[HISTORY: Adopted by the Board of Trustees of the Village
of Greenwood Lake 8-16-2013 by L.L. No. 2-2013. Amendments noted where
applicable.]
As used in this chapter, the following terms shall have the
meanings indicated:
Includes the Mayor, Village Clerk, Chief Operator/Wastewater
Treatment Plant.
A formal statement or billing submitted by a vendor showing
the amount due and terms of payment for supplies delivered or services
rendered.
A situation arising out of an accident or other unforeseen
occurrence or condition whereby circumstances affecting public buildings,
public property or the life, health, safety and/or property of the
inhabitants of the Village of Greenwood Lake require immediate action
which cannot await competitive bidding.
A formal notice to a vendor to furnish the supplies or services
described in detail thereon.
The act of obtaining materials, supplies, equipment or services
necessary to carry out a particular function.
A written notice by a vendor setting forth the terms under
which goods or services will be furnished.
A written description of needed supplies, materials, equipment
or services setting forth in a clear and concise manner the characteristics
of the items and/or services to be purchased and the terms and conditions
under which the purchase will be made.
A supplier of goods or services.
A vendor's request for payment for materials furnished
or services rendered. A standard claim form shall be used by the Village
of Greenwood Lake which shall be itemized in sufficient detail to
permit proper audit by the Village Board.
The Village of Greenwood Lake purchase procurement process begins
with the departmental proposed budget submissions and ends with the
actual receiving of supplies, materials, equipment or services ordered
and final payment to the vendor or contractor. Included in this process
is the Village of Greenwood Lake purchase order system. While the
Village of Greenwood Lake does not have a centralized purchasing function,
it shall be the responsibility of authorized purchasing agents to
ensure availability of funds and follow standard operating procedure
as outlined below. Additionally, it shall be the responsibility of
the Village Treasurer to provide each department head and authorized
purchasing agent a copy of the final budget, as so adopted by the
Village Board, and at minimum, a quarterly financial statement showing
year-to-date expenditures and available balances for each department
and line item account.
Every purchase made will be initially reviewed to determine
whether it is a purchase contract or a public works contract. Once
that determination is made, a good faith effort will be made to determine
whether it is known or can reasonably be expected that the aggregate
amount to be spent on the item of supply or service is not subject
to competitive bidding, taking into account past purchases and the
aggregate amount to be spent in a year. The following items are not
subject to competitive bidding pursuant to § 103 of the
General Municipal Law:
A.
Purchase
contracts under $20,000 and public works contracts under $35,000.
B.
Emergency
purchases.
C.
Goods
purchased from agencies for the blind or severely handicapped.
D.
Goods
purchased from correctional institutions.
E.
Purchases
under state and county contacts.
F.
Surplus
and secondhand purchases from another governmental entity.
The request that a purchase not be subject to competitive bidding
will be documented in writing by the individual requesting the purchase.
This documentation may include written quotes from vendors, a memo
from the individual requesting the purchase indicating why the purchase
is not subject to competitive bidding, a copy of the contact indicating
the source which makes the item or service exempt or a memo from the
individual requesting the purchase detailing the circumstances which
require an emergency purchase.
An emergency purchase shall be made only upon the written authorization
of the Mayor. The Mayor, Clerk or Board of Trustees will make the
final decision that a purchase is not subject to competitive bidding.
Verbal quotes shall be documented by the individual requesting the
purchase, to include the name of the vendor, name of individual issuing
the quote, the date quote was made, the amount and any other information
the individual deems necessary. After emergency purchase, this is
to be noted at next Village Board meeting.
A.
All
goods and services will be secured by use of written requests for
proposals, written quotations, or any other method that assures that
goods will be purchased at the lowest price and that favoritism will
be avoided, except those goods and services purchased:
B.
The following method of purchase will be used in order to achieve the highest savings, except goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under state and county contracts; purchases pursuant to § 2-7 of this policy:
[Amended 10-20-2017 by L.L. No. 2-2017]
|
Method
|
Purchase Contracts
|
Public Works Contracts
|
|---|---|---|
|
2 verbal quotes
|
$1,000 - $4,999
|
Not required
|
|
3 written quotes
|
$5,000 - $9,999
|
$5,000 - $19,999
|
|
Written request for proposal
|
$10,000 - $19,999
|
$20,000 - $34,999
|
|
Sealed bids
|
$20,000 +
|
$35,000 +
|
|
*
|
Any purchase under $1,000 does not require a quote.
|
C.
A
good faith effort shall be made to obtain the required number of alternate
proposals. If the individual requesting the purchase is unable to
obtain the required number of alternate proposals, the individual
will document the attempt made at obtaining the proposals. But, in
no event, shall the failure to obtain the proposals be a bar to the
procurement.
D.
The
time and documentation required to purchase through this policy for
goods or services under $501 may be more costly than the item itself
and would, therefore, not be in the best interests of the taxpayer.
E.
Documentation
is required to each action taken in connection with each procurement
and submitted when requesting a purchase order. A purchase order will
not be issued without the required documentation for each procurement
action.
F.
It
shall be the responsibility of the Purchasing Agent to maintain the
proper recordkeeping to substantiate all purchases, and such documentation
shall be made available at the request of the Village Board.
G.
If
the procurement is not part of the department's adopted budget
submission, the department can determine a reallocation of funds towards
the procurement. If reallocation of funds is not possible, the procurement
will need the Board of Trustees' approval prior to purchase.
H.
Documentation
and an explanation is required whenever a contract is awarded to other
than the lowest responsible offer. This documentation will include
an explanation of how the award will achieve savings. The individual
requesting the purchase will be responsible for determining if the
offer is responsible, reliable and dependable.
I.
Vouchers
are required for all purchases.
A.
In
the following circumstances it is not in the best interests of the
Village of Greenwood Lake to solicit quotations or document the basis
for not accepting the lowest bid. In these circumstances, the individual
or company must be chosen based on accountability, reliability, responsibility,
skill, education and training, judgment, integrity, moral worth and
the ability to have a close relationship with the governing body.
These qualifications are not necessarily found in the individual or
company that offers the lowest price, and the nature of these services
are such that they do not readily lend themselves to competitive procurement
proceedings. The citizens of the municipality deserve the benefit
of expertise in these types of services as it may ultimately save
the taxpayers money.
(1)
Services of any attorney.
(2)
Services of a physician.
(3)
Technical services of an engineer engaged to prepare plans, maps
and estimates.
(4)
Securing insurance coverage and/or services of an insurance broker.
(5)
Services of a certified public accountant.
(6)
Investment management services.
(7)
Printing services involving extensive writing, editing or art work.
(8)
Management of municipally owned property.
(9)
Computer software or programming services for customized programs
or services involved in substantial modification and customizing of
prepackaged software.
B.
In
addition, in the following situations it is not in the best interest
of the municipality to secure alternate proposals because of the time
required and type of purchase:
Expenditures from the petty cash account may be made only for
payment in advance of audit and upon receipt of properly itemized
bills for materials, supplies or services furnished to the Village
for the conduct of its affairs and upon terms calling for the payment
of cash to the vendor upon the delivery of any such materials or supplies
or the rendering of any such services. A monthly voucher listing all
expenditures from such account shall be presented to the Village Board
for audit.
