[HISTORY: Adopted by the Town Board of the Town of Henrietta 1-1-2001. Amendments noted where applicable.]
Every prospective purchase of goods or services shall be evaluated to determine the applicability of 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 canvas of other town governments 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 during the same year of supplies or equipment exceeding $10,000 or public works contracts over $20,000 shall be formally bid pursuant to General Municipal Law § 103.
All estimated purchases or contracts of:
Three hundred dollars or less shall be left to discretion of the purchaser.
One thousand dollars or less but greater than $300 require two oral requests and oral/fax quotes from vendors.
Two thousand five hundred dollars or less but greater than $1,000 require oral requests with three oral/fax quotes from vendors.
Over $2,500 require written requests for goods/services and three written/fax quotes from vendors, whenever possible.
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.
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 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 from correctional facilities.
Goods purchased from another governmental agency.
Goods purchased at auction.
Goods purchased for less than $300.
Public works contracts for less than $500.
Purchases from county or state contracts.
This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable.