Town of St. Armand Procurement Policy
RESOLUTION 4 of 2016 - ADOPT THE PROCUREMENT POLICY FOR ST. ARMAND
Deputy Supervisor Amell, who moved its adoption, offered the following resolution:
PROCUREMENT POLICIES AND PROCEDURES FOR THE TOWN OF ST. ARMAND
IT IS HEREBY RESOLVED BY, the Town Board of the Town of St. Armand, Essex County, State of New York that to conform with the requirements of General Municipal Law, Section 104-b, Procurement Policies and Procedures, and
IT IS FURTHER RESOLVED, that goods and services which are not required by law to be procured pursuant to competitive bidding must be procured in a manner so as to assure the prudent and economical use of public moneys, in the best interests of the taxpayers, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud and corruption. To further these objectives, the governing board is adopting internal policies and procedures governing all procurement of goods and services which are not required to be procured pursuant to the competitive bidding requirements of General Municipal Law, Section 103 or of any other general, special or local law, as follows:
Procedures for determining whether procurement is subject to bidding:
The procedures for determining whether a procurement of goods and services is subject to competitive bidding and documenting the basis for any determination that competitive bidding is not required by law is as follows:
A. Procedure: All procurement must be examined and categorized as follows:
1. GML Section 104-b Non-competitive Bidding:
a). Purchase under $20,000.00.
b). Contract for public work below $20,000.00.
c). Articles manufactured in a New York State correctional facility (Corrections Law Section 184, 186).
d). Purchases from agencies for the blind or severely handicapped (State Finance Law Section 175-b).
e). Purchases under a County contract (GML Section 103(3)).
f). Purchases under a State contract (GML Section 104).
g). Emergency purchases (GML Section 103(4)).
h). Sole source purchases (GML Section 104-b).
i). Professional Services (GML Section 104-b).
j). True leases (GML Section 104-b).
k). Insurance (GML Section 104-b).
1). Second-hand equipment from another government (GML Section 103(6)).
2. GML Section 104-b - Competitive Bidding:
a). Purchase contract of $20,000.00 or more.
b). Contracts for public work of $20,000.00 or more.
3. Other Analysis:
a). Purchases should be evaluated to determine whether, over the course of the fiscal year, the Town of St. Armand will spend in excess of the competitive bidding thresholds for the same or similar items or services. Prior year's budgetary appropriations should be referred to for this information and compared with current projections.
b). Reference to the statute (GML Section 104) should be made for all purchases cited in II-A-1 above,(except II-A-1 (a,b) in which a non- bidding determination is made).
B. Documentation - Determination that a purchase is not subject to competitive bidding requirements shall be documented as follows, and kept with the records of the purchase:
1. Copies or notations of all written indicia of dollar amounts.
2. Notation of all verbal indicia of dollar amounts.
3. Where appropriate, reference to prior years budgetary purchase amount information.
4. For all items determined not to be subject to competitive bidding for reasons other than dollar amount,
a written notation of the facts justifying the particular category of exception must be made.
5. If full compliance with these documentation requirements is not practical, a note of explanation shall be
made and placed with the purchase records.
C. The methods of procurement to be used are as follows:
For purchases or public works under $250.00 - no quote needed
For purchases or public works between $251.00 to $ 1,000.00 - two or more verbal quotes needed
For purchases or public works between $1,001.00 to $2,000.00 -two or more written quotes needed
For purchases or public works between $2,001 to $9,999.00 - three or more written quotes needed
For emergency purchases or public works under $5,000.00 - at the discretion of the Town Supervisor
For emergency purchases or public works between $5,001.00 to $20,000.00 - two verbal quotes needed
For insurance plans or policies, annually -two written quotes needed
For second hand equipment purchases - at the discretion of the Town Supervisor
Sole source items, for example: patented or monopoly items - at the discretion of the Town Supervisor
D. Statutory Exceptions from These Policies and Procedures:
Except for procurement made pursuant to General Municipal Law, Section 103(3) (through county contracts), or section
104 (through state contract), State Finance Law, Section 175-b (from agencies for the blind or severely handicapped),
Correction Law, Section 186 (articles manufactured in correctional institutions), alternative proposals or quotations for
goods and services shall be secured by use of written requests for proposals, written quotations, verbal quotations or any
other method or procurement which furthers the purposes of General Municipal Law, Section 104-b.
THEREFORE, BE IT RESOLVED, that the Town Board of St. Armand does hereby adopt the Procurement Policy and pursuant to Section 104 B of the General Municipal Law, effective January 1, 2016 to December 31, 2016.
This Resolution was duly seconded by Councilperson Montroy and was adopted by roll-call vote as follows:
Supervisor Charles Whitson, Jr AYE
Deputy Supervisor Donald Amell AYE
Councilperson Jennifer Fuller AYE
Councilperson D. Joseph Bates AYE
Councilperson Dean Montroy AYE
Dated January 12, 2016. Javina M. Winemiller. St. Armand Town Clerk