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 at the cumulative amount of the items
of supply or equipment needed in a given fiscal year. That estimate
shall include the canvas 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.
[Amended 2-13-2012 by L.L. No. 1-2012]
All purchase contracts 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, as
amended.
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 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.
[Amended 2-13-2012 by L.L. No. 1-2012]
This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable and if it is determined that a change or changes need be made to monetary thresholds in §§
35-2 and
35-3, the Town Board may adopt such changes by resolution.