[HISTORY: Adopted by the Town Board of the Town of Salina 12-22-1995. Amendments noted where applicable.]
This chapter sets forth the policies and procedures of the Town of Salina to meet the requirements of General Municipal Law § 104-b.
The purpose of this chapter is to define policy and establish procedure for goods and services which are not required by law to be procured pursuant to competitive bidding, but must be procured in a manner so as to assure the prudent and economical use of public moneys, in the best interests of the tax payers, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances and to guard against favoritism, improvidence, extravagance, fraud and corruption.
Every procurement to be made must be initially reviewed by each department head to determine whether it is a purchase or a public work contract. Purchase contracts involve the acquisition of commodities, materials, supplies or equipment, while contracts for public work involve services, labor or construction.
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.
All estimated purchases of less than $20,000 but greater than $3,000 require a request for proposal (RFP) and written/fax quotes from three vendors. All documentation, including the RFP and quotes, shall be attached to the voucher with the appropriate justification for the successful bidder and identified by purchase order number.
All estimated purchases of less than $3,000 but greater than $1,000 require an oral request for the goods and services and written quotes from three vendors. All documentation shall be attached to the vendor's voucher submitted for payment.
All estimated purchases of less than $1,000 are left to the discretion of the purchaser, provided that the appropriate budgetary line item supports said purchase.
Public works contracts.
All estimated public works contracts of less than $35,000 but greater than $3,000 require a written request for proposals and written/fax proposals from three contractors.
[Amended 6-14-2010 by L.L. No. 2-2010]
All estimated public works contracts of less than $3,000 are left to the discretion of the purchaser.
Any written request for proposal (RFP) shall describe the desired goods, quantity and particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax quotes have been requested and the written/fax quotes have been offered.
All documentation and explanation is required whenever a contract is awarded to other than the lowest responsible offer. All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting the subsequent purchase.
The lowest responsible proposal or quote shall be awarded the purchase unless the purchaser prepares a written justification, approved by the department head, 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:
Acquisitions of professional services.
Sole source situations, where documented.
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, not exceeding $3,000.
Procurements less than $1,000.
This policy shall be reviewed annually by the Town of Salina Town Board at its annual organizational meeting or as soon as possible thereafter as is reasonably practicable.