New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1628 - Budget And Fiscal › Subpart 1628-4 - Purchases And Contracts › Section 1628-4.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Purchases and
						contracts for materials and services will be limited to those items needed for
						project operation. Such purchases and contracts are also subject to budgetary
						limitations, except where the expenditure is necessary to protect life or
						property from imminent danger.
(b)
						The authority shall take affirmative steps to solicit bids from minority-and
						women-owned business enterprises, as defined by the division pursuant to
						article IX of Executive Order No. 21, dated August 3, 1983, and shall make
						certain that such bids receive full and fair consideration.
(c) Purchases and contracts will be awarded
						on the basis of competitive bidding to the fullest extent possible. Section
						151 of the
						Public Housing Law, governing contracts and purchases in excess of $10,000,
						requires sealed bids in compliance with public advertisement not less than 20
						days before the date set for the receipt of bids. The authority should utilize
						competitive bidding for all its purchases or contracts unless it is obviously
						impossible or impracticable to do so, as in the case of gas, electric and
						telephone services; replacement parts for equipment whose manufacturer is the
						only source of supply; local area purchases (usually not in excess of $25 per
						month), where need is immediate and work of mechanics would be delayed; and
						emergency purchases where there is no time to obtain competitive
						bidding.
(d) When division approval
						is required for purchases or contracts as listed under section
						1628-3.1 of this Part, a
						preliminary submission of the proposed specifications of the items to be
						purchased or work to be contracted will be made to the Bureau of Management.
						Such preliminary submission is not required, however, if the division's
						standard contracts or specifications prepared by the division are to be used.
						Upon approval of the preliminary submission, bids will be solicited. A copy of
						the lowest bid, a tabulation of all bids received, a listing of all bidders
						solicited and the authority's recommendation, will be forwarded to the Bureau
						of Management for review and approval prior to award. If public advertisement
						is required, a copy of such advertisement showing date of publication will be
						included.
(e) The authority's
						counsel will indicate on all contracts that he has reviewed the bids and
						contract documents, and approves them as to form, including necessary
						acknowledgments.
(f) Recommendation
						of award will normally be for supplier or contractor who submits the lowest bid
						for the material or work as specified. Recommendation for award to other than
						the lowest bidder shall be in accordance with section
						151 of the
						Public Housing Law.
(g) Upon
						approval by the division, the authority will award the purchase or contract,
						with an original and a conformed copy of the executed contract being forwarded
						to the division for its files. Prior to permitting any supplier or contractor
						to perform, the authority will require the contractor to submit satisfactory
						evidence of any insurance coverages and performances and payment bonds that may
						be required by the contract or purchase documents.