Town of Needham Department of Public Works – Administration Public Services Administration Building 500 Dedham Avenue Needham, Massachusetts 02492 Telephone (781) 455 7550 ACKNOWLEDGEMENT OF RECEIPT Release Date Thursday, August 2, 2012 (on Web) Bid Title Purchase and Delivery of One (1) CCTV Truck Bid Number IFB 13-40-01 Number of The Bid Package consists of TWO (2) documents. Returning Documents this form confirms receipt of all the documents. Pre-Bid Meeting Refer to the IFB Questions Due 1:00 PM, Thursday August 9, 2012 10:00 AM Thursday, August 16, 2012, Administration Office of the Public Works Department, Public Services Administration Bids are Due Building (PSAB), Second Floor 500 Dedham Avenue, Needham, Massachusetts, 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 Fax to the Department of Public Works (781) 449-9023 or by mail. 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 (Print) Name / Title of Contact (Print) Address (line 1) (Print) Address (line 2) (Print) Telephone Number Fax Number E-mail Address (Print) Signature Date * Any hand delivery or facsimile received after the due date and time will not be addressed. Please allow enough time for hand delivery or facsimile transmissions. (Advertised in Needham TIMES issue of Thursday, August 2, 2012) (Published in Goods & Services Bulletin of Monday, July 30, 2012) LEGAL NOTICE TOWN OF NEEDHAM, MASSACHUSETTS INVITATION FOR BIDS (IFB) IFB 13-40-01 Purchase and Delivery of One (1) Closed Circuit Television (CCTV) Truck The Town of Needham invites sealed bids for the Purchase and Delivery of One (1) CCTV Truck. Information and details of bidding requirements will be available beginning August 2, 2012, at the Second Floor Administration Office of the Public Services Administration Building, 500 Dedham Avenue, Needham, Massachusetts, 02492, or by calling (781) 455-7550, or on-line at the Town’s website www.needhamma.gov/bids.aspx. Sealed bids will be received at the Second Floor Administration Office, Public Services Administration Building, 500 Dedham Avenue, Needham, Massachusetts 02492 until 10:00 AM, Thursday August 16, 2012 and then will be publicly opened and read aloud at 10:10 AM, in the Charles River Room at the Public Services Administration Building, 500 Dedham Avenue, Needham, MA 02492. Insurance Coverage required at time of award. Bids are subject to the provisions of M.G.L. Chapter 30B as amended to date. The Town, acting through its Town Manager, reserves the right to reject any or all bids if it is in the public interest to do so or to waive minor informalities. Kate Fitzpatrick Needham Town Manager Needham Department of Public Works Page 2 of 46 Purchase and Delivery of One (1) CCTV Truck IFB 13-40-01 IFB 13-40-01 Purchase and Delivery of One (1) CCTV Truck Procurement Schedule Bid Package Available: August 2, 2012 Information and details of bidding requirements may be obtained at the Public Services Administration Building, Second Floor Administration Office, 500 Dedham Avenue, Needham, MA 02492, or on-line at the Town’s web site http://www.needhamma.gov/bids.aspx Deadline for Written Questions: 1:00 PM, Thursday August 9, 2012 By Mail: Dylan Cook, Administrative Analyst, Public Works Department, 500 Dedham Avenue, Needham, MA 02492 By Fax: 781-449-9023, attn: Dylan Cook, Administrative Analyst By e-mail: [email protected] Questions are to be clearly labeled as: CCTV Truck – 13-40-01 - Questions Addenda: If any changes are made to this bid, an addendum will be issued. Addenda will be e-mailed, faxed, or mailed by USPS, as set forth in the IFB document, to all bidders on record as having received the bid package. When and where bids are due: 10:00 AM Thursday, August 16, 2012, Public Services Administration Building, Second Floor Administration Office, 500 Dedham Avenue, Needham, MA 02492. Late submissions will not be accepted. Where and where bids will be opened: 10:10 AM Thursday, August 16, 2012, Charles River Room, Public Services Administration Building, 500 Dedham Avenue, Needham, MA 02492. intentionally left blank Needham Department of Public Works Page 3 of 46 Purchase and Delivery of One (1) CCTV Truck IFB 13-40-01 IFB 13-40-01 PURCHASE & DELIVERY OF ONE (1) CCTV Truck BID DESCRIPTION AND BIDDING REQUIREMENTS: The Town of Needham (Town) is circulating this invitation for bids with the intention