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4. The Town Clerk shall 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 1. Prior to making emergency purchases without advertising for bids, the department heads and the Supervisor, or in his/her absence, the Deputy Supervisor, shall determine that an emergency situation exists that immediately threatens the life or health of Town residents, or the imminent destruction of Town property; and 2. Such determination will be reviewed and affirmed by resolution of the Town Board at the next scheduled board meeting, specifying the condition and the threat; and 3. The department head will still be required to document the solicitation of at least two (2) informal quotes as outlined in the section “Other Purchases Not Requiring State Bidding Compliance.” C. Sole source situations 1. If a commodity type can be purchased only from one source, the Town need not go through the process of advertising for competitive bids. 2. It is acknowledged that true sole-source situations (other than regulated utilities, etc.) are rare and that proper documentation should be provided to back up a sole-source assertion. The mere likelihood that a particular vendor appears to be the only vendor known to deal in a commodity is not enough, by itself, to support a sole-source assertion. 3. Town policy is to publicly advertise for bids in these situations, thereby possibly uncovering other vendors that might solicit Town business for an apparent sole-source assertion. The mere likelihood that a particular vendor appears to be the only vendor known to deal in a commodity is not enough, by itself, to support a sole-source assertion. 4. Town policy is to publicly advertise for bids in these situations, thereby possibly uncovering other vendors that might solicit Town business for an apparent sole-source situation. 5. If a commodity purchase is to be made under a sole-source situation without advertising for competitive bids, the Town Board shall vote to declare a sole-source situation, and shall delineate their reasoning for determining a sole-source situation exists. 6. A sole-source situation shall not be confused with a standardization issue. D. Goods purchased from agencies for the blind or severely handicapped E. Goods purchased from correctional facilities F. Goods purchased under State and County Contracts - The Town is not required to perform their own advertising for competitive bids if the purchases are properly made under a state or county contract. 1. The purchase must be the same commodity, price, conditions and vendor as under the state or county contract. 2. Each department head shall attach a copy of the applicable state or county award documentation to the claim voucher submitted to the Board for audit and approval. G. Goods purchased at auction H. Goods purchased for less than $1,000.00 I. Public works contracts for less than $1,000.00 J. Standardization - The Board may determine that it is in the best interest of the Town to standardize on a particular commodity. 1. Upon the adoption of a resolution by a vote of at least two-thirds (⅔) of all the members of the Town Board stating that, for reasons of efficiency or economy, there is need for standardization, purchase contracts for a particular type or kind of equipment, material or supplies of more than ten thousand dollars ($10,000) may be awarded by the Board to the lowest responsible bidder, after public advertisement for bid for that particular commodity.