Project Information

Bid Title

Caretaker Agreement and Use of Larz Anderson Carriage House

Issuing Agency

Town of Brookline

Location

Massachusetts

Published Date

Nov 5, 2025

Closing Date

Dec 3, 2025

Government Level

State & Local

Status

Closed

Ref. #

P-26-05

Original Source

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Bid Documents

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Project Description

Bid Number:	P-26-05
Bid Title:	Caretaker Agreement and Use of Larz Anderson Carriage House
Category:	Purchasing
Status:	Open

Publication Date/Time: 11/5/2025 8:30 AM Closing Date/Time: 12/3/2025 2:00 PM Related Documents: P-26-05 Larz Anderson Carriage House

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TOWN OF BROOKLINE

Massachusetts

DEPARTMENT OF FINANCE

PURCHASING DIVISION

333 Washington Street

Brookline, MA 02445

617-730-2195

Fax: 617-264-6446

www.townofbrooklinemass.com

TOWN OF BROOKLINE / PURCHASING DIVISION

INVITATION TO BID OR REQUEST FOR PROPOSALS

Sealed bids/proposals for furnishing the following to the Town of Brookline, MA will be received at the

Town of Brookline, Town Hall, Purchasing Division 333 Washington St., 2nd Floor, Room 212, Brookline, MA

02445, until the time specified for the bid/proposal opening at which time bids will be opened publicly and

proposals in confidence, in accordance with provisions of M.G.L. c. 30B.

Item or Service

The Caretaker Agreement and Use of

Larz Anderson Carriage House

(Mailing address 15 Newton Street)

Department

Building

Reference

Number

P-26-05

Bid/Proposal Opening

Date and Time

Wednesday December 3,

2025 at 2:00 p.m.

Specifications and bid/proposal forms may be obtained at the Purchasing Division or by calling (617) 730-2195.

Bid/proposal forms may be downloaded at: http://www.brooklinema.gov/Bids.aspx

Bid/proposal shall be submitted on the form furnished and in sealed envelope, and marked on the outside with the

item title, reference number and bidder’s name. Contract awarded pursuant to the Invitation to Bid or Request for

Proposals will be subject to provisions of the Town of Brookline By-Laws Article 4.4 Fair Employment Practices

with regard to Contracts, relating to non-discrimination in employment, and Article 4.8 Living Wage By-Law,

relating to wages paid to employees. The Town reserves the right to accept any bid/proposal in whole or in any

part, and to reject any or all bids/proposals if it shall be deemed in the best interest of the Town to do so.

Richard M. Saville, Chief Procurement Officer

November 2025

TOWN OF BROOKLINE

Massachusetts

DEPARTMENT OF FINANCE

PURCHASING DIVISION

333 Washington Street

Brookline, MA 02445

617-730-2195

Fax: 617-264-6446

INSTRUCTIONS TO PROPOSERS

RICHARD M. SAVILLE

Chief Procurement Officer

Procurement Officer

1. REQUEST FOR PROPOSAL, which is enclosed herewith, is an integral part of these

instructions.

2. BID (VENDOR) LISTS. Vendors who wish to remain on the active bid list must either submit

a proposal or a letter of explanation as to the reason for not submitting same, no later than the

official PROPOSAL OPENING.

3. MARKING ENVELOPS. The Proposal must be filled out on the form(s) prescribed and

enclosed in sealed envelopes which shall be marked on the outside with the word "TECHNICAL

PROPOSAL” or “PRICE PROPOSAL", the Proposal Title, Proposal Reference Number, and the

name and address of the proposer.

4. SAMPLE. The Chief Procurement Officer may require the submission of samples either before

or after the award of a contract, at no charge to the Town, in order to ascertain whether or not a

product will be suitable for the purpose for which it is intended. If it is specifically stated elsewhere

in the proposal documents that samples are required, full size samples must be submitted not later

than the official PROPOSAL OPENING. Failure to submit said samples may be regarded as a

basis for rejecting a proposal. Samples may be impounded until satisfactory completion of a

contract. Otherwise, the bidder must call for all samples within (30) days of the award of contracts

or said samples will be presumed abandoned and the Chief Procurement Officer will dispose of

them as he sees fit.

5. TAXES. Purchases by the Town of Brookline are exempt from federal, state or municipal sales

and/or excise taxes.

6. PRICE PROPOSAL FORM. The proposal price(s) must be typewritten in or written in ink

in the space(s) provided on the official PRICE PROPOSAL FORM. In the event of a discrepancy

between the unit price and the extension, the unit price will govern. Proposal prices shall

encompass everything necessary for furnishing the item(s) specified in, and in accordance with the

specifications, including proper packing and the cost of delivery.

INSTRUCTIONS TO PROPOSERS - Page 2.

7. CASH TERMS. Discounts for prompt payment will be considered when making awards.

Minimum time for discount consideration is twenty (20) days.

8. PROPOSAL DOCUMENTS. The proposer is to familiarize himself thoroughly with all the

documents enumerated herewith, as it is conclusively understood that all proposals are based upon

full compliance with the various provisions contained in said documents. The documents

comprising the proposal consist of (a) Request for Proposal (b) Article XXIX of the Town of

Brookline By-Laws relating to non-discrimination in employment (c) Instructions to Proposers (d)

General Conditions (e) Special Conditions (if any) (f) Specifications, and (g) Price Proposal Form.

