Winter De-Icing Liquids IFB - 27DPW119G

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 September 24, 2026
Bid Title Winter De-Icing Liquids
Bid Number 27DPW119G
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 October 5, 2026, at 5:00pm
October 15, 2026, at 1:00PM, 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. 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.
IFB 27DPW119G 1

Winter De-Icing Liquids
27DPW119G
Release Date September 24, 2026
Pre-Bid
N/A
Conference
Deadline for
October 5, 2026, at 5:00pm
Questions
October 15, 2026, at 1:00PM
Director of Administration
Bids Due
Public Service Administration Building
500 Dedham Ave. Needham, MA 02492
IFB 27DPW119G 2

(Advertised in the Hometown Weekly issue of Thursday, September 24, 2026)
(Advertised on the MNPA's website, Thursday, September 24, 2026)
(Published in the Goods & Services issue of Monday, September 21, 2026)
(Advertised on CommBuys on Thursday, September 24, 2026)
LEGAL NOTICE
Town of Needham
Invitation for Bid (IFB)
Bid # 27DPW119G
Winter De-Icing Liquids
The Towns/Cities of Belmont, Billerica, Bolton, Brookline, Burlington, Cambridge, Dedham, East
Bridgewater, Fitchburg, Franklin, Haverhill, Lexington, Lynn, Marlborough, Milton, Natick, Needham,
Newton, Plymouth, Sherborn, Wakefield, Waltham, Watertown, Wellesley, Westford, and Westminster
cooperatively, acting through the Town of Needham Department of Public Works, invites bids for Winter
De-Icing Liquids. Copies of the Invitation for Bid (IFB) package will be available beginning September
24, 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 1:00PM, October 15, 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 October 15, 2026, at
1:00PM. 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. This legal notice is also posted on the Massachusetts Newspaper
Publishers Association's (MNPA) website at http://masspublicnotices.org/.
Kathleen King
Town Manager
September 24, 2026
IFB 27DPW119G 3

IFB 27DPW119G
Winter De-Icing Liquids
Procurement in Brief
Primary
Katie Bamber, Administrative Analyst
Procurement
781-455-7550 x72229 or kbamber@needhamma.gov
Contact
Contract
Tyler Gabrielski, Director of Streets & Transportation
Manager
September 24, 2026 - Information and details of bidding requirements may be
Bid Package obtained at the Administration Office DPW, Public Service Administration Building, 500
Available Dedham Avenue, Needham, MA 02492, or online at the Town's web site
http://www.needhamma.gov/bids.aspx
Pre-Bid
N/A
Meeting
Bid Deposit N/A
October 5, 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 - Winter De-Icing Liquids,
27DPW119G
If any changes are made to this bid, an addendum will be issued. Addenda will be
Addenda posted on the Town's webpage and emailed to all bidders on record as having received
the bid package.
October 15, 2026, at 1:00PM, Administration Office DPW, Public Service
When and
Administration Building, 500 Dedham Avenue, 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
Anticipated November 2026
Contract Approval of Town Manager and Town Counsel is REQUIRED for the Town of Needham
Award Each community named in this bid will execute their own contract(s) with the successful
bidder(s)
Contract This Agreement shall be for a term commencing upon execution and ending
Length October 31, 2027.
IFB 27DPW119G 4

Upon Award of Contract
Payment Bond Will NOT be Required
Performance Bond Will NOT be Required
Insurance Refer to Contract Terms
* Any delivery 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.
** 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.
IFB 27DPW119G 5

PART 1 - GENERAL CONDITIONS AND SUBMISSION REQUIREMENTS
1.01 About Needham
The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west
and northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by
the West Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south
by the Towns of Westwood and Dover. Needham has a population of 28,886 (2010 Federal Census) and
occupies a land area of approximately 12.75 square miles. Established as a town in 1711, Needham is
governed by a representative form of town meeting and a five-member Board of Selectmen. The day-to-
day management is under the direction of a Town Manager. School affairs are administered by a seven-
member School Committee and a Superintendent of Schools. The Town is classified as an economically
developed suburb with above average wealth levels and higher education attainment. The Town has an
"AAA" credit rating from Standard and Poor's.
The Town provides a full range of governmental services including police and fire protection, emergency
medical services, collection, disposal, and recycling of solid waste, sewers, streets, water services, health
and human services, town library, and recreation. The Town also provides public education in grades
kindergarten through twelve. The Town operates 1 pre-school, 5 elementary schools (K - 5), 1 sixth-grade
center, 1 middle school (7 - 8), and a senior high school (9 - 12). Technical education is offered to grades
nine through twelve by the Minuteman Regional Vocational Technical School District. The total expenditures
in the most recent fiscal year exceeded $160 million.
1.02 Intent
The Town of Needham is circulating this cooperative Invitation for Bids (IFB) with the intention of acquiring
bids for Winter De-Icing Liquids, to be utilized by several different municipalities including the Towns/Cities
of Andover, Belmont, Bolton, Brookline, Cambridge, Dedham, East Bridgewater, Fitchburg, Franklin,
Haverhill, Lexington, Marlborough, Natick, Needham, Newton, Sherborn, Waltham, Watertown, Wellesley,
and Westminster. Each municipality will be responsible for contracting with the winning bidders for each
item they wish to purchase.
All bids are subject to the provisions of M.G.L. Chapter 30B. The Town of Needham will award the contract
to the lowest responsive and responsible bidder for each Bid Item. The Town of Needham 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. Such actions will be deemed to be in the best interests of the Town. Unless sooner rejected
or accepted, all bid proposals must be firm and continue in effect for ninety calendar days (90) following
the date of bid opening.
1.03 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.
It is agreed that the quantities listed in this bid solicitation are provided solely as a basis for the comparison
of the bids. While the quantities are based on the cooperative's best estimates of the supplies to be provided
during the term of their individual contracts, the co-op does not expressly or by implication agree that the
actual amount of tons/gallons ordered will correspond to the quantities given herewith, and the
municipalities reserve the right to increase or diminish the amount of product it may deem necessary,
without a change of price per unit of quantity (apart from the defined differences in pricing based on the
size of an individual order, as given by bidders). There shall be no guarantee as to the minimum amount
ordered from the awarded vendors by the participating municipalities pursuant to their individual contracts.
IFB 27DPW119G 6

