Business Enterprise ("MBE") and Women Business Enterprise
("WBE") participation for affected state funded building projects and state assisted municipal
building projects as defined in the above referenced laws and related Executive Orders, including
Executive Orders 524 and 526.
Effective January 1, 2012, and until such time as the goals may be revised, the MBE and WBE
participation goals for building construction and design awards and expenditures on new projects
advertised on or after the effective date will be a combined MBE/WBE goal as follows:
10.4% combined MBE/WBE participation on construction contract awards; and,
17.9% combined MBE/WBE participation on design contract awards.
Overall annual designations by awarding authorities, as well as MBE/WBE participation on
individual projects with a combined MBE/WBE participation goal, must include a reasonable
representation of both MBE and WBE firms that meets or exceeds the combined goal. Proposed
MBE/WBE participation plans that include solely MBE or solely WBE participation, or do not
include a reasonable amount of participation by both MBE and WBE firms to meet the combined
goal, will not be considered responsive. Where the prime contractor or designer is an SDO certified
MBE or WBE, the prime must bring a reasonable amount of participation by a firm or firms that
hold the certification which is not held by the prime contractor or designer on the project. Proposed
participation on construction projects or design projects which consists solely of either an MBE or
WBE representing 100% of the overall combined goal will not be considered reasonable
participation.

The SDO and DCAM will determine whether there is reasonable participation by both MBE and
WBE firms on individual projects under their respective oversight. Firms submitting MBE/WBE
participation plans which do not provide reasonable participation by both MBE/WBE firms shall
be provided an opportunity to revise and resubmit their plans within the time frame set by the
awarding authority; however no price adjustments shall be permitted as a result of the revised plan.
Firms failing to submit an MBE/WBE participation plan deemed reasonable and accepted by the
awarding authority shall not be awarded the contract.
Participation by MBE and WBE firms must be documented, tracked and reported on separately as
MBE participation and WBE participation by prime vendors, subcontractors and awarding
authorities.
2.14 Right to Know Legislation
M.G.L., Ch.111F and 454 CMR 21.06 All vendors furnishing substances or mixtures which may
be classified as toxic or hazardous, pursuant to MGL,Ch.111F , are cautioned to obtain and read
the Law and the Regulations referred to above. Copies may be obtained from the State House
Bookstore, State House, Room 117, Boston, MA 02133 for a fee.
2.15 Non-Collusion Affidavit
M.G.L., Ch.30, s.39M and/or Ch.30B, s. 10 Any person submitting a bid or proposal for the
procurement or disposal of supplies or services to any governmental body shall certify in writing
on the bid or proposal, as follows: the undersigned certifies under penalties of perjury that this bid
or proposal has been made and submitted in good faith and without collusion or fraud with any
other person. As used in this certification, the word "person" shall mean any natural person,
business, partnership, corporation, union, committee, club or other organization, entity, or group
of individuals.
2.16 State Taxes Paid
Pursuant to M.G. L. Ch.62C, s.49A, the undersigned certifies that, to the best of their knowledge
and belief, they have complied with all the laws of the Commonwealth relating to taxes, reporting
of employees and contractors, and withholding and remitting of child support.
2.17 Bid Offers
Bid offers will be reviewed and awards made as soon as is possible. Awards will be made within
30 business days from Bid Opening. Offers must be signed to be valid.
2.18 Unit Price
The case of arithmetical error in any offer involving extension of prices quoted herein, the unit
price will govern the final price of quantities offered.
2.19 Insurance
Contractor shall purchase and maintain coverage for Workers' Compensation, Comprehensive
General Liability, including products, completed operations, and contractual liability;

Automobile Liability to protect their employees and others from bodily injury and damages to
property which may arise out of or result from the Contractor's operations under this agreement,
whether such operations be the Contractor's, any subcontractor, or anyone directly or indirectly
employed by any of them. This insurance shall be in limits specified by Law, or as specified in the
specifications. In no case shall the limits be less than $ 1,000,000 in Bodily Injury and in Property
Damages. A certificate of insurance naming the City of Woburn as Additional Named
Insured shall be filed with the City prior to the commencement of any contract's operations. All
policies and certificates shall contain an endorsement requiring at least thirty (30) days written
notice, non-renewal or cancellation of coverage to City of Woburn. Compliance by the Contractor
with the insurance requirements shall not relieve the Contractor from liability under the full
indemnity provisions contained herein (see 11).
2.20 Independent Contractor
The contractor is neither an agent nor an employee of the City of Woburn and is not authorized to
act in behalf of the City of Woburn.
2.21 Complete Agreement
The written contract supersedes all prior agreements or understandings between the parties and
shall not be changed unless mutually agreed by both parties in writing.
2.22 Assignment / Sub-Contracting
The Contractor shall not assign any interest in a contract nor engage any other entity, company,
subcontractor or individual to perform any obligation to the City without prior written consent of
the City of Woburn.
2.23 Conflict of Interest
The bidder certifies that no official or employee of the City of Woburn has a financial interest in
this offer or in the contract which the bidder offers to execute or in the expected profit to arise
there from, unless there has been compliance with the provisions of M.G.L.,Ch.43, s.27 (Interest
in Public Contracts by Public Employees) and of provisions of M.G.L.,Ch.268A,s.20 (Conflict of
Interest Law) and that this offer is made in good faith without fraud or collusion or connection
with any other person submitting an offer to the City of Woburn.
2.24 Termination
The City of Woburn shall have the Right to terminate this Agreement, if:(A) the Contractor
neglects or fails to perform or observe any of its obligations hereunder and cure is not affected by
the Contractor within Fifteen (15) Days next following its receipt of a termination notice issued
by the City of Woburn, or,(B)a judgment or decree is entered against the Contractor approving a
petition for arrangement, liquidation, dissolution or similar relief relating to any bankruptcy or
insolvency and such judgment or decree remains unvacated for Thirty (30) Days; or Immediately,
if Contractor shall file a voluntary petition in bankruptcy or any petition or answer seeking any
arrangement, liquidation or dissolution relating to bankruptcy, insolvency or other relief of debtors,
or shall seek or consent or acquiesce in appointment of any trustee, receiver or liquidation of
Contractor's property; or (C) funds are not appropriated or otherwise made available to