Source: https://ecode360.com/11101832
Timestamp: 2019-08-19 16:26:08
Document Index: 639427551

Matched Legal Cases: ['§ 28', '§ 28', '§ 28', '§ 28', '§ 28', '§ 28', '§ 28', '§ 103', '§ 186', '§ 104', '§ 103', '§ 28', '§ 104']

Village of Saugerties, NY Procurement Policy
§ 28-2 Determination of competitive bidding requirement.
§ 28-3 Exceptions to bidding requirements.
§ 28-4 Methods of purchase.
§ 28-5 Documentation required.
§ 28-6 Award to other than lowest bidder.
§ 28-7 Procurements not requiring bids.
§ 28-8 When effective; annual review.
[HISTORY: Adopted by the Board of Trustees of the Village of Saugerties 7-6-1993; amended in its entirety 3-5-2012 by L.L. No. 1-2012. Subsequent amendments noted where applicable.]
Code of ethics — See Ch. 11.
The Village of Saugerties 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.
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 that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: purchase contracts over $20,000 and public works contracts over $35,000; goods purchased from agencies for the blind or severely handicapped; 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 § 28-7 of this chapter.
Discretion of purchaser
Telephone quote, 3 vendors, if available
$5,000 to 19,999
Written/fax quote, minimum 3 vendors
Pursuant to General Municipal Law § 104-b, Subdivision 2(f), the procurement policy may contain circumstances when, or types of procurements for which, in the sole discretion of the governing body, the solicitation of alternative proposals or quotations will not be in the best interest of the municipality. In the following circumstances it may not be in the best interests of the Village of Saugerties to solicit quotations or document the basis for not accepting the lowest bid:
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.
In determining whether a service fits into this category, the Board of Trustees shall take into consideration the following guidelines: 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; and whether the services require a personal relationship between the individual and municipal officials.
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 account; investment management services; printing services involving extensive writing, editing or artwork; 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.
Purchases of surplus and secondhand goods from any source. If alternate proposals are required, the Village of Saugerties 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 $250. The time and documentation required to purchase through this chapter may be more costly than 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 chapter shall take effect immediately upon filing in the office of the New York State Secretary of State and will be reviewed annually.