The Purchasing Department’s goal is to obtain the best price in procuring supplies, services, and facilities for City Departments. The department is also responsible for obtaining the most revenue for the disposition of the City’s surplus supplies and the lease of City-owned real property. The Purchasing Department’s functions can be described as both a service function and as a control function. The service function involves assisting other departments in obtaining the highest quality of services and supplies for the best price. The control function ensures that the City is complying with all state statutes and local ordinances as well as flagging areas for potential abuse. In addition, the Purchasing Department is responsible for ensuring that the City’s specifications and contract terms and conditions are written to provide effective contract administration for Department heads and to keep records of vendor performance.
In order to achieve these goals, the Purchasing Department is responsible for ensuring that departments receive all materials, supplies, tools, equipment and services required for the operation of City. The department is also responsible for securing these items at the lowest possible cost, in compliance with state and local law, while establishing and maintaining a reputation for fairness and integrity. The department also furnished city management with timely information bout how market conditions and trends could affect the future availability and price of any need supplies and services. It also is responsible for securing the best prices possible for the disposition of surplus and obsolete equipment, for consolidating purchases across departments when appropriate, and for joining. Join with neighboring cities and towns in entering into collaborative contracts for commodity price reductions. The department also actively generates competition for City contracts by advertising for bids and requests for proposals on larger purchases and soliciting quotes for smaller purchases. The department also maintains a database of the City’s solicitation and contract documents and maintains procurement records in compliance with M.G.L. c. 30B. It also processes all requisitions and purchase orders for city departments and reviews specifications provided by end-user departments.