[HISTORY: Adopted by the Board of Trustees of the Village of Hamilton as indicated in article histories. Amendments noted where applicable.]
[Adopted 6-6-2016 by L.L. No. 4-2016[1]]
[1]
Editor's Note: This article was adopted as Ch. 115, but was renumbered to maintain the organization of the Code.
A. 
General Municipal Law § 103 generally requires competitive bidding for purchase contracts and public works contracts and has historically required that such bids be awarded to the lowest responsible bidder whose bid meets the requirements of the specifications for the project, but also provides that by enacting a local law so providing, municipalities may award purchase contracts which would otherwise be subject to the "lowest bidder" rule on the basis of best value, as defined in State Finance Law § 163, to a responsive and responsible bidder or offeror. The Village Board of the Village of Hamilton hereby determines that it is in the best interest of the Village of Hamilton and its residents for those Village of Hamilton officials and employees making purchase decisions (hereafter referred to as "Purchasing Agent") to have the authority to award purchase contracts on the basis of best value.
B. 
Factors that may be used to enact the "best value" option to optimize quality, cost and efficiency and thereby award a contract for the procurement of good(s) or service(s) to other than the lowest bidder are:
(1) 
Lowest cost of maintenance for good(s) or service(s) which may include a future or present worth cost analysis;
(2) 
Durability and dependability of good(s) or service(s);
(3) 
Higher quality of good(s) or service(s);
(4) 
Longer product life of good(s) or service(s);
(5) 
The cost of delivery and/or transportation of the good(s) to their needed location;
(6) 
Availability of the good(s) or service(s) and the length of time between order and delivery;
(7) 
Operational advantages of the good(s) or service(s) that may improve effectiveness or efficiencies of the good(s) or service(s).
A. 
On and after the effective date of this article, the Purchasing Agent may award purchase contracts, including contracts for service work, but excluding any purchase contracts necessary for the completion of a public works contract pursuant to Labor Law Article 8, on the basis of best value, as defined in State Finance Law § 163, to a responsive and responsible bidder or offeror.
B. 
Where the basis for award is the best value offer, the Purchasing Agent 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.
C. 
Where appropriate, the solicitation shall identify the relative importance and/or weight of cost and the overall technical criterion to be considered by the Purchasing Agent in their determination of best value.
D. 
The election to award any such contract on the basis of best value shall be made by the Purchasing Agent, in consultation with the relevant department head, agents or consultants to the Village, and also the Village Board in such instances where Village Board approval of the purchase contract is otherwise required. In the event that no such election is made, purchase contracts will continue to be awarded to the lowest responsible bidder furnishing any required security in accordance with otherwise applicable law and policy.