[Amended 12-7-2010]
[1]
Editor's Note: Included as an attachment to this chapter are documents required for procurements, such as Notice to Bidders, General Specifications for Supplies and Services, Detailed Specifications for (Supply/Service Item), Bid Sheet, Certificate of Noncollusion, State Taxes Certification Clause, and Agreement Between Contractor and Owner.
It is the policy of the Town of Barnstable to procure goods and services that help the organization deliver quality, competitively priced services to the citizens and visitors of Barnstable. This set of procurement policies and procedures is intended to minimize risks and realize efficiencies by way of superior management consistent with the Commonwealth of Massachusetts Chapter 30B of the General Laws: Uniform Procurement Act; Chapter 30, § 39M; and Chapter 149, §§ 44A through 44M. The Town of Barnstable's management of procurement will be conducted with the primary objectives of purchasing competitively priced, quality goods and/or services in quantities necessary to accomplish service delivery objectives. The Town of Barnstable recognizes that the use of taxpayer funds deserves the greatest care in procuring goods and services which enable the Town to attain its objectives in a cost-effective manner.
A. 
Purpose. The underlying purposes of this policy are:
(1) 
To foster effective broad-based competition within the marketplace;
(2) 
To simplify, clarify, and modernize the law governing procurement by the Town of Barnstable;
(3) 
To permit the continued development of procurement policies and practices;
(4) 
To make the procurement policies consistent with Chapter 30B of Massachusetts General Laws, Uniform Procurement Act; Chapter 30, § 39M; Chapter 149, §§ 44A through 44M; Chapter 7, § 8, State Designer Selection Board Law, and other applicable laws;
(5) 
To provide for increased public confidence in the procedures followed in public procurement;
(6) 
To ensure the fair and equitable treatment of all persons who interact with the procurement system of the Town of Barnstable;
(7) 
To ensure compliance with Minority Business Enterprise/Women Business Enterprise purchasing goals, as well as compliance with the Town's Contract Compliance/MBE Work Plan;
(8) 
To provide increased economy in procurement activities and to maximize to the fullest extent practicable the purchasing value of public funds of the Town of Barnstable; and
(9) 
To provide safeguards for the maintenance of a procurement system of quality and integrity.
B. 
Supplementary general principles of law applicable. Unless displaced by the particular provision of the Town Charter, ordinances, and Administrative Code, the principles of law and equity, and law relative to capacity to contract, agency, fraud, misinterpretation, duress, coercion, mistake, or bankruptcy shall supplement the provision of this policy.
This policy requires all parties involved in the negotiation, performance, or administration of Barnstable contracts to act in good faith.
A. 
General application. This policy applies only to contracts solicited or entered into after the effective date of this policy unless the parties agree to its application to a contract solicited or entered into prior to the effective date.
B. 
Application of this policy to expenditures. This policy applies to expenditures of all public funds, including federal and state assistance monies, except acting through a governmental body as defined in this policy, under any contract, except that this policy applies to either grants or contracts with other governments, except as provided in § 401-143, Intergovernmental relations. This policy does not prevent the Town from complying with the terms and conditions of any grant, gift, bequest, or cooperative agreement.
This policy becomes effective on June 30, 1993.
Written determination required by this policy shall be retained in the appropriate official contract file of the Chief Procurement Officer.
A. 
The words defined in this section have the meanings set forth below whenever they appear in this policy:
ASSISTANT PROCUREMENT OFFICER
Any person duly authorized by the Chief Procurement Officer to exercise certain procurement responsibilities and make written determinations with respect thereto pursuant to this policy and further pursuant to and in accordance with Massachusetts General Laws, Chapter 30B, Chapter 30, Section 39M, and Chapter 149. The term also includes an authorized representative acting within the limits of authority.
AWARDING AUTHORITY
The Town Manager, Airport Commission and/or School Committee of the Town of Barnstable, or their duly authorized procurement officers.
CHANGE ORDER
A written order approved and signed by the awarding authority, directing the contractor to make changes which the changes clause of the contract authorizes the awarding authority to order without the consent of the contractor.
CHIEF PROCUREMENT OFFICER
The person holding the position created in § 401-110, Appointment, tenure, and removal of Chief Procurement Officer, as manager of the central procurement function of the Town, and possessing all the authorities vested in chief procurement officers generally and specifically under MGL c. 30B, § 39M, or Chapter 149.
CONSTRUCTION
The process of building, altering, repairing, improving, or demolishing any public structure or building, or other public improvements of any kind to any public real property. It does not include the routine operation, routine repair, or routine maintenance of existing structures, buildings, or real property.
CONTRACT
All types of Town agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, or construction.
CONTRACT MODIFICATIONS
Any written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual action of the parties to the contract.
CONTRACTOR
Any person having a contract with the Town of Barnstable.
GRANT
The furnishing by the Town of Barnstable, whether financial or otherwise, to any person to support a program authorized by law of money or anything of value. It does not include an award whose primary purpose is to procure an end product, whether in the form of supplies, services, or construction; a contract resulting from such an award is not a grant but a procurement contract.
IFB
The acronym for "invitation for bid" and means all documents, whether attached or incorporated by reference, utilized for soliciting bids.
LPA
The acronym for "limited purchase allowance."
PURCHASE ORDER
A contractual commitment by a using agency to encumber funds for future use with the purpose of procurement of goods or services. Also referred to as a "PO."
PURCHASING AGENCY
Any department other than the awarding authority which is authorized by this policy or its implementing regulations, or by way of delegation from the awarding authority, to enter into contracts.
