[HISTORY: Adopted by the Town Board of the Town of Chatham as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Investment policy — See Ch. 49.
[Adopted 2-13-1992 by Res. No. 47-92]
The following policies and procedures shall hereafter apply to all acquisitions of goods and services by the Town of Chatham which are not otherwise subject to competitive bidding under the provisions of the General Municipal Law of the State of New York.
A. 
The Town Superintendent of Highways and the Town Board, being the only two agencies of the town empowered to make purchases with the use of public funds, shall, with regard to each such acquisition, decide as follows:
(1) 
Whether competitive bidding is required by law.
(2) 
If competitive bidding is not required, whether alternative proposals or quotations are desirable and, if so, whether the same shall be in writing.
B. 
If any such acquisition is awarded to any person or firm other than the lowest responsible vendor, specific justification and documentation shall set forth the reasons therefor. With regard to all such purchases, a certification shall be made by the Town Board or the Superintendent of Highways, in the form attached hereto as Exhibit A,[1] attesting to the fact that the purchase in question has been made in the best interest of the taxpayers of the town.
[1]
Editor's Note: Exhibit A is on file and available for inspection in the town offices.
The sections set forth above shall not be deemed to require the solicitation of proposals or quotations for goods or services required with regard to any of the following:
A. 
Professional services.
B. 
Emergencies.
C. 
Sole source situations.
D. 
Goods purchased from agencies for the blind or severely handicapped.
E. 
Goods purchased from correctional facilities.
F. 
Goods purchased from governmental agencies.
G. 
Goods purchased at an auction.
H. 
Goods purchased for less than $500.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
I. 
Public works contracts involving less than $2,500.
J. 
Equipment and vehicle repairs.[2]
[2]
Editor's Note: Added at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
The Town Board shall annually review the foregoing policies and procedures.
The unintentional failure of the town or any of its officers, districts, agents or employees to strictly comply with the policies and procedures set forth above shall not be grounds to void action taken or give rise to a cause of action against the town or any of its districts, officers or employees.
[Adopted 12-1-1994 by Res. No. 166-94]
A. 
The Town of Chatham purchasing documentation procedures shall be as follows:
(1) 
Call the Columbia County Administrator's office to see if there is a county or state bid.
(2) 
If the purchase exceeds $500 and is less than $1,000, get at least three verbal quotes.
(3) 
If the purchase is greater than $1,000 and less than $2,500, get three written quotes and attach to voucher.
(4) 
If the purchase is greater than $2,500, ask the Town Board what procedures to follow. If an emergency, obtain permission of the Town Supervisor.
(5) 
If part, service, etc., is a sole source, indicate vendor and reason.
B. 
Equipment and vehicle repairs are exempt from above requirements. If there are any additional questions, refer to Article I of this chapter.
A. 
Did you call Columbia County to look for bids or possible vendors? ___________
(yes or no)
B. 
If the purchase is over $500 and less than $1,000, did you obtain at least three verbal quotes? (list below)
Vendor
_____________________
_____________________
_____________________
_____________________
_____________________
Cost
___________________
___________________
___________________
___________________
___________________
C. 
If the purchase is over $1,000 and less than $2,500, attach copies of three written quotes to voucher.
D. 
If an emergency, note the date you contacted the Town Supervisor: ______________
(date)
E. 
If purchase is sole source, indicate the vendor and the reason why it is sole source.