[HISTORY: Adopted by the Town Board of the Town of Chili 5-11-2016 by L.L. No. 1-2016. Amendments noted where applicable.]
Purchasing — See Ch. 115.
As used in this chapter, the following terms shall have the meanings indicated:
- 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.
Where the basis for award is the best value offer, the Director of Finance shall document, in the procurement record and in advance of the initial receipt of offers, the determination of the evaluation criteria, which, whenever possible, shall be quantifiable, and the process to be used in the determination of best value and the manner in which the evaluation process and selection shall be conducted.
The Director of Finance shall select a formal competitive procurement process in accordance with General Municipal Law and Town of Chili purchasing policies and document its determination in the procurement record. The process shall include, but is not limited to, a clear statement of need; a description of the required specifications governing performance and related factors; a reasonable process for ensuring a competitive field; a fair and equal opportunity for offerers to submit responsive offers; and a balanced and fair method of award. Where the basis for the award is best value, documentation in the procurement record shall, where practicable. include a quantification of the application of the criteria to the rating of proposals and the evaluation results, or, where not practicable, such other justification which demonstrates that best value will be achieved.
The solicitation shall prescribe the minimum specifications or requirements that must be met in order to be considered responsive and shall describe and disclose the general manner in which the evaluation and selection shall be conducted. Where appropriate, the solicitation shall identify the relative importance and/or weight of cost and the overall technical criterion to be considered by the Town of Chill in its determination of best value.
The Director of Finance shall develop procedures that will govern the award of contracts on the basis of best value. These procedures shall be included in the Town of Chili purchasing policies and reviewed annually by the Town Board in conjunction with its annual review and approval of the Town of Chili purchasing policies.