PURCHASING AGENT
The Town Manager, or his or her designee, who is authorized and responsible for the procurement of supplies and services for the Town.
SUPPLIES
All property, including but not limited to equipment, materials, printing, insurance, and leases of real property, excluding land or a permanent interest in land.
TOWN
The Town of Barnstable, Massachusetts.
USING AGENCY
Any governmental body of the Town which utilizes any supplies, services, or construction procured under this policy.
VENDOR
Any person or company that sells goods or services to the Town.
B. 
Other definitions of terms can be found in the Model Procurement Code for State and Local Governments (1987) published by the American Bar Association.
Procurement information is public information except as provided in the Massachusetts General Laws and Section 8-9, Open Meeting of the Voters, of the Town Charter and shall be available to the public as provided in these statutes and ordinances.
The Town Manager shall appoint the chief procurement officer, pursuant to this policy and consistent with Massachusetts General Laws, Chapter 30B. The Chief Procurement Officer shall be any person with demonstrated executive and organizational ability. The Chief Procurement Officer shall be a full-time employee of the Town and serve at the pleasure of the Town Manager.
A. 
Principal procurement officer of the Town. The Chief Procurement Officer (CPO) shall serve as the central procurement officer of the Town of Barnstable, exercising those authorities and responsibilities vested in chief procurement officers pursuant to Massachusetts General Laws, Chapter 30B. The CPO shall ensure compliance of all aspects of Town purchasing, by Assistant Procurement Officers, as well as compliance with this policy by all departments of the Town.
B. 
Promulgation of operational procedures. Consistent with the provisions of this policy, the Chief Procurement Officer may adopt operational procedures governing the internal functions of procurement.
C. 
Duties. Except as otherwise specifically provided in this policy, the Chief Procurement Officer shall:
(1) 
Supervise the procurement, leasing, renting, and sale of all supplies, services, and construction needed by the Town;
(2) 
Exercise general supervision and control over all inventories of supplies belonging to the Town;
(3) 
Recommend to the awarding agency the sale, trade, or disposition of surplus supplies belonging to the Town; and
(4) 
Establish and maintain programs for the inspection, testing, and acceptance of supplies, services, and construction.
(5) 
Sign all contracts to certify compliance with all Massachusetts General Laws Chapter 30B requirements.
The Chief Procurement Officer, with the approval of the Town Manager, may delegate authority to designees or to any department, agency, or official.
In respect to all departments under the jurisdiction of the Town Manager, all rights, powers, duties, and authority relating to the procurement of supplies, services, and construction, and the management, control, warehousing, sale, and disposal of supplies, services, and construction now vested in, or exercised by, any Town governmental body are transferred to the Chief Procurement Officer, as provided in this policy.
A. 
General authority. For the purpose of procuring the services of medical, legal, and financial services, only the specified departments may act as purchasing agency and contract on its own behalf for these services. The purchasing agency should consult with the Chief Procurement Officer or a designee of such officer when procuring such services.
B. 
Approval of contract for legal services. No contract for the services of legal counsel may be awarded without the approval of the Town Attorney and the Town Manager.
C. 
Approval of contract for financial services. No contract for the services of financial counsel may be awarded without the approval of the Director of Finance.
The Town Attorney or his/her designee shall serve as legal counsel and provide necessary legal services to the Chief Procurement Officer, including but not limited to approval of contracts for goods and services as to form and monitoring compliance of contract agreements with relevant laws.
The four most commonly used references for municipal procurement are MGL c. 7, § 38; MGL c. 30B; MGL c. § 39M; and MGL c. 149, §§ 44A through 44M. Procurements of various types shall be governed by these Massachusetts General Laws.
A. 
Methods of source selection. Unless otherwise authorized by law, all Town contracts shall be awarded by competitive sealed bidding, pursuant to § 401-118, Competitive sealed bidding for supplies and services for bid values over $10,000, except as provided in:
(1) 
Section 401-119, Competitive sealed and selection proposals for bid values over $10,000;
(2) 
Section 401-120, Small purchases (contracts under $10,000);
(3) 
Section 401-121, Sole source procurements;
(4) 
Section 401-122, Emergency procurements; and
(5) 
Section 401-138, Acquiring real property.
B. 
These procurement procedures can also be used for the purchase of construction materials up to $25,000.
A. 
Conditions for use. Contracts shall be awarded by competitive bidding except as otherwise provided in § 401-117, Source selection and contract formation.
B. 
Invitation for bids. An invitation for bid (IFB) shall be issued and shall include a purchase description, all contractual terms and conditions applicable to the procurement, and set minimum requirements for bidders.
C. 
Public notice. Adequate public notice of the IFB shall be given a reasonable time prior to the date set for the opening of bids. The minimum amount of time is two weeks before bids are due. Such notice shall include publication in a newspaper of general circulation a reasonable time prior to bid opening. If the contract value will be $100,000 or more, the Town must also publish in the Goods and Services Bulletin published by the Office of the State Secretary (Regulations Division, Room 2A, One Ashburton Place, Boston, MA 02108). Consistent with MGL c. 30, § 39M, the notice for the purchase of construction materials, public works projects, and building projects with a value more than $25,000 shall also be published in a newspaper of general circulation, and the Central Register. The public notice should include:
(1) 
A statement of where, when, and for how long bids may be obtained;
(2) 
A description of the supply or service;
(3) 
A notice that the Town reserves the right to reject any or all bids; and
(4) 
The identification of any board, committee, commission or other body which must approve the award.
