Purchasing Department

The Purchasing Department ensures that all purchases of goods and services for all municipal departments are made in accordance with state law and city ordinance, are open, fair, and competitive, and are obtained at the lowest possible cost.  The City has joined with neighboring cities and towns in entering into a number of supply collaborative contracts to achieve significant price reductions.  The City of Pittsfield is subject to M.G.L. Chapter 30B for goods and services, M.G.L. Chapter 30, § 39M for public works projects, and M.G.L. Chapter 149 for building projects.  Depending on the amount and/or estimated cost of items or services to be purchased, the Purchasing Department may solicit quotes or go through a sealed bid/proposal process.  In addition, the department is responsible for ensuring that the City’s specifications and contract terms and conditions are adhered to through contract administration.  The Department is responsible for keeping records of vendor performance.  The Purchasing Department implements and administers the purchasing policies and practices of the City.  The department is also responsible for the disposal of surplus City property through public sales.  All purchases/disposals are made in accordance with state law and City ordinance applicable to public purchasing.

 

Bidding Information

The City of Pittsfield Purchasing Department regularly posts Invitations for Bid (IFB) and Request for Proposals (RFP).  Specifications for Bids, Quotes & Proposals may be examined and obtained at the Purchasing Department, Room 102, 70 Allen Street, Pittsfield, MA 01201, between the hours of 8:30 AM and 4:00 PM.

 

Vendor Registration

The Purchasing Department maintains a listing of vendors interested in conducting business with the City. The prospective vendors must complete a Vendor Registration Form.  This form allows vendors to supply the information about their businesses by indicating categories of products, equipment and services they provide.  Acceptance and listing, however, does not guarantee that a vendor will be solicited and invited to bid on the commodities or services it supplies.

Receipt of Bids/Proposals

Bid and Proposal responses must be received by the date and time specified in the document.  It is the bidder’s responsibility to ensure there is sufficient time for the bid or proposal to be received by the due date and time. The Purchasing Department is not responsible for mail delays.  All submittals will be date/time stamped and stored until opening date.  Bids and proposals will be opened on the date and time specified in the document.  Bid openings are open to the public.

Please note:  The bidder must supply all information required by the bid or proposal document.  Failure to provide the required information may be cause for rejection of the bid or proposal as non-responsive.


Bid/Proposal Award

It is the policy of the Purchasing Department, in accordance with M.G.L. Chapter 30B, to issue bid awards to the lowest responsive and responsible bidder offering the lowest price in accordance with specifications.  It is also the policy of the Purchasing Department to issue proposal awards to the most advantageous proposal from a responsive and responsible proposer, taking into consideration price and evaluation criteria in accordance with specifications.  In determining such, consideration shall be given, but not limited to, the following criteria:

  • The ability, capacity, and skill of the bidder to provide goods or services required as stipulated in the specifications of the bid or proposal.
  • The capacity of the bidder to provide the goods or services promptly or within required time periods without delay or interference.
  • The quality of performance of previous contracts.
  • The financial resources and ability of the bidder to perform the contractual requirements.

Please note:  Vendors may not perform services or deliver goods without receiving a fully executed contract or purchase order from the City of Pittsfield.  In addition, work performed under a contract change order will not be paid unless the Purchasing Agent or representative delegate approves the contract change order.

 

Payment to Vendors

The receiving department or agency will evaluate the goods or services received/performed for vendor compliance with all terms and conditions of the contract.  Payment will not be made unless the department attests that quality goods and/or satisfactory performance were rendered.  It is the City’s policy to make payment within 30 days from the date of invoice.