1.04 General Contract Terms
To provide material to the Town of Needham the successful Bidder(s) must enter into the Form Agreement
prepared by Town Counsel (Town of Needham Sample Agreement Available Online; Other agreements may
vary by Community). To supply the other partner municipalities, vendors will need to contract with each
municipality that wishes to utilize the bid prices provided as a result of this solicitation. Vendors that do so
will be subject to the terms stipulated by the partner municipalities in their contract documents.
The Town of Needham 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.
1.05 Questions Regarding Bid
The Bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid. The Bidder
shall be familiar with all the Bid material requirements and documents before submitting the bid in order
that no misunderstanding shall exist. Bidders shall promptly raise the issue of any ambiguity, inconsistency,
or error, which they may discover upon examination of the bid documents, specifications, services, work
site or any other conditions which may apply. No allowance will be made for any claim that the bid is based
on incomplete information.
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, mail, 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.
1.06 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 to those who provided an email
address and will also be posted to the website. Please check back on the website for addenda before
submitting your bid to the Town. Bidders may not be notified individually of addenda.
1.07 Bid Deposits, Bonds, Insurance, and Indemnification
Refer to the Procurement in Brief section to see whether bid deposits, surety, payment and/or performance
bonds are required.
Insurance
Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts
required in the contract and when requested shall name the Town of Needham as an additional insured for
the amounts written.
The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage
IFB 27DPW119G 7

required, in form and substance satisfactory to the Town, and shall deliver to the Town new policies and
certificates thereof for any insurance about to expire at least ten (10) days before such expiration. All such
insurance policies shall contain an endorsement requiring thirty (30) days written notice to the Town prior
to cancellation of change in coverage, scope, or amount of any such policy or policies. Compliance by the
Bidder with the insurance requirement, however, shall not relieve the Bidder from liability under the
indemnity provisions.
Indemnification
The Bidder shall indemnify, defend, and save harmless the Town and all of the Town's officers, agents and
employees from and against all suits and claims of liability of every name and nature, including costs of
defending any action, for or on account of any injuries to persons or damage to property of the Town or any
person, Contractor, corporation or association arising out of or resulting from any negligent act, omission,
or negligence of the Bidder, its subcontractors and its and their agents or employees in the performance of
the work covered by the Contract and/or failure to comply with terms and conditions of the Contract, but
only in respect of such injuries or damages sustained during the performance and prior to the completion
and acceptance of the work covered by the Contract and to the extent such injuries or damages are not
covered by the Town's insurance. The foregoing provisions shall not be deemed to be released, waived, or
modified in any respect by reason of any surety or insurance provided by the Bidder under the Contract.
1.08 Prevailing Wages - RESERVED - NOT REQUIRED
1.09 Payment and Discount Terms, and Price Adjustments (Incomplete Work and Fuel)
Payment and Discount Terms
Payment terms for the Town of Needham are net 30 days. Indicate discounts, if any, for payments made
less than 30 days. The Prompt Payment Discount "Clock" begins at the date of receipt of the invoice, or the
date of the receipt of the product or service, whichever occurs later.
The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based
on the items or services purchased. Invoicing may be performed after delivery, work has been completed,
or monthly, for items or services that have been fulfilled.
Invoices are to itemize charges for labor, equipment, and supplies. The Town will not be responsible for
payment of any charges not itemized to the Town's satisfaction. Pre-payment is NOT allowed. Invoices
must include the Town's purchase order number. The Purchase Order number will change with each fiscal
year.
Invoices for additional services must include the date and times of the work, the type of the services
performed, the number of hours or units to be charged, and the name of the person who authorized the
work. They are to be sent in duplicate directly to the Town's designee for processing and are not to be
included on the regular monthly invoice.
Adjustments for Incomplete or Unacceptable Work
The Town reserves the right to withhold payment for incomplete or unacceptable work, as outlined in this
IFB. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable, for which
the Vendor shall rectify that condition to the satisfaction of Town. The Town will also reduce the bill for any
services deemed unsatisfactory. At no time will penalty assessment be recoverable by the Vendor.
The Vendor shall take all proper precautions to protect Town and private property from damage and/or loss.
Should any damage to, and/or loss of, property be caused by the Vendor, the Vendor will be required to
make repairs and/or restitution immediately at its expense. The Town, at its discretion, may collect for said
damage, by the deduction of the appropriate amount from any outstanding balance owed to the Vendor.
IFB 27DPW119G 8

