The Town of Hague 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 § 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.
The 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 and public works contracts over $20,000 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 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:
A. Acquisition of professional services.
D. Goods purchased from another governmental agency.
This policy shall be reviewed annually by the Town Board.
All purchases of the town must be accompanied by a duly signed and completed
purchase order. The above guidelines will not deem it unnecessary to obtain
a purchase order.