[HISTORY: Adopted by the Town Board of the Town of Corinth as indicated in article histories. Amendments noted where applicable.]
Purchase orders must be obtained from the Supervisor or the Supervisor's secretary.
All purchases made by any officer, employee or appointee of the Town of Corinth will be made by purchase order, duly signed by the Supervisor or the Highway Superintendent. No voucher or claims against the town, other than contractual obligations or utility bills, will be authorized for payment unless accompanied by a signed purchase order.
Parts of the purchase order are distributed as follows:
A log must be kept of all purchase orders issued.
Blanket purchase orders for purchases up to two hundred fifty dollars ($250.) may be issued to individual vendors for small items.
The receipt of goods should be checked and the receiving copy signed by someone other than the Supervisor, Highway Superintendent or Town Clerk.
Unencumbered account balances must reflect sufficient funds to cover the cost of the purchase order before it can be sent out.
File copies of all purchase orders will be maintained in the Supervisor's office.
The Town of Corinth does hereby adopt the following procurement policies and procedures.
Every prospective purchase of goods or services shall be evaluated to determine the applicability of the General Municipal Law § 103. 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 histories 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 ten thousand dollars ($10,000.) in the fiscal year or public works contracts over twenty thousand dollars ($20,000.) shall be formally bid pursuant to General Municipal Law § 103.
[Amended 12-5-1996 by L.L. No. 2-1996]
All estimated purchases of less than or equal to ten thousand dollars ($10,000.) but greater than three thousand dollars ($3,000.), require a written request for a proposal (RFP) and written/fax quotes from three (3) vendors.
All estimated purchases of less than or equal to three thousand dollars ($3,000.) but greater than one thousand dollars ($1,000.) require an oral request for the goods and oral/fax quotes from two (2) vendors.
All estimated purchases of less than or equal to one thousand dollars ($1,000.) but greater than two hundred fifty dollars ($250.) are left to the discretion of the purchaser.
Public works contracts.
[Amended 12-5-1996 by L.L. No. 2-1996]
All estimated public works contracts of less than or equal to twenty thousand dollars ($20,000.) but greater than ten thousand dollars ($10,000.) require a written RFP and fax/proposals from three (3) contractors.
All estimated public works contracts of less than or equal to ten thousand dollars ($10,000.) but greater than three thousand dollars ($3,000.) require a written RFP and fax/proposals from two (2) contractors.
All estimated public works contracts of less than or equal to three thousand dollars ($3,000.) but greater than five hundred dollars ($500.) are left to the discretion of the purchaser.
Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all 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 section 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.
[Added 7-10-2014 by L.L. No. 2-2014]
The Town may award purchase contracts, including contracts for service work but excluding any purchase contracts necessary for the completion of a public works contract pursuant to Article 8 of the New York Labor Law, on the basis of best value, as defined in New York State Finance Law § 163, to a responsive and responsible bidder or offerer.
The determination to award a contract on the basis of best value shall be made by the Town Board. Such determination shall include the specific criteria to be applied in determining best value, which shall reflect, wherever possible, objective and quantifiable analysis. The Board shall document the determination of the evaluation criteria. The Board should use a cost-benefit analysis or other similar process to demonstrate quantifiable value or savings from nonprice factors that offset the price differential of lower price offers. Such criteria may also identify a quantitative factor to be used in the evaluation of proposals from offerers that are small businesses or certified minority- or women-owned business enterprises as defined in Subdivisions 1, 7, 15 and 20 of Executive Law § 310. In making such determination, the Board shall consider the recommendation, if any, of the department head or designee of the department for which the contract is being procured.
The procedure for awarding a contract on the basis of best value shall include public solicitation of offers and submission of sealed offers or other formal competitive procurement process in accordance with the guidelines established under the Town's Procurement Policy. The solicitation shall include a description of the manner in which the evaluation of the offers and award of the contract will be conducted and, if appropriate, identification of the relative importance or weight of price and nonprice factors. Nonprice factors include, but are not limited to, such considerations as the reliability of a product, efficiency of operation, difficulty or ease of maintenance, cost of maintenance, useful lifespan, ability to meet needs regarding timeliness of performance and experience of a service provider with similar contracts.
Documentation of the contract award shall, where practicable, include a description of the application of the price and nonprice criteria to the proposals received and an evaluation of the results or, where not practicable, such other justification which demonstrates that best value will be achieved.
In the event that the Town Board does not make a determination to award a contract on the basis of best value, contracts shall continue to be awarded to the lowest responsible bidder furnishing the required security as required by General Municipal Law § 103.
A good-faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable 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.
Sole source situations.
Goods purchased from agencies for the blind or severely handicapped.
Goods purchased at auction.
Goods purchased from correctional facilities.
Goods purchased from another governmental agency.
Goods purchased for less than two hundred fifty dollars ($250.).
Public works contracts for less than five hundred dollars ($500.).
This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable.