Supplies or equipment which will exceed $10,000 shall
be formally bid pursuant to General Municipal Law § 103
or purchased under valid state or county bids.
All estimated public works contracts of less that
$20,000 but greater than $30,000 require a written request for proposals
(RFP) and a written/fax proposal from three or more contractors.
All estimated purchases of less than $10,000 but greater
than $3,000 require a written RFP and a written/fax proposal from
three or more vendors unless purchased from valid state or county
bids.
All public works contracts or purchases of less than
$3,000 but greater that $500 require an oral request for proposals
or goods from at least two contractors/vendors unless purchased from
valid state or county bids.
All public works contracts or purchases of less than
$500 are left to the discretion of the purchaser after consulting
available state and/or county bids.
Any written RFP shall describe the desired services
or goods, the quantity and the particulars of delivery allowing a
reasonable response time to the request. The purchaser shall compile
a list of all contractors/vendors from whom written/fax/oral quotes
have been requested and the written/fax/oral quotes offered. Sole
source suppliers or franchised goods shall be documented as such and
may limit requests for proposals.
All information gathered in complying with the procedures
of this guideline shall be preserved for a minimum time period of
three years or longer, if required under NYS Records Retention Statute,
for review upon request.
Guideline 4. A good faith effort shall be made to
obtain the required number of proposals and 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.
Guideline 5. Except when directed by the Town Board,
no solicitation of written proposals or quotations shall be required
under the following circumstances: