Loading...
HomeMy WebLinkAboutProcurement Policy RESOLUTION 2011-397 ADOPTED DOC ID: 6883 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2011-397 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 24, 2011: RESOLVED that the Town Board of the Town of Southold hereby further amends ¶I 1 of the Town of Southold's Procurement Policy., adopted on May 18 2010 and amended on October 5, 20101 to read as follows: 11. . W4h r exeeptio„ of the following items, Neither goods nor services are to be ordered without first obtaining a purchase order signed by the Department Head and the Supervisor, with the exception of the following items: (1) Rental payments for Leases approved by formal Town Board resolution (attach a copy of the adopted Town Board resolution to the voucher). (2) Specific purchases approved by formal Town Board resolution (attach a copy of the adopted Town Board resolution to the voucher) which might include bid awards. However, a Purchase Order is required for specific purchases made under"blanket"bid awards such as annual food needs, uniforms, and laundry services. (3) Construction contracts approved by formal Town Board resolution (attach a copy of the adopted Town Board resolution to the voucher). (4) Petty cash purchases. (5) Travel expenses (mileage, tolls, meals, ferry or train expenses, etc.). (6) Meeting and seminar registration fees (attach a copy of the adopted Town Board resolution to the voucher). (7) Legal notices. payment aproperly executed and nvo�ces_are_n_ of to be matte or a_ men#wit out, , , ,,„.„,„_ signed voucher and a copy of the relevant Purchase Order or Town Board resolution. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: William Ruland, Councilman SECONDER:Vincent Orlando, Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell r RESOLUTION 2010-808 ADOPTED DOC ID: 6275 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-808 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 5,2010: RESOLVED that the Town Board of the Town of Southold hereby amends 111 of the Town of Southold's Procurement Policy, adopted on May 18 2010 to read as follows: 11. A properly executed purchase order is required prior to payment for all purchases. With the exception of the following items, neither goods nor services are to be ordered without first obtaining a purchase order signed by the Department Head and the Supervisor: 1 Rental payments for Leases approved by formal Town Board resolution attach a copy of the adopted Town Board resolution to the voucher). 2 Specific purchases avproved by formal Town Board resolution attach a copy of the adopted Town Board resolution to the voucherl which might include bid awards. However,a Purchase Order is required forspecific purchases made under"blanket" bid awards such as annual food needs uniforms and laundry services. 3 Construction contracts approved by formal Town Board resolution attach a copy of the adopted Town Board resolution to the voucher . 4 Pettycash 12urchases. 5 Travel expenses (mileage,tolls meals ferry or train ex enses etc.). 6 Meetine and seminar re istration fees attach a copy of the adopted Town Board resolution to the voucher). (7) Legal notices. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Albert Krupski Jr., Councilman SECONDER:William Ruland, Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell RESOLUTION 2010-391 ADOPTED DOC ID: 5932 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-391 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 18,2010: RESOLVED that the Town Board of the Town of Southold hereby replaces the Procurement Policy adopted by Resolution No. 35 of April 30, 1996 with the following: TOWN OF SOUTHOLD PROCUREMENT POLICY 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Section 103. Every Town officer, board, department head or other personnel with the requisite purchasing authority(hereinafter "Purchaser") shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other Town departments and past history to determine the likely yearly value of the commodity to be acquired. Upon request, the Comptroller can calculate the cumulative amount of a particular commodity needed by all Town departments based on past history. If the cumulative amounts exceed competitive bidding thresholds, then the purchase must be contracted through the bidding process. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. No anticipated contract shall be subdivided or structured with the intention of avoiding this Procurement Policy. 2. All purchases of(a) supplies or equipment which will exceed $10,000.00 in the fiscal year or (b) public works contracts over $35,000.00 shall be formally bid pursuant to General Municipal Law, Section 103. 3. All estimated purchases of: • Less than $10,000.00 but greater or equal to $3,000.00 require a written request for a proposal ("RFP") and written/fax quotes from 3 vendors. • Less than $3,000.00 but greater or equal to $1,000.00 require an oral request for the goods and written/fax quotes from 2 vendors. • Less than $1,000.00 are left to the discretion of the Purchaser, but written/fax quotes are preferred. Resolution 2010-391 Board Meeting of May 18, 2010 All estimated public works or service contracts of: • Less than $35,000.00 but greater or equal to $10,000.00 require a written RFP and fax/proposals from 3 contractors. • Less than $10,000.00 but greater or equal to $3,000.00 require a written RFP and fax/proposals from 2 contractors. • Less than $3,000.00 but greater or equal to $1,000.00 are left to the discretion of the Purchaser but written/fax quotes are preferred. