Purchase Order/Contract Policy

December 5, 2012 Andrew Pinard Ordinances/Policies 0

Purchase Order – Contract Policy

Effective Date: October 10, 2023

  1. For planned purchases under one thousand dollars (<$1,000): Employees are encouraged to secure competitive pricing from multiple sources when feasible. Department Head approval is required. (Amendment approved 5/20/2019.)
  2. For planned purchases between one thousand dollars and five thousand dollars ($1,000 – <$5,000): Employees are encouraged to secure competitive pricing from multiple sources when feasible. (Amendment approved 10/10/2023.)
  3. For planned purchases between five thousand dollars and fifty thousand dollars ($5,000 – $50,000): Informal written bids from at least three sources MUST be obtained. Direct solicitation is allowed.  (Amendment approved 10/10/2023.)
  4. For planned purchases over fifty thousand dollars (>$50,000): A formal sealed bid process shall be used. An invitation to bid must be publicly advertised in the legal paper of record at least fourteen (14) days prior to the date set for opening. Bid specifications are to be supplied by the Department Head and approved by the Select Board. (Amendment approved 10/10/2023.)

All bids shall be opened before the public at a date, time and place  designated in the bid request. Late bids will not be accepted. Award of purchase or contract requires the approval of at least two (2) Select Board members. (Amendment approved 10/10/2023.)

  1. A planned purchase is defined as a purchase to be expended within a department’s operating budget or authorized by the Town at a Town Meeting through a warrant article. The Select Board shall be made aware of large purchases or repairs. The Select Board shall be consulted before any unplanned expense is made. (Amendment approved 10/10/2023.)
  2. Large volume items such as heating fuel, gasoline, diesel fuel, sand and gravel purchased by the Town will require multiple bids for a one-year contract. Multiple year contracts are acceptable for securing long term price stability. This shall be completed during the yearly budget process. (Amendment approved 10/10/2023.)
  3. Emergency purchases may be made when a threat to public health, welfare or safety exists, provided that such emergency procurement shall be made with such competition as is practical under the circumstances. In case of an emergency requiring immediate purchase of materials, supplies, equipment or services, the Select Board hereby authorize the Department Heads to approve such emergency purchase if the situation permits. The Town Administrator and Select Board shall be notified as soon as possible as to the emergency and the associated purchases. A written determination for the basis of the emergency and for the selection of the particular contractor or vendor shall accompany the purchase receipt and voucher. As soon as is practicable, standard purchasing procedures will be reinstated. (Amendment approved 5/20/2019.)
  4. Any purchase(s) made by any town employee from any vendor will require the employee to sign a slip for the purchases(s) for accounting purposes. (Amendment approved 4/26/93.)
  5. Any contract(s) or agreement(s) that binds the Town of Bradford must be signed by the Select Board. (Amendment approved 10/10/2023.)
  6. Any infraction of this policy will be grounds for reprimand. (Amendment approved 4/26/93.)
  7. Any changes in these rules are to be approved by two (2) Select Board members.

Approved by:

Beth Downs, Chairman

Mary Ellen Pfeifle, Selectman

Marlene Freyler, Selectman