Every prospective purchase of goods or services
shall be evaluated to determine the applicability of General Municipal
Law § 103 and shall comply with the provisions of the Village
Purchasing Policy. Every Village 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 Village 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 of supplies or equipment will
comply with the Village Purchasing Policy and comply with General
Municipal Law § 103.
The lowest responsible proposal or quote shall be awarded the
purchase or public works contract unless the Village 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 lowest
bidder. If a bidder is not deemed responsible, facts supporting that
judgment shall also be documented and filed with the record supporting
the procurement.
The requirements for the solicitation of professional services
is set forth in the Village Purchasing Policy.
The Village Purchasing Policy shall comply with state law and
be periodically reviewed by the Village Board and may be amended from
time to time by resolution of the Board of Trustees.