[HISTORY: Adopted by the Town Board of the Town of Geneva 1-7-1992.
Amendments noted where applicable.]
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 the cumulative
amount of the items of supply or equipment needed in a given fiscal year.
That estimate shall include the canvass 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.
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.
A.
[1]All estimated purchases of:
(1)
Less than $10,000 but greater that $3,000 require a written
request for a proposal (RFP) and written/fax quotes from two vendors.
(2)
Less than $3,000 but greater than or equal to $1,000
shall require an oral request for goods and oral quotes from at least two
vendors.
(3)
Less that $1,000 but greater than $250 are left to discretion
of the purchaser.
B.
[2]All estimated public works contracts of:
(1)
Less than $20,000 but greater that $10,000 require a
written RFP and fax/proposals from at least three contractors.
(2)
Less than $10,000 but greater than or equal to $3,000
require a written RFP and written/fax proposals from at least two contractors.
(3)
Less than $3,000 but greater than $500 are left to the
discretion of the purchaser.
C.
Any written RFP shall describe the desired goods, quantity
and the particulars of delivery. The purchaser shall compile a list of all
vendors from whom written/fax/oral quotes have been requested and the written/fax/oral
quotes offered.
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 proposals or quotes,
the purchaser shall document the attempt made. In no event shall the inability
to obtain the required proposals 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 another governmental agency.
F.
Goods purchased from correctional facilities.
G.
Goods purchased at auction.
H.
Goods purchased for less than $250.
I.
Public works contracts for less than $500.
