With the exception of the following, no purchases
shall be made without a purchase order made out by the purchaser and
signed by the department head, Superintendent of Public Works and
Mayor or Trustee:
A. Purchases under $1,000.
[Amended 10-3-2011]
B. Emergency purchases, as defined by statute.
C. Contracts for personal service.
D. Employee expenses such as conference expenses, mileage,
meals and other reimbursable expenses in performance of day-to-day
duties.
E. Reimbursement of petty cash.
G. Service contracts for a fixed monthly or annual amount.
H. Interdepartmental charges.
There may be some instances when the solicitation
of alternative proposals or quotations would not be in the best interest
of the Village. In the following circumstances, it may be not in the
best interests of the Village of Montour Falls to solicit quotations
or documents the basis for not accepting the lowest bid:
A. Professional services requiring special or technical
skill, training or expertise. The individual must be chosen based
on accountability, reliability, responsibility, skill, education and
training, judgment, integrity and moral worth. These qualifications
are not necessarily found in the individual or company that offers
the lowest price, and the nature of these services are such that they
do not readily lend themselves to competitive procurement procedures.
The Board of Trustees may therefore waive the procurement policy for
these services after having considered the following:
(1) Whether services are subject to state licensing or
testing requirements.
(2) Whether substantial formal education or training is
a necessary prerequisite to the performance of the services.
(3) Whether the services require a personal relationship
between the individual and municipal officials. Professional or technical
services shall include but not be limited to the following: services
of an attorney; services of a physician; technical services of an
engineer or architect engaged to prepare plans, maps and estimates;
securing insurance coverage and/or services of an insurance broker;
services of a certified public accountant; investment management services;
printing services involving extensive writing and editing or art work;
management of municipally owned property and computer software or
programming services for customized programs; or services involved
in substantial modification and customizing of prepackaged software.
B. Emergency purchases pursuant to § 103(4)
of the General Municipal Law.
C. Purchases of surplus and secondhand goods from any
source.
D. Goods or services under $1,000. The time and documentation
required to purchase through this policy may be more costly than the
item itself and would therefore not be in the best interests of the
taxpayer.
[Amended 10-3-2011]
Upon receipt by the Clerk/Treasurer of any purchase
order for which there is an insufficient appropriation fund balance,
the requisition shall be returned to the requisitioning department
indicating insufficient appropriations. It shall be up to the department
to request additional funds before resubmitting the purchase order
for processing.
This policy shall take effect immediately and
be reviewed annually.