Bidding and Procurement Policy

TOWN OF CANDOR BIDDING AND PROCUREMENT POLICY

Prior to the procurement of any goods or services, the official responsible for making the procurement will make the initial determination of whether such procurement is subject to competitive bidding under General Municipal Law Section 103(1).

Each proposed procurement of goods and services, including all insurance policies, must be analyzed as to whether it fits into one of the following categories pursuant to General Municipal Law Section 104-b(2)(f):

Purchase Contracts

Under $500.00 - As many verbal quotes as practical with no written record.

$500.00 - $999.99 - At least two (2) verbal quotes with written record of company names and prices quoted.

$1,000.00 - $2.499.99 - At least three (3) verbal quotes with written record of company names and prices quoted.

$2,500.00 - $4,999.99 - At least two (2) written quotes. Vendors should provide date, description of item and price quoted.

$5,000.00 - $7,500.00 - At least three (3) written quotes. Vendors should provide date, description of item and price quoted.

Over $7,500.00 - Subject to competitive bidding with the exception that with the approval of the Town Board, the Highway Superintendent may negotiate amounts up to $10,000.00 when it is felt that the negotiation will result in a better price.

Contracts for Public Work

Under $1,000.00 - As many verbal quotes as practical with no written record.

$1,000.00 - $2,999.99 - At least two (2) verbal quotes with written record of company names and prices quoted.

$3,000.00 - $4,999.99 - At least three (3) verbal quotes with written record of company names and prices quoted.

$5,000.00 - $8,999.99 - At least two (2) written quotes. Vendors should provide date, description of services and price quoted.

$9,000.00 - $12,000.00 - At least three (3) written quotes. Vendors should provide date, description of services and price quoted.

Over $12,000 - Subject to competitive bidding with the exception that with the approval of the Town Board, the Highway Superintendent may negotiate amounts up to $20,000.00 when it is felt that the negotiation will result in a better price.

Leases

Procurement policies for leases will be the same as Public Works Contracts.

Lowest Bidder

All bids granted to other than the lowest quote must be documented with proper justification as to the reason that the bid was not given to the lowest bidder.

Exemptions from Competitive Bidding

1. (A) Purchases from State or County Contracts. Purchases from these contracts shall be documented.
   
   
2. (B) Emergency situations where (1) the situation arises out of an accident or unforeseen occurrence or condition; (2) public buildings, public property, or the life, health, safety, and property of the political subdivision's residents are affected; and (3) the situation requires immediate action which cannot await the competitive bidding process, as defined by General Municipal Law Section 103(4).
   
   
3. (C) Second hand equipment purchases from another government agency.
   
   
4. (D) Health insurance and workmen's compensation which are contracted through Tioga County.
   
   
5. (E) Procurement for which there is no possibility of competition (sole source items).
   
   
6. (F) Professional services.
   
   

7. (G) Very small volume where solicitations of competition would not be cost effective.
   
   

Amended policy approved by Town Board, June 23, 1992.
Amended policy approved by Town Board, September 28, 1993.
Amended policy - Contracts for Public Work, Over $7,000.00 - Subject it Competitive bidding
waved, and changed to Over $20,000.00 through June 19, 1997, June 11, 1996.
Amended policy approved by Town Board, May 8, 2001.