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Purchasing Policies and Procedures

The following are the City of Fall River’s purchasing policies and procedures related to city departments, construction and public building projects design services. The following procedures apply to the purchase of supplies and services subject to Massachusetts General Law Chapter 30B (Uniform Procurement) 
          
Purchases under $500 may be made by the head of any department or their authorized designee, using a MUNIS generated requisition with a detailed description of the purchase.

Purchases over $500 but less than $1000 may be made by the head of any department or their authorized designee, using a MUNIS generated requisition with a detailed description of the purchase and a listing (in the vendor/sourcing notes) of three telephone quotes with the vendor names, and the prices quoted. A department has the option of soliciting or sending the requisition to the Purchasing Agent for solicitation.

Purchases over $1,000 will require a MUNIS generated requisition from a city department with a detailed description and will be processed by the Superintendent of Schools.

Purchases that are over $500 and less than $5000 require a MUNIS generated requisition from a city department. The Purchasing Agent will solicit to three vendors by telephone. Purchase orders between $5,000 to $9,999 in addition to requiring the Purchasing Agent’s signature, require the signature of the Vendor, Corporation Counsel and the Mayor. For School Department purchases, the Superintendent of Schools signs as the Purchasing Agent.

Purchases between $5,000 and $24,999 are generated using a MUNIS requisition along with specifications (if applicable) will be processed by the Purchasing Agent (or Superintendent of Schools for the School Department) soliciting written quotations. Purchases in the amount of $10,000 or more require a formal contract and a Purchase Order. School Department contracts must be signed by the School Committee.

Purchases $25,000 or more require a sealed bid or sealed proposal process.
Specifications, a letter from the Department Head requesting the project to be advertised and referencing the approximate dollar value of the contract and the general ledger account the funds will be taken from. A MUNIS generated requisition will be required once a contract has been finalized.  The contract number must be referenced on the requistion.

Emergency Purchases
In cases of an emergency, the head of any department may, with the approval in writing of the Purchasing Agent or the Mayor, can purchase directly any supplies or contractual services essential to the health and safety of persons or property.

 

In the event the urgency of the situation makes it impossible to contact the Purchasing Agent or Mayor, the procurement may be made and approval requested as soon as possible.

Purchases made from Massachusetts Operational Service Division (OSD)

 

Statewide Contract

Purchases made from an OSD statewide contract will be processed using a purchase order regardless of the amount. Purchase Orders in the amount of $5,000 or more must be signed by the vendor, department head, corporation counsel and the Mayor. School Department purchases from OSD statewide contracts may be subject to School Committee signatures.

Purchases Related to Construction Chapter 30-39M 
Contracts for the construction, reconstruction, alteration, remodeling, and/or repair that do not include work on a building, generally fall into the category of public works projects and will be processed through the Purchasing Agent unless it is of an emergency nature.

Public Works (Non-Building) Construction
Any department head requesting bids subject to Chapter 30-39M must submit to the Purchasing Agent specifications describing the scope of work, along with a letter prior to advertising, requesting bids be solicited and a statement of what General Ledger Account the money will be taken from.

When the estimated amount is less than $10,000.00 written quotes are solicited. The attached pages will determine the procedures followed by the Purchasing Agent.

Purchases Related to Construction Chapter 149
Construction, reconstruction, installation, demolition, maintenance, or repair of a building will be processed through the Purchasing Agent unless it is of an emergency nature.

Any department head requesting bids subject to Chapter 149 must submit to the Purchasing Agent specifications describing the scope of work along with a letter prior to advertising, requesting bids be solicited and a statement of what General Ledger Account the money will be taken from.

Emergency purchases that require immediate procurement for the health and safety of persons or property may be made by the head of any department with the approval in writing of the Purchasing Agent or Mayo. When circumstances make this impossible then approval should be requested on the following business day. All Massachusetts State Laws will apply to emergency purchases.

Public Building Projects Design Services – M.G.L. C.7 s38A1/2-0
The City of Fall River will follow the state guidelines regarding contracts subject to M.G.L. C.7