§ 62-3. General powers and duties., Chapter 62. Department of Purchasing, 3: GOVERNMENTAL DEPARTMENTS, Code of Ordinances, Hempstead, Town

The Commissioner, subject to the provisions of § 41-a of the Town Law, shall make all purchases and contracts for supplies, materials and equipment of every kind and nature for the Town and any Town department, board or agency for which the Town may, in any event, be liable and for any special improvement district within such Town, except for a district having a separate Board of Commissioners. Before making any purchase, the Commissioner of Purchasing shall comply with such rules and regulations in relation thereto which have been or may be established by resolution of the Town Board and any and all other provisions of law as may be applicable thereto.

The Commissioner shall make all purchases and contracts for supplies, materials and equipment involving an expenditure in excess of $3,000 for the Town of Hempstead or any department of said Town, board or agency for which it may, in any event, be liable, including any special improvement district within such Town, provided that said district does not have a separate Board of Commissioners, in accordance with the applicable provisions of §§ 103 and 104 of the General Municipal Law.

The Commissioner shall institute a system or procedure for a purchase requisition form, in duplicate, executed by a department head, setting forth the description of supplies, materials and equipment required and the estimated prices for such items and the place of delivery. The Commissioner shall prepare a request-for-quotation form, setting forth thereon the necessary information for the item or items described, stated on the purchase requisition form, and shall forward such request for quotation to prospective vendors, advising such vendors that such quotation shall be submitted to the Commissioner upon a day certain and that any quotation not submitted on or before said date shall be disregarded by said Commissioner. Upon the receipt of a quotation submitted by a prospective vendor, the Commissioner shall make a record of said quotation and shall forward the original and copy thereof to the Town Comptroller for purposes of ascertaining if there are funds available for such purchase. If there are available funds, the Comptroller shall so endorse and return same to the Commissioner, who shall award the item in question to the responsible vendor submitting the lowest quotation..

The Commissioner shall establish a procedure authorizing the vendor who has been awarded a contract as to time and place of delivery and all other pertinent data relating thereto. The Commissioner shall establish a procedure, after delivery has been made and checked as to proper items purchased, for claim forms so that payment may be made to the vendor. The vendor shall keep records showing the delivery and completion of all contract awards.

The Commissioner is hereby designated as the officer to receive bids on contracts for public works for the town and any department, board or agency thereof and any special improvement district thereof, except a district having a separate Board of Commissioners, and to transmit such bids to the Town officer, board or agency having jurisdiction thereof for award, subject to the approval of the Town Board. The Commissioner shall maintain, update and improve the procedures currently in effect as to purchases, bidding, contracts, awards, verifying deliveries, quantity and quality controls and all pertinent methods of control to ensure proper functioning of the Department with all possible safeguards and guidelines.

The Commissioner shall develop and administer effective policies and programs to expedite the purchase of supplies, materials and equipment.

The Commissioner shall develop programs, personnel and facilities in conformity with and in coordination with all other purchasing agencies on all levels having an interest in this field, inclusive of but not limited to state and county agencies.

The Commissioner shall participate in state and local conferences concerning methods of purchasing and improvements thereof.