Kittitas County Purchasing & Contracts Policy_Final 2024

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Kittitas County Purchasing & Contracts Policy based) Phones, Workstations, Software on Premises, Network Computer Equipment, Enterprise Level Software and Longer-term Applications. 4.2 Contracts: A written contract may be initiated by the County or by the other party to the agreement. It must be signed by at least one authorized representative from each party and a copy provided to the Auditor’s Office upon approval. 4.2.A: Written Contract Always Required for Certain Purchases i. All real property transactions, including purchase, lease, or rental agreements ii. All intergovernmental agreements iii. All grants to Kittitas County iv. Any contract incapable of performance within one year v. All union labor agreements vi. All services with the exception of minor services such as repairs, etc where academic credentials or professional expertise are not required vii. All services that require the vendor to have professional or academic credentials viii. Cooperative purchasing agreements ix. Maintenance and licensing agreements (except licenses and/or maintenance agreements for standardized, non-customized, software or hardware) x. Other contracts/agreements deemed necessary by the BOCC or offices/departments xi. If required by RCW 39.04.155(2), master contracts that become effective when a specific award is made using a small works roster. 4.2.B: Prosecuting Attorney Office Review: Elected Officials and Department Heads, or designees, shall follow the County Risk Management policy regarding consulting with the Prosecutor’s Office and obtaining legal and risk transfer review, when entering contracts, grants, and other agreements. 4.2.C: Contract to be Fully Executed Prior to Purchase: Contracts should be completely executed prior to the start of any activity covered under the contract. Retroactive contracting is discouraged, and an explanation must be included in the staff report submitted during the approval process. 4.2.D: Kittitas County Board of Commissioners Approval Required for: i. All contracts exceeding the contracting limits for Departments (reference 4.2.E-4.2.J) ii. All contracts that span more than one calendar year unless a non-appropriation clause is included in the contract. iii. All contracts that will require a budget amendment or supplement not previously approved. iv. All union labor agreements for issues under Commissioner authority (such as wages and benefits). v. All real property transactions (acquisitions and disposals). vi. Any other contract or agreement which by statute must be approved by the governing body of the County. vii. Any other contract not specifically authorized by this policy. 4.2.E Public Works & Solid Waste: Contracts under $100,000 may be approved by the Public Works Director, or Solid Waste Director if funds for the project are previously approved in the budget and they do not fall under the categories listed in 4.2.D.ii-4.2.D.vii. 4.2.F ER&R Fund: The Public Works Director ERR authorities are defined in the Equipment Rental and Revolving Fund Policy for Use in Fund No 501 adopted April 18, 2023, by Resolution 2023-070 (Appendix A.)