INSTRUCTIONS AND INFORMATION
FOR THOSE OBTAINING WEBSITE DOCUMENTS
The City of Fitchburg maintains an online system to obtain solicitations on our City website. All advertised quotes, bids, proposals, and qualifications-based solicitations are available through this website.
*link to the solicitations LIST found at the bottom of this page*
*Please review instructions first*
After a short registration procedure, solicitation documents may be downloaded for viewing, saving, or completing. Once you have registered for the solicitation, you become a plan-holder, for the purposes of public record.
All addenda and supporting documentation issued throughout a solicitation period will be issued electronically only; therefore it is of great importance that your email is listed correctly. The City will not be responsible for incorrect information submitted via the registration process.
Plan Holder List
A list of plan holders will be posted within the solicitation notice itself and may be accessed without registering.
Prevailing wage schedules related to open contracts will be posted on the City website under the Prevailing Wage tab. Sample certified payroll and statement of compliance forms are also available on this tab.
Solicitation results will be posted as an addition to the solicitation and issued electronically as soon as available. You may need to re-register to obtain the bid results.
Award of Contract
Award information will be posted in the solicitation notice itself and may be accessed without registering.
With respect to solicitations, all vendors, contractors, and other interested parties should communicate with the City through the Procurement Team only. Any quote, bid, or proposal submitted by a vendor, contractor, or other interested party who communicates with a City department/employee/representative other than a member of the Procurement Team, may be rejected.
It is the responsibility of the individual or firm who has registered for a solicitation to check the City website for addenda and all other associated documents prior to submitting a response. Although our system typically notifies plan holders when items are added, actual delivery of these messages is beyond our control. Plan holders shall perform due diligence in checking the solicitation routinely for new documents or addenda.
The City of Fitchburg accepts no liability or responsibility to accommodate those who submit a response based upon information obtained from third-party resources, plan rooms, publications, or other persons, and not obtained as a registered plan-holder from the City website.
The City of Fitchburg accepts no responsibility for those who submit a response based upon incomplete information resulting from a failure to review documents related to the solicitation, or failure to receive electronic additions, addenda, or updates to the online solicitation documents.
Solicitation language may not be altered or modified, and will result in disqualification.
INFORMATION REGARDING PLAN ROOMS AND PUBLICATIONS
DEFINITION AND RESTRICTIONS
For purposes of this section, “Plan Room” is any entity, online or published, providing notification of solicitations, descriptions of solicitations, plans and/or specifications to contractors, for free or at cost.
The City of Fitchburg meets or exceeds requirements for advertising solicitations and opportunities to do business with the City. It is expected that interested parties have access to the Central Register, Goods and Services Bulletin, newspapers, and the City website as sources of information. Most solicitation documents are provided to interested parties free of charge.
Due to the inability of the City to maintain the integrity of documents accessed by plan rooms and publications, the City cautions individuals and firms who obtain information from said sources, and redirects all parties to the City website for accurate and official information and documents.
The City of Fitchburg will not provide documents to plan rooms or publications via email or paper copy. Any plan room or publication wishing to obtain documents must register as a plan holder.
DOCUMENT AVAILABILITY AND FORMS OF REQUEST
The Procurement Team will not accept telephone, facsimile, or verbal requests for information from plan rooms or publications. Any correspondence shall be in writing and submitted by mail or email to the Procurement Team.
Plan room and publications shall make themselves aware of the availability of information on the City website with regard to solicitations and status, and shall avail themselves of this information as any other party is required to do. Additional information not available through the website shall be requested by submitting a Public Records Request to the appropriate party.
ATTENDANCE AT OPENINGS
In accordance with procurement provisions for an open and fair process, bid openings are open to the public at the designated day, time, and location. The attendance of a representative of a plan room or publication is welcomed; however, said representative shall attend in the capacity of reporting and will not be provided with any documentation without a Public Records Request.