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<br />Kittitas County Purchasing & Contracts Policy <br />officer/responsible party by the initiating department who, on behalf of the County, will be responsible for <br />coordinating the applicable contract management activities listed above for the assigned contract(s). The <br />County Official may only assign a contract officer within their department OR will coordinate with any other <br />applicable County Officials if they believe it to be in the best interest of the county for another department <br />to manage the contract. <br /> <br />4.2.R Index and Tracking of Contracts Required: The County maintains a contract tracking and indexing <br />system designed to ensure that a centralized record of each contract is maintained where County Officials <br />can monitor contract expiration, compliance, and other issues. County Officials are responsible for ensuring <br />that the contract index is completed properly, accurately reflects the department's contracts, and is <br />maintained during the life of the contract. <br /> <br />All written contracts approved by the County Official must be indexed and reflect the index number on the <br />contract document. Amendments, change orders, or supplements that change compensation and/or the <br />term of the contract must be indexed using the number of the original contract followed by a sequential <br />“amendment” number in the next field. Amendments, change orders, and supplements may be indexed <br />using a new number but must reflect a reference to the original contract number. <br />A unique identifying number will be assigned by the County Official responsible for the contract, to each <br />new contract in the following form: two letters representing the first initials of the Department followed by <br />the two numbered year at signing of the contract, sequential numbering, and vendor. For example, a <br />contract executed by the Sheriff in 2023 with the vendor Glock would be SH23-01-GLOCK <br /> <br />4.2.S Document Retention, Public Disclosure: The official contract file includes either an original signed <br />contract or a copy of the signed contract and all documents associated with the contract will be maintained <br />by the initiating department. Additionally notice of all written contracts to include vendor contract #, <br />start/end date, amount and brief description shall be submitted to the County Auditor’s Office. The <br />destruction of these records will be in accordance with approved retention schedules in the appropriate <br />department. Documents associated with a contract would include but not be limited to vendor list <br />printout, written/phone quotation form, bid specifications, bid quotations, RFP's, contract proposals, <br />activity reports, requests for reimbursement, and any other documents made or received by the County in <br />connection with the contract or agreement. <br /> <br />The clerk of the Board of County Commissioners shall retain any contracts approved by the Board of County <br />Commissioners. The Commissioners Office file does not include supporting documents and is not <br />considered the official file. <br /> <br />If, due to the dollar amount, the purchasing transaction does not require a written contract in accordance <br />with the Contracting Policy, all documents leading up to the purchase/expenditure may be attached to the <br />original payment voucher. The original payment voucher is retained by the Auditor’s office. <br /> <br />Public Works original payment vouchers are returned by the Auditor’s office and retained in Public Works <br />department. The Auditor retains the check register. <br /> <br />4.2.T Digital Signatures on Contracts: County Officials are authorized to sign contracts using a digital <br />signature. However, the contract must conform to all provisions and procedures contained in this policy and <br />shall not be signed digitally until it has met the necessary requirements and approvals. <br /> <br />4.3 Purchasing & Bid Procedures General Provisions: The following outlines Kittitas County’s policy for <br />general purchasing and bid procedures. The intent of this policy is to comply with all applicable local, state, <br />and/or federal laws. If any section of this policy is in violation of applicable law, the law shall take