Kittitas County Purchasing & Contracts Policy_Final 2024

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Kittitas County Purchasing & Contracts Policy iii. Evaluation of bid responses and award to the lowest responsible bidder as defined in this policy. iv. Completion and submittal of the Bid Confirmation Form with the Voucher to verify a written record of the informal bids. The County Official is Responsible for maintaining solicitations, responses, contacts, and other documents related to any purchase made using informal bid procedures and to make them available for public inspection, and disclosure, and telephonic inquiry after the award is made. v. Preparation of a written contract if required, including any required review, recording in the County's contract index, and submittal for award approval. The BoCC can delegate award authority subject to 4.2.E, 4.2.F, 4.2.H, and 4.2.I vi. Administration of the purchase/contract in accordance with this policy. 4.4.C: Formal Bids Required for Purchase of Materials, Equipment, or Supplies in Excess of $50,000 (Not Connected to a Public Works Project): In accordance with this policy, formal bids are required for purchases more than $50,000 for all non-Public Works purchases. In addition, certain purchases require formal bidding in accordance with RCW 36.32.245 County Officials are responsible to have knowledge of those purchases required to comply with formal bid procedures. All bids, quotes, and recommendations will be presented to the BoCC and they will affirm the lowest responsible bidder and award the contract. The BoCC can delegate award authority subject to 4.2.E, 4.2.F, 4.2.H, and 4.2.I 4.4.D: County Official Responsibilities for Formal Bids 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. Bid responses must be received by the designated agent as listed in the bid request, at the designated time and date of the scheduled opening. Delivery or arrival at any other County office or location, other than specified in the solicitation is not acceptable. Bids must arrive sealed and must be clearly marked on the outside as stated in the Bid solicitation. The Bid opening date is scheduled pursuant to the solicitation requirements and must be a minimum of 14 days after the Bid solicitation is advertised as approved by the Board. A longer period for response is acceptable. iii. Preparation of Bid Response Form or Documents. iv. Submission of Documents to the Board for work session and regular agenda v. Payment for the cost of advertising and/or call for bids in the County’s legal newspaper. vi. Publication of the call for bids, other than that required in the County’s legal newspaper, and payment for such. vii. Distribution of specifications and/or response packets to prospective bidders. viii. Pre-bid meeting if appropriate. ix. Evaluation of bid responses after bid opening and recommendation for award to the Board as appropriate. x. Notification to bidders of the award. xi. Preparation of a written contract including any required review, recording in the County's contract index, and submittal for award approval. The BoCC can delegate award authority subject to 4.2.E, 4.2.F, 4.2.H, and 4.2.I xii. Completion and submittal of the Bid Confirmation Form. xiii. Administration of the contract per this policy. xiv. Establishment and maintenance of official contract file including bid specifications, responses, contract, and other related documents. The file will be made available to the public for inspection and disclosure.