[HISTORY: Adopted by the Town Board of the
Town of Deerpark 2-10-1992; amended in its entirety 1-27-2014 by L.L. No. 1-2014. Subsequent amendments
noted where applicable.]
Every prospective purchase of goods or services shall be evaluated
to determine the applicability of General Municipal Laws §§ 103
and 104, and § 163 of the New York State Finance Law. Every
Town officer, board, department head or other personnel with the requisite
purchasing authority (hereinafter "purchaser") shall estimate the
cumulative amount of the 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 yearly cost
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
aggregate of the same commodity, service, or vendor in the fiscal
year, or public works contracts over $35,000 aggregate of the same
commodity, service, or vendor in the fiscal year, shall be formally
bid pursuant to General Municipal Law § 103. Procurement
must be made by sealed competitive bids or best value procurement
in conformance with General Municipal Law § 103, as applicable
at the time of purchase.
A.
All estimated purchases below the $20,000 threshold:
B.
All estimated public works contracts below the $35,000 threshold:
C.
Any written RFP shall describe the desired goods, quantity and the
particulars of delivery. The purchaser shall compile a list of all
venders from whom written/fax/oral quotes have been requested and
the written/fax/oral quotes offered.
D.
All information gathered in complying with the procedures of this
section shall be preserved and filed with the documentation supporting
the subsequent purchase or public works contract.
A.
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 through best value requirements, under General Municipal Law
§ 103, Subdivision 1. If a bidder is not deemed responsible,
facts supporting that judgment shall also be documented and filed
with the record supporting the procurement.
B.
"Piggybacking" is allowable under General Municipal Law § 103,
Subdivision 16, allowing procurement of certain goods (including apparatus,
materials, equipment, and supplies) and services through contracts
let by the United States or any agency thereof, any state or political
subdivision or any district therein, if such contract was obtained
in a manner consistent with competitive bidding and has been made
available for use by other governmental agencies. Approval for the
use of piggybacking will be through the Town Supervisor.
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 procurement.
Except when directed by the Town Board, no solicitation of written
proposals or quotations shall be required under the following circumstances:
A.
Emergencies.
B.
Sole-source situations.
C.
Goods purchased from agencies for the blind or severely handicapped.
D.
Goods purchased from correctional facilities.
E.
Goods purchased from another governmental agency.
F.
Goods purchased at auction.
G.
Goods purchased or public works contracts for less than $10,000.
H.
Goods obtained pursuant to state bid.
I.
Acquisition of professional services.
The individuals listed below are responsible for purchasing
decisions as of the date of the last annual review of this policy.
However, no contract is binding on the Town until approved by the
Deerpark Town Board and executed by the Deerpark Town Supervisor.
Names listed can be changed without adopting a new local law, upon
vacancy or change in particular position.
A.
For commodities not related to construction or maintenance of Town
facilities, infrastructure as performed by the Highway Department:
Karl A. Brabenec, Deerpark Town Supervisor
B.
For commodities related to construction or maintenance of Town facilities,
infrastructure as performed by the Highway Department:
Edward A. Hughson, Deerpark Superintendent of Highways
C.
For services, as applicable to each procuring department:
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Office of the Town Supervisor
|
Karl A. Brabenec, Town Supervisor
| |
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Office of the Town Clerk
|
Florence T. Santini, Town Clerk
| |
|
Office of the Assessor
|
Deborah Natalizio, Assessor
| |
|
Office of the Tax Collector
|
Jane A. Garvey, Tax Collector
| |
|
Office of the Building Department
|
Al Fusco, III, Building Inspector
| |
|
Office of Town Justice Wulff
|
John P. Wulff, Sr., Town Justice
| |
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Office of Town Justice Osowick
|
Laurie Osowick, Town Justice
| |
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Office of the Superintendent of Highways
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Edward A. Hughson, Superintendent of Highways
| |
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Office of the Highway Department
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Edward A. Hughson, Superintendent of Highways
| |
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Office of the Police Department
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Karl A. Brabenec, Police Commissioner
| |
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Office of the Historian
|
Norma Schadt, Town Historian
| |
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All boards, committees, and commissions
|
Karl A. Brabenec, Town Supervisor
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This policy shall be reviewed annually by the Town Board at
its organizational meeting or as soon thereafter as is reasonably
practicable.
