Kittitas County Purchasing & Contracts Policy_Final 2024

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Kittitas County Purchasing & Contracts Policy xv. All bids, quotes, and recommendations will be presented to the BoCC and they will affirm the lowest responsible bidder and award contract. The BoCC can delegate award authority subject to 4.2.E, 4.2.F, 4.2.H, and 4.2.I 4.5.B Formal Bids Required for Non-Federal Award Funded Public Works Projects of $350,000 or more and Federal Award Funded Public Works Projects over $250,000. In accordance with this policy, formal bids are required for non-Federal award funded Public Works projects of an estimated cost of $350,000 or more. In addition, public works projects require formal bidding in accordance with RCW and the Standard Specifications for Road, Bridge, and Municipal Construction where federal funds are being used and the estimated project cost exceeds $250,000. County Officials in departments requiring such services are responsible to have knowledge of those services required and comply with formal bid procedures. All bids, quotes, and recommendations will be presented to the BoCC and they will affirm lowest responsible bidder and award contract. The BoCC can delegate award authority subject to 4.2.E, 4.2.F, 4.2.H, and 4.2.I 4.5.C: County Official Responsibilities for Formal Public Works Bids i. Preparation of Specifications - Specifications should be detailed and as per the Standard Specifications for Road, Bridge and Municipal Construction where required. If the County anticipates that the contract period, the quantity of items to be purchased and/or the scope of work may be modified or increased, the specifications should so state. ii. Preparation of an independent cost or price analysis for any purchase of goods and/or services to be funded with Federal awards, with such analysis to be completed prior to receiving bids. iii. Preparation of Call for Bids - The Call for Bids form is available on the County intranet. Bid Responses must be received by the designated agent. Bids must be received by the designated agent, at the designated time and date. Delivery or arrival at any County office or location, other than specified in the solicitation is not acceptable. Bids must arrive sealed and must be clearly marked on the outside as stated in the Bid solicitation. The Bid opening date is scheduled pursuant to the solicitation requirements and must be a minimum of 14 days after the Bid solicitation is advertised as approved by the Board. A longer period for response is acceptable. iv. The bid opening date is scheduled pursuant to the requirements contained in the solicitation. A longer period for response is acceptable and is required by certain grant funding sources. v. Preparation of Bid Response Form or Documents. vi. Submission of Documents to the Board for work session and regular agenda in accordance with this policy vii. Payment for the cost of advertising and/or call for bids. viii. Publication of the Call for Bids in other than that required in the County's legal newspaper and payment of such publication. ix. Distribution of specifications and/or response packets to prospective bidders. x. Pre-bid meeting if appropriate. xi. Evaluation of bid responses after bid opening and recommendation for award to the Board or Administrator as appropriate. xii. Notification to bidders of the award. xiii. Preparation of a written contract including any required review, recording in the County's contract index, and submittal for approval. xiv. Completion and submittal of the Bid Confirmation Form, Public Works Bidding Sheet, or pre- approved Bid Tabulation Form. xv. Administration of the contract in accordance with this policy, per the project specifications and any requirements set by a grant funding source. xvi. Establishment and maintenance of official contract file including bid specifications, responses, contract, and other related documents.