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HomeMy WebLinkAbout2004 Procurement Policies & Procedures RESOLUTION NO. 24 OF 2004 AMENDMENT TO RESOLUTION NO. 24 OF 1993 PROCUREMENT POLICIES AND PROCEDURES: By Councilperson Gagnon: Seconded by Councilperson Nolte WHEREAS, Section 104b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by Law to be publicly bid, and WHEREAS, comments have been solicited from all officers of the Town involved in the procurement process, now therefore be it RESOLVED, that the Town of Danby does hereby adopt the following Procurement Policies and Procedures: 1) Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Every town officer, board member, department head or other personnel with th requisite purchasing authority shall estimate the cumulative cost of the supplies or equipment needed in a given fiscal year. This estimate shall include canvass of other town, departments, and take into account past history to determine the likely yearly value of commodities to be acquired. The information gathered and the conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. 2) All purchases of a) supplies or equipment which will exceed $10,000 in the fiscal year or b) Public Works contracts over $20,000 shall be formally bid pursuant to General Municipal Law Section 103. 3) The following method of purchase will be used in order to achieve the most savings: Estimated Amount of Purchase Contracts: Method $0 - $1,5000 Left to discretion of purchaser $1,500 - $2,999 Oral request for goods and written/fax quotes from two(2) vendors. $3,000 - $9,999 Request for purchase and written/fax quotes from three(3) vendors All Estimated Public Works Contracts: Method: $0 - $ 3,000 Left to the discretion of Purchaser $3,000 - $9,999 Oral request for goods and written/fax quotes two(2) vendors T 11 2 Town of Danby Resolution No. 24 of 2004 Procurement and Procedures Policies January 12,2004 $10,000 - $19,999 Oral request for goods and three(3) written/fax quotes from vendors Any written Requests for Purchase shall describe the desired goods, quantities and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax oral quotes have been requested and offered. All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting the subsequent purchase or Public Works Contract. 4) The lowest responsible proposal or quote shall be awarded the purchase or Public Works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement. 5) A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the number of proposals or quotes, the purchaser shall document the attempt made to obtain the proposals. In no event shall the ability to obtain the proposals or quotes be a bar to the procurement. 6) Except when directed by the Town board, no solicitation of proposals or quotations shall be required under the following circumstances: a) items to be purchased under an existing State or County Contract; b) requisition of professional services; c) emergencies; d) sole source situations; e) goods purchased from agencies for the blind or severely handicapped f) goods purchased from correctional facilities; g) goods purchased from another government agency; h) goods purchased at auction; I) goods purchased for less than $1,500; 3 Town of Danby Resolution No.24 of 2004 Procurement and Procedures Policies January 12,2004 j) public Works Contracts for less than $3,000 7) This policy shall be reviewed annually bo the Town Board at its organizational meeting or as soon thereafter as reasonably practicable. STATE OF NEW YORK ) COUNTY OF TOMPKINS ) SS: TOWN OF DANBY ) I Carol W. Sczepanski, Town Clerk in the Town of Danby, a Municipal Corporation of the County of Tompkins, State of New York, hereby certify that the forgoing resolution is a true and exact copy of a resolution duly adopted by the Town Board of said Town of Danby at a Regular meeting held on the 12th day of January 2004.. IN WITNESS WHEREOF, I have hereunto set my hand and the Seal of the Town of Danby, this 3rd day of_February, 2004. Carol W. S- - .anski, Town Clerk kj//5 (2:GI - L f� )Cdw Board Minutes ri 1993 RESOLUTION #24 OF 1993 PROCUREMENT POLICIES AND . PROCEDURE • S By Councilperson Marisa : Seconded by Councilperson Hile WHEREAS , Section 104b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by Law to be publicly bid , and WHEREAS , comments have been solicited from all officers of the town involved in the procurement process , not therefore be it RESOLVED, that the Town of Danby does hereby adopt the following Procurement Policies and Procedures : 1 ) Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract . Every town officer, board member, department head or other personnel with the requisite purchasing authority shall estimate the cumulative cost of the supplies or equipment needed in a given fiscal year . This estimate shall include canvass of other town departments , and take into account past history to determine the likely yearly value of commodities to be acquired. The information gathered and the conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. 2 ) All purchases of a) supplies or equipment which will exceed $10 , 000 in the fiscal year or b) Public Works contracts over $20 , 000 shall be formally bid pursuant to General- Municipal Law . Section 103 . 