Village of Green Island, NY
Albany County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Board of Trustees of the Village of Green Island as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Investment policies and procedures — See Ch. 21.
[Adopted 5-18-2015]
The Village of Green Island does hereby adopt the following procurement policies and procedures:
A. 
Guideline 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law § 103. Every Village officer, board, department head or other personnel with the requisite purchasing authority (hereinafter "purchaser") shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other Village departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.
B. 
Guideline 2. All purchases of supplies or equipment which will exceed $20,000 in the fiscal year or Public Works contracts over $35,000 shall be formally bid pursuant to General Municipal Law § 103.
C. 
Guideline 3.
(1) 
All estimated purchases of:
(a) 
Less than $20,000 but greater than $4,000 require a written request for a proposal (RFP) and written/fax/e-mail quotes from three vendors with prior approval by the Mayor and/or Executive Assistant to the Mayor.
(b) 
Less than $4,000 but greater than $1,000 require an oral request for the goods and oral/fax/email quotes from two vendors.
(c) 
Less than $1,000 are left to the discretion of the purchaser.
(2) 
All estimated Public Works contracts of:
(a) 
Less than $35,000 but greater than $5,000 require a written RFP and fax/email proposals from three contractors with prior approval by the Mayor and/or Executive Assistant to the Mayor.
(b) 
Less than $5,000 are left to the discretion of the purchaser.
(3) 
Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered.
(4) 
All information gathered in complying with the procedures of this guideline shall be preserved and filed with the documentation supporting the subsequent purchase or Public Works contract.
D. 
Guideline 4. The lowest responsible proposal or quote shall be awarded the purchase or Public Works contract unless the purchaser prepares a written justification providing reasons why it is in the best interest of the Village and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.
E. 
Guideline 5. A good-faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the required number of proposals or quotations, the purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
F. 
Guideline 6. Exceptions. Except when directed by the Mayor and/or Village Board, no solicitation of written proposals or quotations shall be required under the following circumstances:
(1) 
Emergencies;
(2) 
Sole-source situations;
(3) 
Goods purchased from agencies for the blind or severely handicapped;
(4) 
Goods purchased from correctional facilities;
(5) 
Goods or services purchased from another government agency or public jurisdiction within New York State that provides goods or services to municipal governments;
(6) 
Goods purchased from surplus government auction;
(7) 
Goods or services purchased for less than $999.99;
(8) 
Mandates requiring the Village of Green Island to contract with all qualified providers at a rate established by the federal government or New York State;
(9) 
Contracts let by the United States government (GSA contracts);
(10) 
Contracts let by any state or county or political subdivision or district therein if such contract was let in a manner that constitutes competitive bidding consistent with state law and made available for use by other governmental entities;
(11) 
New York State mandates for the provision of a specific service at a preestablished rate and requirements that such service be offered via a state-qualified or state-licensed provider such as Cornell Cooperative Extension and Hudson Valley Community College;
(12) 
Contracts as part of a grant process where the contractor is identified as the provider in the grant application;
(13) 
Physicians.
G. 
Guideline 7. This policy shall be reviewed annually by the Village Board at its organizational meeting or as soon thereafter as is reasonably practicable.
[Adopted 5-18-2015 by L.L. No. 2-2015[1]]
[1]
Editor's Note: The provisions of this local law were originally adopted as Ch. 56, but were redesignated to fit the organizational structure of the Code.
A. 
This article shall be known as the "Village of Green Island Best Value Contract Award Law."
B. 
The intent of this article is to authorize the use of the 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 the 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.
PURCHASE CONTRACTS
Contracts for goods, commodities and equipment, including technology.
PURCHASING AGENT
Village of Green Island officer, board, department head or other personnel with requisite purchasing authority.
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,[1] a copy of which shall be maintained in the office of the Village Clerk and be made available to the public.
[1]
Editor's Note: See Art. I, Procurement Policy, of this chapter.
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 office of the Village Clerk 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.
If any clause, sentence, paragraph, section, subdivision, or other part of this article or its application shall be inconsistent with any federal or state statute, law, regulation or rule, then the federal or state statute, law, regulation, or rule shall prevail. If any clause, sentence, paragraph, section, subdivision, or other part of this article or its application shall be adjudged by a court of competent jurisdiction to be invalid or unconstitutional, such order or judgment shall not affect, impair, or invalidate the remainder of the article, which shall remain in full force and effect except as limited by such order or judgment.