[Adopted 2-10-1992; amended in its entirety 10-24-2008]
Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law § 103. Every Town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter "purchaser") shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other Town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.
All purchases of supplies or equipment which will exceed $10,000 in the fiscal year or public works contracts over $20,000 shall be formally bid pursuant to General Municipal Law § 103.
A. 
All estimated purchases of:
(1) 
Less than $10,000 but greater than $3,000 require a written request for a proposal (RFP) and written/fax quotes from three vendors.
(2) 
Less than $3,000 but greater than $250 require an oral request for the goods and oral/fax quotes from two vendors ($3,000 and $1,000, respectively, for Highway Department).
(3) 
$250 or less are left to the discretion of the purchaser ($1,000 for Highway Department).
B. 
All estimated public works contracts of:
(1) 
Less than $20,000 but greater than $10,000 require a written RFP and fax/proposals from three contractors.
(2) 
Less than $10,000 but greater than $1,000 require a written RFP and fax/proposals from two contractors ($10,000 and $3,000, respectively, for Highway Department).
(3) 
Less than $1,000 but greater than $500 require an oral request for the goods and oral/fax quotes from two vendors ($3,000 and $500, respectively, for Highway Department).
(4) 
$500 or less are left to the discretion of the purchaser.
C. 
Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered.
D. 
All information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.
A. 
There shall be no open ended contracts.
B. 
All contracts or services shall have a "not to exceed" dollar amount.
(1) 
Any services, professional or otherwise, that are performed on an hourly basis must include a scope of work and budgetary estimate of the total cost.
(2) 
All acquisition of professional services shall require written proposals.
A good-faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the required number of proposals or quotations, the purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances:
A. 
Emergencies declared by the Town Supervisor and highway-related emergencies declared by the Highway Superintendent.
B. 
Sole-source situations where the supplier provides documented verification of being the sole-source provider.
C. 
Goods purchased from agencies for the blind or severely handicapped.
D. 
Goods purchased from correctional facilities.
E. 
Goods purchased from another governmental agency and goods purchased through state or county bid contracts.
F. 
Goods purchased at auction.
G. 
Goods purchased for less than $250 ($500 for Highway, Maintenance and Recycling Departments).
H. 
Public works contracts for less than $500 ($1,000 for Highway Department).
This policy shall be reviewed periodically by the Town Board.
A. 
Expenditures and/or commitment to make payment or incur financial obligations on behalf of the Town shall not be made or entered into without prior written approval of the Town Board.
B. 
Requisite documentation supporting a purchaser's request must be submitted to the Board as part of the approval process.
C. 
The Town Supervisor, with the advice of Town personnel, shall, each year, create a list of authorized purchasers per General Municipal Law, Article 5-A, § 104-b, Subdivision 2f.
D. 
Supporting documentation for purchases of goods or services shall include:
(1) 
Documented conformance with all procurement policies contained herein
(2) 
Confirmation that the funds are available in the budget.
E. 
Each year, by January 30, the Town Board shall define any circumstances or situations, other than the aforementioned exceptions, where the solicitation of alternative proposals or quotations will not be in the best interest of the Town.
Budget transfers from one line to another cannot be made without the prior approval of the Town Board, based on a written request from the party requesting a transfer.