[Adopted 4-21-2025 by L.L. No. 15-2025]
BEST VALUE
Means the basis for awarding purchase contracts and contracts for services as authorized by Subdivision 1 of § 103 of the General Municipal Law 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, certified minority- or women-owned business enterprises as defined in Subdivisions 1, 7, 15 and 20 of § 310 of the Executive Law or service-disabled veteran-owned business enterprises as defined in Subdivision 1 of § 40 of the Veterans' Services Law to be used in evaluation of offers for awarding of contracts for services.
PURCHASE CONTRACT
Means contracts for goods, commodities, and equipment, including technology.
A. 
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) may be awarded on the basis of best value to a responsive and responsible bidder or offerer in the manner provided by General Municipal Law § 103.
B. 
When the basis for the award is best value, the following shall apply:
(1) 
The evaluation criteria and the process used to make such determination must be documented and approved by the Office of Central Procurement before the solicitation is made available to the public.
(2) 
Whenever possible, the evaluation shall be based upon objective and quantifiable factors and shall not be based solely on cost. Whenever possible and applicable, factors including, but not limited to, quality, reliability, maintenance, useful lifespan and performance shall be evaluated. The Office of Central Procurement shall develop a matrix of evaluation criteria to be used in making best value determinations.
(3) 
The contract procurement file shall contain the basis on which the award was made.
(4) 
The solicitation documents shall state the minimum requirements and specifications that must be met in order for the vendor to be deemed responsive and responsible and shall additionally identify the general procedure and manner in which the evaluation and selection shall be conducted. Where appropriate, the solicitation shall identify the relative weight of each of the criteria to be considered by the County in its determination of best value.
(5) 
The Office of Central Procurement shall make every effort to ensure that the solicitation documents, evaluation criteria and procedure for awarding purchase contracts and services on the basis of best value complies with local, state and/or federal rules, regulations and/or laws.