Whenever a single purchase or group of the same or similar products will cost the County at least $20,000, NYS Municipal law dictates that municipalities must procure these commodities through the "formal" competitive bidding process. In addition, all public works contracts in excess of $35,000, must follow the same guidelines.
The "formal" competitive bidding process begins when the County publishes a legal notice in the official County Newspapers. The legal notice will list the type of commodity requested and the time and date of the opening of the bid. The vendor then fills out the pertinent bid proposal information and returns it in a sealed envelope marked with the required information prior to the bid opening. All bids will be reviewed for conformance to specifications as well as other factors and a decision is usually made shortly after opening. By law, the bid award must go to the lowest responsive, responsible vendor (bidder).
It is important to note than all bids must be received by the time and date indicated. Any bids arriving after the scheduled bid time will be rejected and returned to the bidder.