Nantucket committee moves to draft RFP, sets 30–45 day response window and conflict-disclosure question

At a committee meeting, town procurement staff described how the town will draft and post a request for proposals to select an outside firm, outlining a typical 30–45 day response window and the use of the OpenGov platform to collect sealed submissions.

The committee’s discussion focused on how to structure evaluative criteria, advertise the solicitation beyond local statutory requirements and whether to require firms to disclose prior work or relationships with the town. Brian, a procurement official with the Town of Nantucket, said the procurement process allows a more detailed evaluation than an invitation for bids and that evaluations are carried out only by the evaluation committee after proposals are received: "The only piece of this that is not available to public inspection until the process is complete," Brian said, "is the evaluation of those responses." He added that the town typically allows "anywhere between 30 to 45 days" for firms to respond and issues addenda to answer written questions.

The committee discussed minimum experience and independence as potential screening criteria. Members said they wanted firms with prior, relevant experience and without recent work for the town; Brian said the procurement office can include a disclosure question and that a statutory non-collusion form is already required. "I think it would be reasonable to ask that question," Brian said, referring to a conflict-disclosure certification; he noted that stronger remedies such as contract termination language would likely require town counsel.

Procurement staff (through Brian) described practical steps: the town uses the OpenGov procurement module to publish solicitations, accept submissions and invite prospective vendors to register. Staff said statutory advertising requires a notice in a local newspaper of circulation and on the town website, but recommended advertising more broadly — for example, trade publications or outlets read beyond the immediate island — to attract independent bidders.

The committee directed staff to continue drafting the RFP with the committee’s input, to invite potential vendors to register in OpenGov, and to consider including a disclosure question about prior work for the town. Cindy Sue, the town’s deputy procurement officer, was identified as the staff member who will format the document for OpenGov and assist the committee in the drafting process. The committee agreed to resume work at its next scheduled meeting and asked staff to circulate a draft ahead of that meeting.

At the meeting’s close, members moved and seconded a motion to adjourn; three members verbally recorded assent and the chair declared the meeting adjourned.