of acquiring bids for the Purchase and Delivery of One (1) CCTV Truck for use by the Town’s Water, Sewer and Drains Division. All bids are subject to the provisions of M.G.L. Chapter 30B. The bidder shall submit his/her bid proposal on the bid form supplied within these specifications. All bid proposals shall be signed correctly with ink. All bid proposals shall be submitted to the Director of Public Works, Town of Needham, 500 Dedham Avenue, Needham, Massachusetts 02492. Each proposal shall be sealed in an envelope on which is clearly indicated the Company Name and Address, Bid for Purchase and Delivery of One (1) CCTV Truck, IFB 13-40-01, Bid Due Date: August 16, 2012 @ 10:00 AM. All submitted bids shall include the Invitation for Bids IFB 13-40-01, Bid Description, Bid Specifications and Bid Form. If forwarded by mail, preferably by registered mail, the above-mentioned envelope shall be enclosed in another envelope, which shall be addressed to the Director of Public Works, Town of Needham, 500 Dedham Avenue, Needham, Massachusetts 02492. Bid Proposals received at the Administration Office of the Director of Public Works after the time of opening of bids designated in the Procurement Schedule will be returned to the bidder unopened. Bid Proposals will be publicly opened and read at the date, time and place indicated in the Procurement Schedule. Bidders, or their authorized agents, are invited to be present. Before any contract is awarded, the bidder may be required to furnish a complete statement of the origin, composition and manufacturer of all materials to be supplied under his/her proposal. In the event that changes/additions are made to this Invitation for Bids (IFB), addenda will be issued. Addenda will be emailed to every potential responder on record as receiving the bid package, if an email address is not available then it will be faxed, if a fax number is not available then it will be mailed first class via USPS. The Bidder shall be satisfied as to the requirements of the contemplated services to enable intelligent preparation of this bid. The Bidder shall be familiar with all the IFB documents before submitting the bid in order that no misunderstanding shall exist in regard to the nature and character of the contemplated services to be performed. No allowance will be made for any claim that the bid is based on incomplete information. Inquiries concerning any part of this IFB shall be directed to the individual(s) listed under the Procurement Schedule. Bidders should note that oral communications are not binding on the Town. Questions must be sent in writing and may be delivered by hand, fax or email as referenced under the Procurement Schedule by the deadline. The Town will respond to written questions that are received by the deadline and 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. Needham Department of Public Works Page 4 of 46 Purchase and Delivery of One (1) CCTV Truck IFB 13-40-01 All prices quoted shall be for materials and/or services delivered to the Department of Public Works, 500 Dedham Avenue, Needham, MA 02492. Discounts for payment within stipulated time periods will not be considered in the comparison of bids. Any adjustment of said prices shall be outlined in sufficient detail to allow intelligent comparison of bids. Any decrease in the price of materials and/or services during the period of the contract shall be to the advantage of the Town. Insurance: The selected vendor will be required to supply Proof of Insurance listing the Town of Needham as additionally insured on an annual basis. See sample Short Form Agreement on the Town’s website for qualifying coverage amounts. Vendor Selection: The Town will review all bids, and will award the contract to the lowest responsive and responsible bidder. The Town 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 thirty calendar days (30) following the date of bid opening. Upon vendor selection, the Town of Needham will mail to the selected vendor, three (3) contracts to be executed by the vendor and returned to the Town of Needham with the appropriate insurance certificates. The Town of Needham will then counter execute the three (3) contracts and return one complete contract to the vendor. A sample Short Form Agreement prepared by Town Counsel of the Town of Needham is available on the Town’s website.