Information for Public Awarding Authorities

Awarding authority information about contractor evaluations and reviewing contractor files.

A. Submission of Standard Contractor Evaluation Forms

In accordance with 810 CMR 8.02, Public Awarding Authorities must submit to DCAMM a properly completed Standard Contractor Evaluation Form within 70 calendar days of use and/or occupancy, or upon issuance of a certificate of use and/or occupancy, or termination of a project, whichever is earlier, on all projects put out to bid under M.G.L. c. 149A and 149 § 44 (A-J). Any Awarding Authority that fails to complete and submit the Standard Contractor Evaluation Form, together with any written response by any contractor, to DCAMM within 70 days of the completion of a project shall be ineligible for the receipt of any public funds disbursed by the Commonwealth of Massachusetts for the purposes of any public buildings or public works projects.

B. Written Evaluations Submitted by Public Awarding Authorities

DCAMM will take the following steps to assist public agencies in providing DCAMM with written evaluations of contractor performance on building projects as required by MGL c. 149 s. 44D and 810 CMR 4.00 and 810 CMR 8.00:

1. DCAMM shall make reasonable efforts to send a copy of the DCAMM Standard Contractor Evaluation Form and a statement of the requirements of MGL c.149 s. 44D and 810 CMR 4.00 and 810 CMR 8.00 to each public agency that advertises an award of a building project in the Central Register.
2. DCAMM shall maintain an electronic diary system to keep track of public building projects advertised in the Central Register to ensure that awarding authorities are compliant with MGL c. 149 s. 44D.
3. Each certified contractor shall be sent a copy of the Standard Contractor Evaluation Form with its annual Certificate of Eligibility, together with a notice directing the contractor to submit the form to every public agency for whom it performs a building project.

C. Reviewing Contractors Certification Files

Public Awarding Authorities and/or owner’s project managers are strongly encouraged to review the low bidder’s certification file at DCAMM’s Contractor Certification Office.

1. Architects, Engineers, Construction Managers, or other officials representing Awarding Authorities seeking to review contractors’ files must provide a letter of authorization from the respective Awarding Authority confirming approval to review files on behalf of the Awarding Authority.
2. Awarding Authorities that can provide satisfactory evidence to DCAMM that reviewing contractors’ files at DCAMM offices may create undue hardship may request DCAMM to provide copies of contractors’ files by either mail service or facsimile and DCAMM may provide such files at its discretion. Awarding Authorities must provide DCAMM a minimum of three (3) business days notice requesting mail service/facsimile copies of contractors’ files.
3. All reviewers must provide a signed letter acknowledging confidentiality of
   contractors’ files.