This chapter shall be known as the "Town of Webb Procurement
Policy."
Each purchase to be made by the Town of Webb, or any department
thereof, must be initially reviewed to determine whether it is a purchase
contract or a public works contract and a good faith effort made to
determine whether or not the proposed purchase is subject to competitive
bidding pursuant to § 103 of the General Municipal Law.
In making that determination, the Town officers, board, department
heads or other individuals with the requisite purchasing authority
shall consider the reasonably expected aggregate amount of all purchases
of the same commodities or services to be made within the fiscal year.
A determination that a purchase is not subject to competitive bidding
shall be documented in writing by the individual or board responsible
for making the purchase. Such documentation may include written quotes,
written notes relating to verbal quotes solicited, 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 other appropriate written documentation.
All goods and services not subject to competitive bidding will
be secured by use of written requests for proposals, written quotations,
verbal quotations, or any other method which assures that quality
goods will be purchased at the lowest responsible price and that favoritism
will be avoided.
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;
D. Goods purchased from agencies for the blind or severely handicapped;
E. Goods purchased from correctional facilities;
F. Goods purchased from another governmental agency;
G. Goods purchased at auction;
H. Goods purchased for less than $250;
I. Public works contracts for less than $500;
J. Goods purchased at or below published state or county bid prices;
K. Purchases of surplus and secondhand goods from any source. (If alternate
proposals are required, the Town is precluded from purchasing surplus
or secondhand goods where the best prices may be obtained.)
Pursuant to § 104 of the New York State General Municipal
Law, effective January 1, 2009, the Town is including the names of
municipal officers responsible for purchasing decisions as follows:
E. Town Highway Superintendent.
H. Town Code Enforcement Officer.
This policy shall go into effect immediately and will be reviewed
annually at the organization meeting or as soon thereafter as is reasonably
practiced.