Diesel Fuel and Gasoline Fuel Adjustments
There will be no fuel surcharges or adjustments paid on contracts resulting from this Invitation for Bids,
regardless of economic conditions or fluctuations in price. Bidders are strongly encouraged to provide bid
prices that take these conditions into account. If invoices are issued containing surcharges or adjustments
of any kind, these surcharges will not be considered the responsibility of the participating municipality.
The vendor will be asked to reissue the invoice with the surcharges removed or the invoice will not be
paid.
1.10 Bid Modifications or Withdrawals
Bids may be corrected, modified, or withdrawn prior to the submission deadline; requests to do so must be
received in writing to the Town Manager. After the submission deadline, bids may not be changed. Minor
mistakes may be waived by the Town.
1.11 Premature Opening of a Bid
The Town will not be responsible for the premature opening of any bid not properly identified. The Town
may reject bids which are incomplete, not properly endorsed, or signed, or which otherwise are contrary to
these instructions.
1.12 Unexpected Closure or Delays
If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is
closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other the deadline
will be postponed until the same time on the next normal business day. Bids will be accepted at the same
location until that date and time.
1.13 Late Submissions
The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems. LATE
BIDS WILL NOT BE CONSIDERED.
1.14 Rejection of Bids
The bid must satisfy all the requirements in order to be considered for award. Failure to complete the
required forms, answer any questions, or provide the required documentation will be deemed NON-
RESPONSIVE and result in rejection of the bid unless the Town determines that such failure constitutes a
minor informality that can be corrected without prejudice to other Bidders. A bid may be rejected if the
Bidder:
Fails to adhere to one or more of the provisions established in the bid package;
Fails to submit its bid by the time or in the format specified herein or to supply the minimum
information requested herein;
Fails to submit its bid to the required address on or before the specified submission deadline;
Misrepresents its service or provides demonstrably false information in its bid or fails to provide
material information.
1.15 Taxes
Purchases made by the Town are exempt from the payment of all Federal excise tax and the payment of
Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid prices. If
requested, the Town will provide the awarded bidder with a copy of the Certificate of Exemption.
1.16 Public Records
Under the Massachusetts General Laws, the Town cannot assure the confidentiality of any materials or
information that may be submitted by a contractor in response to this Bid. Thus, contractors who choose to
submit confidential information do so at their own risk. All bids or other materials submitted by the contractor
IFB 27DPW119G 9

in response to this Bid will be open for inspection by any person and in accordance with Massachusetts
General Laws, Chapter 66 (Public Records Law). Any statements reserving any confidentiality or privacy
rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded.
1.17 Conflict of Interest
By execution of a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham
is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the Massachusetts conflict
of interest statute), and agrees, as circumstances require, to take actions and to forbear from taking actions
so as to be in compliance at all times with the obligations of the contractor based on said statute.
1.18 Other Notices
The consideration of all bids and subsequent selection of the successful applicant shall be made without
regard to race, color, sex, age, handicap, religion, political affiliation, or national origin.
The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth
(Massachusetts General Laws, Chapter 151B).
The provisions relating to non-discrimination and affirmative action in employment shall flow through all
contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.
Any services provided by the Bidder shall be rendered through a professional services contract; the Bidder
will not be considered an employee of the Town and will not receive any benefits of an employee.
The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a "holder" of
"personal data". The Bidder shall also protect the physical security and restrict any access to personal or
other Town data in the Bidder's possession, or used by the Bidder in the performance of the Contract, which
shall include, but is not limited to the Town's public records, documents, files, software, equipment or
systems.
1.19 Pre-Bid Conference
Refer to Procurement in Brief for details, if any.
1.20 Tie Bid
In the event that there is a tie bid between two (2) responsive and responsible 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 responsive
and responsible 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 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 Needham Town
Hall during regular business hours.
1.21 Contract Award
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.
This bid may result in multiple awards. It is the intent to award up to six (6) separate contracts (one for
each Bid Item, #1 through #6, depending on individual community needs) to the responsive and responsible
bidders offering the lowest Cost per Gallon for bulk delivery quantities (Minimum of 3,000 gallons), not
including informational values. The Town of Needham will review all bids and will award the contract(s) to
the lowest responsive and responsible bidder within each bid item/group. Bidders are strongly encouraged
to provide pricing for all values within a bid item/group to be eligible for the award of that bid item/group.
Each participating municipality in this cooperative solicitation will enter into their own individual contracts
IFB 27DPW119G 10