[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.]
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.
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.
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.