D. 
Bid opening. Bids shall be opened publicly in the presence of one or more witnesses at the time and place designated in the IFB. The amount of each bid, and such other relevant information as may be specified by regulation, together with the name of each bidder, shall be recorded; the record and each bid shall be open to public inspection.
E. 
Bid acceptance and bid evaluation. Bids shall be unconditionally accepted without alteration or correction, except as allowed in this policy. Bids shall be evaluated based on the requirement set forth in the IFB, which may include criteria to determine acceptability, such as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs, and total or life cycle costs. The IFB shall set forth the evaluation criteria to be used. No criteria may be used in bid evaluation that are not set forth in the IFB.
F. 
Correction or withdrawal of bids. Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts based on such bid mistakes, shall be permitted in accordance with regulation promulgated by the Chief Procurement Officer. Correction or modifications must also be sealed when submitted. A bidder who wishes to withdraw his/her bid must do so in writing before the bid opening. After bid opening no changes in bid prices or other provision of bids shall be permitted.
G. 
Award. The contract shall be awarded with reasonable promptness by written notice to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the IFB. The following approval procedures must be followed for award:
(1) 
Procurements under $10,000. The purchase order, made out to the desired vendor, shall be forwarded to the manager of the purchasing agency for acceptance of the quote and signing of the purchase order. The signed forms must be returned to and kept on file in the purchasing agency.
(2) 
Procurements of $10,000 or more. Prior to issuance of the IFB or RFP, all associated documentation, including the public notice, shall be forwarded to the department purchasing officer for review and forwarding to the CPO for approval prior to release. The bids received in response to an IFB shall be opened in the presence of at least an Assistant (or department) Procurement Officer. The head of the purchasing agency shall then evaluate the bids and provide the Assistant Procurement Officer with a recommendation for award. The Assistant Procurement Officer shall then forward it to the Chief Procurement Officer for his/her review and approval of the notice of award. All contracts shall be signed by the Chief Procurement Officer.
H. 
Contract execution. Following notification of the award to the successful bidder, the Town must execute a written contract containing all the terms and conditions stated in the bid proposal.
I. 
Recordkeeping. A file of written documents required by Massachusetts General Laws Chapter 30B must be maintained for a period of six years from the date of final payment of the contract. These documents should include:
(1) 
Invitation for bids, including any amendments;
(2) 
Justification, if any, for use of proprietary specification;
(3) 
Public notice and advertisement;
(4) 
Goods and Services Bulletin notice, if different from the advertisement;
(5) 
Record of the bid opening;
(6) 
All bids received, including the certified statement of each bidder that the bid was made in good faith;
(7) 
Any bid corrections, modifications, withdrawals, and notices of bid corrections, etc.;
(8) 
Any notice of bid rejections or cancellation;
(9) 
Notice of award; and
(10) 
The executed contract.
A. 
Conditions for use. If the Chief Procurement Officer, the head of a purchasing agency, or a designee of either officer above the level of Assistant Procurement Officer determines in writing that the use of competitive sealed bidding is either not practicable or not advantageous to the Town, a contract may be entered into by sealed proposals. The Chief Procurement Officer may decide that it is either not practical nor advantageous to the Town to procure specified types of supplies, services, or construction by competitive sealed bidding.
B. 
Request for proposals. Proposals shall be solicited through a request for proposals (RFP).
C. 
Proposal requirements. The RFP should state the requirement for bid bonds, certifications, transmittal letters, warranty information, insurance information, references, etc. The proposer must submit separate price and nonprice (or technical) proposals. A proposal which fails to meet the submission requirements should be considered nonresponsive.
D. 
Public notice. Adequate public notice of the RFP shall be given in the same manner as provided in § 401-118C, Public notice.
E. 
Receipt of proposals. Proposals shall be opened so as to avoid disclosure of contents to competing offerers during the process of negotiations. A register of proposals shall be prepared, in accordance with regulations promulgated by the Chief Procurement Officer, and shall be open for public inspection after contract award.
F. 
Evaluation factors. The RFP shall state the relative importance of the evaluation factors.
G. 
RFP distribution. The RFP must be made available on an equal basis to all who request a copy. A record should be kept of who received the documents.
H. 
Designation of individuals responsible for evaluation. The Chief Procurement Officer shall select one or more individuals responsible for evaluating the nonprice, or technical, proposals.
I. 
Discussion with responsible offerers and revisions to proposals. As provided in the RFP, and under regulation promulgated by the Chief Procurement Officer, discussions may be conducted with responsible bidders who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Offerers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revision may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no discussion of price nor disclosure of any information derived from proposals submitted by competing bidders.
J. 
Negotiation. The contract may be conditioned on successful negotiation of revisions to the plan of service identified by the evaluators during the proposal evaluation phase of the process. Only the plan of services is subject to negotiation.
K. 
Award. Award shall be made to the responsible offerer whose proposal is determined in writing to be the most advantageous to the Town, taking into consideration price and the evaluation factors set forth in the RFP. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made. A written explanation must be prepared if the proposal with the lowest price is not selected.
L. 
Multistep sealed bids. When it is deemed impractical to initially prepare a purchase description to support an award based on price, an invitation for bids may be issued requesting the submission of unpriced offers to be followed by an IFB limited to those bidders whose offers have been qualified under the criteria set forth in the first solicitation.
M. 
Execution and recordkeeping. Execution of the RFP and recordkeeping shall be the same as stated in § 401-118H and I.
