As used in this chapter, the following terms shall have the meanings indicated:
AUTHORIZED PURCHASING AGENT -- Includes the Mayor/General Manager of Operations, Village Clerk, Superintendent of Public Works, Chief Operator/Wastewater Treatment Plant, Village of Honeoye Falls Fire Department Chief and Honeoye Falls-Mendon Volunteer Ambulance Chief or their designee.
VOUCHER -- A vendor's request for payment for materials furnished or services rendered. A standard claim form shall be used by the Village of Honeoye Falls which shall be itemized in sufficient detail to permit proper audit by the Village Board.
INVOICE -- A formal statement or billing submitted by a vendor showing the amount due and terms of payment for supplies delivered or services rendered.
PUBLIC EMERGENCY -- A situation arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety and/or property of the inhabitants of the Village of Honeoye Falls require immediate action which cannot await competitive bidding.
PURCHASE ORDER -- A formal notice to a vendor to furnish the supplies or services described in detail thereon.
PURCHASING -- The act of obtaining materials, supplies, equipment or services necessary to carry out a particular function.
QUOTATION -- An informal notice (usually written) by a vendor setting forth the terms under which goods or services will be furnished.
SPECIFICATIONS -- A written description of needed supplies, materials, equipment or services setting forth in a clear and concise manner the characteristics of the items and/or services to be purchased and the terms and conditions under which the purchase will be made.
VENDOR -- A supplier of goods or services.
The Village of Honeoye Falls purchase procurement process begins with the departmental proposed budget submissions and ends with the actual receiving of supplies, materials, equipment or services ordered and final payment to the vendor or contractor. Included in this process is the Village of Honeoye Falls purchase order system. While the Village of Honeoye Falls does not have a centralized purchasing function, it shall be the responsibility of authorized purchasing agents to ensure availability of funds and follow standard operating procedure as outlined below. Additionally, it shall be the responsibility of the Village Treasurer to provide each department head and authorized purchasing agent a copy of the final budget, as so adopted by the Village Board, and at minimum, a quarterly financial statement showing year-to-date expenditures and available balances for each department and line item account.
Every purchase made will be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to § 103 of the General Municipal Law:
The request that a purchase not be subject to competitive bidding will be documented in writing by the individual requesting the purchase. This documentation may include written or verbal quotes from vendors, a memo from the individual requesting the purchase indicating why the purchase is not subject to competitive bidding, a copy of the contract indicating the source which makes the item or service exempt or a memo from the individual requesting the purchase detailing the circumstances which require an emergency purchase.
An emergency purchase shall be made only upon the written authorization of the Mayor. The Mayor, Clerk or Board of Trustees will make the final decision that a purchase is not subject to competitive bidding. Verbal quotes shall be documented by the individual requesting the purchase, to include the name of the vendor, name of individual issuing the quote, the date quote was made, the amount and any other information the individual deems necessary.
Estimated Amount of Purchase
$250 to $1,999
$2,000 to $7,999
$8,000 to $9,999
$10,000 to $19,999
2 verbal quotations
3 written quotations
Written requests for proposals
Written requests for proposals
Expenditures from the petty cash account may be made only for payment in advance of audit and upon receipt of properly itemized bills for materials, supplies or services furnished to the village for the conduct of its affairs and upon terms calling for the payment of cash to the vendor upon the delivery of any such materials or supplies or the rendering of any such services. A monthly voucher listing all expenditures from such account shall be presented to the Village Board for audit. Any purchase over $30 will need a purchase order.
The Village Clerk and Mayor shall be responsible for conducting an annual review of the procurement policy and for an evaluation of the internal control structure established to ensure compliance with the procurement policy. They shall make recommendations annually to the Board of Trustees who will be responsible for adopting any revisions to the policy.