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The Town of Sudbury is soliciting sealed proposals from qualified contractors to furnish and install interior window shades at the Alan Flynn Building, located at 278 Old Sudbury Road, Sudbury, MA 01776. All work must adhere to the project scope of work and the specifications included in the bid package. Interested firms should ensure they meet the qualification standards and can demonstrate relevant experience on similar installations. This announcement outlines how to obtain the bidding materials, key dates for questions and meetings, submission instructions, and the criteria the town will use to evaluate offers.
Contractors should note that the Town will consider both technical qualifications and price when selecting a contractor. Evidence of past performance on comparable projects will be part of the review, and the contract will be awarded to the bidder judged to be the lowest responsible and eligible bidder. Bidders must keep their proposals valid and not withdraw them for a period of 30 days following the opening of bids, with Saturdays, Sundays and legal holidays excluded from that count. The town also retains the right to accept or reject bids or waive irregularities where permitted.
How to obtain project documents and deadlines
Complete project materials and full specifications will be available beginning after 12:00 PM on Thursday, April 9, 2026. To receive the documents, request them by emailing [email protected] or visit the Office of the Combined Director of Facilities at 275 Old Lancaster Road, Sudbury, MA. The package includes the detailed specifications, drawings if applicable, and the formal instructions for bidders. Reviewing these materials carefully is essential because they define the work, delivery expectations, and compliance requirements that contractors must meet in their proposals.
Pre-bid questions and mandatory meeting
A mandatory pre-bid conference is scheduled for Tuesday, April 21, 2026 at 10:00AM. Attendance at that session is required for prospective bidders; the event will cover the project scope, site details, and procedural requirements. All contractor questions must be submitted in writing no later than seven days before the bid due date, which is currently set for Friday, May 1, 2026 by 12:00 PM. Submitting questions on time ensures clarity in the solicitation and allows the town to issue any necessary addenda before proposals are due.
Submission instructions and delivery
Sealed bids will be accepted until 12:00 PM, Friday, May 1, 2026, at the Office of the Combined Facilities Director, 275 Old Lancaster Rd., Sudbury, MA 01776. Each proposal must be addressed to the Combined Facilities Director and delivered to the DPW Building at that address. Bids received after the posted time will be disqualified and not considered. Note that no electronic submissions will be accepted; the town requires physical, sealed envelopes to preserve the integrity of the competitive process and to comply with local procurement procedures.
Addressing and format reminders
When preparing a submission, clearly mark the envelope and include all required attachments called for in the specifications, such as references, proof of prior relevant work, insurance certificates, and any bid security if required. The town’s instructions will indicate whether a bid bond or other forms are necessary. Failure to follow the prescribed format or to include requested documentation may render a proposal nonresponsive. The Combined Facilities Director is the official recipient for all sealed bids.
Evaluation, contract award, and town rights
Proposals will be evaluated on bidder qualifications, documented past performance on similar projects, and the proposed price. The Town of Sudbury intends to award the contract to the bidder judged to be the lowest responsible and eligible bidder in accordance with town procurement rules. The town expressly reserves the right to waive informalities, accept or reject any or all bids in whole or in part, or take any other action deemed to be in the best interest of the town. These protections allow the town to manage the procurement in a manner that ensures public value and project success.
For document requests and procedural questions, email [email protected]. All bidders are responsible for monitoring addenda and attending the mandatory pre-bid conference. The Town of Sudbury administers this procurement through the Office of the Combined Director of Facilities. By authority of the town, Sandra R. Duran, Combined Director of Facilities, issues this solicitation and retains the administrative authority to manage the bid process and award.