3 ) The following method of purchase will be used in order to achieve the most savings : Estimated Amount of Purchase Contracts : Method : $0 - $1 , 000 Left to discretion of purchaser $1 , 000 -- $2 , 999 Oral request for goods and written/fax quotes from two ( 2 ) vendors $3 , 000 - $9 , 999 Request for purchase and written/fax quotes from three ( 3 ) vendors All Estimated Public Works Contracts : Method : $0 - $3 , 000 Left to discretion of Purchaser $3 , 000 - $9 , 999 Oral request for goods and written/fax quotes from two ( 2 ) vendors Page 1 of 3 pages • • Town Board Minutes April 12 , 1993 $10 , 000 - $19 , 999 Oral request for goods and three ( 3 ) written/fax quotes from vendors Any written Requests for Purchase shall describe the desired goods , quantities and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and offered . All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting. the subsequent purchase or Public Works Contract . 4 ) The lowest responsible proposal or quote shall be awarded the purchase or Public Works Contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible , facts supporting that judgement shall also be documented and filed with the record supporting the procurement . 5 ) A good faith effort shall be made to obtain the required number of proposals or quotations . If the purchaser is unable to obtain the number of proposals or quotes , the purchaser shall document the attempt made to obtain the proposals . In no event shall the ability to obtain the proposals or quotes be a bar to the procurement . 6 ) Except when directed by the Town Board , no solicita.tiori of proposals or quotations shall be required under the following circumstances : a) items to be purchased under an existing State or County Contract ; b) requisition of professional services ; c ) emergencies ; d ) sole source situations ; e ) goods purchased from agencies for the blind or severely handicapped ; f ) goods purchased from correctional facilities ; g ) goods purchased from another government agency; h ) goods purchased at auction; i ) goods purchased for less than $1 , 000 . 00 ; j ) public Works Contracts for less than $3 , 000 . 00 . Page 2 of 3 pages Town Board Minutes • April 12 , 1993 • 7 ) This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as reasonably practicable . A roll call vote on the resolution resulted as follows : Hile Aye Marisa Aye Oltz Aye Carried Unanimously • • • • STATE OF NEW YORK COUNTY OF TOMPKINS ) SS : • TOWN OF DANBY I , Carol W. Sczepanski, Town Clerk in the Town of Danby, a Municipal Corporation of the County of Tompkins , State of New York hereby certify that the forgoing resolution is a true and exact copy of a resolution duly adopted by the Town Board of said Town of Danby at a Regular meeting held on the .12thday of April that the same is a complete copy P 19 93 and py of the whole of such resolution. IN WITNESS WHEREOF, I have hereunto set my hand and the Corporate seal of the Town of Danby, this 14t, day of April 19 93 . • • Town Clerk of e Town of Danby -rte. RESOLUTION NO. 24 OF 2004 TO RESOLUTION NO. 24 OF 1993 PROCUREMENT POLICIES AND PROCEDURES: emu.�•�+ By Councilperson Gagnon: Seconded by Councilperson Nolte WHEREAS, Section 104b of the General Municipal Law requires the governing body of every • municipality to adopt a procurement policy for all goods and services which are not required by Law to be publicly bid, and yo...'4 WHEREAS, comments have been solicited from all officers of the Town involved in the Y } '` procurement process, now therefore be it RESOLVED, that the Town of Danby does hereby adopt the following Procurement Policies and Procedures: 1) Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Every town officer, board member, department head or other personnel with th requisite purchasing authority shall estimate the cumulative cost of the supplies or equipment needed in a given fiscal year. This estimate shall include canvass of other town, departments, and take into account past history to determine the likely yearly value of commodities to be acquired. The information gathered and the conclusions reached shall be documented and kept with the . :_ file or other documentation supporting the purchase activity. 2) All purchases of a) supplies or equipment which will exceed $10,000 in the fiscal year or b) Public Works contracts over$20,000 shall be formally bid pursuant to General Municipal Law Section 103. 3) The following method of purchase will be used in order to achieve the most savings: Estimated Amount of Purchase Contracts: Method $0 - $1,5000 Left to discretion of purchaser $1,500 - $2,999 Oral request for goods and written/fax quotes from two(2) vendors. $3,000 - $9,999 Request for purchase and written/fax quotes • from three(3) vendors All Estimated Public Works Contracts: Method: '$0 - $ 3,000 Left to the discretion of Purchaser - $3,000 - $9,999 Oral request for goods and written/fax quotes two(2) vendors - 2 Town of Danby Resolution No 24 of 2004 Procurement and Procedures Policies , January 12,2004 = '==" "` $10,000 - $19,999 Oral request for goods and three(3) --____- written/fax quotes from vendors _ Any written Requests for Purchase shall describe the desired goods, quantities and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax oral quotes have been requested and offered. All information gathered in complying with the procedures of this guideline shall be preserved and filed with the _ documentation supporting the subsequent purchase or Public Works Contract. _.. 