Any procurement not exceeding the amount established by regulation may be made in accordance with small purchase procedures promulgated by the Chief Procurement Officer; provided, however, that procurement requirements shall not be artificially divided so as to constitute a small purchase under this section.
A. 
Procurements of $1,000 to $10,000. Procurements between $1,000 and $10,000 in value must be made by seeking telephone or written quotes from at least three prospective suppliers. The contract must be awarded to the lowest responsible and responsive bidder/offerer.
B. 
Procurements of less than $1,000. Procurements of less than $1,000 should be based on sound business practice. The law does not require competition for these small purchases, but it is encouraged. In addition, some basis for determining that supplies and services are being purchased at reasonable prices should exist.
A contract with a value under $10,000 may be awarded for a supply, service, or construction item without competition when, under regulations promulgated by the Chief Procurement Officer, the manager of a purchasing agency, or a designee of either officer above the level of the Procurement Officer, determines in writing that there is only one source for the required supply, service, or construction item.
Notwithstanding any other provision of this policy, the Chief Procurement Officer, the manager of a purchasing agency, or a designee of either officer, may make or authorize others to make emergency procurements when there exists a threat to public health, welfare, or safety under emergency conditions as defined in regulations promulgated by the Chief Procurement Officer, provided that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. The record of an emergency procurement must be submitted as soon as possible to the Goods and Services Bulletin for publication.
An invitation for bid, a request for proposal, or other solicitation may be canceled, or any or all bids or proposals may be rejected in whole or in part as may be specified in the solicitation, when it is in the best interests of the Town in accordance with regulations promulgated by the Chief Purchasing Officer. The reasons therefor shall be made part of the contract file.
A. 
Determination of nonresponsibility. A written determination of nonresponsibility of a bidder or offerer shall be made in accordance with regulations promulgated by the Chief Procurement Officer. The unreasonable failure of a bidder or offerer to promptly supply information in connection with an inquiry with respect to responsibility may be grounds for a determination of nonresponsibility with respect to such bidder or offerer.
B. 
Right of nondisclosure. Information furnished by a bidder or offerer pursuant to this section shall not be disclosed outside of the office of the Chief Procurement Officer or the purchasing agency without prior written consent by the bidder or offerer.
Prospective suppliers may be prequalified for particular types of supplies, services, and construction based on historical performance and financial standing. Solicitation mailing lists of potential contractors shall include but shall not be limited to such prequalified suppliers.
More specific requirements can be found in MGL c. 30, § 39M, and MGL c. 149, §§ 44A through 44H.
A. 
Requirement for security.
(1) 
Bid security may be required for competitive sealed bidding, and is required for construction/building contracts. Bid security shall be a bond provided by a surety company authorized to do business in Massachusetts, or the equivalent in cash, or otherwise supplied in a form satisfactory to the Town.
(2) 
Performance security is required on building projects.
(3) 
Payment security is required on all public works and building projects.
B. 
Amount of bid security.
(1) 
Bid security shall be in an amount equal to at least 5% of the bid price for construction contracts as required by MGL c. 30, § 39M, and MGL c. 149, §§ 44A through 44H. Requirements for other types of contracts should be similar.
(2) 
Performance security shall be equal to 100% of the contract price for building projects.
(3) 
Payment security shall be equal to 50% of the contract price for public works projects, and equal to 100% of the contract price on all building projects.
C. 
Rejection of bids for noncompliance with bid security requirements. When the invitation for bids requires security, noncompliance requires that the bid be rejected unless it is determined that the bid fails to comply in a nonsubstantial manner with the security requirements.
After the bids are opened, they shall be irrevocable for the period specified in the invitation for bids, except as provided in § 401-118F, Correction or withdrawal of bids. If a bidder is permitted to withdraw its bid before award, no action shall be had against the bidder or the bid security.
Subject to the limitations of this section, any type of contract which will promote the best interests of the Town may be used, provided that the use of a cost-plus-a-percentage-of-cost contract is prohibited. A cost-reimbursement contract may be used only when a determination is made in writing that such contract is likely to be less costly to the Town than any other type or that it is impractical to obtain the supplies, services, or construction required except under such a contract.
Except with respect to firm fixed-price contracts, no contract type shall be used unless it has been determined in writing by the Chief Procurement Officer, the manager of a purchasing agency, or a designee of either officer, that:
A. 
The proposed contractor's accounting system will permit timely development of all necessary cost data in the form required by the specific contract type contemplated; and
B. 
The proposed contract's accounting system is adequate to allocate costs in accordance with generally accepted accounting principles.
A. 
Specified period. Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the Town, provided that the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the first fiscal period at the time of contracting. Payment and performance obligations for succeeding fiscal periods shall be subject to the availability and appropriation of funds therefor. Any contract in excess of three years including any renewal, extension, or option provision must be authorized by the Town Council prior to the solicitation for bids or proposals.
B. 
Determination prior to use. Prior to the utilization of a multi-term contract, it shall be determined in writing:
(1) 
That estimated requirements cover the period of the contract and are reasonably firm and continuing; and
(2) 
That such a contract will serve the best interest of the Town by encouraging effective competition or otherwise promoting economies in Town procurement.
C. 
Cancellation due to unavailability of funds in succeeding fiscal periods. When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be canceled and the contractor shall be reimbursed for the reasonable value of any nonrecurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. The cost of cancellation may be paid from any appropriations available for such purposes.
The Town may, at reasonable times, inspect the part of the plant or place of business of a contractor or any subcontractor which is related to the performance of any contract awarded or to be awarded by the Town.
A. 
