The purpose of this article is to establish rules and regulations for
the purchase of supplies, materials, equipment and contractual services pursuant
to Sections 64 and 65 of the Geneva City Charter.
A.
Competitive bidding for purchases involving an expenditure
of $1,000 or less but more than $100 shall be governed by the following regulations:
(1)
Informal bids in writing shall be solicited from at least
three suppliers.
(2)
Solicitation for bids shall be in writing and simultaneously
mailed to each of such suppliers.
(3)
Bids received shall not be communicated by the City Comptroller
or any member of his department to any other bidder or unauthorized person
until such time as an actual award has been made.
(4)
"Unauthorized person" shall mean any person other than
the City Manager, department head, commission or board and any employee of
the department, commission or board for whom the purchase is being made and
whose knowledge of the contents of the bid is essential for the performance
of his duties.
(5)
Any city official or employee whether authorized or not
to have knowledge of any bid shall not communicate to any unauthorized person
or bidder the contents of any bid except as hereinabove provided.
(6)
Bidders shall have at least five days from the date of
mailing of solicitation to bid to submit their bids in writing.
(7)
The City Comptroller shall have the right to reject any
or all bids and request additional bids if he considers same to be in the
best interests of the city.
B.
Competitive bidding for purchases involving an expenditure
of $100 or less shall be governed by the following regulations:
(1)
Wherever practicable quotations shall be solicited annually
in writing for contemplated purchases. All known suppliers in the city shall
be solicited for quotations.
(2)
The City Comptroller shall purchase supplies and material
from the supplier furnishing the lowest quotation for the ensuing fiscal year,
except for good cause. Where the purchase is not made from the supplier furnishing
the lowest quotation, the reasons therefor shall be made in writing and filed.
(3)
Where quotations cannot be obtained annually or the solicitation
of same is impractical, the City Comptroller may solicit bids verbally in
person or by telephone from three or more suppliers. A record of all bids
so received shall be reduced to writing and filed specifying the item or items,
time and date of solicitation, name and address of supplier, and amount of
bid.
(4)
The City Comptroller shall purchase supplies and material
from the supplier furnishing the lowest bid except for good cause. Where the
purchase is not made from the supplier furnishing the lowest bid, the reasons
therefor shall be made in writing and filed.
C.
Equipment and contractual services shall conform to the
above regulations except where impractical.
Purchases in excess of $1,000 shall be governed by all applicable provisions
of the General Municipal Law.