4) The lowest responsible proposal or quote shall be awarded the purchase or Public Works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement. 5) A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the number of proposals or quotes, the purchaser shall document the attempt made to obtain the proposals. In no event shall the ability to obtain the proposals or quotes be a bar to the procurement. 6) Except when directed by the Town board, no solicitation of proposals or quotations shall be required under the following circumstances: a) items to be purchased under an existing State or County Contract; b) requisition of professional services; c) emergencies; d) sole source situations; e) goods purchased from agencies for the blind or severely handicapped f) goods purchased from correctional facilities; Y='s g) goods purchased from another government agency; h) goods purchased at auction; = K I goods purchased for less than $1,500; • y x� • - 3 Town of Danby Resolution No.24 of 2004 � Procurement and Procedures Policies January 12,2004 j) public Works Contracts for less than $3,000 7) This policy shall be reviewed annually bo the Town Board at its organizational meeting or as soon thereafter as reasonably practicable. STATE OF NEW YORK ) COUNTY OF TOMPKINS) SS: TOWN OF DANBY ) I Carol W. Sczepanski, Town Clerk in the Town of Danby, a Municipal Corporation of the County of Tompkins, State of New York, hereby certify that the forgoing resolution is a true and exact copy of a resolution duly adopted by the Town Board of said Town of Danby at a Regular meeting held on the 12th day of January 2004.. IN WITNESS WHEREOF,I have hereunto set my hand and the Seal of the Town of Danby, this 3rd day of_February, 2004. dg-,111—d Dy;-t. -- Carol W. - - ,anski,Town Clerk ' YS -s'L...._ - ' 7 , L .. .. .. - :.3 - ..?:.. RESOLUTION NO. 24 OF 2004 AMENDMENT TO RESOLUTION NO. 24 OF 1993 PROCUREMENT POLICIES."ANVAL PROCEDURES: By Councilperson Gagnon: Seconded by Councilperson Nolte WHEREAS, Section 104b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by Law to be publicly bid, and — S'Kh r. WHEREAS, comments have been solicited from all officers of the Town involved in the procurement process, now therefore be it RESOLVED, that the Town of Danby does hereby adopt the following Procurement Policies and Procedures: 1) Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Every town officer, board member, department head or other personnel with th requisite purchasing authority shall estimate the cumulative cost of the supplies or equipment needed in a given fiscal year. This estimate shall include canvass of other town, departments, and take into account past history to determine the likely yearly value of commodities to be acquired. The information gathered and the conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. 2) All purchases of a) supplies or equipment which will exceed $10,000 in the fiscal year or " a. b) Public Works contracts over$20,000 shall be formally bid pursuant to General Municipal Law Section 103. 3) The following method of purchase will be used in order to achieve the most savings: . Estimated Amount of . W Purchase Contracts: Method $0 - $1.5000 Left to discretion of purchaser $1,500 - $2,999 Oral request for goods and written/fax quotes from two(2) vendors. $3,000 - $9,999 Request for purchase and written/fax quotes from three(3) vendors `'` All Estimated Public Works Contracts: Method: � � '- -.$0 - $ 3,000 Left to the discretion of Purchaser "$3,000 - $9,999 ?a= T Oral request for goods and written/fax quotes two(2) vendors '` 2 Town of Danby Resolution No 24 of 2004 '` Procurement and Procedures Policies =; =.: =_- January 12,2004 $10,000 - $19,999 Oral request for goods and three(3) !-- written/fax quotes from vendors—__ --- _ __ Any written Requests for Purchase shall describe the desired goods, quantities and the particulars of delivery. The purchaser shall compile a list of all vendors from whom writtenlfax oral quotes have been requested and offered. All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting the subsequent purchase or Public Works Contract. 4) The lowest responsible proposal or quote shall be awarded the purchase or Public Works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement. 5) A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the number of proposals or quotes, the purchaser shall document the attempt made to obtain the proposals. In no event shall the ability to obtain the proposals or quotes be a bar to the procurement. 6) Except when directed by the Town board, no solicitation of proposals or quotations shall be required under the following circumstances: a) items to be purchased under an existing State or County Contract; b) requisition of professional services; c) emergencies; d) sole source situations; e) goods purchased from agencies for the blind or severely handicapped 0 goods purchased from correctional facilities; cr.