Frequently Asked Questions

Subject to periodic changes 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 of Marlborough follows sound business practices.  Sound business practices is defined as "Ensuring the receipt of favorable prices by periodically soliciting price lists or quotes." For a summary of procurement thresholds and requirements for public procurement, click on the following link.   Office of the Inspector General Procurement Charts

Below is a brief summary:

• Less than $10,000 - Sound Business Practices
• $10,000 to $50,000 - Formal Quote Process ($100,000 for municipal or regional school districts - As of Nov. 25, 2022)
• $50,000 or more - Sealed Bid (IFB) or Proposal Process (RFP)

Current procurements requiring public notice are posted under the Current Bids Section of the Procurement Office website page. 

Notices 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 emailed to the Procurement Office unless otherwise directed in the public notice. 

Many inquiries come to the City as the result of outside hosting services using abbreviated notices in the Central Register, notices advertised through the Secretary of the Commonwealth of Massachusetts (Commbuys) or a newspaper legal notice -   Mass Public Notices.  Please reference the official bid or proposal documents for all information. 

As a convenience to potential bidders/proposers, the City of Marlborough utilizes an online hosting website for construction projects. Project Dog contact information is listed in the public notice. As of the release date, this information is available 24 hours/7 days a week. Addenda notification is automated. Instructions to obtain bid documents: "Go to the Project Dog website and select "Sign Up" for free set, or login to your existing account. Enter the project code number (from the public notice advertisement) in the project locator box. Select "Acquire Documents" to download bid documents; review a hard copy at Project Dog'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 Project Dog at 978-499-9014."

Do not call the day of the bid/proposal opening to request results. Summaries of construction bid results are generally posted on Project Dog’s website (if Project Dog hosting was used for the bid/proposal process). For other bids, review the closed bid section of the Procurement page for updates, or Contact the Procurement Office for other inquiries.  

• 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 must make note of such things including, but not limited to, mandatory or special requirements such as: when DCAMM 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 and 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 and Answer time period specified.
• Note the Procurement Schedule: Every procurement process includes a timetable 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 written questions may be submitted. 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 raised 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 submissions will be rejected and not accepted. Be sure to note all deadlines critical to bidders and the manner of submission for a quote, bid or proposal.