§ 48-1Evaluation and determination of type of purchase.
§ 48-2Competitive bidding.
§ 48-3Method for securing goods and services.
§ 48-4Award to other than lowest bidder.
§ 48-5Effort to obtain required quotes.
§ 48-7Annual review.
Every prospective purchase of goods or services shall be evaluated to determine the applicability of § 103 of the General Municipal Law. Every village 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 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 which will exceed $10,000 in the fiscal year or public works contracts over $20,000 shall be formally bid pursuant to § 103 of the General Municipal Law.
All estimated purchases of:
Ten thousand dollars or less than $10,000 but greater than $3,001 require a written request for a proposal (RFP) and written/FAX quotes from three vendors.
Three thousand dollars or less than $3,000 but greater than $1,001 require an oral request for the goods and oral/FAX quotes from two vendors.
One thousand dollars or less than $1,000 but greater than zero dollars are left to the discretion of the purchaser.
All estimated public works contracts of:
Twenty thousand dollars or less than $20,000 but greater than $10,001 require a written request for a proposal and FAX/proposals from three contractors.
Ten thousand dollars or less than $10,000 but greater than $3,001 require a written request for a proposal and FAX/proposals from two contractors.
Three thousand dollars or less than $3,000 but greater than zero dollars $0. are left to be discretion of the purchaser.
Any written RFP shall describe the desired goods, 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.
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 purchaser 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 low 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 Village Board, no solicitation of written proposals or quotations shall be required under the following circumstances:
Acquisition of professional services.
Emergencies, with concurrence of Committee Chairman.
Sole source situations.
Goods or services purchased from agencies for the blind or severely handicapped.
Goods or services purchased from correctional facilities.
Goods purchased from another governmental agency.
Goods purchased at auction.
Goods purchased for less than $251.
Public works contracts for less than $250.
This policy shall be reviewed annually by the Village Board at its organizational meeting or as soon thereafter as is reasonably practicable.