Every prospective purchase of goods or services
shall be evaluated to determine the applicability of General Municipal
Law § 103. Every village officer, board member, 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 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 documents supporting the purchase activity.
[Amended 6-11-2014 by L.L. No. 3-2014]
All purchases of supplies or equipment which
will exceed $20,000 in the fiscal year or public works contracts over
$35,000 shall be formally bid pursuant to General Municipal Law § 103.
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 the 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 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.
D. Goods purchased from agencies for the blind or severely
handicapped.
E. Goods purchased from correctional facilities.
F. Goods purchased from another governmental agency.
G. Goods purchased at auction.
H. Goods purchased for less than $250.
I. Public works contracts for less than $500.
This policy shall be reviewed annually by the
Village Board at its organizational meeting or as soon thereafter
as is reasonably practicable.