Village of Tivoli, NY
Dutchess County
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[HISTORY: Adopted by the Board of Trustees of the Village of Tivoli 4-1-1996; amended in its entirety 6-21-2014 by L.L. No. 2-2014. Subsequent amendments noted where applicable.]
Goods and services that are not required by law to be procured pursuant to competitive bidding must be procured in a manner as to assure the prudent and economical use of public moneys in the best interest of the taxpayers; to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances; and to guard against favoritism, improvidence, extravagance, fraud, and corruption. To further these objectives, the Board of Trustees shall adopt a procurement policy governing all procurements of goods and services which are not required to be made pursuant to the competitive bidding requirements of General Municipal Law (GML) § 103 or of any other general, special, or local law. The procurement policy shall be reviewed at least annually by the Village Board.
[Added 11-20-2019 by L.L. No. 3-2019]
A. 
Purpose and authority. This section is enacted pursuant to the provisions of § 103(1) of the General Municipal Law of the State of New York.
B. 
Award based on best value. The Village Board of Trustees may award purchase contracts, including commodities, equipment, materials, supplies and contracts for services, on the basis of "best value," as that term is defined in New York State Finance Law § 163. All awards based on best value shall require Village Board of Trustees' approval.
C. 
Applicability. The provisions of this chapter apply to Village purchase contracts, including contracts for services, required to be procured by public bidding pursuant to § 103 of the General Municipal Law. The provisions of this chapter exclude purchase contracts necessary for the completion of a public works contract pursuant to Article 8 of the New York Labor Law and any other contract that may in the future be excluded under state law from the best-value option. If the dollar thresholds of New York General Municipal Law § 103 are increased or decreased in the future by the State Legislature, the dollar thresholds set forth herein shall be deemed simultaneously amended to match the new General Municipal Law thresholds.
D. 
Standards for best value. Goods and services procured and awarded on the basis of best value are those that the Village Board of Trustees determines optimize quality, cost and efficiency, among responsive and responsible bidders or offerors. Where possible, the determination shall be based on an objective and quantifiable analysis of clearly described and documented criteria as they apply to the rating of bids or offers. The criteria may include, but shall not be limited to, any or all of the following: cost of maintenance; proximity to the end user if distance or response time is a significant term; durability; availability of replacement parts or maintenance contractors; longer product life; product performance criteria; and quality of craftsmanship, and installation costs.
E. 
Documentation. Whenever any contract is awarded on the basis of best value instead of lowest responsible bidder, the basis for determining best value shall be thoroughly and accurately documented.