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D. All information gathered in complying with the procedures of this Policy shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. The purchase order/ voucher will be attached to the invoice when it is signed and submitted for payment. E. In the event that an appropriation balance is insufficient, the Bookkeeper will notify the department head. An explanation must be submitted as to why the account should be increased which may be done by Board action at the next regularly scheduled meeting. GUIDELINE 4. LOWEST RESPONSIBLE PROPOSAL OR QUOTE The lowers 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. Ifa bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting that judgment shall also be documented and filed with the record supporting the procurement. GUDDELINE 5. GOOD FAITH EFFORT 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 proposal or quotations, the purchaser shall document the attempt made to obtaining the proposal. In no event shall the ability to obtain the proposals or quotes be a bar to the procurement. GUIDELINE 6. EXCEPTIONS Except when directed by the Town Board, no solicitation of written proposals or quotations shall be required under the following services: A. Acquisition of professional services - Professional services are not subject to State mandated bidding procedures. 1. Such professional services shall include, but not be limited to accounting, legal, insurance coverage, engineering, computer consulting, etc. Items not classifiable as professional services include, but are not limited to, tree removal, paving, etc, 2. However it is the policy of this Board that such professional services that will exceed two thousand dollars ($2,000) during a fiscal year will be subject to request for proposals (RFP), if the Board so deems it necessary. 3. Such requests shall include (as specifications) all descriptions, conditions, alternatives and options that shall be used as the basis for making the decision and awarding the contract. 4. The Town Clerk shal] maintain separate folders for proposals per item bid with dates indicated. 5, The decision to award such a contract for professional services shall be made by specific resolution of the Town Board. B. Emergencies