Purchasing and Bid Procedures

Bid and Request For Proposal (RFP) Procedures

The Town of Cumberland’s Purchasing (Finance) Office is responsible for carrying out the requirements of the Town’s Purchasing Policy & Procedures so that we may obtain quality goods and services from the lowest qualified bidder.

Active Bid/Proposals

Each offer shall be in accordance with specifications and instructions contained therein. Each offer shall be submitted in duplicate, unless otherwise noted, and in a sealed envelope plainly marked on the exterior with the bid number and bid name. The Town of Cumberland shall receive each proposal/bid either by mail, (no proposals/bids will be accepted via e-mail or FAX) or in person in the Finance Department no later than the time and date indicated.

Basics Regarding Competitive Bidding

By State Law and Town Ordinance, the Town of Cumberland is obligated to purchase by Public Bidding: Construction projects, Items or Services over $10,000. All bids are publicly opened at the advertised time in the Cumberland Town Council Chambers, and are then made available for public examination at any time. Analysis of bid results are made up after the bid openings and are made available in the bid tab section of this page.

All bids are advertised and posted on the Town’s website.

Awards

After a bid is opened, the Department requiring the goods or services makes a determination as to the lowest evaluated or responsive bidder in the case of merchandise, or the highest qualified firm in the case of services. The Department Head then makes a recommendation to the Town Council, who, ultimately, awards a bid. The successful vendor is then notified of the award, and of any further requirement prior to a Purchase Order/Contract being issued.

All new vendors of the Town must submit a completed W-9, in advance of an invoice being funded.

Pursuant to RIGL 28-29-17.1, all independent contractors for the Town of Cumberland, must complete and return a copy to the Finance Department.