Town of Needham On-Call Fire Alarm & Sprinkler Maintenance IFB 26DPW167B (2025)
Town of NeedhamCity · Needham, MA- Due
- Nov 25, 2025
- Deadline passed
- Posted
- Oct 30, 2025
- Contract term
- 1 year
- Primary contact
- Ashley Ellis
- (781) 455-7550
The 30-second brief
The Town of Needham is seeking qualified contractors for On-Call Fire Alarm & Sprinkler Maintenance, including annual fire alarm and sprinkler preventative maintenance, inspections, and on-call maintenance services across various municipal and school facilities. The work involves quarterly preventative maintenance and testing for fire alarm systems and annual preventative maintenance and inspections for sprinkler systems, along with 24/7 on-call service availability. Bids are due by November 25, 2025, at 1:00 PM. The initial contract term is for one year, with provisions for up to four one-year renewal extensions at the sole discretion of the Town.
Lowest responsible and eligible bidder based upon total bid price for Year One
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Summary
The Town of Needham is seeking qualified contractors for On-Call Fire Alarm & Sprinkler Maintenance, including annual fire alarm and sprinkler preventative maintenance, inspections, and on-call maintenance services across various municipal and school facilities.
The work involves quarterly preventative maintenance and testing for fire alarm systems and annual preventative maintenance and inspections for sprinkler systems, along with 24/7 on-call service availability. Bids are due by November 25, 2025, at 1:00 PM. The initial contract term is for one year, with provisions for up to four one-year renewal extensions at the sole discretion of the Town.
EVALUATION CRITERIA
Lowest responsible and eligible bidder based upon total bid price for Year One
REQUIRED ATTACHMENTS
Bid Form A1: Filed Sub-Bid Sheet/Bid Form A2: General Bid Sheet, Bid Form B: Bidder Information Response form, Bid Form C: Authentication Form, Bid Form D: Certificate of Good Faith, Bid Form E: Certificate of Compliance with Massachusetts Tax Laws or Certificate of Good Standing, Bid Form F: Professional Reference Form, Bid Form G: Certificate of Authority or Corporate Resolution, DCAMM Certificate of Eligibility and Update Statement, Bid Deposit (5%)
- Submit to
- Administration Office of the Public Services Administration Building, 500 Dedham Ave., Needham, MA 02492
- Duration
- 12 months
- Scope location
- Needham, MA
Questions about this IFB
How do I respond to this IFB from Town of Needham?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 25, 2025. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Administration Office of the Public Services Administration Building, 500 Dedham Ave., Needham, MA 02492. For questions, contact Ashley Ellis.
Can small businesses or minority-owned firms bid on this IFB?
Most government agencies, including Town of Needham in MA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the IFB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Ashley Ellis at (781) 455-7550. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest responsible and eligible bidder based upon total bid price for Year One" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Needham?
All active and historical solicitations from Town of Needham are tracked and searchable. As a city agency, Town of Needham regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this IFB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Bid Form A1: Filed Sub-Bid Sheet/Bid Form A2: General Bid Sheet, Bid Form B: Bidder Information Response form, Bid Form C: Authentication Form, Bid Form D: Certificate of Good Faith, Bid Form E: Certi. Review the full document from Town of Needham for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Needham, MA. Review the full solicitation for detailed scope requirements.