Village of Northport, NY Chapter 53 Procurement Policy

[HISTORY: Adopted by the Board of Trustees of the Village of Northport at time of adoption of Code (see Ch. 1, General Provisions, Art. I). Amendments noted where applicable.]

§ 53-1 Applicability.

These procedures shall govern the purchase of all goods and services by the Incorporated Village of Northport. All such purchases shall be in accordance with applicable laws and regulations as well as consistent with good business practice.

§ 53-2 Purchases subject to competitive bidding.

A. Purchase contracts for amount of $10,000 or more shall be issued based on competitive bidding pursuant to § 103 of General Municipal Law. Public Works purchase contracts (i.e., labor and materials) for amounts of $20,000 or more shall likewise be issued based on competitive bidding pursuant to § 103 of General Municipal Law. Following competitive bidding, purchase contracts shall be awarded to the lowest responsible bidders meeting the specifications issued by the village.

B. Competitive bidding shall not be required for purchases in excess of these limits, when such purchases can be made through blanket municipal purchase contracts such as those available through the New York Office of General Services, the County of Suffolk or any other political subdivision as authorized by law. Competitive bidding shall not be required for the purchase of surplus and/or secondhand supplies, materials or equipment from the Federal Government, the State of New York or other political subdivision. Moreover, competitive bidding shall not be required in the case of professional, technical or artistic services, such as those provided by attorneys, physicians, architects, engineers, accountants, photographers, etc.

C. Purchase contracts for amounts under $10,000 and public works purchase contracts for amounts under $20,000 shall be issued in accordance with the procedures contained herein.

D. Determination as to when purchases are subject to competitive bidding shall be made by the Village Clerk. If the Village Clerk determines that a purchase is not subject to competitive bidding, she shall document the basis for determining that competitive bidding is not required under the law. To the greatest extent possible, needs for particular goods and services shall be anticipated for the entire fiscal year in order to gain economies of scale in village purchasing.

E. All purchase order forms and purchase contracts issued by the Incorporated Village of Northport shall be signed by the Village Clerk or by her designee.

§ 53-3 Purchases not subject to competitive bidding.

A. Purchase contracts and public works purchase contracts not subject to competitive bidding under General Municipal Law shall be issued on the basis of verbal or written quotations obtained in accordance with the following guidelines:

(1) Purchase contracts below $10,000 for goods not covered by state, county or other political subdivision:

	Amount of Purchase	Requirement
	Less than $500	No comparative quotations required; originator may purchase directly from the vendor/contractor whom he or she believes provides a fair and reasonable price.
	$500 - $999	Three verbal (telephone) comparative quotations required; originator must maintain a dated written record of prices obtained from each vendor/supplier.
	$1,000 - $9,999	Three written/fax or electronic or written requests for proposals are required; quotations must be dated and signed by prospective vendor/supplier.

(2) Public works contracts below $20,000:

	Amount of Purchase	Requirement
	Less than $1000	Two verbal (telephone) comparative quotations required; originator must maintain a dated record of prices obtained from each vendor/contractor.
	$1000 - $2499	One written quotation required; quotations must be dated and signed by the vendor/contractor.
	$2500 - $4999	Two written comparative quotations required; quotations must be dated and signed by the vendor/contractor.
	$5000 - $19,999	Three written comparative quotations required; quotations must be dated and signed by the vendor/contractor.

B. The Village Clerk shall document any action taken in connection with the method of procurement. If the purchase contract or public works purchase contract is awarded to other than the lowest responsible bidder, the Village Clerk shall document the justification for awarding the contract, setting forth the reason why the award furthers the purpose of General Municipal Law § 104-b. Such justification shall not be required where the procurement is made pursuant to the following:

(1) General Municipal Law § 103, Subdivision 3, concerning purchase of materials, equipment or supplies from the county.

(2) General Municipal Law § 104 concerning purchases made through the Office of General Services.

(3) Correction Law § 186 concerning fixed prices of labor performed and articles manufactured in correctional institutions.