2026 Massachusetts School District Procurement Compliance Checklist

This checklist covers the key procedural requirements for public school district procurements under M.G.L. c. 30B. Complete each section for the applicable procurement type. Retain the completed checklist and all supporting documentation for a minimum of 6 years.

1. Quotes Lane ($10,000 – $99,999)

☐Written purchase description prepared

☐Written quotations solicited from ≥3 persons

☐Names and addresses of ALL persons solicited recorded

☐Names, dates, and amounts of responding quotations recorded

☐Award to lowest responsible bidder documented

☐Certificate of Good Faith obtained

☐Written contract executed before work begins

☐Procurement file retained for 6 years

2. Sealed Bids / Invitation for Bids (IFB) ($100,000+)

☐IFB prepared with specifications, evaluation criteria, and contract terms

☐Posted ≥2 weeks in a conspicuous location at the public body’s principal office

☐Published in a newspaper of general circulation ≥2 weeks before bids are due

☐Posted on COMMBUYS (statewide procurement portal)

☐Published in the Goods and Services Bulletin

☐Public bid opening conducted and documented

☐Award to lowest responsive and responsible bidder

☐Payment bond (50% of contract value) obtained

3. Request for Proposals (RFP) ($100,000+)

☐CPO written determination that RFP process is more advantageous than IFB

☐Evaluation committee designated in writing

☐Proposals scored against stated evaluation criteria

☐Most advantageous proposal documented with rationale

☐Negotiations (if any) documented in writing

4. Sole Source

☐Written determination documenting basis for sole source (unique capability, emergency, etc.)

☐Published in Goods and Services Bulletin

☐Posted on COMMBUYS

5. Federal Funds — Additional Requirements

☐SAM.gov exclusion check completed and documented (debarment/suspension verification)

☐Conflict of interest certification obtained from all relevant parties

☐Domestic preference documented (Buy American / Build America requirements)

☐Telecommunications and video surveillance prohibition certified (2 CFR §200.216)

☐Required Appendix II provisions included in contract

Procurement Information

Procurement title:

District name:

Procurement officer:

Award date:

Contract amount:

Signature:

2026 Massachusetts School DistrictProcurement Compliance Checklist

Procurement Information

2026 Massachusetts School District
Procurement Compliance Checklist