[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.
(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:
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.
Contracts for goods, commodities and equipment, including
technology.
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.
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.
