The Purchasing Department implements and administers the purchasing policies and procedures of the City. The Purchasing Department ensures that all purchases are made in accordance with state procurement regulations and city ordinances; that they are open, fair and competitive, and that low cost and high quality standards are met. All goods and services for all municipal departments, including the schools, are purchased by this department.

Procurement Procedures

All procurement activity is regulated by Massachusetts General Laws and City Ordinances. The type of purchase and estimated value determine which law(s) apply in a particular purchase. The City of Gardner is subject to MGL Chapter 30B for goods and services, MGL Chapter 30, 39M for public works projects, and MGL Chapter 149 for building projects. The City of Gardner is also subject to the Massachusetts Prevailing Wage laws.

Chapter 30B limits are as follows:

• Up to $5000 - Sound Business Practices
  
• $5000 to less than $25000 - Quotation Process
  
• $25,000 and over - Sealed Bid/RFP Process

Chapter 30, 39M limits are as follows:

• Up to $10,000 - Sound Business Practices
  
• $10,000 and over - Sealed Bid Process

Chapter 149 limits are as follows:

• Up to $10,000 - Sound Business Practices
  
• $10,000 and over - Sealed Bid Process

General Purchases

When seeking prices below the bid/proposal limits, Gardner will use pricing which is considered fair and reasonable. The Purchasing Department will obtain pricing from vendors of its' choosing and will first attempt to solicit prices from vendors with whom the City has established a positive working relationship. Whenever possible, preference is given to Gardner based vendors.

Bid/Proposal Notification

Gardner advertises all bids in the Gardner News. Advertisements in the Central Register and Goods and Services Bulletin are placed according to statute. Both the Central Register and the Goods and Services Bulletin are published by the Secretary of State and are available in local public libraries.

To be placed on the vendor list, please mail a letter on company letterhead to the Purchasing Department indicating your area of interest. Vendors on the list will have appropriate bids/proposals mailed to them automatically.

Link to Central Register Website

Link to Goods and Services Website

Link to Prevailing Wage Website


Surplus Goods and Real Estate
The Purchasing Department administers the disposal of all surplus goods and the sale of City owned real estate.

When equipment is no longer needed it is declared available by the appropriate Council Committee and disposed of by auction or public notice of sale.

When the City Council and Mayor declare real estate to be surplus, it is sold/leased through a competitive process. The City may place certain restrictions on real estate to be sold/leased.