Procurement Methods

Effective March 21, 2001, the City Council approved an amendment to City Ordinances to increase dollar thresholds for purchases in accordance with amendments in M.G.L.c.30B. The following changes to the purchases of supplies and services for the City of Cambridge are in effect as of today:

Purchases under $5000.00 - Sound Business practices. Sound business practices means calling several sources for pricing before placing an order to make sure the price is competitive. The Departments should monitor the $5000 threshold for purchases from an individual vendor closely. Repeat purchases from the same vendor that exceed the threshold in any given year are not allowed.

Purchases $5000.00 to $24,999.99 - 3 written signed quotes obtained by the Purchasing Department or with prior written approval from the Purchasing Department, Departments may obtain their own quotes. Departments should call the Purchasing Department at x4310 for authorization to obtain quotes and assistance in developing bids and quote sheets. A signed written contract will be executed by the Purchasing Department.

Purchases of $25,000 or more - A formal advertised competition using sealed bids or proposals obtained by the Purchasing Department and a signed written contract. Formal bids are posted on the City's web site and may be downloaded by vendors. Additionally the Purchasing Department maintains vendor lists and will notify vendors that the bid is available online on the City's website. Departments should also notify Purchasing of the names and addresses of suggested vendors that may not be in Purchasing's database.

Sole Source Procurement - Threshold increased to $25,000. Only the Purchasing Agent determines that there is only one practicable source. This will not be delegated to the Department level.