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Appendix A TOWN OF SARDINIA PROCUREMENT POLICY - 2018 GUIDELINE 1. GENERAL POLICY STATEMENT Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, § 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 canvas of other town departments and past history to determine the likely yearly values of the commodity to be acquired and keep with the file other documentation supporting the purchase activity. GUIDELINE 2. NEW YORK STATE MANDATING BIDDING It is the policy of the Town Board that all purchases and services over New York State bidding thresholds will be publicly advertised for competitive bids. Purchase contracts involving expenditures in excess of twenty thousand dollars ($20,000) and contracts for public work involving expenditures in excess of thirty- five thousand dollars ($35,000) will be competitively bid. A. Aggregation: All anticipated purchases of a like commodity or commodity group will be aggregated to determine if the Town will exceed the threshold. Each department head will be responsible to continually monitor his/her usage patterns to be aware of commodities that over a period of time will exceed the thresholds. B. Time Period: The time period of aggregation will be the Town’s fiscal year, or if more appropriate, the normal purchase season for the commodity group (example: winter months for road salt, etc.) C. Advertising: Will comply with state guidelines (i.e. published at least five (5) days prior to bid opening and published in the legal newspaper). D. Bid Files: All bid files will be filed with the Town Clerk in marked folders indicating item bid and date, per item. E. Bid Reviews: The applicable department head and the Town Board will review bid compliance for each submittal. Compliance for each bid specification will be noted on the bid submittal for each vendor. F. Bid Specifications: Shall include all conditions that will be used to evaluate compliance, including but not limited to, product description, quality, alternatives and options, trade-in, delivery, mileage allowances, repair needs, etc. Considerations that are not listed in the specifications list cannot be used as the basis to measure compliance with the proposals and the award of the contract. Also each bid submittal shall require a statement of non-collusion by the vendor. G. Bid Award: After compliance and price review, the Board will make a determination of which vendor is the lowest, responsible bidder meeting bid specifications and award the contract accordingly. This determination will be entered as a resolution in the minutes and, if the award is to other than the apparent low bidder, such resolution will specify in what material respects the low bidder(s) did not comply with specifications. GUIDELINE 3. OTHER PURCHASES NOT REQUIRING STATE BIDDING COMPLIANCE Individual purchases which are not subject to state mandated bidding procedures will be governed as follows: A. All estimated purchases of: 1. less than $1,000.00 is left to the discretion of the Elected Officer, Assessor, Code Enforcement Officer, Chairs of the Planning Board and Zoning Board of Appeals, provided funds are available in the respective budget lines. 2. less than $5,000.00 but greater than $1,000.00, Board approval is required. 3. less than $10,000.00 but greater than $5,000.00 requires a written request for a proposal (RFP) and written/fax quote from three (3) vendors. Board approval is required. 4. greater than $10,000.00 requires a written request for proposal (RFP) and fax/proposal from three (3) vendors. Town Board approval is required.