[HISTORY: Adopted by the Town Board of the Town of Guilderland as indicated in article histories. Amendments noted where applicable.]
The Town of Guilderland does hereby adopt the following procurement policies and procedures.
Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law § 102. Every town officer, board, department head or other personnel with the requisite purchase 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.
All purchases of supplies or equipment which will exceed $10,000 in the fiscal year or public works contracts over $20,000 shall be formally bid pursuant to General Municipal Law § 103.
Non-bid procurements shall be as follows:
All estimated purchases of:
Less than $10,000 but greater than or equal to $3,000 require a written request for a proposal (RFP) and written/fax quotes from three vendors.
Less than $3,000 but greater than or equal to $1,000 require an oral request for the goods and oral/fax quotes from two vendors.
Less than $1,000 but greater than or equal to $250 are left to the discretion of the purchaser.
All estimated public works contracts of:
Less than $20,000 but greater than or equal to $10,000 require a written RFP and fax/written proposals from three contractors.
Less than $10,000 but greater than or equal to $3,000 require a written RFP and fax/written proposals from two contractors.
Less than $3,000 but greater than or equal to $500 are left to the discretion of the purchaser.
Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes shall been requested and the written/fax/oral quotes offered.
All information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
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:
Acquisition of professional services.
Goods purchased from agencies for the blind or severely handicapped.
Goods purchased from correctional facilities.
Goods purchased from another governmental agency.
Goods purchased at auction.
Goods purchased for less than $250.
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.
The following is a list of guidelines for all department purchases. Please make every attempt possible to make purchases through the central purchasing agent. If there are any questions or comments regarding this policy, please contact the Supervisor's office.
A department head, prior to the actual purchase, will approve all purchases.
Emergency purchases will be handled in conjunction with the Supervisor's office and will be subject to the approval of the Town Supervisor or Deputy Supervisor and the department head.
Purchase limits will be as defined in the procurement policy attached. They are as follows:
More than or equal to $10,000: follow bidding policy procedure.
Under $10,000 but more than or equal to $3,000: will need a formal proposal and three quotes.
Under $3,000 but more than or equal to $1,000: will need two quotes (can be oral, not written).
Under $1,000 but more than or equal to $250: at the discretion of the purchaser (department head or a designee with prior department head approval).
Copies of all purchase orders and a receipt of billing will be submitted to the Supervisor's office by next-day mail or personal delivery.
All purchase orders will be completely filled out at time of purchase.