Chapter 30B is the law that governs the procurement of supplies, services, and real property by cities, towns, and other local jurisdictions in Massachusetts. It contains procedures to ensure open and fair competition for contracts paid for with public money.
A local jurisdiction that wishes to use Chapter 30B’s request for proposals (RFP) process must appoint a CPO to oversee procurements of $50,000 or more. The CPO may also be responsible for all activities related to buying, leasing, renting or acquiring supplies or services for all departments.
Mission
The Procurement Office is responsible for ensuring that all purchases of supplies, services, and real property for the Town of Ludlow are conducted fairly, openly, and in full compliance with Massachusetts procurement laws and local policies. The office works to obtain the best value for taxpayers while promoting competition, transparency, and integrity in all contracting activities.
Who We Are
In Ludlow, the Town Administrator serves as the Chief Procurement Officer (CPO) and has overall responsibility for ensuring that all purchasing and contracting activities comply with Massachusetts General Laws, including Chapter 30B, and with local requirements.
The Project Coordinator supports the CPO by:
- Assisting departments with bid, quote, and RFP development
- Coordinating advertising, posting, and document distribution
- Helping evaluate responses and prepare award recommendations
- Managing procurement records and providing vendor support
Together, the Town Administrator (CPO) and Project Coordinator make up the Town’s Procurement Office and work closely with all departments to ensure fair, transparent, and cost‑effective use of public funds.
What the Procurement Office Does
- Oversees the procurement of supplies, services, and real property for town departments in accordance with M.G.L. c. 30B and other applicable statutes.
- Develops and manages bids, quotes, requests for proposals (RFPs), and contracts.
- Reviews and approves departmental purchasing requests at or above required dollar thresholds.
- Advises departments on the correct procurement method based on contract value, type, and funding source.
- Ensures proper advertising, public notice, and documentation for formal procurements.
- Maintains centralized records of bids, quotes, contracts, and related procurement files.
- Coordinates with the Select Board, Town Administrator, Accounting, and other departments on contract approvals and execution.
Role of the Chief Procurement Officer (CPO)
The Chief Procurement Officer:
- Oversees procurements of $50,000 or more, as required by Chapter 30B.
- Ensures that the Town’s contracting practices comply with state law and local requirements.
- Has authority over buying, leasing, renting, or acquiring supplies or services for all departments, and may delegate procurement authority to others while retaining overall responsibility.
- Promotes centralized purchasing, which improves efficiency, quality, and cost savings across town government.
- Expectations for Vendors
Vendors interested in doing business with the Town of Ludlow should:
Carefully read all bid and RFP documents, including specifications, instructions, deadlines, and required forms.
Submit complete, timely, and responsive bids/proposals in the format requested.
Disclose any potential conflicts of interest and comply with all applicable ethical and legal requirements.
Understand that awards are made based on best value, lowest responsible and responsive bidder, or most advantageous proposal, as defined by Massachusetts law and the specific solicitation.
Direct questions only through the contact person and method identified in the bid or RFP to ensure a fair and transparent process.
Types of Procurements
Depending on the total contract value and the type of purchase, the Procurement Office may use:
Sound business practices / written quotes for lower‑dollar purchases, following statutory thresholds.
Invitation for Bids (IFB) for many supply, service, and construction contracts where award is based primarily on price.
Request for Proposals (RFP) when the Town needs to consider both price and qualitative factors such as experience and technical approach.
Real property acquisitions and dispositions following the procedures outlined in Chapter 30B.
Procurement Type – to view official charts click here: Mass Procurement Charts
Micro Purchase / Small Purchase
Low dollar purchases under simplified thresholds
Fast process, minimal documentation, may require 1–3 quotes
Office supplies, small equipment
Request for Quote (RFQ)
When the product or service is clearly defined and price is the main factor
Vendors submit pricing quotes for identical items
Purchasing vehicles, materials
Invitation for Bid (IFB) / Sealed Bid
When specifications are precise and award goes to the lowest responsible bidder
Formal competitive bidding process
Road construction, infrastructure work
Request for Proposal (RFP)
When solutions may vary and evaluation considers qualifications, experience, and cost
Scored evaluation process
Consulting services, IT systems
Request for Qualifications (RFQ – Qualifications)
When selecting vendors based on expertise first, price negotiated later
Focus on experience and capability
Engineering or architectural services
Sole Source Procurement
When only one vendor can provide the product/service
Requires strong justification and documentation
Proprietary software, specialized equipment
Emergency Procurement
When immediate purchase is necessary to protect health, safety, or property
Normal procurement rules may be temporarily waived
Disaster response repairs
How to Find Bids and RFPs
Current bid and RFP opportunities are posted on this page and, when applicable, on the state’s electronic procurement platform. the Mass IGO https://www.mass.gov/oig-public-procurement
Interested vendors should check regularly for new postings, addenda, and award notices.
Bid documents may be obtained by downloading from the Town’s website, requesting by email, or picking up at Town Hall, as specified in each solicitation.