PROCUREMENT CONTINUITY PLAN
COVID-19 RESPONSE

Municipal Facilities
including the purchasing department
are currently closed to the public

• Staff will be available during normal business hours by telephone and email. You are welcome to contact us using the directory to the right.
• We are not available for vendor visits or cold calls.
• Bid openings are postponed until April 1, 2020.
• Pre-solicitation meetings will be held via GoToMeetings.
• Interior pre-bid site visits/walkthroughs will not be held.
• Bid documents continue to be available under "Current Solicitations" tab when issued. Plan holders will be kept informed via email using the registered plan holder list.
• Please email us or call during normal business hours with any questions, concerns, or to address solicitation schedules. Staff will respond to inquiries as quickly as possible.

We appreciate your patience and understanding as we navigate this unprecedented event, and we are committed to continue providing services to the extent possible. Be safe and be well.

Introduction

The Purchasing Department is a centralized agency supporting and providing assistance to all City personnel to acquire goods, services, and contracts necessary to conduct City business. The primary goal of the Purchasing Department is to assure that City Department requirements are met in a cost effective and timely manner, and to receive quality goods, services, materials, and labor, while obtaining maximum competition whenever possible.

Responsibilities

Purchasing, under the supervision of the Chief Procurement Officer (CPO) oversees all procurement activities and related contract preparation. The Procurement Team monitors compliance with applicable procurement laws, prepares and executes contracts and purchase orders, and maintains records of vendor performance.

The Purchasing Department also oversees the City Print Shop which is committed to producing quality printed materials, in a cost effective manner, for use of City personnel and departments, and for distribution to residents, taxpayers, businesses and visitors to the City.

Connections

The City views the relationships with its vendors, suppliers, and contractors as a business partnership where all parties are expected to coordinate and combine talents, ideas and actions in order to produce superior results for the citizens and taxpayers of the City of Fitchburg.

Competition

The Procurement Team strives for open and fair competition, while maintaining goodwill with those interested in doing business with the City. It is our mission to be as transparent as possible, and to do business in a manner that preserves the public trust and is in the best interest of our residents and taxpayers.

PROCUREMENT PROCEDURES

THE FOLLOWING MASSACHUSETTS GENERAL LAWS REGULATE PROCUREMENT ACTIVITIES:

• c.30B - Supplies and Services, Real Property, Surplus Equipment
• c.30,39m - Public Works Construction
• c.149 - Building Construction
• c.7C, §§44-57 - Design Services

THE FOLLOWING THRESHOLDS DICTATE THE TYPE OF PROCUREMENT THAT OCCURS:

• Less than $10,000 - Sound Business Practices
• $10,000 to $50,000 - Formal Quote Process
• $50,000 or more - Sealed Bid (IFB) or Proposal Process (RFP)

The City may opt to employ a more restrictive and competitive process when it feels such a process is in the City’s best interest.