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Purchasing Division Bid Process

The Bid Process
Notices of invitations for sealed bids and proposals for commodities and services purchased are advertised once in the Legal Advertising section of The Herald News at least two weeks before bids/proposals due, and are publicly posted on the bulletin board outside Room 234, One Government Center, Fall River, MA 02722.

Contracts estimated to be $100,000 or more must be advertised in the Goods and Services Bulletin published by the Secretary of State’s Office at least two weeks before bids/proposals are due.   

Copies of all bids and proposals are available to interested parties by visiting Room 234, One Government Center, Fall River, MA 02722 between the hours of 9:00 a.m. and 5:00 p.m. until 11:00 a.m. of the Submission Date or by downloading at the respective Open Bids page, if available.  Please provide the business name, business address, phone number, fax number, bid number, bid opening date, and bid description.

It is the bidder’s responsibility to ensure there is sufficient time for the bid or proposal to be mailed and returned.  Purchasing cannot be held responsible for mail delays.

Receipt of Bids/Proposals
Bid and Proposal responses must be received by the date and time specified in the document.  All submittals will be date/time stamped and stored until opening date.  Bids and proposals will be opened in the bid opening room at the date and time specified in the document.  Openings are open to the public.

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 Division, in accordance with State procurement regulations, 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 Division 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 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.


Vendors may not perform services or deliver goods without receiving a fully executed contract or purchase order from the City of Fall River.  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 performed for vendor compliance with all terms and conditions of the agreement.  Payment will not be made unless the department attests that satisfactory performance was rendered.

Protests
Any bidder intending to protest an award is instructed to do so by submitting specific contentions in writing detailing the reasons for protest.  All submittals are to be directed to the Purchasing Agent.  The Purchasing Division will determine basis for protest and respond appropriately in writing.