Text · page 1 of 2
PROCUREMENT POLICY FOR 2026 I, Melinda Eaton, hereby certify that a meeting of the Town Board of the Town of Wales, held at the Wales Community Center, 12345 Big Tree Road, Wales Center, New York on the 13th day of January 2026 the following Resolution was adopted. WHEREAS, Section 104-b of the General Municipal Law (GML) required every town to adopt internal policies and procedures governing all procurement of goods and services not subject to bidding requirements of GML s103 or any other law; and WHEREAS, comments have been solicited from those officers of the Town involved with procurement; NOW, THEREFORE, BE IT RESOLVED, The Town of Wales does hereby adopt the following Procurement Policies and Procedures for year 2025: GUIDELINE 1. Every prospective purchase of good and/or services shall be evaluated to determine the applicability of GML s103. Every town officer, board member, 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 canvass of other town departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. GUIDELINE 2. All purchases of (A) supplies and/or equipment which will exceed $20,000.00 in the fiscal year or (B) public works contracts over $35,000.00 shall be formally bid pursuant to GML s103. GUIDELINE 3. All estimated purchases of: · Less than $10,000.00 but greater than $3,000.00 required a written Request For Proposal (RFP) and written and/or fax quotes from three (3) vendors. · Less than $3,000.00 but greater than $1,000.00 requires an oral request for the goods or a fax quote from two (2) vendors. · Less than $1,000.00 are left to the discretion of the Purchaser. All estimated public works contracts of: · Less than $20,000.00 but greater than $10,000.00 requires a written Request For Proposal (RFP) and written and/or a fax proposal from three (3) contractors. · Less than $10,000.00 but greater than $3,000.00 requires a written (RFP) and/or fax proposals from two (2) contractors. · Less than $3,000.00 are left to the discretion of Purchaser. Any written (RFP) shall describe the desired goods, quantity and particulars of delivery. The Purchaser shall compile a list from all vendors from whom written/fax/oral quotes/proposals offered. All information gathered 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 4. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons to make an award to other than low bidder. If a bidder is not deemed responsible, facts supporting that judgement shall also be documented and filed with the record supporting the procurement. GUIDELINES 5. 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 proposals or quotations, the Purchaser shall document the attempt made at obtaining the