Source: https://www.ecode360.com/10968716
Timestamp: 2019-04-21 06:08:24+00:00

Document:
§ 40-2 Determination of purchases; required documentation for purchases not subject to competitive bidding.
§ 40-3 Methods of purchase.
§ 40-4 Required documentation for procurements; awards to other than lowest bidder.
§ 40-6 Effective date; annual review.
Investment policy — See Ch. 20.
Cuba Village does hereby adopt the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid.
Purchase contracts under $10,000 and public works contracts under $20,000.
Goods purchased from agencies for the blind or severely handicapped.
Goods purchased from correctional institutions.
Purchases under state and county contracts.
Surplus and secondhand purchases from another governmental entity.
The decision that a purchase is not subject to competitive bidding will be documented, in writing, by the individual making the purchase. This documentation may include written or verbal quotes from vendors, a memo from the purchaser indicating how the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, a memo from the purchaser detailing the circumstances which led to an emergency purchase or any other written documentation that is appropriate.
Purchase contracts over $10,000 and public works contracts over $20,000.
Goods purchased from agencies for the blind or severely handicapped pursuant to § 175-b of the State Finance Law.
Editor's Note: Section 175-b of the State Finance Law, added by L. 1945, c. 299, § 2, was repealed by L. 1995, c. 83, § 33, effective 4-1-1995.
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 country contracts pursuant to § 103, Subdivision 3, of the General Municipal Law.
Purchases pursuant to § 40-5 of this policy.
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 is required of each action taken in connection with each procurement.
Documentation and an explanation is required whenever a contract is awarded to other that 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.
Professional services or services requiring special or technical skill, training or expertise.
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 are such that they do not readily lend themselves to competitive procurement procedures.
Whether the services require a personal relationship between the individual and municipal officials.
Services of a physician or technical services of an engineer or architect engaged to prepare plans, maps and estimates.
Securing insurance coverage and/or services of any insurance broker.
Services of a certified public accountant.
Printing services involving extensive writing, editing or artwork.
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 section does not preclude alternate proposals if time permits.
Purchases of surplus and secondhand goods from any source. If alternate proposals are required, the Village of Cuba 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 that the item itself 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 based on favoritism.
This policy shall go into effect January 1, 1992, and will be reviewed annually.

References: § 40

§ 40

§ 40
 § 175
 § 2
 § 33
 § 186
 § 104
 § 103
 § 40
 § 103