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<br />Kittitas County Purchasing & Contracts Policy <br />4.4.E Clerk of the Board Responsibilities: <br />i. Ensure publication of the call for bids as requested by the department or designated agent. <br /> <br />4.5: Minimum Competition Procedures Public Works Projects under $40,000 (Non-Federal Funds) <br />Pursuant to RCW 36.32.250, the County’s legislative authority has waived the competitive bid process for <br />Public Works project where the cost will not exceed $40,000 and Federal Funds are not being used. There is <br />no requirement to seek multiple quotes, but staff are encouraged to do so if time permits. The county will <br />attempt to obtain the lowest practical price for such goods and services as defined in this policy. <br />Immediately after the award is made, any bid quotations obtained shall be recorded and open to public <br />inspection. <br /> <br />4.5.A: Small Works Procedures for Non-Federal Award Funded Public Works Projects $40,000-$350,000 <br />and Federal Award Funded Public Works Projects up to $250,000. The County need not comply with <br />formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, <br />or improvement of real property where the estimated cost does not exceed $350,000.00, which includes <br />the costs of labor, material, equipment, sales, or use taxes as applicable and federal funds are not being <br />used. If the project is all or partially funded by federal awards, the estimated cost cannot exceed $250,000. <br />Instead, the County may use the Small Public Works Roster procedures for public works projects as set forth <br />in this policy. The breaking of any project into units or accomplishing any projects by phases is prohibited if it <br />is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the <br />small works roster process. <br />i. The County shall obtain telephone, written, or electronic quotations for public works contracts <br />from contractors on the appropriate small works roster to assure that a competitive price is <br />established and to award contracts to a contractor who meets the mandatory bidder responsibility <br />criteria in RCW 39.04.350(1). The County may establish supplementary bidder criteria under RCW <br />39.04.350(2) to be considered in the process of awarding a contract. <br />ii. A contract awarded from a small works roster may not be advertised. Invitations for quotations <br />should include an estimate of the scope and nature of the work to be performed as well as <br />materials and equipment to be furnished. However, detailed plans and specifications need not be <br />included in the invitation. <br />iii. Quotations may be invited from all appropriate contractors on the appropriate small works roster. <br />As an alternative, quotations may be invited from at least five contractors on the appropriate small <br />works roster who have indicated the capability of performing the kind of work being contracted, in <br />a manner that will equitably distribute the opportunity among the contractors on the appropriate <br />roster. "Equitably distribute" means that the County may not favor certain contractors on the <br />appropriate small works roster over other contractors on the appropriate small works roster who <br />perform similar services. If the estimated cost of the work is from $250,000 to $350,000, the <br />County may choose to solicit bids from less than all the appropriate contractors on the appropriate <br />small works roster but must notify the remaining contractors on the appropriate small works roster <br />that quotations on the work are being sought. <br />iv. The County may determine whether this notice to the remaining contractors is made by: <br />• publishing notice in a legal newspaper in general circulation in the area where the work is <br />to be done; <br />• mailing a notice to these contractors; or <br />• sending a notice to these contractors by facsimile or email. <br />v. At the time bids are solicited, the County representative shall not inform a contractor of the terms <br />or amount of any other contractor's bid for the same project. <br />vi. A written record shall be made by the County representative of each contractor's bid on the project <br />and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations <br />obtained shall be recorded, open to public inspection, and available by telephone and/or electronic <br />request.