[HISTORY: Adopted by the Common Council of the City of Fulton 4-5-1994 by L.L. No.
9-1994[1] (Ch. 21 of the 1991 Code). Amendments noted where applicable.]
[1]
Editor's Note: This local law included a financial management
guide from the office of the State Comptroller, which is on file in
the City offices.
A.
Every purchase to be made must be initially reviewed to determine
whether it is a purchase contract or a public works contract. Once
that determination is made, a good faith effort will be made to determine
whether it is known or can reasonably be expected that the aggregate
amount to be spent on the item of supply or service is not subject
to competitive bidding, taking into account past purchases and the
aggregate amount to be spent in a year. The following items are not
subject to competitive bidding pursuant to § 103 of the
General Municipal Law:
(1)
Purchase contracts under $10,000 and public works contracts under
$20,000.
(2)
Emergency purchases; goods purchased from agencies for the blind
or severely handicapped.
(3)
Goods purchased from correctional institutions.
(4)
Purchases under state and county contracts.
(5)
Surplus and secondhand purchases from another governmental entity.
B.
The decision that a purchase is not subject to competitive bidding
will be documented in writing by the individual making the purchase.
This documentation may include written or verbal quotes from vendors,
a memo from the purchaser indicating how the decision was arrived
at, a copy of the contract indicating the source which makes the item
or service exempt, a memo from the purchaser detailing the circumstances
which led to an emergency purchase or any other written documentation
that is appropriate.
A.
All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: purchase contracts over $10,000 and public works contracts over $20,000; goods purchased from agencies for the blind or severely handicapped pursuant to § 186 of the Correction Law; purchases under state contracts pursuant to § 103, Subdivision 3, of the General Municipal Law; or purchases pursuant to § 116-4 of this policy.
B.
The following method of purchase will be used when required by this
policy in order to achieve the highest savings:
(1)
Purchase contract:
|
Estimated Amount
|
Method
| |
|---|---|---|
|
$0 to $249
|
Purchaser uses best judgment to obtain lowest price
| |
|
$250 to $2,999
|
Verbal quotations
| |
|
$3,000 to $9,999
|
Written/fax quotations or RFPs (requests for proposals)
| |
|
$10,000 and up
|
Bid pursuant to § 103 of the General Municipal Law
|
(2)
Public works contract:
|
Estimated Amount
|
Method
| |
|---|---|---|
|
$0 to $249
|
Purchaser uses best judgment to obtain lowest price
| |
|
$250 to $2,999
|
Verbal quotations
| |
|
$3,000 to $4,999
|
Written/fax quotations
| |
|
$5,000 to $19,999
|
Written/fax or RFPs (requests for proposals)
| |
|
$20,000 and up
|
Bid pursuant to § 103 of the General Municipal Law
|
C.
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 will document
the attempt made at obtaining the proposals. In no event shall the
failure to obtain the proposals be a bar to the procurement.
A.
Documentation is required of each action taken in connection with
each procurement.
B.
Documentation and an explanation is required whenever a contract
is awarded to other than the lowest responsible offeror. This documentation
will include an explanation of how the award will achieve savings
or how the offeror was not responsible. A determination that the offeror
is not responsible shall be made by the purchaser and may not be challenged
under any circumstances.
Pursuant to General Municipal Law § 104-b, Subdivision
2f,[1] the procurement policy may contain some circumstances
when, or types of procurements for which, in the sole discretion of
the governing body, the solicitation of alternative proposals or quotation
will not be in the best interest of the municipality. In the following
circumstances, it may not be in the best interests of the City of
Fulton to solicit quotations or document the basis for not accepting
the lowest bid:
A.
Professional services or services requiring special or technical
skill, training or expertise.
(1)
The individual or company 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. In determining whether
a service fits into this category, the City of Fulton shall take into
consideration the following guidelines:
(a)
Whether the services are subject to state licensing or testing
requirements.
(b)
Whether substantial formal education or training is a necessary
prerequisite to the performance of the services.
(c)
Whether the services require a personal relationship between
the individual and municipal officials.
(2)
Professional or technical services shall include but are not limited
to the following: services of an attorney; services of a physician;
technical services of an engineer 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, 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, Subdivision 4, of
the General Municipal Law. Due to the nature of this exception, these
goods or services must be purchased immediately, and a delay in order
to seek alternate proposals may threaten the life, health, safety
or welfare of the residents. This section does not preclude alternate
proposals if time permits.
C.
Purchases of surplus and secondhand goods from any source. If alternate
proposals are required, the City of Fulton is precluded from purchasing
surplus and secondhand goods at auctions or through specific advertised
sources where the best prices are usually obtained. It is also difficult
to try to compare prices of used goods, and a lower price may indicate
an older product.
D.
Goods or services under $250. 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.
In addition, it is not likely that such de minimis contracts would
be awarded based on favoritism.
[1]
Editor's Note: See now General Municipal Law § 104-b,
Subdivision 2g.
This policy shall go into effect immediately and will be reviewed
after six months for adjustments. Thereafter, it shall be reviewed
annually.
