Referred to:  The Ways and Means Committee (Chairman Gavaris and Legislators Cahill, Criswell, Roberts, and Ronk)

Legislators Joe Maloney and Laura Petit offer the following:

WHEREAS, A Request for Proposal (RFP) is a competitive process for choosing an individual(s) or firm to contract with to provide services based on factors such as cost, qualifications, experience and demonstrated ability, and not necessarily the lowest bidder; and

WHEREAS,  a thorough, well-written RFP will clearly explain and include  a meaningful clear, unambiguous statement of work for the project, rules for submitting responsive proposals, detailed statement of requirements and goals of the requesting department/administrative unit, instructions on preparation of the proposal and after the responsive proposals are received, the method and criteria for proposed evaluation; and,

WHEREAS, the Purchasing Department promotes the County's best interest by providing a professional purchasing system of quality and integrity whereby all persons involved in public purchasing are treated fairly and equitably, the value of public funds are maximized, and a sufficient supply system is available for all departments/administrative units; and

WHEREAS, the Purchasing Department implements and maintains the purchasing system in full accordance with the requirements set forth in the General Municipal Law (“GML”) of the State of New York, with  such local laws as passed by the Ulster County Legislature, and/or with such directives as issued  by the Ulster County Executive; and

WHEREAS, the Purchasing Department conducts the procurement system for the County in a cost effective and objective manner, devoid of favoritism or special interest influence; and

WHEREAS, members of the legislative body have a sworn oath to uphold the law and an ethical obligation to maintain confidentiality of shared County documents and conversation of certain non-foilable documents such as Draft RFPs and RFQs that have not been publicly advertised; and

WHEREAS, Ulster County would benefit from legislative review and input of non-commodity RFPs and RFQs requests to benefit the community as a whole; and

WHEREAS, the Ulster County Legislature desires to have representatives for RFP award decision making that include a minority and majority appointment; now, therefore be it

RESOLVED, that at the request of an Ulster County Legislator, review of any Draft of a non-commodity bid document, RFP and/or RFQ shall be granted for the purpose of providing recommendations; and, be it further

RESOLVED, that a statement of confidentiality shall be made verbally or in writing as required until such time that the bid document is legally advertised and can be publicly circulated; and, be it further

RESOLVED, the Ulster County Legislature shall have representatives for RFP award decision making that include two appointments by the Chair of the Legislature, one appointment recommended by the Majority Leader and one appointment recommended by the Minority Leader,                                                                                    

and move its adoption.

ADOPTED BY THE FOLLOWING VOTE:

AYES:                      NOES:    

Passed Committee: Ways and Means on ­­­­­­­­­­­_______________.

FINANCIAL IMPACT:

NONE