[Adopted 1-2-1992]
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 on a given fiscal year. That estimate shall
include the canvass of other town departments and past history to
determine the likely year 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.
[Amended 2-11-2010 by L.L. No. 1-2010]
All purchasers of supplies and equipment and
all public works contracts shall be formally bid as required by the
General Municipal Law, as amended from time to time.
A.
For all estimated purchases of less than the amount required for formal bid pursuant to § 50-4 herein, a written or documented oral request for proposals shall be offered in an attempt to procure three written/fax quotes from prospective vendors.
[Amended 2-11-2010 by L.L. No. 1-2010]
B.
For all estimated public works contracts of less than the amount required for formal bid pursuant to § 50-4 herein but greater than $10,000, a written or documented oral request for proposals shall be offered in an attempt to procure three written/fax quotes from prospective contractors.
[Amended 2-11-2010 by L.L. No. 1-2010]
C.
Any written request for proposal 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
have been requested and the written/fax/oral quotes offered.
D.
All information gathered in complying with the procedures
of these guidelines 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 the 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:
This policy shall be reviewed annually by the
Town Board at its organizational meeting or as soon thereafter as
is reasonably practicable.