Every prospective purchase of goods or services
shall be evaluated to determine the applicability of § 103
of the General Municipal Law. Every village 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 village 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 $10,000 in the fiscal year or public works contracts over
$20,000 shall be formally bid pursuant to § 103 of the General
Municipal Law.
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 village 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 Village Board, no
solicitation of written proposals or quotations shall be required
under the following circumstances:
A. Acquisition of professional services.
B. Emergencies, with concurrence of Committee Chairman.
D. Goods or services purchased from agencies for the
blind or severely handicapped.
E. Goods or services purchased from correctional facilities.
F. Goods purchased from another governmental agency.
G. Goods purchased at auction.
H. Goods purchased for less than $251.
I. Public works contracts for less than $250.
This policy shall be reviewed annually by the
Village Board at its organizational meeting or as soon thereafter
as is reasonably practicable.
[Adopted 7-30-2019 by L.L. No. 1-2019]
This article shall be known as the "Village of Oxford Local
Law Authorizing Best Value Competitive Bidding and Procurement."
The intent of this article is to allow the Village Board the
option to award certain purchase contracts (including contracts for
services) subject to competitive bidding under § 103 of
the General Municipal Law on the basis of a low bid or "best value"
as defined in § 163 of the New York State Finance Law.
Tthis article is enacted pursuant to New York State General
Municipal Law § 103.
If my clause, sentence, paragraph, subdivision, or part of this
article or the application thereof to any person, firm or corporation,
or circumstance, shall be adjudged by any court of competent jurisdiction
to be invalid or unconstitutional, such order or judgment shall not
affect, impair, or invalidate the remainder thereof, but shall be
confined in its operation to the clause, sentence, paragraph, subdivision,
or part of this article or in its application to the person, individual,
firm or corporation or circumstance, directly involved in the controversy
in which such judgment or order shall be rendered.