The Town Clerk shall be responsible for assuring that all purchases
are made in accordance with this procurement policy. Every prospective
purchase of goods or services shall be evaluated to determine the
applicability of General Municipal Law (GML) § 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 canvass of other
Town 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 documentation
supporting the purchase activity. All purchases over $350 from the
General Fund shall require a prior approval of the Town Board.
All purchases of supplies or equipment which will exceed $10,000
in the fiscal year or public works contracts over $20,000 shall be
formally bid pursuant to GML § 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 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:
A. Acquisition of professional services, except when the Town Board
has directed the use of formal requests for proposals;
D. Goods purchased from agencies for the blind or severely handicapped;
E. Goods purchased from correctional facilities;
F. Goods purchased from another government agency;
G. Goods purchased at auction;
H. Goods purchased for less than $250;
I. Public works contacts for less than $500.
This policy shall be reviewed annually by the Town Board at
its organizational meeting or as soon thereafter as is reasonably
practicable.