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Staff urges broad posting and formal Q&A process for Warner's Pond procurement
Summary
Staff explained the town's use of state and town procurement listings (including COMMBUYS) to reach vendors and recommended formal addenda for bidder questions; the committee discussed targeted outreach to potential contractors but cautioned against sharing nonpublic details.
Delia explained how procurement postings and state listings such as COMMBUYS bring RFPs to vendors' attention and recommended making the bid publicly available and encouraging interested contractors to download the packet.
She said: "Once the bid is publicly available, you can send or you can say to any bidder, that bid is now available on a town's website. Please, you know, if you're interested, go to the town website and... download it." Committee members discussed inviting potential bidders for general methods briefings, with Delia and others warning that any clarifications must be shared with all bidders through formal questions and addenda to avoid unfair advantage.
The committee resolved to identify prospective vendors to alert when the procurement posts, but to avoid ad hoc private briefings that might create perceived procurement conflicts.
