Informal procedures are used whenever the town contracts for labor, materials, supplies, or services less than $20,000. Major features of the informal bidding process include:
Informal quotations are obtained via phone, fax, email, or through written bidding. For purchases from $1,000 to less than $5,000 every effort is made to obtain three quotes. For purchases between $5,000 and $20,000, written formal or formal sealed bids are required
Selection may be based on criteria other than price
General liability and workers' compensation insurance may be required
Processing of Informal Purchases
The town has two ways of handling informal purchases - either through the issuance of a purchase order or the use of a town purchasing card.
Purchase orders are approved and issued by the Finance/Treasurer Department. Each purchase order indicates what is being purchased and the price, terms, and conditions of the purchase. For purchase orders, the standard payment terms are net 30.