About Procurement and Contracting Services
The Procurement and Contracting Services Division actively generates competition for City contracts by advertising bids and requests for proposals for larger purchases and soliciting quotes for smaller purchases. The division oversees all procurement activities and related contract preparations, monitors compliance with applicable procurement laws, and maintains records of vendor performance.
Procurement and Contracting Services is a centralized agency for all procurement and related contracts in the City. The division sets and implements policies and procedures to facilitate compliance with applicable procurement laws and competitive pricing.
It fulfills a service function and a control function. As a service provider, Procurement and Contracting Services staff work with other City departments to plan and manage the procurement of services, equipment and supplies. The division manages the overall procurement process from advertising a public bid to awarding the contract. Once a contract is awarded, the department that is requesting the services or supplies manages the contract.
In its control function, Procurement and Contracting Services reviews all requisitions and proposed contract amendments to ensure compliance with applicable laws. The division works with the other City departments to ensure that the specifications and contract terms and conditions are written to provide the most effective contract administration.
93 Highland Ave.
Somerville, MA 02143
Request Assistance with a Procurement Project
Tools to Develop Your Procurement Request
- Scope of Services/Work Template (Long Version)
- Scope of Services/Work Template (Short Version)
- Living Wage Form FY23
- Sole Source Declaration Form*
- Quote Solicitation Tabulation Form*
*Department Head and Project Manager must obtain authorization from PCS to utilize these procurement methods.
Declare Unneeded Supplies, Vehicles, or Equipment as “Surplus”
Small Purchases Not to Exceed $9,999 in Current Fiscal Year
Note: Departments shall attach this agreement or a similar document to a requisition in MUNIS. This document is not a formal written contract.
Emergency Procurement Procedures
- Emergencies for Non-Construction Projects
- Emergencies for Construction Projects – Contact PCS
- Procurement and Contracting Services Points of Contact
- Procurement Resources and How-To Guides
- State and Collaborative Contract Information
How do I become a vendor with the City of Somerville?
Please register with us using our general registration form.
If you are interested in a specific project, please sign up here.
Who’s my point of contact at Procurement and Contracting Services?
If the bid notice and package on our website don’t answer all your questions regarding a bid, please send an e‐mail to the project manager named in the bid notice document. For general inquiries, please e‐mail us at firstname.lastname@example.org or refer to this FAQ section.
How do I request insight into public records?
Please send us public record requests via e‐mail to email@example.com, as we need your request in writing. You can also send a request by mail to: Angela Allen, Procurement and Contracting Services Director, City Hall, 93 Highland Avenue, Somerville, MA 02143. Please line out which information you need and provide as many details as possible on the project you’re inquiring about, such as bid number, contract number, and project name, if available. Once we receive your request, we will acknowledge receipt your request within ten (10) business days. Please be aware that you may be charged for costs associated with your request.
I am interested in bidding for a specific project. What are my next steps?
All of our current bids are listed on the Somerville Bids Portal. Any information that is publicly available can be found there. You can find project details in the columns “Bid Notice” and “Download Bid Package.” If either column is empty, please check back later.
Where can I get information on a bid?
All our bids are listed on our website, either under the Open Bids or the Closed Bids tab. Any information that is publicly available can be found on our website. You can find project details in the columns “Bid Notice” and “Download Bid Package.” If either column is empty, please check back later.
How can I obtain plans and specifications for a project?
If available, you can find free electronic copies of plans and specifications in the “Download Bid Package” on the Somerville Bids Portal. If this column is empty, please check back later. If hard copies are available, this will be noted in the “Bid Title” column.
Hard copies can be picked up at Procurement and Contracting Services or delivered at your cost if you provide a FedEx account number. A deposit fee applies.
How can I find out who else is bidding for a project?
If a bidders list is available for an open bid, it will be published under the Open Bids tab of the Somerville Bids Portal. Once the bid has closed, a results document listing all bidders will be uploaded to the Closed Bids tab as soon as it’s available.
How can I find out who’s been awarded a contract?
Once a bid has been awarded, a results document will be uploaded onto the Closed Bids tab on our website as soon as it’s available.
Where do I send my invoices?
Your invoices are being paid by the department with which you have a contract. In most cases, Procurement and Contracting Services helps assemble a contract but isn’t responsible for payments. Please do not send your invoices to the Procurement and Contracting Services unless your contract is with Procurement and Contracting Services.
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