[Adopted 9-23-2014 by L.L. No. 3-2014]
This article shall be known as the "Ulster County Best Value
Procurement Law."
The intent of this article is to authorize the use of best value
criteria when awarding purchase and service contracts consistent with
§ 103 of the New York State General Municipal Law and § 163
of the New York State Finance Law. Use of best value criteria is intended
to provide the County greater flexibility in awarding contracts and
ensure that the County obtains the highest quality goods and services
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 responsive and responsible
vendors/offerors.
Whenever used in this article, the following terms shall mean:
The basis for awarding contracts for purchases and/or services
to a responsive and responsible vendor/offeror and/or bidder who optimizes
quality, costs and efficiency for the County based upon objective
and quantifiable analysis whenever possible. Such basis may also identify
a quantitative factor for vendors/offerors that are small businesses
or certified minority- or women-owned business enterprises as defined
in Executive Law § 310(1), (7), (15) and (20), and as may
be amended.
Ulster County, New York.
The Director of Purchasing for the County of Ulster, New
York.
The unit of County government procuring a commodity, technology
or service.
Contracts for goods, commodities and equipment, including
technology.
The performance of a task or tasks and may include a material
good or a quantity of material goods, and which is the subject of
any purchase or other exchange.
A.
When the
basis for award is based upon best value, the Director of Purchasing
and/or his or her designee shall document the evaluation criteria
and the process used to make such determination.
B.
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.
C.
The process
for procurements based upon best value or general evaluation criteria
shall be identified in the County's Procurement Policy, a copy of
which shall be maintained in the Department of Purchasing and be made
available to the public.
D.
The solicitation
documents shall state the minimum requirements and specifications
that must be met in order for the vendor/offeror to be deemed responsive
and responsible and shall additionally identify the general procedure
and manner in which the evaluation and selection shall be conducted.
All such requirements shall remain consistent with the County's Procurement
Policy.
E.
The Director
of Purchasing and/or his or her designee shall make every effort to
ensure that the solicitation documents, evaluation criteria and procedure
for awarding purchase and services contracts on the basis of best
value complies with the County's Procurement Policy, local, state
and/or federal rules, regulations and/or laws.
