Project Information

Bid Title

Independent Materials Testing & Inspection Services; 26BDC187D

Issuing Agency

Town of Needham

Location

Massachusetts

Published Date

Dec 8, 2025

Closing Date

Dec 22, 2025

Government Level

State & Local

Status

Closed

Ref. #

26BDC187D

Original Source

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Bid Documents

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Project Description

Bid Number:	26BDC187D
Bid Title:	Independent Materials Testing & Inspection Services; 26BDC187D
Category:	Bids for Architectural, Design and Engineering Services
Status:	Open

Description: LEGAL - NOTICE Town of Needham Request for Proposal (RFP) for Independent Materials Testing and Inspection Services Contract ID #26BDC187D Town-wide On-Call Services December 4, 2025 The Town of Needham requests proposals of qualified firms to provide Independent Materials Testing and Inspection Services for the multiple town-wide building and construction projects both new and existing on an on-going (on-call) basis under the direction of the Building Design and Construction Department.  The scope of services includes the following technical services: materials testing and inspection of construction materials, soils, compaction testing, sieve and proctor tests, aggregate, asphaltic concrete, cast-in-place concrete, reinforcing steel, shotcrete/Gunite, structural steel & welding, structural masonry, miscellaneous metal fabrication and steel decking, spray applied fire proofing, nondestructive testing, epoxy grouted dowels, anchors and hold-downs, roofing, building enclosure system testing including roofing, fenestration and façade assemblies, field testing of mock-up assemblies, moisture survey of completed roofing systems, thermal survey of completed façade assemblies, and related testing for LEED and energy code certifications. Copies of the Request for Proposal (RFP) will be available beginning Thursday, December 4, 2025 at the Office of the Permanent Public Building Committee: Building Design and Construction Department, located at the Public Services Administration Building, 500 Dedham Avenue, Needham, Massachusetts 02492 or by emailing a request to the attention of Kathryn Copley at For security reasons, you must enable JavaScript to view this E-mail address. or from the Town’s website www.needhamma.gov and will be available until the submission deadline. Responses must be submitted by no later than 2:00 P.M. on Monday, December 22, 2025 to the Town of Needham, Permanent Public Building Committee, 500 Dedham Avenue, Needham, MA 02492.  Proposals will not be opened publicly. Proposals must be submitted in accordance with the RFP. Proposals must be submitted in separately sealed packages marked “Technical Proposal” and “Unit Price Proposal” with the name and address of the Proposer and the words “Independent Testing & Inspections On-Call Services Proposal – Building Design and Construction Department : Town of Needham, Massachusetts”.  Fax transmissions will not be accepted. The Consultant fee for the identified services including all reimbursable expenses will be negotiated per assignment, based on established hourly rates and defined scoped of work. The total fee of the master contract will not exceed $300,000.00. The total amount of work based on assignments is not assured and the exact number of assignments is to be determined. The Town of Needham reserves the right to reject any or all qualifications and to accept any proposal that it considers to be in the best interests of the Town. The Consultant fee for the identified services including all reimbursable expenses will be negotiated per assignment based upon the unit price proposal. LATE BIDS WILL NOT BE ACCEPTED. The Town reserves the right to reject any and all proposals 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/ ). Publication Date/Time: 12/8/2025 12:00 AM Closing Date/Time: 12/22/2025 2:00 PM Contact Person: Kathryn Copley, Administrative Specialist; 781-455-7550; kcopley@needhamma.gov Related Documents: RFP Material Testing On-Call Services 2025 26BDC187D Final

Attachment Preview

TOWN OF NEEDHAM - Permanent Public Building Committee

Building Design and Construction Department (BDCD)

Materials Testing and Inspection On-Call Services RFP

Contract ID # 26BDC187D

December 4, 2025

LEGAL - NOTICE

Town of Needham

Request for Proposal (RFP) for Independent Materials Testing and Inspection Services

Contract ID #26BDC187D

Town-wide On-Call Services

The Town of Needham requests proposals from qualified firms to provide Independent Materials

Testing and Inspection Services for the multiple town-wide building and construction projects both new

and existing on an on-going (on-call) basis under the direction of the Building Design and Construction

Department. The scope of services includes the following technical services: materials testing and

inspection of construction materials, soils, compaction testing, sieve and proctor tests, aggregate, asphaltic

concrete, cast-in-place concrete, reinforcing steel, shotcrete/gunite, structural steel & welding, structural

masonry, miscellaneous metal fabrication and steel decking, spray applied fire proofing, nondestructive

testing, epoxy grouted dowels, anchors and hold-downs, roofing, building enclosure system testing

including roofing, fenestration and façade assemblies, field testing of mock-up assemblies, moisture

survey of completed roofing systems, thermal survey of completed façade assemblies, and related testing

for LEED and energy code certifications.

