Town of Wheatfield, NY
Niagara County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Wheatfield 1-20-1992. Amendments noted where applicable.]
GENERAL REFERENCES
Investment policy — See Ch. 19.

§ 28-1 Purpose; policy generally; exceptions.

[Amended 5-23-2011 by L.L. No. 5-2011]
The purpose of this chapter is to set forth the policies and procedures for the Town of Wheatfield, New York, in connection with the procurement of goods and services. In general, it is the policy of the Town of Wheatfield to procure goods and services by competitive sealed bid, as required by New York State law. Exceptions to this policy may be made only in accordance with § 103 of the General Municipal law of the State of New York, and as set forth in this chapter.

§ 28-2 Purchases not requiring formal competitive bidding.

[Amended 5-23-2011 by L.L. No. 5-2011]
A. 
Purchases of goods, contracts for public works, and the process and procedure for procurement shall be made in accordance with New York General Municipal Law § 103, as amended from time to time, except as set forth in this chapter.
B. 
For the purchase of goods having a cost of $5,000 or less and for contracts for public work having a cost of $10,000 or less, the department head or designated purchasing officer making such purchase or contract shall obtain three informal or oral quotations, record of which shall be maintained in the file relating to the procurement.
C. 
For the purchase of goods having a cost of more than $5,000 and for contracts for public work having a cost of more than $10,000, up to the maximum amounts specified in New York General Municipal Law § 103, the department head of designated purchasing officer making such purchase or contract shall obtain three written quotations, which shall be maintained in the file relating to the procurement.
D. 
The department head or designated purchasing agent requesting the procurement may deviate from this procedure only in connection with the purchase of grinder pumps, water meters, or similar items which, in the opinion of the Wheatfield Town Board, should be standardized throughout the Town of Wheatfield. In those instances, if there is more than one source for such items, the department head or designated purchasing agent may be required to obtain two quotations.
E. 
In addition to New York General Municipal Law § 103 and this chapter, the department head or designated purchasing agent shall follow the procedures set forth in the Town of Wheatfield Procurement Policy, as adopted by the Town Board and amended from time to time.

§ 28-3 Lowest responsible bidder to be awarded contract.

[Amended 5-23-2011 by L.L. No. 5-2011]
In general, it is the policy of the Town of Wheatfield to award contracts for the purchase of goods and the procurement of services to the lowest bidder or to the lowest quote. Exceptions may be made only in the event that the lowest bidder is not the lowest responsible or if there are compelling reasons to award the contract to other than the lowest bidder, such as significant and measurable differences in quality between the lowest bidder and the lowest acceptable bidder. In each such occasion, the department head or designated purchasing agent responsible for the procurement shall set forth, in writing, the reason why the lowest bidder was not awarded the contract, and such recommendation shall be subject to approval by the Wheatfield Town Board.

§ 28-4 Annual review.

This policy and procedure shall be reviewed on no less than an annual basis.

§ 28-5 Supplemental requirements.

[Added 1-25-2010 by L.L. No. 2-2010]
The Town Board may, by resolution, adopt supplemental requirements, provided that the supplemental requirements are not inconsistent with the requirements set forth in the chapter. The supplemental requirements may be more stringent than the requirements set forth in this chapter, or establish lower limits for oral or written quotations.

§ 28-6 Sealed bid opening requirements.

[Added 5-6-2013 by L.L. No. 6-2013]
In all instances where competitive sealed bids are required by New York State or Town of Wheatfield law, or otherwise requested by the Town Board, the sealed bid shall be opened at or immediately preceding a meeting of the Wheatfield Town Board and at no other time.