Every prospective purchase of goods or services
shall be evaluated to determine the applicability of General Municipal
Law § 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.
[Amended 5-5-2011 by L.L. No. 1-2011]
All purchases of supplies or equipment which
will exceed $20,000 in the fiscal year or public works contracts over
$35,000 shall be formally bid pursuant to § 103 of the General
Municipal Law.
[Amended 5-5-2011 by L.L. No. 1-2011]
A. All estimated
purchases of:
(1) Less
than $20,000 but greater than $5,000 require a written request for
a proposal (RFP) and written/fax quotes from three vendors.
(2) Five
thousand dollars or less, but greater than $50, require an oral request
for the goods and oral/fax quotes from two vendors.
B. All estimated
public works contracts of:
(1) Less
than $35,000 but greater than $10,000, require a written RFP and fax/proposals
from three contractors.
(2) Ten thousand
dollars or less, but greater than $3,000, require a written RFP and
fax/proposals from two contractors.
(3) Three
thousand dollars or less are left to the discretion of the purchaser.
C. Any written
RFP shall describe the desired goods and quantity and the particulars
of delivery. The purchaser shall compile a list of all vendors from
whom written/fax/oral quotes have been requested and the written/fax/oral
quotes offered.
D. All information
gathered in complying with the procedures of this guideline 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 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 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.
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.
D. Goods purchased from agencies for the blind or severely
handicapped.
E. Goods purchased from correctional facilities.
F. Goods purchased from another governmental agency.
G. Goods purchased at auction.
The central purchasing agent will be responsible
for all quotes and documentations of purchases.
This policy shall be reviewed annually by the
Town Board at its organizational meeting or as soon thereafter as
is reasonably practicable.