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. That 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.
The intent of the following policy is so that
the Town Board shall have involvement in expenditures from the Town
budget. It is not the intent of the Board to micromanage department
budgets, but in the end the Town Board is held accountable by the
taxpayers for spending its tax money wisely.
Purchases which will exceed the threshold amount
set forth in General Municipal Law § 103 shall be formally
bid pursuant to this chapter and shall be executed after obtaining
appropriate Town Board approval.
It is expected that the department heads will
consult with the Director of Finance throughout the year regarding
the balance of their budget.
The material, equipment, supplies and/or services
to be purchased shall be of the quality and in the quantity required
to serve the function in a satisfactory manner, as determined by the
department head and the purchasing agent.
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:
C. Goods purchased from agencies for the blind or severely
handicapped.
D. Goods purchased from correctional facilities.
E. Goods purchased at auction, which shall be done at
or below an established limit agreed upon with the Town Board.
[Amended 6-13-2017 by L.L. No. 4-2017]
The above provisions notwithstanding, there
shall be no purchase, procurement and/or acquisition of property from
the Federal Surplus Program, regardless of value or dollar amount,
without prior approval of the Town Board.
Review of Purchasing
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Standard Purchasing:
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Dollars
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Department Head
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Supervisor or Designee
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Town Board
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Quotes Required
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$0 to $2,000
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Yes
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—
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—
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—
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More than $2,000 to $5,000
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Yes
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Yes
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—
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2 verbal
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More than $5,000 to $10,000
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Yes
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Yes
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Yes
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2 written
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More than $20,000 purchase contracts/$35,000 public works projects
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Subject to bid
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Pre-approved Projects:
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Dollars
|
Department Head
|
Supervisor or Designee
|
Town Board
|
Quotes Required
|
---|
$0 to $2,000
|
Yes
|
—
|
—
|
—
|
More than $2,000 to $5,000
|
Yes
|
—
|
—
|
2 verbal
|
More than $5,000 to $10,000
|
Yes
|
Yes
|
Yes
|
2 written
|
More than $20,000 purchase contracts/$35,000 public works projects
|
Subject to bid
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