[HISTORY: Adopted by the Town Board of the Town of Southport 1-2-2001 by Res. No. 36-2001; amended in its entirety 12-29-2010 by Res. No. 204-2010. Subsequent amendments noted where applicable.]
Investment policy — See Ch. 72.
Every prospective purchase of goods or services shall be evaluated to determine the applicability of § 103 of the General Municipal Law. Every Town officer, board, department head or other personnel with the requisite purchasing authority ("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 review of 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 which will exceed $20,000 in the fiscal year, or a public works contract more than $35,000 shall be formally bid in accordance with the procedures set forth in § 103 of the General Municipal Law.
All estimated purchases of:
Less than $20,000 but greater than $16,000 shall require a written request for a proposal (herein after referred to as "RFP") and written/fax quotes from three vendors.
Less than $16,000 but greater than $8,000 requires an oral request for goods and oral/fax quotes from two vendors, which oral quotes shall be substantiated in writing by the purchaser.
Less than $8,000 but greater than $1,000 are left to the discretion of the purchaser and must be within current fiscal year appropriations.
All estimated public works contracts of:
Less than $35,000 but greater than $21,000 requires a written RFP and fax/proposals from three contractors.
Less than $21,000 but greater than $10,500 requires a written RFP and fax/proposals from two contractors.
Less than $10,500 but greater than $2,500 are left to the discretion of the purchaser and must be within current fiscal year appropriations.
Any RFP shall describe the desired goods, quantity and 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.
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.
All purchases must be approved by the supervisor or his designee(s).
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 taxpayers to make an award to other than the low bidder. If a bidder is not being 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:
Sole source situations;
Goods purchased from agencies for the blind or severely disabled;
Goods purchased from correctional facilities;
Goods purchased from another governmental agency or entity;
Goods purchased at auctions;
Goods purchased for less than $600; or
Public works contracts for less than $2,500.
Prior to the purchase of any goods or the entering into of any public works contract, the purchaser will determine whether the vendor is either disbarred or otherwise disqualified from bidding on or entering into a public works contract.
This policy shall be reviewed annually by the Town Board of the Town of Southport.