Purchasing

-Ensures the efficient, economical and legal (Per GML Law) purchase of supplies and equipment, and services.

-Initiates contacts with Nassau & Suffolk County Agencies, as well as any NYS Counties, and Office of General Services (NYS) for availability of Contracts to purchase materials & supplies.

-Obtains and reviews quotations and comparative pricing, when necessary, in accordance with the Village Purchasing Policy. 

-Works closely with all the Village’s department’s requests & requirements, prepares bid specifications for commodities. Coordinates advertising dates, bid opening dates, BOT award dates, reviews Bid Spec Books to ensure all the required pages are included, from Title Page, NTB, Bond Pages, Bid Proposal, Non-Collusive, Bid Contract, References, Prevailing Wages and Insurances.

-Conducts Bid Openings, reviews and analyzes bid results. Completes bid result tabulation for the Department Head, who provides the recommendation letters for BOT award.

-Updates and maintains vendor database, including obtaining W9 forms.

-Manages the Village’s Purchase Order system in the General Ledger, (reviews requisitions for compliance to policies, converts to Purchase Orders, obtains appropriate approvals, etc.) and send approved purchase orders to vendors.

Any questions, please contact Purchasing@gardencityny.net.