Audit of cost or pricing data. The Town may, at reasonable times and places, audit the books and records of any person who has submitted cost or pricing data, to the extent that such books and records relate to such cost or pricing data. Any person who receives a contract, change order, or contract modification for which cost or pricing data is required shall maintain such books and records that relate to such cost or pricing data for three years from the date of final payment under the contract, unless a shorter period is otherwise authorized in writing.
B. 
Contract audit. The Town shall be entitled to audit the books and records of a contractor or any subcontractor under any negotiated contract or subcontract other than a fixed-price contract to the extent that such books and records relate to the performance of such contract or subcontract. Such books and records shall be maintained by the contractor for a period of three years from the date of final payment under the prime contract and by the subcontractor for a period of three years from the date of final payment under the subcontract, unless a shorter period is otherwise authorized in writing.
The determinations required by § 401-132 are final and conclusive unless they are clearly erroneous, arbitrary, capricious, or contrary to law.
When for any reason collusion or other anticompetitive practices are suspected among any bidders or offerers, a notice of the relevant facts shall be transmitted to the Attorney General.
All procurement records shall be retained and disposed of in accordance with records retention guidelines and schedules approved the Town Attorney. All retained documents shall be made available to the Town Attorney or a designee upon request and proper receipt therefor.
A. 
Maintenance of records; duration. The Chief Procurement Officer shall maintain a record listing all contracts made under § 401-121, Sole source procurements, or § 401-122, Emergency procurements, for a minimum of five years.
B. 
Contents of record. The record shall contain:
(1) 
Each contractor's name;
(2) 
The amount and type of each contract; and
(3) 
A listing of the supplies, services, or construction procured under each contract.
Guidelines set by Massachusetts General Laws, Chapter 30B. Real property includes land and buildings, and fixtures attached to land and buildings. Chapter 30B does not apply to eminent domain and tax title takings, nor to a redemption or auction of tax title property authorized under the provisions of Chapter 60 of the General Laws. The Town, authorized by Charter, may acquire or dispose of real property; Chapter 30B has no effect on who may undertake or approve a real property transaction. Under Chapter 30B, the Town must acquire and dispose of real property by soliciting proposals. The Town of Barnstable's Procurement Policy should be consulted for particular procedures.
The following procedures apply to the acquisition of real property or an interest in real property by rental or purchase when the cost of the acquisition exceeds $500:
A. 
Determine the Town's needs.
B. 
Develop the request for proposal (RFP). An RFP must include what is desired (the specifications), evaluation criteria, submission requirements and contract terms and conditions.
C. 
Advertise for proposals.
(1) 
The advertisement must be placed in a newspaper with a circulation sufficient to inform the residents of Barnstable. It must be published at least once a week for two consecutive weeks preceding the day established for the opening of proposals. The advertisement must:
(a) 
Specify the geographical area desired for acquisition;
(b) 
Define the terms and conditions of the proposed transaction; and
(c) 
State the time and place for submission of the proposals.
(2) 
In acquisitions involving more than 2,500 square feet, an advertisement must also be published, at least 30 days before the opening of proposals, in the Central Register published by the Secretary of State.
D. 
Exceptions to advertising requirements. The advertising period can be shortened, or waived, under the following conditions:
(1) 
An emergency exists and the time needed to comply with the requirements would endanger the health or safety of people or their property; or
(2) 
That advertising will not benefit the Town of Barnstable's interests because of the unique qualities or location of the property needed.
E. 
Distribute the RFP. Guidance for distributing the RFP can be found in the Town of Barnstable's Procurement Policy.
These procedures apply to disposition of real property with a value greater than $500. Subsections A through C, as well as publishing disclosure in the Central Register, apply to any such disposition, regardless of its value.
A. 
Determine whether the property is surplus. A written assessment should be conducted consisting of identification of the property, a description of its current use, efforts to identify current or future needs, current needs you identified, alternatives considered, and the recommendation.
B. 
Declare surplus property available for disposition and identify reuse restrictions. This declaration should be in writing, and restrictions on the property must be specified as part of the declaration.
C. 
Determine the value of the property. The value of the property must be accepted by the appraising profession as valid.
D. 
Develop the RFP. The RFP must include: a description of the property, the evaluation criteria, submission requirements, and contract terms and conditions. The Town of Barnstable's Procurement Policy should be consulted for specific guidance.
E. 
Distribute the RFP. See the same section above for acquiring property.
A. 
"Specifications" means any description of the physical or functional characteristics, or of the nature of a supply, service, or construction item. It may include a description of any requirement for inspecting, testing, or preparing a supply, service, or construction item for delivery.
B. 
Duties of the policy. The CPO shall promulgate regulations governing the preparation, maintenance, and content of specifications for supplies, services, and construction required by the Town.
C. 
Relationship with using agencies. The Chief Procurement Officer shall obtain expert advice and assistance from personnel of using agencies in the development of specifications and may delegate in writing to a using agency the authority to prepare and utilize its own specifications.
D. 
Maximum practicable competition. All specifications shall seek to promote overall economy for the purposes intended and encourage competition in satisfying the Town's needs and shall not be unduly restrictive.
E. 
Specifications prepared by architects and engineers. The requirement of this section shall apply to all specifications, including, but not limited to, those prepared by architects, engineers, designers, and draftsmen for public contracts.
A. 
Contract clauses. The Chief Procurement Officer may promulgate regulations permitting or requiring the inclusion of clauses providing for adjustments in prices, time of performance, or other contract provision as appropriate covering the following subjects:
(1) 
The unilateral right of the Town to order in writing if monetary impact is less than 10% of the contract award:
(a) 
Minor changes in the work within the scope of the contract; and
(b) 
Temporary stopping of the work or delaying performance.
