Text · page 10 of 18
GUIDELINE 3. All estimated purchases of supplies or equipment: -- Less than $20,000 but greater than $3,000 require a written request for a responsible formal proposal (RFP) and written/fax quotes from three vendors -- Less than $3,000 is left to the discretion of the Purchaser All estimated public works contracts of: -- Less than $35,000 but greater than $3,000 requires a written RFP and written/fax proposals from three contractors. -- Less than $3,000 is left to the discretion of the purchaser. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax quotes have been requested and the written/fax quotes offered. All information gathered in complying with the procedures of this Guideline shall be preserved and a copy filed with the documentation (voucher) supporting the subsequent purchase of supplies, equipment or public works contract. GUIDELINE 4. The lowest responsible proposal or quote shall be awarded the purchase of 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. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement. GUIDELINE 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 proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. GUIDELINE 6. Except when directed by the town board, no solicitation of written proposals or quotations shall be required under the following circumstances: (a) Acquisition of professional services (b) Emergencies (c) Sole-source situations (d) Goods purchased from agencies for the blind or severely handicapped (e) Goods purchased from correctional facilities (f) Goods purchased from another governmental agency (g) Goods purchased through municipal auction (h) Goods purchased from county, state or federal contracts: documentation must accompany voucher submitted for payment (i) Goods purchased for less than $3,000.00 (j) Public works contracts for less than $3,000.00. GUIDELINE 7. The following is a list of authorized “Purchasers” for the Town of Collins: ORGANIZATIONAL MEETING TOWN OF COLLINS JANUARY 5, 2026 11 (a) Supervisor/Town Board