„ g) goods purchased from another government agency; _ h) goods purchased at auction; I goods purchased for less than $1 500, g P • { 3 ;; Town of Danby • ;^L ; Resolution No 24 of 2004.4 = > TSr Li w::..• Procurement and Procedures Policies° :=r- - January 12,2004 j) public Works Contracts for less than $3,000 ' 7) This policy shall be reviewed annually bo the Town Board at its organizational meeting `. or as soon thereafter as reasonably practicable. STATE OF NEW YORK ) COUNTY OF TOMPKINS) SS: TOWN OF DANBY ) I Carol W. Sczepanski, Town Clerk in the Town of Danby, a Municipal Corporation of the County of Tompkins, State of New York, hereby certify that the forgoing resolution is a true and exact copy of a resolution duly adopted by the Town Board of said Town of Danby at a Regular meeting held on the 12th day of January 2004.. IN WITNESS WHFREOF, I have hereunto set my hand and the Seal of the Town of Danby, this 3rd day of_February, 2004. d66..1--d •,af?,fri,e.i.c./ Carol W. s- •anski, Town Clerk } RESOLUTION NO. 24 OF 2004 AMENDMENT TO RESOLUTION NO. 24 OF 1993 PROCUREMENT POLICIES AND PROCEDURES: By Councilperson Gagnon: Seconded by Councilperson Nolte WHEREAS, Section 104b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by Law to be publicly bid, and WHEREAS, comments have been solicited from all officers of the Town involved in the procurement process, now therefore be it RESOLVED, that the Town of Danby does hereby adopt the following Procurement Policies and Procedures: 1) Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Every town officer, board member, department head or other personnel with th requisite purchasing authority shall estimate the cumulative cost of the supplies or equipment needed in a given fiscal year. This estimate shall include canvass of other town, departments, and take into account past history to determine the likely yearly value of commodities to be acquired. The information gathered and the conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. 2) All purchases of a) supplies or equipment which will exceed $10,000 in the fiscal year or b) Public Works contracts over $20,000 shall be formally bid pursuant to General Municipal Law Section 103. 3) The following method of purchase will be used in order to achieve the most savings: Estimated Amount of Purchase Contracts: Method $0 - $1,500 Left to discretion of purchaser $1,500 - $2,999 Oral request for goods and written/fax quotes from two(2) vendors. $3,000 - $9,999 Request for purchase and written/fax quotes from three(3) vendors All Estimated Public Works Contracts: Method: $0 - $ 3,000 Left to the discretion of Purchaser $3,000 - $9,999 Oral request for goods and written/fax quotes two(2) vendors vr 2 Town of Danby Resolution No. 24 of 2004 Procurement and Procedures Policies January 12, 2004 $10,000 - $19,999 Oral request for goods and three(3) written/fax quotes from vendors Any written Requests for Purchase shall describe the desired goods, quantities and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax oral quotes have been requested and offered. All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting the subsequent purchase or Public Works Contract. 4) The lowest responsible proposal or quote shall be awarded the purchase or Public Works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Town and its taxpayers to make an award to other than the low bidder If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement. 5) A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the number of proposals or quotes, the purchaser shall document the attempt made to obtain the proposals. In no event shall the ability to obtain the proposals or quotes be a bar to the procurement. 6) Except when directed by the Town board, no solicitation of proposals or quotations shall be required under the following circumstances: a) items to be purchased under an existing State or County Contract; b) requisition of professional services; c) emergencies; d) sole source situations; e) goods purchased from agencies for the blind or severely handicapped 0 goods purchased from correctional facilities; g) goods purchased from another government agency; h) goods purchased at auction; I) goods purchased for less than $1,500; 3 Town of Danby Resolution No. 24 of 2004 Procurement and Procedures Policies January 12,2004 j) public Works Contracts for less than $3,000 7) This policy shall be reviewed annually bo the Town Board at its organizational meeting or as soon thereafter as reasonably practicable. STATE OF NEW YORK ) COUNTY OF TOMPKINS ) SS: TOWN OF DANBY ) I Carol W. Sczepanski, Town Clerk in the Town of Danby, a Municipal Corporation of the County of Tompkins, State of New York, hereby certify that the forgoing resolution is a true and exact copy of a resolution duly adopted by the Town Board of said Town of Danby at a Regular meeting held on the 12th day of January 2004.. IN WITNESS WHEREOF, I have hereunto set my hand and the Seal of the Town of Danby, this 3rd day of February, 2004. • Carol W. SgAianski, Town Clerk