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<br />Kittitas County Purchasing & Contracts Policy <br /> <br /> <br />3. DEFINITIONS <br />Define unusual terms or words as they are to be understood in context of this policy. <br />• County Official: Elected Official, Department Head or their Designee <br />• Purchasing: The acquisition of goods or services using public funds <br />• Public Works: The Administrative; Engineering and Construction Management; Fleet, Road, and <br />Bridge Maintenance Divisions; Flood Control, Water Rights, Parks and Recreation, and Public <br />Facilities Divisions. <br />• Responsible Bidder: A set of criteria that a bidder must possess before they may be awarded a <br />Public Works contract as defined in RCW39.04.350 <br />• Non-Appropriation: Funds that are budgeted in one fiscal year need to be reappropriated for <br />subsequent years. <br />• RFP/RFQ: An RFP (Request for Proposal) is a business document that proposes a project and invites <br />vendors to submit bids for services. An RFQ (Request for Quotation or Qualifications) is a written <br />document that departments send to a vendor to receive information about pricing options for a <br />product or service, where the vendor can the bid on the project. <br /> <br /> <br />4. POLICY <br />Set of general guidelines. Outlines the plan for tackling certain issues. Should be: clear and concise using simple <br />language (avoid acronyms or jargon). Explains the rule NOT how to implement the rule (this is addresses in the <br />procedures section). <br />4.1: General Provisions <br /> <br />4.1.A: Conflicts of Interest: Employees are expected to abide by all applicable State and Federal laws while <br />devoting their best efforts to the interests of the County and the conduct of its affairs. For more <br />information on conflicts of interest, reference the County Personnel Policy. <br /> <br />4.1.B: General Considerations: Prior to making a purchase for the acquisition of goods or services, County <br />Officials are responsible to <br />i. Ensure that the purchase of goods or services is in accordance with the Kittitas County Code; this <br />policy; applicable local, state, or federal laws; and any applicable grant requirements. <br />ii. Determine that funding is available in the appropriate budget and, if not submit and receive <br />approval for the required budget change, prior to the purchase. <br />iii. If a contract spans more than one calendar year, consider the impact on future budgets, and <br />include a non-appropriation clause. The standardized contract contains a non-appropriation clause <br />that can be used on other contracts as well. <br /> <br />4.1.C: Restrictions On Sub-Dividing Purchases: County Officials are not allowed to sub-divide purchases for <br />the purpose of avoiding either a bidding process and/or a written contract, for example: 1) purchasing <br />equipment in one month and installing the equipment in another month. 2) Purchasing a piece of <br />equipment in one purchase then purchasing accessories or adding on parts in another purchase, etc. <br /> <br />4.1.D: Technology Purchases: County Officials should consult with the IT department before purchasing <br />technology products including, but not limited to: Software subscriptions and Maintenance, Ednectics (web