(2) 
Variations occurring between estimated quantities of work in a contract and actual quantities by no more than 10%. Larger increases require the award of a new contract.
B. 
Price adjustments. Adjustments in price less than 10% pursuant to clauses promulgated under Subsection A of this section shall be computed by unit prices specified in the contract or unless otherwise agreed.
C. 
Additional contract clauses. The Chief Procurement Officer may promulgate regulations, including, but not limited to, regulations, permitting or requiring the inclusion in Town contracts of clauses providing for appropriate remedies and covering the following subjects:
(1) 
Liquidated damages as appropriate;
(2) 
Specified excuses for delay or nonperformance;
(3) 
Termination of the contract for default; and
(4) 
Termination of the contract in whole or in part for the convenience of the Town.
D. 
Modification of clauses. The Chief Procurement Officer or the manager of a purchasing agency may vary the clauses promulgated by the Town under Subsections A and C of this section for inclusion in any particular Town contract; provided that any variations are supported by a written determination that states the circumstances justifying such variation, and provided that notice of any such material variation is stated in the invitation for bids or request for proposals.
The Chief Procurement Officer shall promulgate regulations setting forth cost principles which shall be used to determine the allowability of incurred costs for the purpose of reimbursing costs under contract provisions which provide for the reimbursement of costs, provided that if a written determination is approved at a level above the Procurement Officer, such cost principles may be modified by contract.
A. 
Cooperative purchasing authorized. Any Town department may either participate in, sponsor, conduct, or administer a cooperative purchasing agreement for the procurement of any supplies, services, or construction with one or more public agencies or external procurement activities in accordance with an agreement entered into between the participants. Such cooperative purchasing may include, but is not limited to, joint or multiparty contracts between public agencies and blanket contracts available to municipalities through the State Purchasing Agent.
B. 
Sale, acquisition, or use of supplies by a Town purchasing agency. Any Town purchasing agency may sell to, acquire from, or use supplies belonging to another public agency independent of the requirements of § 401-117, Source selection and contract formation.
C. 
Cooperative use of supplies or services. Any Town purchasing unit may enter into an agreement, independent of the requirements of § 401-117, Source selection and contract formation, with any other public agency for the cooperative use of supplies or services under the terms agreed upon between the parties.
D. 
Joint-use facilities. Any Town department may enter into agreements for the common use or lease of warehousing facilities, capital equipment, and other facilities with another public procurement unit under the terms agreed upon between the parties.
A. 
Supply of personnel. Any Town purchasing agency is authorized, in its discretion, upon written request from another public agency, to provide personnel to the requesting public agency. The public agency making the request shall pay the Town agency providing the personnel the direct and indirect cost of furnishing the personnel, in accordance with an agreement between the parties.
B. 
Supply of services. The information, technical, and other services of any Town Department may be made available to any other public agency, provided that the requirements of the Town of Barnstable shall have precedence over the requesting public agency. The requesting public procurement unit shall pay for the expenses of the services so provided, in accordance with an agreement between the parties.
To the extent possible, the Chief Procurement Officer may collect information concerning the type, cost, quality, and quantity of commonly used supplies, services, or construction being procured or used by state public procurement units. The Chief Procurement Officer may make available all such information to any Town department upon request.
Under a cooperative purchasing agreement, controversies arising between an administering Town agency and its bidders, offerers, or contractors shall be resolved in accordance with Massachusetts General Laws.
A. 
Right to protest. Any actual prospective bidder, offerer, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Chief Procurement Officer or the manager of a purchasing agency. The protest shall be submitted in writing within 14 days after such aggrieved person knows or should have known of the facts giving rise thereto.
B. 
Authority to resolve protests. The CPO, the manager of a purchasing agency, or a designee of either officer, shall have the authority to settle and resolve a protest of an aggrieved bidder concerning the solicitation or award of a contract.
C. 
Decision. If the protest is not resolved by mutual agreement, the CPO, the manager of a purchasing agency, or a designee of either, shall promptly issue a decision in writing. The decision shall:
(1) 
State the reasons for the action taken; and
(2) 
Inform the protestant of its right to judicial or administrative review as provided in this article.
D. 
Finality of decision. A decision under Subsection C of this section shall be final and conclusive, unless fraudulent or any person adversely affected by the decision commences an action in court.
E. 
Stay of procurements during protests. In the event of a timely protest under Subsection A, the Town shall not proceed further with the solicitation or with the award of the contract until the CPO, after consultation with the manager of the using agency or the manager of a purchasing agency, makes a written determination that the award of the contract without delay is necessary to protect the substantial interests of the Town.
A. 
Authority. After reasonable notice to the person involved and reasonable opportunity for that person to be heard, the CPO or the manager of a purchasing agency, after consultation with the using agency and the Town Attorney, shall have authority to debar a person for cause from consideration for award of contracts. The debarment shall not be for a period of more than three years or consistent with state law. The same officer shall also have the authority to suspend from consideration for award of contracts if there is probable cause for debarment. The suspension shall not be for a period exceeding three months.
B. 
