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