Copies of the Request for Proposal (RFP) will be available beginning Thursday, December 4, 2025 at

the Office of the Permanent Public Building Committee: Building Design and Construction Department,

located at the Public Services Administration Building, 500 Dedham Avenue, Needham, Massachusetts

02492 or by emailing a request to the attention of Kathryn Copley at kcopley@NeedhamMa.gov or from

the Town’s website www.needhamma.gov and will be available until the submission deadline.

Responses must be submitted by no later than 2:00 P.M. on Monday, December 22, 2025 to the Town of

Needham, Permanent Public Building Committee, 500 Dedham Avenue, Needham, MA 02492.

Proposals will not be opened publicly.

Proposals must be submitted in accordance with the RFP. Proposals must be submitted in separately

sealed packages marked “Technical Proposal” and “Unit Price Proposal” with the name and address of the

Proposer and the words “Independent Testing & Inspections On-Call Services Proposal – Building Design

and Construction Department: Town of Needham, Massachusetts”.

Fax transmissions will not be accepted.

The Consultant fee for the identified services including all reimbursable expenses will be negotiated per

assignment, based on established hourly rates and defined scope of work. The total fee of the master

contract will not exceed $300,000.00. The total amount of work based on assignments is not assured and

the exact number of assignments is to be determined. The Town of Needham reserves the right to reject

any or all qualifications and to accept any proposal that it considers to be in the best interests of the Town.

The Consultant fee for the identified services including all reimbursable expenses will be negotiated per

assignment based upon the unit price proposal. LATE BIDS WILL NOT BE ACCEPTED.

This legal notice is also posted on the Massachusetts Newspaper Publishers Association’s (MNPA)

website at (http://masspublicnotices.org/).

1

TOWN OF NEEDHAM - Permanent Public Building Committee

Building Design and Construction Department (BDCD)

Materials Testing and Inspection On-Call Services RFP

Contract ID # 26BDC187D

December 4, 2025

ACKNOWLEDGEMENT OF RECEIPT

Release Date

December 4, 2025

Qualifications Title

MATERIALS TESTING AND INSPECTION

ON-CALL SERVICES

ID Number

26BDC187D

Qualifications Due

2:00 PM Monday, December 22, 2025 at the PPBC Office, Public

Services Administration Building, 500 Dedham Ave, Needham, MA

02492

Please provide the requested information below as acknowledgment that you have received our

Request for Proposal (“RFP”) noted above. It is required that interested bidders complete this

acknowledgment and return via Fax to the Town of Needham, Attn: Kathryn Copley – c/o

Permanent Public Building Committee at (781) 453-2510 or by e-mail to

kcopley@NeedhamMa.gov or by U.S. mail. Only by doing this, will the Town be able to provide

notification of any addenda or answered questions relating to this RFP. Only those companies or

individuals shown on the Distribution Register will receive addenda to this RFP. By

completing and returning this acknowledgement, it will ensure you are recorded on the

Distribution Register. Qualifications 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

Notes:

* 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.

**Consultant acknowledges that documents related to this RFP will be found at: Town of Needham

bid page for RFP documents & Addenda (if any)

2

TOWN OF NEEDHAM - Permanent Public Building Committee

Building Design and Construction Department (BDCD)

Materials Testing and Inspection On-Call Services RFP

Contract ID # 26BDC187D

December 4, 2025

Town of Needham

Procurement Schedule

RFP ID # 26BDC187D

Primary Contact for this Procurement

Kathryn Copley

(Note new Address, Phone & Fax numbers) Telephone 781-455-7550 x 72314

Email: kcopley@NeedhamMa.gov

Event

Date

Details

Project Name

Materials Testing and Inspection Services

Consultant

Contract ID Number

Request for Proposal Starting:

Office of the PPBC, Public Services

(RFP) Available

Thursday,

Administration Building, 500 Dedham Avenue,

December 4, 2025 Needham, Massachusetts 02492 or by e-mail

request to Kathryn Copley, at

kcopley@NeedhamMa.gov or on-line at the

Town’s web site

http://www.needhamma.gov/bids.asp

Briefing Session

None

None

Deadline for Written

Questions

Addendums

2:00PM

Monday,

December 15, 2025

By Fax:

Attn. Kathryn Copley

By Email: kcopley@NeedhamMa.gov

Fax # 781-453-2510

Questions are to be clearly labeled as:

