Kittitas County Purchasing & Contracts Policy_Final 2024

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Kittitas County Purchasing & Contracts Policy 4.3.F: Emergencies: An emergency means unforeseen circumstances beyond the control of the County that either: i. Present a real, immediate threat to the proper performance of essential functions. ii. Will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken. If an emergency exists, the Board of County Commissioners may declare an emergency and award all necessary contracts for purchases and/or public works on behalf of the County to address the emergency without complying with any of the other provisions of this chapter. In situations requiring an immediate declaration of emergency, Appointed Directors of the Board may, solicit the County’s Emergency Operations Manager to declare the existence of an emergency – after making a reasonable attempt to contact each Commissioner. If the County’s Emergency Manager is unavailable, the Public Works Department Director, Sheriff, Prosecuting Attorney, Public Health Officer, or, in that order, may, after making a reasonable effort to contact each available Commissioner, declare such emergency. All emergencies declared by other than the Board of Commissioners shall be presented to the Board of Commissioners at their next regular meeting for consideration of ratification. If a contract is awarded under the authority of this section, a written finding of the existence of the emergency shall be made by the County Official and filed in the records of that official's office or department no later than two weeks following the award of the contract. Any contract entered under these emergency provisions shall contain provisions allowing the County to terminate the contract for convenience or because of the conclusion of the emergency. The contract termination provisions shall provide that the County shall pay to the contractor only that portion of the contract price corresponding to work completed to the County’s satisfaction prior to termination, together with costs necessarily incurred by the contractor in terminating the remaining portion of the work, less any payments previously made. 4.4: Purchases under $10,000 (Not Connected to a Public Works Project) The county is not required to use bidding procedures to purchase materials, supplies, or equipment where the cost will not exceed $10,000. There are no minimum vendors required and the county will attempt to obtain the lowest practical price for such goods and services as defined in this policy. 4.4.A: Purchases $10,000-$50,000 (Not Connected to a Public Works Project): Informal Bids/Quotes must be solicited for purchase of materials, equipment, or supplies between $10,000 and $50,000. Solicitation of a minimum of three quotes is required. Solicitation of informal bids may be made in person or by mail, telephone, fax, or e-mail. Responses must be in writing and may be fax, e-mail, or pages from published catalogs, published advertisements, or other written documents. Any solicitation must include at least three vendors, from the Small Works Roster, if available. Additionally, Vendors not on the County's Vendor list may be solicited. The county will attempt to purchase from the lowest responsible bidder as defined in this policy. 4.4.B County Official Responsibilities When Using Informal Bid Procedures ($10,000-$50,000) i. Preparation of Specifications - Specifications should be detailed. 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. A good faith effort to contact at least three vendors to obtain quotations from the vendors for the required materials, supplies, or equipment.