[Adopted 8-22-2023 by L.L. No. 3-2023]
Except as otherwise provided in this chapter, all contracts for public work and all purchase contracts involving the expenditure of a monetary sum exceeding the respective thresholds set forth in General Municipal Law § 103, Subdivision 1, as amended from time to time, shall be subject to the competitive bidding requirements of General Municipal Law § 103 and shall be awarded to the lowest responsible bidder furnishing the required security. If the lowest bidder is not deemed responsible, facts supporting that determination shall be documented and filed with the record supporting the procurement.
As an alternative to awarding contracts subject to competitive bidding under General Municipal Law § 103, Subdivision 1, to the lowest responsible bidder, if the Town Board determines it is in the best interest of the Town and its taxpayers, the Town may award applicable purchase contracts and contracts for services to a responsive and responsible bidder on the basis of best value, as follows:
A. 
Definition. For the purposes of this section, "best value" means the basis for awarding contracts for purchases and services to the bidder that optimizes quality, cost, and efficiency among responsive and responsible bidders.
B. 
Exclusion. The "best value" option may not be used for purchase contracts necessary for the completion of a public works contract pursuant to Article 8 of New York Labor Law and any other contract(s) that state law may exclude in the future.
C. 
Standards for best value. Goods and services procured and awarded on the basis of best value are those that the Town Board determines will be of the highest quality and most cost-efficient in the long term. 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, financial capabilities, and any other factors deemed relevant by the Town Board. Such basis may also identify a quantifiable factor for bidders that are small businesses, certified minority- or women-owned business enterprises or service-disabled veteran-owned business enterprises, as defined in the Executive Law, to be used in evaluation of bids for awarding contracts for services.
D. 
Documentation. 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.
A. 
Definition. For the purposes of this section, "piggyback" or "piggybacking" means making purchases of apparatus, materials, equipment or supplies, or to contract for services related to the installation, maintenance, or repair of apparatus, materials, equipment and supplies, through the use of a contract let by the United States of America or any agency thereof, any state or any other political subdivision or district (including, but not limited to, counties, towns, villages, school districts, etc.).
B. 
The Town shall be permitted to piggyback when the following requirements are met:
(1) 
It must have been clearly stated, in writing, in the bid solicitation that the awarded contract is available for use by other municipal entities; and
(2) 
The contract must have been let to the lowest responsible bidder or on the basis of best value in a manner consistent with this chapter and General Municipal Law.
C. 
Upon meeting the aforementioned requirements, the Town may engage in piggybacking without being required to comply with the competitive bidding requirements of General Municipal Law § 103.
Any inconsistent provision of the Town's procurement policy, as adopted prior to the effective date of this chapter by resolution of the Town Board, or as amended thereafter, shall be deemed superseded by the provisions of this chapter.