Purchase orders shall be subject to strict financial
controls set up and approved by the Finance Director. The following
will be a guide in the execution of such orders.
A. Signed purchase orders are required in all instances.
(1) Expenditures from $200 to $1,000: Requisitions approved
by the department head and the Finance Director are required. Quotations,
preferably written, from at least two suppliers, if such suppliers
can readily be located in our general area, must be obtained prior
to placing an order. If it is not possible to obtain quotations, the
requisition must indicate the reason. The quotations obtained must
be noted on the purchase requisition.
(2) Expenditures from $1,001 to $5,000: Requisitions approved
by the department head and Finance Director are required. The department
is to obtain and submit to the Finance Department written quotations
from at least two suppliers, if possible. If not possible, the department
must state the reason on the purchase requisition.
(3) Expenditures from $5,001 to $9,999: Requisitions approved
by the department head, Finance Director and First Selectman are required.
The department is to obtain and submit to the Finance Department written
quotations from at least three sources.
(4) Expenditures $10,000 and over: Formal written bids,
based on written specifications, shall be invited by advertising in
area newspapers and by mailing to a bid list, if one exists, and shall
be received sealed at a specified date, time and place and publicly
opened thereat.
(5) Any project involving construction, alteration, remodeling,
repair or demolition of any public building by a municipality, estimated
to cost more than $500,000 and which is funded in whole or in part
with state funds, requires compliance with Connecticut General Statutes,
§ 4a-100, concerning prequalification.
B. Purchase requisitions shall not be split to avoid
these bid requirements.
C. In general, the lowest responsible, qualified bidder
will be awarded the purchase order, unless it is decided that it is
not in the best interests of the Town to do so. The Town shall have
the ability to withhold awarding a contract to any bidders if it is
not in the best interest of the Town to do so. Consideration shall
be given to price, quality, time delivery, skill, ability, experience,
financial responsibility, terms and other conditions required by the
purchase order and whether the bidder is a Woodbridge-based business
or the business is wholly owned by a Woodbridge resident. For the
purpose of this chapter, a "Woodbridge-based business" shall mean
a business with its principal place of business located within the
Town of Woodbridge. The Town shall have the sole discretion in determining
the weight, if any, to be accorded to each of the previously enumerated
factors.
[Amended 3-3-2011, effective 4-9-2011]
When state bids are available for services or
goods, such may be purchased without additional quotations or bids
from suppliers who have been awarded the state bids, provided any
expenditure exceeding $10,000 shall require approval of the Board
of Selectmen notwithstanding the availability of a state bid.