Except for procurements made pursuant to General Municipal Law
§ 103, Subdivision 3, (through county contracts) or § 104
(through state contract), State Finance Law § 162 (from
agencies for the blind or severely handicapped), Correction Law § 186
(articles manufactured in correctional institutions), or the items
excepted herein, alternative proposals or quotations for goods and
services shall be secured by use of written requests for proposals,
written quotations, verbal quotations or any other method of procurement
which furthers the purposes of General Municipal Law § 104-b.
The Parma Town Supervisor or the Parma Superintendent of Highways
is responsible for deciding which method of procurement will be used
based on factors under their control at the time such as timing, need,
standardization requirements, cost, moneys available, savings, etc.
All verbal or written quotes must be recorded at the time of
purchase in a manner decided by the Parma Town Supervisor or the Parma
Superintendent of Highways and kept on file in the Parma Town Clerk's
office or the Parma Superintendent of Highways's office.
Whenever any contract is awarded to other than the lowest responsible
dollar offerer, justification must be documented including cost savings.
The Parma Town Board will decide whether to solicit bids or
quotes for professional services based on their needs at the time
and whether it is in the best interest of the Town of Parma.
Comments concerning the policies and procedures shall be solicited
from the Parma Town Board involved in the procurement process prior
to the enactment of the policies and procedures, and will be solicited
from time to time hereafter.
The Parma Town Board shall annually review these policies and
procedures. The Parma Town Supervisor shall be responsible for conducting
an annual review of the procurement policy and for an evaluation of
internal control structure established to ensure compliance with the
procurement policy.
The unintentional failure to fully comply with the provisions
of General Municipal Law § 104-b shall not be grounds to
void action taken or give rise to a cause of action against the Town
of Parma or any officer or employee thereof.