[HISTORY: Adopted by the Board of Trustees of the Village
of New Paltz 3-22-2017 by L.L. No. 4-2017. Amendments noted where
applicable.]
A.
New York State General Municipal Law § 103 has been amended
to provide local governments greater flexibility in awarding contracts
by authorizing the award of purchase contracts (including contracts
for service work, but excluding any purchase contracts necessary for
the completion of a public works contract pursuant to Article 8 of
the Labor Law), on the basis of best value.
B.
With the increased complexity of the goods and services that the
Village must obtain in order to serve taxpayers, it is critical to
consider selection and evaluation criteria which measure factors other
than cost in the strictest sense. Best value procurement links the
procurement process directly to the Village's performance requirements,
including, but not limited to, selection factors such as useful lifespan,
quality, and options and incentives for more timely performance and/or
additional services. Best value procurement can provide much-needed
flexibility in obtaining important goods and services at favorable
prices, and can reduce the time to procure such goods and services.
As used in this chapter, the following terms shall have the
following meanings:
The basis for awarding contracts for services to the offeror
that optimizes quality, cost and efficiency, among responsive offerors.
Such basis shall reflect, wherever possible, objective and quantifiable
analysis. Such basis may also identify a quantitative factor for offerors
that are small businesses or certified minority- or women-owned business
enterprises as defined in Executive Law § 310, Subdivisions
1, 7, 15 and 20, to be used in evaluation of offers for awarding of
contracts for services. [New York State Finance Law § 163
(1)(j)]
Factors which may be used to determine best value and to award
a contract to other than the lowest bidder, are as follows:
Cost of maintenance;
Product life;
Warranties;
Past performance, reliability, or durability, and current or
past experience with the provision of similar goods/services;
Organization, staffing (particular abilities and/or experience),
and ability to undertake the type and complexity of the work;
Financial capability;
Record of compliance with all federal, state and local laws,
rules, and licensing requirements; or
Ability to meet Village needs in a timely and accountable fashion.
The basis for awarding contracts for commodities among responsive
and responsible offerors. [New York State Finance Law § 163(1)(i)]
Documentation of the decisions made and the approach taken
in the procurement process. [New York State Finance Law § 163(1)(f)]
Where the basis for an award of a purchase contract will be
the best value offer, the purchaser shall, in all instances:
A.
Document, in the procurement record as a component of the competitive
award process and in advance of the initial receipt of offers, the
determination of the evaluation criteria, which, whenever possible,
shall be quantifiable, and the process to be used in the determination
of best value and the manner in which the evaluation process and selection
shall be conducted.
B.
The solicitation shall prescribe the minimum specifications or requirements
that must be met in order to be considered responsive and shall describe
and disclose the general manner in which the evaluation and selection
shall be conducted. Where appropriate, the solicitation shall identify
the relative importance and/or weight of cost and the overall technical
criteria to be considered by the Village in its determination of best
value.
C.
Reasonable efforts shall be made to ensure that the private and not-for-profit
sectors in New York State are apprised of procurement opportunities,
including by specifying the elements of a responsive bid and disclosing
the process for awarding contracts, including, if applicable, the
relative importance or weight of cost and the overall technical criteria
for evaluating offers and ensuring the procurement is conducted accordingly.
D.
Select a formal competitive procurement process in accordance with
New York State General Municipal Law and other state law and the guidelines
established under the Village's purchasing policy and document
the determination in the procurement record. The process of selection
shall include, but may not necessarily be limited to:
E.
Where the basis for the award is best value, documentation in the
procurement record shall, where practicable, include a quantification
of the application of the criteria to the rating of proposals and
the evaluation results or, where not practicable, such other justification
which demonstrates that best value will be achieved. The Village shall
maintain and retain all documentation used in the award process.
F.
The determination to award a contract on the basis of best value
shall be made by the Village Board. Such determination shall include
the specific criteria applied in determining best value which shall
reflect, wherever possible, objective and quantifiable analysis. The
Village Board of Trustees should use a cost-benefit analysis or other
similar process to demonstrate quantifiable value or savings from
nonprice factors that offset the price differential of lower price
offers.
G.
In the event that no best value election is made, purchase contracts
will continue to be awarded to the lowest responsible bidder furnishing
required security.
H.
This chapter does not apply to purchase contracts for the following:
(1)
Any purchase contract necessary for the completion of a public works
contract pursuant to Article 8 of the New York State Labor Law; and
(2)
Any purchase or procurement of goods and/or services otherwise excluded
by law from best value purchasing standards, whether now existing
or hereafter arising.
