[HISTORY: Adopted by the Town Board of the
Town of Coeymans as indicated in article histories. Amendments noted
where applicable.]
[Adopted 12-9-1996]
A.
Prepare purchase order. Department head or designated
subordinate prepares a four-part purchase order. The form includes
the following information:
(1)
Description of item(s) requested.
(2)
Quantity required.
(3)
Appropriation account code to be charged.
(4)
Date.
(5)
Signature of department head or subordinate.
(6)
Name of department.
(7)
Bureau (if appropriate).
(8)
Delivery point.
(9)
Preferred date of delivery (if any).
(10)
Purchase order number.
B.
The four parts of the purchase order form are to be
used as follows:
(1)
Vendor original (white) is sent to vendor to place
order.
(2)
Receiving copy (pink) is retained by the requisitioning
department until the requested items are delivered.
(3)
Department copy (yellow) is retained by department
for future reference.
(4)
Encumbrance copy (blue) is retained by fiscal officer
in open purchase order file.
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NOTES:
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The prenumbered (upper right-hand corner) is
for internal control of the forms. A record of purchase order forms
distributed will be maintained in the Supervisor's office.
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The check (or check stub) will indicate the
purchase order number, where possible, to assist the vendor in determining
the purpose of the payment.
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C.
Blanket purchase orders will be used to reduce the
number of individual purchase orders prepared for reoccurring items.
They will be used for the following items: fuel oil, gasoline, blacktop,
salt, sand, automotive supplies, culvert pipe. Their use will be limited
to those items that are:
D.
Department heads, with the approval of the Town Supervisor,
may issue blanket purchase orders where circumstances warrant it.
The use of blanket purchase orders shall be kept to an absolute minimum.
E.
Confirming purchase orders will only be issued in
cases where there is no one available to issue a purchase order (office
closed), there was no time for advanced planning or where necessity
for immediate action exists (public emergency, as defined by General
Municipal Law § 103). A written confirming purchase order
will be processed as soon as possible setting forth the justification
for its use. The purchase should be marked as "confirming."
All copies of the completed purchase order are
sent to the Supervisor.
Upon receipt of the purchase order, the Supervisor
(designated subordinate) shall determine if there is sufficient unencumbered
balance in the appropriation account(s) to be charged. If sufficient
funds are available, the Supervisor (or authorized representative)
shall certify to availability of funds and the procurement process
continues. If there is no available balance or the balance is insufficient,
the process is discontinued. It will not be resumed until the Board
passes the necessary resolution to modify the budget (unencumbered
balance) for the appropriation account involved. The only exception
to this rule is a confirming purchase order issued for a genuine emergency,
which will be validated by Board resolution.
After determining that the appropriation account
to be charged has sufficient balance, the Supervisor detaches the
encumbrance copy and places it in an open purchase order file. The
appropriation account(s) will have the encumbrance recorded against
it, thus reducing the available balance for future commitments.
The Supervisor will use this file as the basis
for recording encumbrances placed and liquidated (monthly totals).
A general journal entry will record activity in accounts 521 Encumbrances
and 821 Reserve for Encumbrances for each fund. The control accounts,
as adjusted, are compared to the totals reflected in the monthly budgetary
report.
The Supervisor will send the remaining three
copies to the originating department for distribution.
A.
Upon delivery of the requested materials or supplies,
the designated departmental employee will compare the item(s) received
to the receiving copy of the purchase order and the accompanying invoices
or delivery slips. Any discrepancies are noted on the receiving copy,
and it is signed and dated by the employee actually receiving the
shipment.
B.
If delivery is to the receptionist area of Town Hall
(Russell Avenue), the receptionist will only sign for delivery. Actual
comparison of the receiving copy to the delivery will occur after
sending the delivered items to the originating department.
A.
All claims will be sent directly to the originating
department. Upon receipt of the claim form, the receiving copy of
the purchase order (and all invoices/receipts) will be attached thereto.
B.
The department shall perform preliminary steps to
prepare the claim for submission to the Town Board for its audit (see
claim process -Financial Information for Municipalities - copy of
pertinent pages attached)[1]. Prior to transmittal of the claim to the Town Clerk,
the department head shall sign indicating his/her approval.
[1]
Editor's Note: Copy is on file in the office
of the Town Clerk.
The department sends, as soon as possible but
no later than five business days, the completed claim with the receiving
copy of the purchase order and any invoices, receipts, etc., to the
Town Clerk's Office. The claims will be numbered by the Town Clerk's
office. The preliminary abstract (listing) of claims will be prepared
by entering information into the accounting system.
The claim submitted is audited by the Board.
The audit includes (at a minimum) a comparison of the receiving copy
of the purchase order to the claim, determination of compliance to
state and local statutes, that proper signatures have been obtained
and that terms of existing contracts have been adhered to.
The abstract of approved claims will be adjusted
(if necessary) by the Town Clerk. The Town Clerk certifies that the
claims listed have been approved for payment by the Board. A signed
copy of the abstract is filed with the Supervisor's office.
The individual checks are prepared by the Supervisor's
office staff, signed by the Supervisor and sent to vendors.
The Supervisor's office staff will charge subsidiary
appropriation (and other) accounts to record amounts disbursed and
encumbrances liquidated.
[Adopted 4-14-2022 by L.L. No. 2-2022]
New York General Municipal Law § 103 requires competitive
bidding for purchase contracts and contracts for services and has
historically required that such bids be awarded to the lowest responsible
bidder whose bid meets the requirements of the specifications for
the project. This section was amended to provide that, through enactment
of a local law so providing, towns may award purchase contracts and
contracts for services on the basis of best value, as defined in New
York State Finance Law § 163, to a responsive and responsible
bidder or offerer. The Town Board hereby determines that it is in
the best interest of the Town and its residents for the Town Board
to have the authority to award purchase contracts and contracts for
services on the basis of best value. This best value option may be,
but is not required to be, used to award an applicable purchase contract
to optimize quality, cost, and efficiency among responsive and responsible
offers instead of the lowest responsible bidder.
Whenever used in this article, the following terms shall have
the meanings indicated:
The basis for awarding purchase contracts and services to
the offerer that optimizes quality, cost and efficiency, among responsive
and responsible offerers.
The provisions of this article apply to Town purchase contracts,
including contracts for services involving an expenditure of more
than $20,000, but excluding purchase contracts necessary for the completion
of a public works contract pursuant to Article 8 of the New York Labor
Law and any other contract that may in the future be excluded under
state law from the best value option. If the dollar thresholds of
New York General Municipal Law § 103 are increased or decreased
in the future by the State Legislature, the dollar thresholds set
forth herein shall be deemed simultaneously amended to match the new
General Municipal Law thresholds.
Goods and services procured and awarded on the basis of the
best value are those that the Town Board determines optimize quality,
cost and efficiency, among responsive and responsible bidders or offerers.
Such basis shall reflect, wherever possible, objective and quantifiable
analysis. The criteria may include, but shall not be limited to, any
or all of the following: cost of maintenance, proximity to the end
user if distance or response time is a significant term, durability,
availability of replacement parts or maintenance contractors, longer
product life, product performance criteria, and quality of craftsmanship.
Whenever any contract is awarded on the basis of best value
instead of lowest responsible bidder, the basis for determining best
value shall be thoroughly and accurately documented.
