The Village of Middleport does hereby adopt the following procurement
policies and procedures.
Every prospective purchase of goods or services shall be evaluated to
determine the applicability of General Municipal Law § 103. The
purchaser shall estimate the cumulative amount of the items of supply of equipment
needed in a given fiscal year. That estimate shall take into consideration
requirements of other village departments and past history to determine the
likely yearly value of the commodity to be acquired.
All purchases of supplies or equipment which will exceed $10,000 in
the fiscal year or public works contracts over $20,000 shall be formally bid
pursuant to General Municipal Law § 103.
Purchase or public works contracts in excess of $1,000 shall be approved
by the Village Board of Trustees. The purchaser to accept a proposal in accordance
with these guidelines prior to receipt of approval but subject to approval.
If no separate action by the Village Board of Trustees has been taken, the
approval of vouchered billings by the Village Board of Trustees shall constitute
approval.
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 village and its taxpayers
to make an award to other than the low proposal.
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 Village Board of Trustees and subject to
competitive bidding requirements, 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 $1,000.
I. Public works contracts for less than $1,000.
This policy shall be reviewed annually by the Village Board of Trustees
at its organizational meeting or as soon thereafter as is reasonably practicable.
Except where exempted by §
35-7, a Procurement Policy Form shall be completed by the purchaser and placed in the file relating to the purchase. All additional information gathered in complying with the procedures of section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
It is the determination of this Board that for purchases less than $1,000,
the requirement of solicitation of alternative proposals and the paperwork
necessary to document them are time consuming and counterproductive to the
best interest of the village. The small number of individuals with purchasing
authority and their overall knowledge of available products and services in
their respective areas are given weight by this Board in arriving at this
finding. Purchasers shall, nevertheless, utilize good business judgment in
obtaining products and services at the best overall value to the Village of
Middleport.