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall memorialize the name and address of all vendors from whom written/fax quotes have been requested and the written/fax quotes offered on a Proposal Quotation Form. 4. All Proposal Quotation Forms shall be date stamped and shall be kept confidential until the purchase order is signed and returned to the department. Until that time no employee shall discuss any price quote with the prospective vendor or contractor. A copy of the Proposal Quotation Form and any written proposals shall be attached to the purchase order before it is submitted to the Accounting Department. All information gathered in complying with the procedures of this item shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. 5. The purchase, public works or service contract shall be awarded for the proposal or quote submitted by the lowest responsible bidder. The responsibility of the bidder is to be determined at the discretion of the Town Board or department head and is based not solely on qualifications or experience but accountability and reliability. However, the Purchaser may award such contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Town of Southold, or sells the contracted for supplies, material, or equipment manufactured and located within the Town of Southold, and submits a bid not exceeding ten percent(10%) more than the otherwise lowest responsible bidder. The Purchaser may award the purchase or contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the County of Suffolk or sells the contracted for supplies, material, or equipment manufactured and located within the County of Suffolk, and submits a bid not exceeding five percent (5%) more than the lowest responsible bidder. Updated: 5/18/2010 3:00 PM by Linda Cooper Page 2 Resolution 2010-391 Board Meeting of May 18, 2010 For the purpose of this Policy,the terms "located within the Town of Southold" and "located within the County of Suffolk" shall mean having a principal place of business physically located within the geographical boundaries of the Town or the County as applicable. In the case of an individual, partnership, association, or proprietorship, it shall mean having an office from which at least a majority of the employees are assigned and at which at least a majority of the employees work. In the case of a corporation, it shall mean having its principal place of business from which the president or chief executive officer operates on a regular and consistent basis, and the address so designated on its certificate of incorporation, located within the Town or the County, as applicable. 6. Prior to disbursement of any payment under an approved contract, the Town Attorney's Office must possess a copy of the fully executed contract as well as documentation of required insurance and contract security/performance bond. 7. Change Orders to Awarded Contracts: If, during the term of a contract,it is determined that additional work needs to be performed or goods are needed to be purchased, which would increase the original contract amount, a formal change order must be in place. This applies to all contracts subject to General Municipal Law Section 103 (competitive bidding). When a change order to a contract results in an aggregate increase of$1,000 over the original contract award, then the following procedures apply: (a) a Public Contract Change Order Approval Form must be completed and signed by the Department Head and must be accompanied by a detailed explanation of why the change is needed and also accompanied by a change order proposal from the contractor(these documents must be forwarded to the Comptroller's Office); and(b)the change order must be approved by the Comptroller's Office and the Town Attorney's Office, and once approval has been granted,the Department must prepare a Town Board resolution requesting authorization for the change from the Board. Only after all of these procedures have been completed and approvals granted, can the contractor go forward with the additional work 8. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposal on the Proposal Quotation Form. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. Updated: 5/18/2010 3:00 PM by Linda Cooper Page 3 Resolution 2010-391 Board Meeting of May 18, 2010 9. Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following circumstances: (a) Public works contracts in cases of public emergencies arising out of an accident or unforeseen condition or occurrence that threatens curtailment or termination of an essential service to the public, or a dangerous condition develops affecting the life, health, safety or property of the Town or its inhabitants. The situation must require immediate attention which cannot await competitive bidding. (b) Sole source situations. (c) Goods purchased from another governmental agency. (d) Goods purchased under a State or County contract. (e) Goods purchased at auction. (f) Goods purchased for less than $1,000.00. (g) Public Works contracts for less than $1,000.00. 10. All prospective purchasers of professional services should obtain a written/fax estimate and statement of qualifications from at least two sources except when otherwise directed by the Town Board. 11. A properly executed purchase order is required for all purchases. Neither goods nor services are to be ordered without first obtaining a purchase order signed by the Department Head and the Supervisor. 