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Current Information For Bids (IFB) or Requests For Proposals (RFP) including deadlines, where and when plans and specifications are available, how to obtain bid documents and related information:
Where do I find Bid/Proposal Current Information?
Current information for bids/proposals including deadlines, where and when plans and specifications are available, how to obtain bid/proposal documents, pre-bid conferences and related information, and contact information for the appropriate person is listed in each public notice. In addition, questions or requests can be sent via email to firstname.lastname@example.org unless otherwise directed in the public notice. To receive information via email, you must provide:
- Contact person’s name, title
- Company name and address
- City/State/Zip Code
- Telephone, Fax number and email address
- If it is a construction bid requiring certification by DCAMM, name of category and whether you are a General Contractor (GC), Filed Sub Bidder or Non-filed Sub-Bidder
Many inquiries come to the City as the result of outside hosting services using incomplete information contained in the Central Register notice advertised through the Secretary of the Commonwealth of Massachusetts or a legal notice in the local newspaper.
As a convenience to potential bidders/proposers, the City in most instances is using an on-line hosting site, Projecgtdog which is listed as the contact in the public notice. As of the release date, this information is available 24 hours/7 days a week. Addenda notification is automated. Instructions for use of this site are as follows: “Go to www.Projectdog.com and click “Sign Up” for free set, or login to your existing account. Enter the project code number in the project locator box. Select “Acquire Documents” to download bid documents, review a hard copy at Projectdog’s physical location at 18 Graf Road, Suite 8, Newburyport, MA 01950, or request a free project CD. Questions regarding the website or project distribution should be directed to Projectdog at (978) 499-9014.”
When is a public procurement process required?
While submitted to change from time to time by the Commonwealth, current law requires a public procurement procedure for expenditures of supplies or services and construction projects estimated to cost $10,000 or more. Under $10,000, the City follows sound business practices which can include quotes from more than one source below that limit.
How to obtain bid/proposal results?
Do not call the day of the bid/proposal opening to request results. Results will be available via email the next business day or will be posted on Projectdog’s website if the on-line hosting was used for the bid/proposal process.
How can I contract with the City?
Advertising is per statutory requirements consisting of:
Goods and Services Bulletin or the Central Register depending upon procurement law and dollar value of the contract. Newspaper - Most notices are published in the Metro West Daily given the municipal discount advantage not less than 14 days prior to receipt of bids or proposals. City Clerk’s Bulletin board or Department Bulletin Board for DPW public works construction projects; MCDA-HA and MCDA. Optional: City’s website – Procurement Office or Departments.
Read the entire procurement package: You will not to make note of such things including, but not limited to, mandatory or special requirements such as: when DCAM certification is required (refer to Procurement Chart c.149), when MassDOT certification is required (refer to Procurement Chart c.30, 39M), performance and payment bond requirements (contract amounts $25,000 & above), insurance requirements as recommended by the City’s insurer for type of procurement, prevailing wage rates determined by the Commonwealth’s Department of Labor, Division of Occupational Safety (public construction projects and some maintenance projects affecting public buildings or land), submission of questions during the Question & Answer time period specified.
Note the Procurement Schedule: Every procurement process includes a time-table related to the procurement process being conducted. Bidders should ensure that they are aware of and meet any applicable due date requirements for submission of a quote, bid or proposal.
Attend the Bidder’s Conference/Meeting, if offered: Opportunity to hear an overview of the procurement, better understand what is being purchased or the required services and to clarify potential bidder’s questions. No matter whether you think the question is important or not, it should be asked. Generally, attendance is not mandatory but is strongly recommended.
Submit Questions: Most City procurements provide for a period during which questions can be submitted in writing about the procurement. These questions are answered and provided to all bidders on record as having received the procurement package.
Comply with Instructions: Be sure that your submission is packaged in the manner set forth in the procurement requirements. If prevailing wage rates are required, the City must obtain them and provide them to prospective bidders for the project.
Submit a Responsive Bid: Be sure that you have signed the quote, bid or proposal being submitted, provided all required bid deposits (if any), forms and/or certifications and do not deviate from the terms and conditions. Any exceptions should be raise during the Q&A period to allow the City to determine whether or not it will waive or amend any requirements specified by the procurement package.
Do Not Be Late: Late submission will be rejected and not accepted. Be sure to note all deadlines critical to bidders and the address of where to submit a quote, bid or proposal.
How can you make a request to purchase or seek abandonment of City-owned property or purchase an abutter’s lot?
Contact the Chief Procurement Officer via phone request to 508-460-3707, in person at City Hall, 140 Main Street – 3rd Floor or via email to email@example.com for either a Request to Purchase or Have City-Owned Property Abandoned form or Abutter Lots Request to Purchase Application form. The appropriate form will be determined based on value and/or use. All City-owned property made available for disposition is sold “as is”. The City makes no representations or warranties with respect to
suitability of any lot for any particular purpose, or as to the applicability or effect of any local, state, or Federal law. Selection of a proposal and sale of real property by the City pursuant to M.G.L. procedures do not ensure that zoning or other approval will be granted.