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 (hereafter "purchaser") shall estimate
the cumulative amount of the items of supply or equipment needed in
a given fiscal year in order to determine if formal quotes or bids
are necessary.
All purchases of supplies or equipment which will exceed $20,000
in the fiscal year or public works contracts over $35,000 shall be
formally bid pursuant to General Municipal Law § 103.
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
bid. 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. The purchaser will document the attempt
made at obtaining the proposals. In no event shall the inability to
obtain the required number of 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:
A. Acquisition of professional services;
D. Goods purchased from agencies for the blind or severely handicapped;
E. Goods purchased from correctional facilities;
F. Goods purchased from another government agency;
G. Goods purchased at auction;
H. Goods purchased for less than $500;
I. Public works contracts for less than $500.
This policy shall be reviewed annually by the Town Board at
its organizational meeting or as soon thereafter as is reasonably
practicable.