[HISTORY: Adopted by the Town Board of the
Town of Corinth as indicated in article histories. Amendments noted
where applicable.]
[Adopted 8-9-1991]
Purchase orders must be obtained from the Supervisor
or the Supervisor's secretary.
[Amended 1-6-1994]
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.
[Adopted 2-6-1992]
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.
A.
Purchase contracts.
[Amended 12-5-1996 by L.L. No. 2-1996]
(1)
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.
(2)
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.
(3)
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.
B.
Public works contracts.
[Amended 12-5-1996 by L.L. No. 2-1996]
(1)
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.
(2)
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.
(3)
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.
C.
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.
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.
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]
A.
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.
B.
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.
C.
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.
D.
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.
E.
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:
A.
Acquisition of professional services.
B.
Emergencies.
C.
Sole source situations.
D.
Goods purchased from agencies for the blind or severely
handicapped.
E.
Goods purchased at auction.
F.
Goods purchased from correctional facilities.
G.
Goods purchased from another governmental agency.
H.
Goods purchased for less than two hundred fifty dollars
($250.).
I.
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.
