[HISTORY: Adopted by the Town Board of the Town of Rosendale 8-12-1992.
Amendments noted where applicable.]
A.
Guideline 1. 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.
B.
Guideline 2. All purchases of (a) supplies or equipment
which will exceed $10,000 in the fiscal year or (b) public works contracts
over $20,000 shall be formally bid pursuant to General Municipal Law § 103.
C.
Guideline 3.
(1)
All estimated purchases of:
(a)
Less than $10,000 but greater than $3,000 require a written
request for a proposal (RFP) and written/fax quotes from three vendors.
(b)
Less than $3,000 but greater than $1,000 require an oral
request for the goods and oral/fax quotes from two vendors.
(c)
Less than $1,000 but greater than $250 are left to discretion
of the purchaser.
(2)
All estimated public works contracts of:
(a)
Less than $20,000 but greater than $10,000 require a
written RFP and fax/proposals from three contractors.
(b)
Less than $10,000 but greater than $3,000 require a written
RFP and fax/proposals from two contractors.
(c)
Less than $3,000 but greater than $500 are left to the
discretion of the purchaser.
(3)
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.
(4)
All information gathered in complying with the procedures
of this guideline shall be preserved and filed with the documentation supporting
the subsequent purchase of public works contract. All purchases must receive
final authorization from the Town Supervisor as chief fiscal officer and must
be in the form of an approved purchase order.
D.
Guideline 4. 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 any 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.
E.
Guideline 5. 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.
F.
Guideline 6. 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.
(8)
Goods purchased for less than $250.
(9)
Public works contracts for less than $500.
G.
Guideline 7. This policy shall be reviewed annually by
the Town Board at its organizational meeting or as soon thereafter as is reasonably
practicable.
