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