Town of Thompson, NY
Sullivan County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Thompson at time of adoption of Code (see Ch. 1, General Provisions, Art. I). Amendments noted where applicable.]
Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law § 103.
[Amended 4-17-2012 by L.L. No. 5-2012]
All purchase of supplies or equipment which will exceed $20,000 in the fiscal year or public works contracts over $50,000 shall be formally bid pursuant to General Municipal Law § 103.
[Amended 4-17-2012 by L.L. No. 5-2012]
A. 
All estimated purchases of:
(1) 
Less than $20,000 but greater than $10,000 require a written request for proposal (RFP) and fax/written or email quotes from at least three vendors. Purchase must be approved by the Town Board.
(2) 
Less than $10,000 but greater than $5,000 require at least three fax/written or email quotes from vendors. Purchase must be approved by the Town Board.
(3) 
Less than $5,000 but greater than $1,250 require at least two oral, fax, written or email quotes from vendors. Purchase must be approved by the Town Board.
(4) 
Less than $1,250 are left to the discretion of the purchaser.
B. 
All estimated public works contracts of:
(1) 
Less than $50,000 but greater than $15,000 require a written RFP be done and fax/written or email quotes from at least three contractors.
(2) 
Less than $15,000 but greater than $5,000 require fax/written or email quotes from at least three contractors.
(3) 
Less than $3,000 but greater than $1,250 require oral/fax, written or email quotes from at least two vendors/contractors.
(4) 
Less than $1,250 are left to the discretion of the purchaser.
C. 
Any written RFP shall describe the desired goods, quantity and the particulars of delivery method and time. The purchaser must complete a list of all vendors from whom oral/fax/written/email quotes have been requested and offered. RFP and bids can be by mail, hand delivery, or email form as long as it makes the required deadline time.
D. 
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:
A. 
Acquisition of professional services.
B. 
Emergencies.
C. 
Sole source situations.
D. 
Goods purchased from agencies for the blind or severely handicapped.
E. 
Goods purchased from correctional facilities.
F. 
Goods purchased from another governmental agency.
G. 
Goods purchased at auction.
H. 
Goods purchased for less than $250.
I. 
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.