Polices

Purchasing policy

This Policy governs the purchase of all goods and services made by the Town of Holden.

Section I Purpose

A. It is the objective of the Town to obtain the best value possible when making purchases for goods or services.

Best value is determined by many factors. For goods it includes such items as initial price, operating and maintenance costs, and trade-in or salvage value.

For services it includes past performance and experience, personnel and equipment resources, financial stability and price.

B. The procurement of goods and services on a competitive basis is desirable to the extent possible when other elements are equal and price is the major determining factor. All employees authorized to make purchases are expected to minimize expenditures without unduly sacrificing quality or efficiency.

Section II Procurement Procedures

A. For purchases less than $250.00 in value, authorized personnel may proceed without prior approval of the Town Manager. Efforts should be made to obtain more than one quotation.

B. For purchases between $250.00 and $2,500.00 in value, authorized personnel must obtain at least two documented quotations (preferably written) and must submit the quotations to the Town Manager for review.

C. For purchases in excess of $2,500, the Town Manager will determine the appropriate method of procurement.

D. Sufficient funds must be available in appropriate accounts to cover proposed purchases.

Section III Emergency Purchases

It is the intention of this policy that all purchases over $250.00 receive prior approval by the Town Manager. It is recognized, however, that under certain emergency circumstances this may not be possible.

In cases where authorized personnel determine that the health or safety of the public is in jeopardy, emergency purchases of up to $1,500 may be made without the prior approval of the Town Manager.

However, every attempt should be made to contact the Town Manager, or failing this, the Chairman of The Board of Selectmen, to obtain verbal approval before a purchase is made. Purchases made without prior approval must be well documented.

Section IV Preferential Treatment

Local businesses, defined as vendors who keep their principal business place within the Town of Holden, may be given a 5% preference by the Town Manager.

Date October 18,1993 Town Manager