12. This Policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: William Ruland, Councilman SECONDER:Albert Krupski Jr., Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell Updated: 5/18/2010 3:00 PM by Linda Cooper Page 4 TOWN OF SOUTHOLD PROPOSAL QUOTATION FORM Description of Item(s) to be procured: 3 PRICE QUOTES ARE NECESSARY Vendor Name &Address Price for Each Item Vendor Name &Address Price for Each Item Vendor Name &Address Price for Each Item VENDOR SELECTED Vendor Name/Reason Price for Each Item Town of Southold Department: Department Head Signature: Date: TOWN OF SOUTHOLD Y ' PUBLIC CONTRACT CHANGE ORDER APPROVAL FORM This form must be completed when a Public Contract Change Order increase is: a) $1,000 or more b) It is a minimum of 10% over the original contract award FAX FORM TO TOWN ATTORNEY'S OFFICE * 631/765-6639 DEPARTMENT: DATE: TOWN BOARD RESOL. #/DATE: VENDOR NAME: ORIGINAL CONTRACT AMOUNT: INCREASE AMOUNT: REASON FOR INCREASE: DEPARTMENT HEAD SIGNATURE: Town Attorney Authorization Notes: ❑ Approved Date ❑ Denied Date Reason for Denial Rebid: ❑ Yes ❑ No Town Attorney Authorization Date Cam troller Avoroval Comptroller Signature Date Rec'd by Comptroller Sent to Town Attorney Recd Back From TA 6/2/10 ELIZABETH A. NEVILLE ";i ,`O lQ Town Hall, 53095 Main Road TOWN CLERK 'S P.O. Box 1179 G Southold, New Fork 11971 REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER � � �Q� Fax (631) 765-6145 RECORDS MANAGEMENT OFFICER ��� � Telephone (631) 765-1800 FREEDOM OF INFORMATION OFFICER CDu�,� southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD TOWN OF SOUTHOLD PROCUREMENT POLICY GUIDELINE 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Section 103 Every town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other Town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall documented and kept with the file or other documentation supporting the purchase activity. GUIDELINE 2. All purchases of a) supplies or equipment which will exceed $10,000.00 in the fiscal year or b) public works contracts over $20,000.00 shall be formally bid pursuant to General Municipal Law Section 103 GUIDELINE 3. All estimated purchases of * Less than $10,000 but greater or equal to $3,000 require a written request for a proposal (RFP) and written/fax quotes from 3 vendors. * Less than $3,000 but greater or equal to $500 require an oral request for the goods and writtenlfax quotes from 2 vendors. * Less than $500 are left to the discretion of the Purchaser, but written/fax quotes are preferred. All estimated public works contracts of: * Less than $20,000 but greater or equal to $10,000 require a written RFP and fax/proposals from 3 contractors * Less than $10,000 but greater or equal to $3,000 require a written RFP and fax/proposals from 2 contractors. * Less than $3,000 but greater or equal to $500 are left to the discretion of the Purchaser but written/fax quotes are preferred. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax quotes have been requested and the written/fax quotes offered. GUIDELINE 4. All quotes shall be date stamped and shall be kept confidential until the purchase order is signed and returned to the department. Until that time no employee shall discuss any price quote with the prospective vendor or contractor. A copy of all quotes and/or proposals shall be attached to th a purchase order before it is submitted to the Accounting Department. 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. GUIDELINE 5. The lowest responsible proposal or quote shall be awarded the. purchase or public works contract. However, the Purchaser may award such contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Town of Southold, or sells the contracted for supplies, material, or equipment manufactured and located within the Town of Southold, and submits a bid not exceeding ten percent (10%) more than the otherwise lowest responsible bidder. The Purchaser may award the purchase or contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the County of Suffolk or sells the contracted for supplies, material, or equipment manufactured and located within the County of Suffolk, and submits a bid not exceeding five percent (50) more than the lowest responsible bidder. For the purpose of this policy, the terms "Located within the Town of Southold" and "Located within the County of Suffolk" shall mean having a principal place of business physically located within the geographical boundaries of the Town or the County as applicable. In the case of an individual, partnership, association, or proprietorship, it shall mean having an office from 'which at least a majority of the employees are assigned and at which at least a majority of the employees work. In the case of a corporation, it shall mean having its principal place of business from which the president or chief executive officer operates on a regular and consistent basis, and the address so designated on its certificate of incorporation, located within the Town or the County, as applicable. GUIDELINE 6. A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposal. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. f y 0 GUIDELINE 7. Except when directed by the Town Board, no solicitation of written propoals or quotations shall be required under the following circumstances: a. Emergencies; b. Sole source situations; C. Goods purchased from agencies for the blind or severely handicapped; d. Goods purchased from correctional facilities; e. Goods purchased from another governmental agency; f. Goods purchased under a state or county contract; g. Goods purchased at auction; h. Goods purchased for less than $500.00; i. Public works contracts for less than $500.00. GUIDELINE 8. All prospective purchasers of professional services should obtain a written/fax estimate and statement of qualifications from at least two sources except when otherwise directed by the Town Board. GUIDELINE 9. A properly executed purchase order is required for all purchases. Neither goods nor services are to be ordered without first obtaining a purchase order signed by the Department Health and the Supervisor. Guideline 10. This policy shall be reviewed annually by the Town Board at its organizational meeting or as soon thereafter as is reasonably practicable. Effective 4130196.