[HISTORY: Adopted by the Town Board of the Town of Hague 1-14-1997. Amendments noted where applicable.]
The Town of Hague does hereby adopt the following procurement policies and procedures.
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. The 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 and public works contracts over $20,000 shall be formally bid pursuant to General Municipal Law § 103.
A. 
All estimated purchases of:
(1) 
Greater than $1 but less than $1,500 are left to the discretion of the purchaser.
(2) 
Greater than $1,500 but less than $4,500 require an oral and/or written and/or fax request for goods and oral/written/fax quotes from a minimum of two vendors.
(3) 
Greater than $4,500 but less than $10,000 requires a written request for proposal (RFP) and written/fax quotes from a minimum of three vendors.
B. 
All estimated public works contracts of:
(1) 
Greater that $1 but less than $1,500 are left to the discretion of the purchaser.
(2) 
Greater than $1,500 but less than $5,000 require a minimum of two oral/fax quotes.
(3) 
Greater than $5,000 but less than $10,000 require a written RFP and written/fax proposals from a minimum of two contractors.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
(4) 
Greater than $10,000 but less than $20,000 require a written RFP and written/fax proposals from a minimum of three contractors.[2]
[2]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
C. 
Any written RFP (request for proposal) 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 purchase order in the office of the Supervisor 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 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. 
Acquisition of professional services.
B. 
Emergencies.
C. 
Sole-source situations.
D. 
Goods purchased from another governmental agency.
This policy shall be reviewed annually by the Town Board.
All purchases of the town must be accompanied by a duly signed and completed purchase order. The above guidelines will not deem it unnecessary to obtain a purchase order.