Every prospective purchase of goods or services shall be evaluated
to determine the applicability of General Municipal Law § 103.
Every Town officer, board member, 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 canvas
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 $20,000
in the fiscal year or public works contracts over $35,000 shall be
formally bid pursuant to General Municipal Law § 103.
The lowest responsible proposal or quote shall be awarded the
purchase or public works contract unless the purchaser prepares a
written justification (best value) 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. The best value policy
will allow governments the ability to purchase products and services
that may not be the lowest in price but due to factors such as product
like or quality may provide a cheaper long-term solution. The basis
for best value award must be objective, and written documentation
must be attached to the voucher for the purchase that used this policy.
The Town of Liberty is required to pay prevailing wages for
all labor performed on Town property, unless the contractor certifies
they are the owner of the business and solely performed the work.
All bids and quotes must include information that prevailing wage
rates are applicable. Contact the Finance Office for more information.
All invoices that include labor that is subject to prevailing wage
must have a payroll certification report. The payroll certification
report or vendor certification must also be attached to the voucher
before payment will be processed.
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 must 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:
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.
This policy shall be reviewed annually by the Town Board at
its organizational meeting or as soon thereafter as is reasonably
practicable.