[HISTORY: Adopted by the Legislature of the County of Monroe 4-25-1989 by L.L. No. 3-1989, approved 6-1-89. Amendments noted where applicable.]
Administrative Code provisions regarding purchasing — See the Administrative Code, Art. VIII.
This chapter shall be known as the "Monroe County Purchasing Law."
The County Purchasing Manager shall be responsible for ensuring that all purchase contracts and public works contracts administered by the Division of Purchasing are made in accordance with requirements of all public purchasing and other contract laws.
In connection with the performance of his/her powers and duties as set forth in the Monroe County Charter, the Purchasing Manager shall:
Act to procure for the county the highest quality supplies and services at the least expense to the county.
Establish uniform specifications for the county so that volume discounts may be obtained where practical.
Endeavor to obtain as full and open competition as possible on all purchases and sales.
Prescribe rules and procedures for the uniform procurement of supplies and service for the county.
Except as otherwise provided in the Monroe County Charter or Administrative Code or by law, it shall be unlawful for any county official or employee of any county agency, except for persons under the direct supervision and control of the Purchasing Manager, or to whom he has delegated such authority, to order the purchase of or enter into a purchase contract for any materials, supplies, equipment or apparatus or related services.
Public bids shall be required, received and read in accordance with all provisions of law. Advertisements for public bids shall be made in an official newspaper designated by the County Legislature.
Award of purchase contracts and public works contracts which result from public bids shall be made to the lowest responsive and responsible bidder in accordance with the requirements of the General Municipal Law. In cases where two or more responsible bidders submit identical bids as to price, and all other terms and conditions are identical, preference may be given to a bidder whose place of business is within Monroe County. Otherwise, award may be made by drawing lots, or by whatever other method is deemed appropriate by the Purchasing Manager, or all bids may be rejected and new bids sought by readvertisement.
In the absence of public bidding requirements, all purchase contracts and public works contracts shall, wherever feasible and cost effective, be based on at least three competitive qutotations and shall be awarded to the lowest responsive and responsible bidder. The Purchasing Manager may solicit quotations by such method or methods, including direct mail and telephone, as he/she shall deem suitable.
In the case of a public emergency arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety or property of the inhabitants of the county require immediate action which cannot await competitive bidding, purchase contracts or public works contracts may be let without such competitive bidding upon certification by the county official requesting the emergency purchase or public work contract using procedures promulgated by the Purchasing Manager and approved by the County Attorney.
In accordance with the General Municipal Law, the Purchasing Manager may enter into a purchase contract with a single supplier without carrying out public bidding procedures if the supplier receives designation as a sole source vendor under procedures promulgated by the Purchasing Manager and approved by the County Attorney.
In accordance with § 408-a of the County Law, the Purchasing Manager is authorized to include a provision in any county contract which permits purchases under such contract by any political subdivision, fire company or district located in whole or in part in Monroe County; provided, however, that the political subdivision, fire company or district accepts sole responsibility for any payment to the vendor.
In accordance with § 134 of the Highway Law, the County Legislature hereby authorizes the Purchasing Manager to purchase or rent all or any part or class of supplies, materials, tools, implements, equipment and machinery, for the construction and maintenance of roads and highways within the county, provided that an unencumbered appropriation sufficient to pay for the same is available.
In accordance with § 109-b of the General Municipal Law, the County Legislature hereby authorizes the Purchasing Manager to enter into installment purchase contracts on behalf of the county, provided that:
This chapter has no application to contracts for professional services or for services requiring special skills or training, such as contracts for legal, medical, dental, nursing, appraisal, insurance and ambulance services as exempt from public bidding laws.