MATERIALS TESTING AND INSPECTION

ON-CALL SERVICES

If any changes are made to this RFP, an

addendum will be issued. Addenda will be

e-mailed to every individual on record

as receiving the RFP package AND A COPY

WILL BE POSTED ON THE Town’s web site. As

the RFP package is being made available through

the Town’s web site (www.needhamma.gov) it is

necessary for the perspective Bidder to return the

“ACKNOWLEDGEMENT OF

RECEIPT”

3

TOWN OF NEEDHAM - Permanent Public Building Committee

Building Design and Construction Department (BDCD)

Materials Testing and Inspection On-Call Services RFP

Contract ID # 26BDC187D

December 4, 2025

Town of Needham

Procurement Schedule

RFQ ID# 26BDC187D

Primary Contact for this Procurement

Kathryn Copley

(Note new Address, Phone & Fax numbers) Telephone 781-455-7550 x 72314

Email: kcopley@NeedhamMa.gov

Event

Date

Details

When and Where

Deadline: Monday, Town of Needham

Proposals are Due* December 22, 2025 Permanent Public Building Committee

at 2:00PM

Public Services Administrative Building

LATE BIDS WILL 500 Dedham Avenue

NOT

Needham, MA 02492

BE ACCEPTED Refer to How and Where to Submit Bids.

Bid Surety

Bid Surety is NOT required.

Requirement (Bid

Deposit)

Proposal Opening

Proposals will not be publicly opened. A register of

proposers received will be made available upon

request after Monday, December 22, 2025.

Notify all bidders of Monday, December

finalists selected for 29, 2025

interviews

(if required)

Finalist interviews

Monday, January 5,

(if required)

2026 (If required)

Contract Awarded ** The notice of intent Approval of the PPBC, Town Manager, and Town

to award will be Counsel is REQUIRED for execution of Contract

sent within five (5) and may extend beyond Notice of Award.

working days of the

interview

* Facsimile transmissions for written inquiries must be sent prior to the above date and time

deadlines. 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.

** 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 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.

End of Procurement Schedule

4

TOWN OF NEEDHAM - Permanent Public Building Committee

Building Design and Construction Department (BDCD)

Materials Testing and Inspection On-Call Services RFP

Contract ID # 26BDC187D

December 4, 2025

I. INTRODUCTION

The Town of Needham, acting through the Permanent Public Building Committee (PPBC) and Town

Manager, requests proposals from qualified firms to provide Independent Materials Testing and

Inspection Services for multiple town-wide building and construction projects both new and existing on

an on-going (on-call) basis under the direction of the Building Design and Construction Department.

The independent material testing and inspection services firm (Consultant) would provide the applicable

testing and inspection services with qualified personnel familiar with the specified testing requirements as

noted in this RFP and/or as directed by the BDCD/Owners Project Managers (OPM).

The Town of Needham currently has numerous town building projects in various phases of design and

construction. The Town’s portfolio of facilities includes (but is not limited to) schools, administrative

buildings, public works infrastructure, a public library, Town Hall, public safety facilities, Park and

Recreation facilities, Memorial Park Fieldhouse, and various Department of Public Works facilities.

Testing services may also be required to help verify on-going maintenance and repair projects identify

scope of future maintenance and capital projects and address emergency situations.

The selected firm(s) will provide their services under the direction of the Town of Needham’s Permanent

Public Building Committee (PPBC) and in coordination with the Building Design and Construction

Department, who is functioning as the Owner’s Project Manager (OPM) on new construction and repair

projects. The PPBC with the Town Manager are responsible for the design, construction, and renovation

of all public buildings in Needham.

II. BACKGROUND

The PPBC request for On-call Consultant Testing services for town-wide projects is intended to be a three-

year Master Agreement which establishes unit prices for that period. Separate Project Agreements and

purchase orders (PO’s) will be issued as needed by the Town for each capital, maintenance and/or repair

project. The selected firm shall coordinate with the OPM to review the specific Project Construction

Documents and Specifications for each project and provide an outline of Independent testing services for

each project which will be the basis for the Project Agreement and Purchase Order. The Consultant will

also review the construction schedule and perform timely independent inspections and tests in coordination

with the respective project scope and construction schedule.

New capital construction projects typically use on-line review and approval web sites. The selected

Independent Materials Testing and Inspection Services firm will be given access to the web-based review

service such as “Submittal Exchange” or “Procore” for all related Shop Drawing information and/or the

Contract Specifications as necessary to fully perform the required duties. The Consultant shall post and /or

email independent testing and inspection documents for review by the OPM, Designer and Contractor. Hard

copy originals will also be required for the project records.

At the start of each project the Consultant shall review the scope of the required testing, provide a not-to-

exceed (NTE) project budget based upon the rate schedule provided within the Consultant’s Price Proposal,

5

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541350Building Inspection Services
• NAICS 541380Testing Laboratories

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