HomeMy WebLinkAboutProcurement Policy
Fishers Island Ferry District
261 Trumbull Drive
Fishers Island, NY 06390-0607
631-788-7436
FISHERS ISLAND FERRY DISTRICT
PROCUREMENT POLICY
GUIDLINE 1: General Municipal Law, Section 103
Every prospective purchase of goods or services shall be evaluated to determine the
applicability of General Municipal Law, Section 103. All purchasing personnel shall
estimate the cumulative amount of items of supply or equipment needed in a given fiscal
year. All information gathers shall be documented and kept with the file or other
documentation supporting the purchase activity. All purchases of supplies or equipment
which exceed $10,000 in the fiscal year or Public Work contracts that exceed $20,000
shall be formally bid pursuant to General Municipal Law, Section 103.
GUIDELINE 2: Equipment or Supplies Purchases
Less than $10,000 but greater than $3,000 requires a written request for proposal
(RFP) and a written/faxes/email quote from 3 vendors.
1
Less than $3,000, but greater than $1,000 requires just an oral request and
written/faxed/email quote from 2 vendors.
1
Items less than $1,000 are left to the discretion of the purchaser, but
written/faxed/email quotes are preferred.
GUIDELINE 3: Public Works Contracts
Less than $20,000 but greater than $10,000 requires a written proposal (RFP) and
written/faxed/email proposals from 3 contractors.
1
Less than $10,000 but greater than $1,000 requires a written RFP and
written/faxed/email proposals from 2 contractors.
1
Less $1,000 left to the discretion of he Purchaser but written/faxed/email quotes
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/faxed/email quotes have been requested and the written/faxed/email quotes
offered. All quotes are to be kept confidential until the contract has been awarded. All
information gather in complying with the procedures of this guideline shall be preserved
and filed with the documentation supporting the subsequent purchase of public works
contract.
GUIDELINE 5: Awarding the Contract
The lowest responsible quote shall be awarded the purchase or public works contract.
However, a bid submitted by a business physically located within the confines of Fishers
Island and not exceeding ten percent (10%) more than the otherwise lowest responsible
bidder, may be awarded the purchase or the contract.
GUIDELINE 6: Required Applicants
A good faith effort shall be made to obtain the required number of proposals. If the
purchaser is unable to obtain the required number of proposal, the purchaser shall
document the attempt made by obtaining the proposal. In no event shall the inability to
obtain the proposals or quotes be a bar to the procurement.
GUIDELINE 7: Procurement Exemptions
Except when directed by the Board of Commissioner, no solicitations of written
proposals or quotations shall be required under the following circumstances:
Emergencies
Sole source situations
Goods purchased under the state or county contract
Goods purchased from another government agency
GUIDELINE 8: Professional Services
All prospective purchases of professional services should obtain a written/faxed/email
estimate and statement of qualifications from at least two sources except when otherwise
directed by the Board of Commissioners.
GUIDELINE 9: Annual Review
This policy shall be reviewed annually by the Ferry District Board of Commissioners at
its annual meeting or as soon thereafter as reasonably practicable.
2
GUIDELINE 10: Statement of Non-collusion
Section 103-d of the New York General Municipal law requires a statement of non-
collusion in bids and proposals.
1.Amended 1Q12
2.Amended 3Q14