Kittitas County Purchasing & Contracts Policy_Final 2024

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Kittitas County Purchasing & Contracts Policy 4.2.G Treasurer Investment Fund and M&O Fund: The Treasurer has authority and control over the Treasurer’s Investment Revolving Fund, No 121, as authorized and defined by RCW 36.29.024; and the Treasurer M&O Fund, No 122, as authorized and defined by RCW 84.56.020. 4.2.H Sheriff, CDS, Maintenance, IT, Events, Public Health: Contracts under $50,000 may be approved by the Sheriff, Maintenance, IT, Events, Public Health, or CDS Directors 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.I All Other Departments: Contracts under $10,000 may be approved by all other departments not listed in 4.2E through 4.2.H 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.J Contract Amendments: Amendments (change orders, addendum) will be in writing and signed by both parties. Amendments cannot alter the nature of the project or change its scope beyond what a reasonable bidder would consider a modification, as opposed to a different project. County Officials should consult with the Prosecuting Attorney’s Office to determine whether the proposed changes require an amendment or a new contract. Expired contracts may not be amended. In cases where the County anticipates additions to the scope of work as more funding becomes available, bid specifications (if required) and the original contract's scope of work should so state. Public Works construction change orders are defined in Resolution 2016-008 (Appendix B.) The same change order limitations and processes approved in Resolution 2016-008 shall also apply to all Solid Waste projects. 4.2.K Standard Contracts Encouraged: The standard form personnel services agreement is maintained by the Prosecuting Attorney’s Office. These contracts have been pre-approved as to form by the Prosecuting Attorney. When a county department initiates a contract, a standardized contract should be used whenever possible. 4.2.L Vendor Contracts: A vendor/contractor may provide the County with a written pre-printed contract document. Common vendor supplied contracts include purchase agreements, maintenance and licensing agreements, and work orders. County Officials are required to submit W9s to the Auditor’s Office before entering contracts with new vendors. County Officials are encouraged to submit Vendor contracts to the Prosecuting Attorney for review. 4.2.M Grant and/or Federal Funding Contracts: Purchases or work funded through grants and/or federal funds require additional coordination with the Auditor’s Office to ensure compliance with the requirements of such funding. Contract language required by the conditions of a private, federal, or state grant will be included. For example, purchases and/or contracts that include federal funding shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, published under Title 2 of the Code of Federal Regulations. Purchases and/or contracts that include federal funding may also be subject to the provisions of Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and any implementing regulations. County Officials could consult with the Prosecuting Attorney with any questions about legal requirements for purchases or work funded through grants and/or federal funds.