[HISTORY: Adopted by the Board of Trustees of the Village of Menands as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Village records — See Ch. 130.
[Adopted 6-16-2014 by L.L. No. 2-2014]
A. 
This article shall be known as the "Village of Menands Best Value Contract Award Law."
B. 
The intent of this article is to authorize the use of best value criteria when awarding purchase contracts consistent with § 103 of the General Municipal Law and § 163 of the New York State Finance Law. Use of best value criteria is intended to provide the Village greater flexibility in awarding contracts and to ensure that the Village obtains the highest quality goods at a low cost. Awarding contracts on the basis of best value standards is further intended to promote competition, foster fairness among vendors and competitors, expedite contract awards, optimize quality, control costs and enhance efficiency among responsible bidders. This article authorizes the purchasing agent to award purchase contracts that have been procured pursuant to competitive bidding under General Municipal Law § 103 by either lowest responsible bidder or best value.
Whenever used in this article, the following terms shall mean:
BEST VALUE
The basis for awarding contracts for services to a responsible bidder who optimizes quality, cost and efficiency for the Village based upon objective and quantifiable analysis. Goods procured and awarded on the basis of best value are those that the purchasing agent determines will be of the highest quality while being the most cost efficient.
PURCHASING AGENT
Village of Menands Clerk and/or Treasurer.
PURCHASE CONTRACTS
Contracts for goods, commodities and equipment, including technology.
A. 
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.
B. 
The determination of quality and cost efficiency shall be based on objectively quantified and clearly described and documented criteria, which 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.
C. 
General evaluation criteria shall be identified in the Village's Procurement Policy, a copy of which shall be maintained in the Village Clerk's office and be made available to the public.
D. 
The purchasing agent shall establish specific evaluation criteria that will be relied upon for procuring goods based upon best value, which shall be maintained in the Village Clerk's Office and made available to the public.
E. 
Solicitation documents shall state the minimum requirements and specifications that must be met in order for the bidder to be deemed responsible and shall identify the general procedure and manner in which the evaluation and selection shall be conducted.