Procurement of goods and services by the Village of Tarrytown
shall be in conformance with the Village of Tarrytown's procurement
policy, established under the provisions of New York State General
Municipal Law § 104-b, which shall be reviewed, updated
if necessary and adopted by the Board of Trustees on an annual basis.
Claims for payment shall be audited by the Board of Trustees
as provided pursuant to New York State Village Law § 5-524.
This chapter applies to all funds and departments of the Village,
and exceptions shall be made only when authorized by resolution of
the Board of Trustees, or under emergency procurement under applicable
provisions of New York State law.
Pursuant to resolution adopted by the Board of Trustees, the
Village of Tarrytown may participate in shared purchasing initiatives,
which they may authorize and add from time to time by resolution of
the Board of Trustees.
New York General Municipal Law § 103(1) allows the
Village to authorize, by local law, the award of certain purchase
contracts (including contracts for services) subject to competitive
bidding under General Municipal Law § 103 on the basis of
"best value" as defined in § 163 of the New York State Finance
Law. The "best value" option may be used, for example, if it is more
cost efficient over time to award the good or service to other than
the lowest responsible bidder or offerer if factors such as lower
cost of maintenance, durability, higher quality and longer product
life can be documented.
Purchase contracts that have been procured pursuant to competitive
bidding under General Municipal Law § 103 by either lowest
responsible bidder or best value may be awarded so long as the award
process complies with the terms of this chapter and General Municipal
Law § 103.
Whenever used in this article, the following terms shall mean:
BEST VALUE
The basis for awarding contracts for services to the offerer
which optimizes quality, cost and efficiency, among responsive and
responsible offerers. Such basis shall reflect, wherever possible,
objective and quantifiable analysis. Such basis may also identify
a quantitative factor for offerers that are small businesses or certified
minority- or women-owned business enterprises as defined in Subdivisions
1, 7, 15, and 20 of § 310 of the Executive Law to be used
in evaluation of offers for awarding of contracts for services.
Goods and services procured and awarded on the basis of best
value are those that the Village determines will be of the highest
quality while being the most cost-efficient as offered by responsive
and responsible bidders and offerors. 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: product or service features,
quality, durability, reliability, product performance criteria, quality
of craftsmanship, cost and extent of maintenance, useful lifespan,
availability of replacement parts, availability of maintenance contractors,
warranties, proximity to the end user if distance or response time
is a significant factor, references, past performance, organization
and staffing, and financial capabilities.
A contract that is awarded on the basis of best value instead
of lowest responsible bidder shall be authorized only when the basis
for determining best value is thoroughly and accurately documented.