[HISTORY: Adopted by the Board of Trustees of the Village of Ballston Spa 1-10-2011 by L.L. No. 1-2011[1]; amended in its entirety 4-12-2021 by L.L. No. 3-2021. Subsequent amendments noted where applicable.]
[1]
Editor's Note: This local law also superseded former Ch. 53, Procurement Policy, adopted 7-28-1992, as amended.
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.
A. 
All other purchases which are not subject to formal bid by General Municipal Law § 103 shall be subject to the provisions of the Village Purchasing Policy, as amended by the Village Trustees from time to time.
B. 
All information gathered in complying with the procedures of this section shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
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.