The mission of the division of Purchasing is to
assist the various operating departments within the Town to purchase those goods
and services which enables them to carry out their various responsibilities. The
purchases are made in accordance with State and Local laws and with the policies
set forth by the Town Board.
Each year the Purchasing division conducts hundreds
of sealed bids and requests for proposals and administers the creation of more
than 7000 purchase contracts within the parameters of the Town Operating &
Capital budgets. Expenditures are made for everything ranging from office and
cleaning supplies, to computers, bulldozers and major highway reconstruction.
The division welcomes and encourages the business
community to participate in all aspects of the purchasing process. In addition
to visiting the purchasing staff, vendors representatives are often encouraged
to visit the operating departments in order to maximize the end users awareness
of goods and services being offered.
Under the office of the Director of Audit and
Control, the division of Purchasing assists the Comptrollers office in the
approval and payment of bills for goods and services purchased by the Town, in a
timely and accurate manner.
Q. How can I get on a bidders list so that I
may receive and submit timely bids for goods and services?
A. Send a written request, on company letterhead to
the Director of Purchasing at 100 Main Street, Room 209, Huntington, NY 11743,
asking to be included on a vendors list for a specific bid or bids.
Include as much information as possible about the
goods and services being offered to the Town. Sending a brochure or line card is
very helpful by allowing us to match your products with the specific needs of
Q. How do I know which bids are being planned
and when are they due?
A. All sealed bids and requests for proposals are
advertised in the official newspapers of the Town under the heading "Legal
Notices". These official newspapers are the Northport Observer and the Long
Islander. In addition, the "Notice To Bidders"
also appear under the Public Notices menu of this web site
Q. Is an award always made to the lowest
A. The specifics of General Municipal Law
require that an award be made to the lowest
for a specified item or group of items included in a bid proposal. The
determination of responsibility of any potential awardee includes not only
price, but also conformance with all of the specifications in the bid proposal.
Timeliness of delivery, warranty conditions, solvency of the vendor and
adherence to local law and codes by the bidder are all considered in determining
the lowest responsible bidder. Awards may be
viewed and downloaded in pdf format from the Purchasing Division's section of
our Online Library.
Q. How can I learn what the results of
previous bids were so I can compete effectively?
A. As this information is a matter of public record,
simply mail or FAX (631-351-2833) a specific request for information to the
Director of Purchasing. The Purchasing Division will endeavor to respond to your
request promptly. We recognize that the most competitive bids come from the most
Q. How quickly does the Town pay its'
A. The process for bill payment of the Town's
obligations is, of necessity, a series of mandated checks and balances. Most
regular invoices are paid within 30 days of receipt by the comptroller's
Vendors can help insure prompt processing of invoices
by sending their invoice along with a properly completed claim voucher to the
same address as that to which the goods or services were delivered.
Invoices that are sent anywhere else will be
forwarded to the ordering department, but time will be wasted in the extra
handling of the documents.
Q. Can I attend a bid opening for which my
company submitted a bid proposal?
A. All bids are publicly opened and the results are
read aloud at the scheduled time and place listed in the Notice to Bidders.
Anyone can attend any scheduled bid opening, at any time. Most bid openings are
conducted in the Purchasing Division office, Room 209, Town Hall, 100 Main
Street, Huntington, NY 11743.