[HISTORY: Adopted by the Town Board of the Town of Massena as indicated in article histories. Amendments noted where applicable.]
[Adopted 1-8-1992; amended in its entirety 1-7-2015]
Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML § 103. Every Town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter "purchaser") shall estimate the cumulative amount of 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 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 exceed $20,000 in the fiscal year or public works contracts over $35,000 shall be formally bid pursuant to GML § 103.
All estimated purchases of less than $20,000 but greater than $3,000 require a written request for a proposal and written/fax quotes from three vendors.
Estimated purchases of less than $6,000 but greater than $3,000 require an oral request for the goods and oral/fax quotes from two vendors
Estimated purchases of less than $3,000 but greater than $500 are left to the discretion of the purchaser.
Any written request for proposal shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered.
All information gathered in complying with the procedures of this guideline 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 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 Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances:
Acquisition of professional services;
Goods purchased from agencies for the blind or severely handicapped;
Goods purchased from correctional facilities;
Goods purchased from another governmental agency;
Goods purchased at auction;
Goods purchased for less than $500;
Public works contracts for less than $500.
This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable.
Whenever possible, every consideration should be given to making purchases from local vendors (Town of Massena). If the price is greater locally, but not significantly, local purchase is strongly recommended.
[Adopted 8-15-2012 by L.L. No. 1-2012]
Pursuant to § 103 of the General Municipal Law and as defined in § 163 of the State Finance Law, the Town of Massena may award public contracts on the basis of best value.
As used in this article, the following terms shall have the meanings indicated:
- BEST VALUE
- A basis for awarding contracts that optimize(s) quality, cost and efficiency, among responsive and responsible offerers and reflect(s) wherever possible, objective and quantifiable analysis.