Procurement Policy.pdf

Village of Medina

Procurement Policy

Adopted December 22, 2010

Amended April 24, 2023

WHEREAS, Section 104-b of the General Municipal Law requires every Village to adopt internal policies and procedures governing all procurement of goods and services not required to be procured by competitive bidding, and

WHEREAS, comments have been solicited from those officers of the Village involved with procurement; NOW, THEREFORE, BE IT

RESOLVED, that the Village of Medina does hereby adopt the following procurement policies and procedures:

Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law

Section 103. The Purchaser shall estimate the cumulative amount of the items of supply of equipment needed in a given fiscal year. That estimate shall take into consideration requirements of other village departments and past history to determine the likely yearly value of the commodity to be acquired.

Guideline 2. All purchases of a) supplies 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 General Municipal Law Section 103.

Guideline 3. All estimated purchases of:

1) Between $10,000 and $19,999 require a verbal or written request for a proposal and written, electronic or fax quotes from three vendors.

2) Between $2,000 and $9,999 require a verbal request for the goods and verbal, electronic or fax quotes from two vendors.

3) Less than $2,000.00 is left to the discretion of the Purchaser.

All estimated public works contracts of:

1) Less than $35,000.00 but greater than $5,000.00 require a verbal or written request for proposal and written, electronic or fax proposals from three contractors.

2) Less than $5,000.00 but greater than $2,000.00 requires a verbal or written request for proposal and verbal, electronic or fax proposals from two contractors.

3) Less than $2,000.00 are left to the discretion of the Purchasers.

Guideline 4. Purchase or public works contracts in excess of $2,000.00 shall be approved by the Village Board of Trustees. The Purchaser will accept a proposal in accordance with these guidelines prior to receipt of approval, but subject to approvals. If no separate action by the Village Board of Trustees has been taken, the approval of vouchered billings by the Village Board of

Trustees shall constitute approval.

Guideline 5. The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the village and its taxpayers to make an award to other than the low proposal.

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. Except when directed by the Village Board of Trustees and subject to competitive bidding requirements, 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 auction;

h. Goods purchased for less than $2,000.00

i. Public works contracts for less than $2,000.00

Guideline 8. This policy shall be reviewed annually by the Village

Board of Trustees at its organizational meeting or as soon thereafter as is reasonably practicable.

Guideline 9. Except where exempted by Guideline 6, a Procurement

Policy Form shall be completed by the Purchaser and placed in the file relating to the purchase. All additional 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 10. It is the determination of this board that for purchases less than $2,000.00, the requirement of solicitation of alternative proposals and the paperwork necessary to document them are time consuming and counterproductive to the best interest of the village. The small number of individuals with purchasing authority and their overall knowledge of available products and services in their respective areas are given weight by this board in arriving at this finding. Purchasers shall, nevertheless, utilize good business judgment in obtaining products and services at the best overall value to the

Village of Medina

Guideline 11. Business Participation in Procurement and Contracting:

For federally funded projects or activities subject to Section 3 of 24 CFR Part

135 of the Housing and Urban Development Act of 1968, as amended, the

Village will, to the greatest extent feasible, facilitate participation of Section 3 residents and Section 3 businesses in the procurement of goods and services pursuant to its Section 3 Participation Plan. Solicitation may be undertaken via advertisements in local publications encouraging Section 3 participation, or direct outreach by letter or email to identified Section 3 businesses or individuals included on the Department of Housing and Urban Development's

Section 3 Businesses Registry. The Village's established purchase/contracting thresholds will apply. The Village will keep documentation of Section 3 solicitation in its records and any response(s) thereto.

Guideline 12. Minority- and Women-Owned Business Enterprise

(M/WBE) Business Participation in Procurement and Contracting: In an effort to affirmatively increase procurement and contracting opportunities for minority- and women-owned business enterprises, the Village will solicit

MBEs and/or WBEs as part of its procurement process, when appropriate. Solicitation may be undertaken via advertisements in minority publications or direct outreach by letter or email to identified State-certified

M/WBEs, or by working with a clearinghouse such as the Syracuse Minority

Business Development Center. The Village’s established purchase/contracting thresholds will apply. For purposes of the above, the

M/WBE must be certified by Empire State Development (ESD) through the

Division of Minority and Women Business Development (DMWBD). The

Village will keep documentation of M/WBE solicitation in its records and any responses thereto.

Guideline 13. This Procurement Policy of the Village of Medina, shall allow in compliance with the NYS General Municipal Law, the Village to utilize

(Piggyback on) competitively procured contracts or schedules of Orleans

County, New York State or any other municipality or political subdivision in the case of procurement of any/all goods and services for the Village.

VILLAGE OF MEDINA

Procurement Policy Form

PUBLIC WORKS CONTRACT

1. Describe item(s) or service:

2. Will cost for fiscal year be less than $20,000.00 (purchases) or $35,000.00 (public works contract)? Yes No

N.B. If No, competitive bidding required. [ ] [ ]

3. Have other departments’ needs been considered in determining the estimated total needs for current Yes No fiscal year? [ ] [ ]

4. Use for public works contracts only.

A. Less than $35,000.00 but greater than $5,000.00:

List at least 3 vendors and amount of quotes.

Vendor Name Quantity Price

1.___________________________________ _______ _____

2.___________________________________ _______ _____

3.___________________________________ _______ _____

N.B. Written or fax quotes must be attached.

B. Less than $5,000.00 but greater than $2,000.00:

List at least 2 vendors and amount of quotes. Check One:

Vendor Quantity Price Written Verbal

1._____________ ________ ______ ______ ______

2._____________ ________ ______ ______ ______

N.B If written quotes, attach.

5. Was lower quote accepted: Yes [ ] No [ ]

If No, provide written explanation of reasons for accepting higher quote (must be in best interest of the Village of Medina).

1.______________________________________________________

2.______________________________________________________

3.______________________________________________________

Date:___________________ Signature:___________________________

VILLAGE OF MEDINA

Procurement Policy Form

PURCHASES

1. Describe item(s) or service:

2. Will cost for fiscal year be less than $20,000.00 (purchases) or $35,000.00 (public works contract)? Yes No

N.B. If No, competitive bidding required. [ ] [ ]

3. Have other departments’ needs been considered in determining the estimated total needs for current Yes No fiscal year? [ ] [ ]

4. Use for purchases only.

C. Less than $20,000.00 but greater than $10,000.00:

List at least 3 vendors and amount of quotes.

Vendor Name Quantity Price

1.___________________________________ _______ _____

2.___________________________________ _______ _____

3.___________________________________ _______ _____

N.B. Written or fax quotes must be attached.

D. Less than $10,000.00 but greater than $2,000.00:

List at least 2 vendors and amount of quotes. Check One:

Vendor Quantity Price Written Verbal

1._____________ ________ ______ ______ ______

2._____________ ________ ______ ______ ______

N.B If written quotes, attach.

5. Was lowers quote accepted: Yes [ ] No [ ]

If No, provide written explanation of reasons for accepting higher quote (must be in best interest of the Village of Medina).

1.______________________________________________________

2.______________________________________________________

3.______________________________________________________

Date:___________________ Signature:___________________________