Source: https://www.ecode360.com/10478064
Timestamp: 2018-12-17 12:32:27
Document Index: 793596207

Matched Legal Cases: ['§ 49', '§ 49', '§ 49', '§ 49', '§ 49', '§ 49', '§ 49', '§ 175', '§ 33', '§ 103', '§ 49', '§ 104', '§ 103']

Village of Cedarhurst, NY Procurement Policy
§ 49-1 Evaluation of purchase.
§ 49-2 Solicitation of proposals and quotations.
§ 49-3 Estimated purchases requiring quotes or proposals.
§ 49-4 Good faith effort.
§ 49-5 Documentation.
§ 49-6 Exceptions.
§ 49-7 Effective date; annual review.
[HISTORY: Adopted by the Board of Trustees of the Village of Cedarhurst 1-6-1992. Amendments noted where applicable.]
Purchase contracts under $10,000 and public works contracts under $20,000.;
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 individual 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;
Editor's Note: Former § 175-b of the State Finance Law was repealed by L. 1995, c. 83, § 33, eff. April 1, 1995.
Purchases under county contracts pursuant to Subdivision 3 of § 103 of the General Municipal Law; or
Purchases pursuant to § 49-6A of this policy.
[Amended 1-8-2001]
A good faith effort shall be made to obtain the required number of proposals or quotations. If the individual 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 individual and may not be challenged under any circumstances.
Pursuant to General Municipal Law § 104-b(2)(f), the procurement policy may contain circumstances when, or types of procurement 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 Cedarhurst to solicit quotations or document the basis for not accepting the lowest bid:
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. In determining whether a service fits into this category, the Board of Trustees shall take into consideration the following guidelines:
Whether the services require a personal relationship between the individual and municipal officials. Professional or technical services shall 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 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 Subdivision 4 of § 103 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.
Professional and/or confidential positions to be filled by appointment of the Mayor.
[Added 3-2-1992]
The following positions shall be and hereby are deemed professional and/or confidential positions to be filled by appointment of the Mayor, on an annual basis, without any bidding or other competitive process; and that such positions are hereby designated and/or deemed to be exceptions under the procurement policy of the Village of Cedarhurst, to wit: Auditor-Accountant; insurance broker and/or insurance consultant; computer consultant; Village Engineer; Village Attorney; Deputy Village Attorney; Acting Village Justice, Assessor and/or any Special Counsel retained for any particular or special matters; Appraiser; Inspectors for various trades and/or issuance of licenses, including but not limited to Electrical and Plumbing.
The foregoing professional and/or designations may be amended, from time to time, to add to and/or delete any such positions as may be deemed appropriate, upon the further resolution of the Board of Trustees.