Causes for debarment or suspension. The causes for debarment or suspension include the following:
(1) 
Conviction for commission of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract;
(2) 
Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty which currently, seriously, and directly affects responsibility as a Town contractor;
(3) 
Conviction under state or federal antitrust statutes arising out of the submission of bids or proposals;
(4) 
Violation of contract provision, as set forth below, of a character which is regarded by the CPO to be so serious as to justify debarment action:
(a) 
Deliberate failure without good cause to perform in accordance with the specifications or within the time limit provided in the contract; or
(b) 
A recent record of failure to perform or of unsatisfactory performance in accordance with the terms of one or more contracts; provided that failure to perform or unsatisfactory performance caused by acts beyond the control of the contractor shall not be considered to be a basis of debarment.
(c) 
Any other cause the CPO or the manager of a purchasing agency determines to be so serious and compelling as to affect responsibility as a Town contractor, including debarment by another governmental entity for any cause listed in this section.
C. 
Remedies prior to an award. If prior to award it is determined that a solicitation or proposed award of a contract is in violation of law, then the solicitation or proposed award shall be canceled or revised to comply with the law.
D. 
Remedies after an award. If after an award it is determined that a solicitation or award of a contract is in violations of law, then:
(1) 
If the person awarded the contract has not acted fraudulently or in bad faith:
(a) 
The contract may be ratified and affirmed, provided that it is determined that doing so is in the best interests of the Town; or
(b) 
The contract may be terminated and the person awarded the contract shall be compensated for the actual expenses reasonably incurred under the contract prior to the termination.
(2) 
If the person awarded the contract acted fraudulently or in bad faith:
(a) 
The contract may be declared null and void; or
(b) 
The contract may be ratified and affirmed if such action is in the best interests of the Town, without prejudice to the Town's rights to such damages as may be appropriate.
E. 
Time limitations on actions. Any court action shall be initiated as follows:
(1) 
Within 30 days after the aggrieved person knows or should have known of the facts giving rise to the action; or
(2) 
Within 14 days after receipt of a final administrative decision.
A. 
Statement of policy.
(1) 
It shall be the policy of the Town of Barnstable to assist minority- and women-owned enterprises (MBE/WBE) in learning how to do business with the Town. In addition, it is the Town's policy that:
(a) 
No person shall be discriminated against in any manner whatsoever because of race, color, national origin, sex, age, religion, or handicap;
(b) 
No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded entirely or in part by the Town, state, or federal government; and
(c) 
The Town of Barnstable comply with all federal and state laws.
(2) 
Additional information can be found in the Town of Barnstable's Equal Employment Opportunity Anti-Discrimination and Affirmative Action Program.[1]
[1]
Editor's Note: See § 401-74, Equal employment opportunity.
B. 
Implementation. The Chief Procurement Officer shall implement the policy set forth in Subsection A of this section in accordance with policies promulgated by the Town Council, including the Town of Barnstable's Equal Employment Opportunity Anti-Discrimination and Affirmative Action Program.
C. 
Objectives. It is the objective of the Town of Barnstable that 10% of minority-owned companies and banks and 5% for female-owned companies and banks be utilized in the purchases and investments of the Town on all projects $50,000 and over where there is available expertise.
A. 
Assistance within Town departments. Where feasible, the Chief Procurement Officer shall provide appropriate staff who shall be responsible to the Chief Procurement Officer and who shall serve within designated Town departments to assist MBEs/WBEs in learning how to do business with the Town.
B. 
Special publications. The Chief Procurement Officer shall give special publicity to procurement procedures and issue special publications designed to assist MBEs/WBEs in learning how to do business with the Town.
C. 
Source lists. The Chief Procurement Officer shall compile, maintain, and make available source lists of MBEs/WBEs for the purpose of encouraging procurement from MBEs/WBEs.
D. 
Solicitation and mailing lists. To the extent deemed by such officer to be appropriate and as may be required by regulation, the Chief Procurement Officer shall include MBEs/WBEs on solicitation mailing lists.
E. 
Solicitation of MBEs/WBEs. The Chief Procurement Officer shall assure that MBEs/WBEs are solicited on each procurement for which such businesses may be suited.
F. 
Prebid and preconstruction conferences. The Chief Procurement Officer and his/her designees shall conduct prebid and preconstruction conferences (where applicable) to explain MBE/WBE requirements to prospective bidders, MBEs/WBEs and other interested organizations.
G. 
Monitoring. The Chief Procurement Officer shall monitor contractors and subcontractors compliance with MBE/WBE commitments through the life of a contract.
H. 
Other. The CPO is also responsible as outlined in the Town of Barnstable's AA/EEO Program.
A. 
Bonding. Notwithstanding other provisions of this chapter, the Chief Procurement Officer may reduce the level or change the types of bonding normally required or accept alternative forms of security to the extent reasonably necessary to encourage procurement from MBEs/WBEs.
B. 
Progress payments. The Chief Procurement Officer may make such special provisions for progress payments as such officer may deem reasonably necessary to encourage procurement from small businesses and MBEs/WBEs.
Where a procurement involves the expenditure of federal assistance or contract funds, the Chief Procurement Officer shall comply with such federal law and authorized regulations which are mandatorily applicable and which are not presently reflected in this chapter.
The State Office of Minority Business Assistance maintains a listing of certified MBEs/WBEs. A bidder must include a copy of its SOMBA certification with its schedule for participation to have its prospective MBE/WBE considered certified. Unlisted minority- and female-owned businesses shall be referred to SOMBA for certification.
A bona fide MBE/WBE is a business whose minority group ownership interests are real and continuing and not created solely to meet the MBE/WBE requirements. A bona fide MBE/WBE must meet the following criteria:
A. 
Control. Minority participation in a joint venture must be based on sharing the real economic interest and must include 51% proportionate control over management, interest in capital, and interest in earnings.
