[HISTORY: Adopted by the Town Board of the Town of Chili 5-11-2016 by L.L. No. 1-2016. Amendments noted where applicable.]
GENERAL REFERENCES
Purchasing — See Ch. 115.
As used in this chapter, the following terms shall have the
meanings indicated:
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.
A.
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.
B.
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.
C.
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.
D.
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.
