Source: https://ecode360.com/11049930
Timestamp: 2019-04-20 20:29:36+00:00

Document:
§ 20-1 Initial review; documentation of decision.
§ 20-2 Exceptions to required methods of purchase.
§ 20-3 Methods of purchase; required number of proposals to be obtained.
§ 20-5 Award to other than lowest bidder.
§ 20-6 Exemption from solicitation of alternative proposals.
§ 20-7 Effective date; annual review.
Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to § 103 of the General Municipal Law: purchase contracts under $20,000 and public works contracts under $35,000; emergency purchases; certain municipal hospital purchases; goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under state and county contracts; and surplus and secondhand purchases from another governmental entity.
All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations or any other method which furthers the purposes of this chapter, except in the following circumstances: goods purchased from agencies for the blind or severely handicapped pursuant to § 175-b of the State Finance Law; goods purchased from correctional institutions pursuant to § 186 of the Correction Law; purchases under state contracts pursuant to § 104 of the General Municipal Law; purchases under county contracts pursuant to § 103, Subdivision 3, of the General Municipal Law; or purchases pursuant to § 20-6 of this chapter.
Editor's Note: Former § 175-b of the State Finance Law was repealed by L. 1995, c. 83, § 33, eff. April 1, 1995.
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 will document the attempt made at obtaining the proposals. In no event shall the failure to obtain the proposals be a bar to the procurement.
Documentation and an explanation is required whenever a contract is awarded to other than the lowest responsible offeror. This documentation will include an explanation of how the award will achieve savings or how the offeror was not responsible. A determination that the offeror is not responsible shall be made by the purchaser and may not be challenged under any circumstances.
The individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity and moral worth. These qualifications are not necessarily found in the individual or company that offers the lowest price, and the nature of these services is such that they do not readily lend themselves to competitive procurement procedures.
Whether the services are subject to state licensing or testing requirements.
Whether substantial formal education or training is a necessary prerequisite to the performance of the services.
Professional or technical services shall include, but not be limited to, the following: services of an attorney; services of a physician; technical services of an engineer engaged to prepare plans, maps and estimates; securing insurance coverage and/or services of an insurance broker; services of a certified public accountant; investment management services; printing services involving extensive writing, editing or art work; management of municipally owned property; and computer software or programming services for customized programs or services involved in substantial modification and customizing of prepackaged software.
Emergency purchases pursuant to § 103, Subdivision 4, of the General Municipal Law. Due to the nature of this exception, these goods or services must be purchased immediately and a delay in order to seek alternate proposals may threaten the life, health, safety or welfare of the residents. This subsection does not preclude alternate proposals if time permits.
Purchases of surplus and secondhand goods from any source. If alternate proposals are required, the Village is precluded from purchasing surplus and secondhand goods at auctions or through specific advertised sources where the best prices are usually obtained. It is also difficult to try to compare prices of used goods, and a lower price may indicate an older product.
Goods or services under $500. The time and documentation required to purchase through this policy may be more costly than the items themselves and would therefore not be in the best interests of the taxpayer. In addition, it is not likely that such de minimis contracts would be awarded on favoritism.

References: § 20

§ 20

§ 20

§ 20

§ 20
 § 103
 § 175
 § 186
 § 104
 § 103
 § 20
 § 175
 § 33
 § 103