Town of Bergen, NY Procurement Policy

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Chapter 132 Procurement Policy

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[HISTORY: Adopted by the Town Board of the Town of Bergen 2-29-2000. Amendments noted where applicable.]

GENERAL REFERENCES

Personnel policies — See Ch. 118.

§ 132-1 Guidelines.

Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law § 103.

Guideline 2. All purchases of:

(1)

Public works contracts over $20,000.

(2)

Supplies or equipment which will exceed $10,000 shall be formally bid pursuant to General Municipal Law § 103 or purchased under valid state or county bids.

Guideline 3.

(1)

All estimated public works contracts of less that $20,000 but greater than $30,000 require a written request for proposals (RFP) and a written/fax proposal from three or more contractors.

(2)

All estimated purchases of less than $10,000 but greater than $3,000 require a written RFP and a written/fax proposal from three or more vendors unless purchased from valid state or county bids.

(3)

All public works contracts or purchases of less than $3,000 but greater that $500 require an oral request for proposals or goods from at least two contractors/vendors unless purchased from valid state or county bids.

(4)

All public works contracts or purchases of less than $500 are left to the discretion of the purchaser after consulting available state and/or county bids.

(5)

Any written RFP shall describe the desired services or goods, the quantity and the particulars of delivery allowing a reasonable response time to the request. The purchaser shall compile a list of all contractors/vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered. Sole source suppliers or franchised goods shall be documented as such and may limit requests for proposals.

(6)

All information gathered in complying with the procedures of this guideline shall be preserved for a minimum time period of three years or longer, if required under NYS Records Retention Statute, for review upon request.

Guideline 4. A good faith effort shall be made to obtain the required number of proposals and 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.

Guideline 5. Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances:

(1)

Acquisition of professional services;

(2)

Emergencies;

(3)

Sole source situations;

(4)

Goods purchased from agencies for the blind or severely handicapped;

(5)

Goods purchased from correctional facilities;

(6)

Goods purchased from another governmental agency;

(7)

Goods purchased at auction.

Guideline 6. This policy shall be reviewed annually by the Town Board at it organizational meeting or as soon thereafter as is reasonably practicable.