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All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. Guideline 5. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares 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. If prices bid or proposed in a quote or response to an RFP are not materially different the Town reserves the right to award any applicable contract to an individual or business residing or located within the Town. Guideline 6. 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 7. Sets forth the exceptions to the requirements of the Procurement Policy. 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 at auctions; h) Computer software; i) Purchases pursuant to state or county bid. Under the above exceptions, any such purchase or public works contract shall be forwarded to the Town Board for approval and be described and documented as to the reason for its exception from these guidelines and procedures. Guideline 8. This policy shall be deemed renewed annually by the Board at its organizational meeting unless otherwise determined by the Board. Guideline 9. Any unintentional failure to fully comply with the provisions of General Municipal Law Section 104-b or the Town Board’s policies and procedures shall not be grounds to void any action taken or given rise to a cause of action against the Town or any officer or employee thereof. DOCUMENTED WRITTEN COMPETITIVE OTHER VERBAL QUOTES QUOTES BIDDING 0 2 Less than 3 2 3 or More PURCHASE CONTRACTS Under $1,000 X $1,000 - $3,499 X $3,500 – $19,999 X $20,000 and over X CONTRACTS FOR PUBLIC WORK Under $1,000 X $1,000 - $3,499 X $3,500 - $34,999 X $35,000 and over X EMERGENCIES (must be declared by Town Board) X INSURANCE X PROFESSIONAL SERVICES X Purchase contracts involve the acquisition of commodities (Material, Supplies or equipment)