Subject: Purchasing Procedure

11 2015 5411

POLICY Non-Instructional/Business Operations 1 of 2

SUBJECT: PURCHASING PROCEDURE

The following procedures shall be followed regarding all procurements of goods and services which are not required to be made pursuant to the competitive bidding requirements of General Municipal Law § 103 (1).

The district will require the following methods of competition be used and sources of documentation maintained when soliciting non-bid procurements in the most cost-effective manner possible:

1. Purchase contracts below $15,000 $5,000-$10,000- Three verbal quotes listing vendors and amounts, to be attached to the Requisition. The Business office will document verbal offers at the time of offer and will seek written back up when possible.

$10,000-$15,000- Three written quotes from the vendors listing the amounts, to be attached to the Requisition.

2. Emergencies Verbal Quotes listing vendors and amounts, to be attached to the Requisition.

3. Purchase contracts over $15,000 Documentation will include bid advertisements and specifications.

4. Requests for Proposals Will be required for service contracts that are over $15,000. Documentation will be attached to the Requisition/Purchase Order. The RFP’s and evaluation of such proposals, will consider price plus other factors such as: a. The special knowledge or expertise of the professional or consultant service b. The quality of the service to be provided c. The staffing of the service d. The suitability of the district’s needs.

The district will not be required to secure Requests for Proposals or quotations for the following procurements: 1. New York State Contracts 2. Sole source items 3. Procurements of professional services, which, because of the confidential nature of their services do not lend themselves to procurement through solicitation 4. When solicitations of competition would not be cost-effective. 22 2015 5411

POLICY Non-Instructional/Business Operations 2 of 2

SUBJECT: PURCHASING PROCEDURE (con’t)

Procurements from other than the lowest responsible bidder: The district will provide justification and documentation of any contract awarded to a bidder other than the lowest responsible bidder, setting forth the reasons why such award is in the best interest of the district and otherwise furthers the purposes of section 104-b of the General Municipal Law.

Updated and Board Approved May 11, 2015