The same documents will be incorporated into the contract documents. One set of the Request for

Proposal is given to each proposer. A complete, original set of documents is to be returned,

properly signed and executed. A copy of the documents submitted should be kept for the

proposer's file.

9. MINORITY BUSINESS ENTERPRISE PROGRAM. Minority and women owned business

enterprises are encouraged to submit bids and will be given every opportunity to participate in

Town of Brookline contracts.

10. NOTICE CONCERNING UNEXPECTED CLOSURES: If, at the time of the scheduled

proposal opening, Town Hall is closed due to inclement weather or other unforeseeable events, the

proposal opening will be postponed until 2:00 PM on the next normal business day. Proposals will

be accepted until that date and time

The Town of Brookline does not discriminate on the basis of disability in admission to, access

to, or operation of its programs, services, or activities. Individuals, whom are in need of

auxiliary aids for effective communication in Town programs and services, may make their

needs known to Robert Sneirson, at (617) 730-2328. Those who need effective

communication services should dial 711 and ask the operator to dial the relevant Town

Department.

TOWN OF BROOKLINE

Massachusetts

DEPARTMENT OF FINANCE

PURCHASING DIVISION

333 Washington Street

Brookline, MA 02445

617-730-2195

Fax: 617-264-6446

GENERAL CONDITIONS

RICHARD M. SAVILLE

Chief Procurement Officer

Procurement Officer

1. AWARD DATE. Award will be made within forty-five (45) days after the BID OPENING

unless otherwise stated in the specifications or the time for award is extended by mutual consent

of all parties concerned.

2. EQUIVALENTS. Where in the specifications, one certain kind, type, catalog number, brand

or manufacturer of material is named, it shall be regarded as the required standard of quality.

Where two or more are named, these are presumed to be equal and the contractor may select one

of the items. If the bidder proposes to offer substitute items as an equal to those named in the

specifications, he shall so indicate on the BID FORM the kind, type, catalog number, brand, or

manufacturer of material that is offered as an equal, and shall submit data sheets and/or catalog

cuts and otherwise describe wherein it differs from the base specifications in similar detail as the

description of the component parts of the specified items. Substituted items must be capable of

performing all the functions and/or operational features described or indicated in the specifications.

Failure to indicate the description of any substitute item on the Bid Form will be interpreted to

conclude that the bidder will furnish the specified item.

3. DELIVERIES. The contractor shall pay all freight and delivery charges. Unless otherwise

stated, items must be delivered within forty-five (45) days of the notice of award. All deliveries

must be made inside the building and to the appropriate storeroom as designated by the custodian.

Sidewalk or tailgate deliveries will not be accepted. Town personnel are not required to assist in

the deliveries and contractors are cautioned to notify their shippers that adequate assistance must

be provided at the point of delivery. All items of furniture must be delivered inside the building,

in place, set up ready for use. Deliveries are to be made between 8:30 A.M. and 4:00 P.M., Monday

through Thursday, except on holidays. Friday deliveries shall be made between 8:30 A.M. and

12:00 Noon. All damaged items, or items which do not comply with specifications will not be

accepted and title therefore will not vest to the Town of Brookline until such items are accepted

by the receiving department. The contractor must replace, without further cost to the Town of

Brookline, such damaged or non-complying items before payment will be made.

GENERAL CONDITIONS - PAGE 2

4. LABELING. All packages, cartons, or other containers must be clearly marked with (a)

building and room designation; (b) description of contents or item number from specifications; (c)

quantity; (d) Town of Brookline's purchase order number; and (e) Vendor's name and order

number.

5. GUARANTEES. Unless otherwise stipulated in the specifications, furniture, equipment, and

similar durable items shall be guaranteed by the contractor for a period of not less than one year

from the date of acceptance by the receiving department. In addition, the manufacturer's guarantee

shall be furnished. Any items provided under this contract which are or become defective during

the guarantee period shall be replaced by the contractor free of charge with the understanding that

all replacements shall carry the same guarantee as the original equipment. The contractor shall

make any such replacement immediately upon receiving notice from the Chief Procurement

Officer.

6. RIGHT TO KNOW. Any vendor who receives an order or orders resulting from this invitation

agrees to submit a Material Safety Data Sheet (MSDS) for each toxic or hazardous substance or

mixture containing such substance, pursuant to M.G.L. C111F SS8, 9 and 10 and the regulations

contained in 441 CMR SS21.06 when deliveries are made. The vendor agrees to deliver all

containers properly labeled pursuant to M.G.L. C111F S7 and the regulations contained in 441

CMR S21.05. Failure to submit an MSDS and/or label on each container will place the vendor in

noncompliance with the contract. Failure to furnish MSDSs and/or labels on each container may

result in civil or criminal penalties, including bid debarment and action to prevent the vendor from

selling said substances, or mixtures containing such substances within the Commonwealth. All

vendors furnishing substances or mixtures subject to Chapter 111F of M.G.L. are cautioned to

obtain and read the law and rules and regulations referenced above.

FAILURE TO COMPLY WITH THESE REQUIREMENTS COULD RESULT IN THE

CANCELLATION OF YOUR CONTRACT.

Commodity Codes

• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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