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Town of Aurora | Town Board Meeting | January 12, 2026 PROCUREMENT POLICY Adopted 1/17/2000 Action #2 Amended 5/14/2001 Action #151 Amended 5/10/2010 Action #179 Amended 1/7/2013 Action #1 Amended 1/08/2018 Action #1 Amended 1/8/2024 Action #1 TOWN OF AURORA PROCUREMENT POLICY WHEREAS, Section 104-b of the General Municipal Law requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of the General Municipal Law, Section 103 or any other law, and WHEREAS, comments have been solicited from those officers of the Town involved with procurement: NOW, THEREFORE, be it RESOLVED, that the Town of Aurora does hereby adopt the following procurement policies and procedures: PURPOSE Goods and services which are not required by law to be procured pursuant to competitive bidding must be procured in a manner so as to assure the prudent and economical use of public moneys, in the best interests of the taxpayers, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud and corruption. To further these objectives, the Town Board is adopting internal policies and procedures governing all procurement of goods and services which are not require to be made pursuant to the competitive bidding requirements of General Municipal Law, Section 103, or of any other general, special or local law. PROCEDURE FOR DETERMINING BIDDING AND PROCUREMENT POLICY Guideline 1. Every prospective purchase of goods or service shall be evaluated to determine the applicability of General Municipal Law Section 103. Every Town officer, board, department head or other personnel with the requisite purchasing authority (hereinafter called Purchaser) shall, if appropriate, estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. 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 and public works requests (RFQ’s) for bids or quotes of $3,000.00 or more, but less than $20,000.00, may be solicited by the Purchaser without having prior Town Board approval. The purchase of goods or services as a result of these RFQ’s shall require Town Board approval and authorization prior to the Purchaser procuring the goods or services. Guideline 3. All purchases of (a) supplies or equipment from a single individual or entity which will equal or exceed $20,000 in the fiscal year or (b) public works contract equal to or over $35,000 shall be formally bid pursuant to General Municipal Law Section 103. Guideline 4 – 1. Purchases in the amounts as follows: A. Under $1,000 – At the discretion of the Purchaser, provided expense is shown within current year budget allocations(s) and supported by written invoices and signed vouchers. Documented quotes are not required. B. $1,000 up to $3,499 – Requires two (2) documented verbal quotes. C. $3,500 up to $19,999 – Requires written request for a quote (RFQ) and written/faxed quotes from at least three (3) vendors must be provided. Guideline 4 – 2. Public Works in the amounts as follows: A. Under $1,000 – At the discretion of the Purchaser, provided expense is shown within the current year budget allocation(s) and supported by written invoices and signed vouchers. Documented quotes are not required. B. $1,000 up to $3,499 – Requires two (2) documented verbal quotes. C. $3,500 up to $34,999 – Requires written request for quote (RFQ) and written/faxed quotes from at least three (3) contractors/vendors must be provided. 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; 12