B. 
Availability. MBEs/WBEs shall be considered if the project is located in the market area of the MBE/WBE. The market for the Town of Barnstable is eastern Massachusetts. Efforts to locate MBEs/WBEs, however, shall not be limited to this area.
C. 
Competence. MBEs/WBEs are considered bona fide if they can perform the services or deliver goods that are necessary. Prime contractors will be encouraged to use MBEs/WBEs with less experience and provide technical assistance to them as necessary.
The Chief Procurement Officer or his/her designee shall maintain records that allow evaluation of progress towards meeting MBE/WBE goals. These records will show procedures which have been adopted and implemented to insure compliance with federal, state, and local requirements and will include, but not be limited to:
A. 
Affirmative action techniques.
B. 
Technical assistance efforts and referrals.
C. 
Communications.
D. 
Relevant correspondence; minutes of meetings.
E. 
List of prebid, preconstruction attendees.
F. 
Awards to MBEs/WBEs, including:
(1) 
Names of MBEs/WBEs.
(2) 
Nature of work.
(3) 
Total value.
(4) 
Total value of contract or subcontract.
(5) 
Total amount of MBE/WBE awards as a percentage of all contracts and subcontracts awarded.
(6) 
Number of MBE/WBE contracts and those invited to bid by contract.
(7) 
Number of MBEs/WBEs responding to each solicitation.
G. 
Performance in achieving MBE/WBE goals.
The bidder shall submit a Schedule for Participation by Minority Business Enterprises with accompanying letter of intent. A separate letter of intent shall be signed by each MBE/WBE proposes to be used by the bidder. The letter of intent shall include the contract items the minority contractor is proposing to perform and the prices that the MBE/WBE proposed to charge for the work. The schedule for participation shall list MBEs/WBEs with whom the contractor intends to subcontract and state the total price to be paid each MBE/WBE as taken from each letter of intent submitted with the bid, and a copy of SOMBA certification. Noncompliance with the schedule for participation shall constitute reason for rejection of the entire bid. Noncompliance exists with the following:
A. 
Incompleteness: if the schedule or any letter of intent is materially incomplete.
B. 
Lack of MBE/WBE participation: if the Town finds that the percentage of MBE/WBE participation does not meet or exceed the percentage of MBE participation prescribed by these policies.
C. 
Change in subcontractor: The contractor shall not perform with its own organization, or subcontract to any other contractor, any work designated for the MBE/WBEs named in the schedule of letter of intent without the approval of the Town and SOMBA.
D. 
Change in the MBE/WBE management: Any change or substitution of the officer or stockholders in the MBE/WBE that reduces the minority ownership or control to less than the requisite percentage will result in the automatic revocation of the MBE's/WBE's certified status.
E. 
Notification: The contractor shall notify the Town of any facts which come to his attention, indicating that he will be unable to comply with these policies.
F. 
Inability to meet MBE/WBE guidelines: If the contractor cannot meet subcontract work to MBEs/WBEs as required by these policies, he may submit to the Town and to SOMBA the reasons for his inability to comply with his schedule, stating how he intends to meet his obligations consistent with this policy. If approved by the Town and SOMBA, such revised schedule shall govern the contractor's performance in meeting his obligations under this special provision.
If the contractor does not comply with the terms of these special provisions, the Town may:
A. 
Recover from the general contractor 1/100 of 1% of the contract award price or $1,000, whichever is greater, in the nature of a liquidated damages; or, if a subcontractor is in noncompliance, recover from the general contractor (which is then backcharged to the subcontractor) 1/10 of 1% of the subcontract price or $400, whichever sum is greater, in the nature of liquidated damages for each week of noncompliance.
B. 
Suspend any payment for that portion of the work that should have been performed by the MBE/WBE.
C. 
Require specific performance of the contractor's obligation under these policies by requiring the contractor to subcontract with a SOMBA-certified MBE/WBE for any contract or specialty item at the contact price established for that item in the bid proposal submitted by the contractor.
D. 
Terminate, suspend, or cancel a contract and/or the contractor consistent with § 401-148.
E. 
Deny the general contractor or any subcontractor the rights to participate in any future contracts awarded by the Town of Barnstable for up to three years.
Public employment is a trust. It is the policy of the Town of Barnstable to promote and balance the objective of protecting government integrity and the objective of facilitating recruitment and retention of personnel needed by the Town. Such policy is implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering public service. Public employees must discharge their duties impartially so as to assure fair competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the Town procurement function. To achieve the purpose of this article, it is essential that those doing business with the Town also observe the ethical standards prescribed herein.
A. 
General ethical standards for employees. Any attempt to realize personal gain through public employment by conduct inconsistent with the proper discharge of the employee's duties is a breach of public trust. In order to fulfill this general prescribed standard, employees must also meet the specific standards set forth in the Town of Barnstable's Ethics Policy and Guidelines.[1]
[1]
Editor's Note: See Art. II, Code of Ethics.
B. 
General ethical standards for nonemployees. Any effort to influence any public employee to breach the standards of ethical conduct set forth in this section and the Town of Barnstable's Ethics Policy and Guidelines is also a breach of ethical standards.
To the extent that violations of the ethical standards of conduct set forth in this article constitute violations of the Massachusetts General Laws, they shall be punishable as provided therein. Such sanctions shall be in addition to the civil remedies set forth in the Town of Barnstable's Ethics Policy and Guidelines.[1]
[1]
Editor's Note: See Art. II, Code of Ethics.