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Kittitas County Purchasing & Contracts Policy <br />Iil. <br />iv. <br />Evaluation of bid responses and award to the lowest responsible bidder as defined in this policy. <br />Completion and submittal of the Bid Confirmation Form with the Voucher to verify a written record <br />of the informal bids. The County Official is Responsible for maintaining solicitations, responses, <br />contacts, and other documents related to any purchase made using informal bid procedures and to <br />make them available for public inspection, and disclosure, and telephonic inquiry after the award is <br />made. <br />Preparation of a written contract if required, including any required review, recording in the <br />County's contract index, and submittal for award approval. The BoCC can delegate award authority <br />subject to 4.2.E,4.2.F,4.2.H, and 4.2.1 <br />Administration of the purchase/contract in accordance with this policy.VI <br />4.4.C: Formal Bids Required for Purchase of Materials, Equipment, or Supplies in Excess of 550,000 (Not <br />Connected to a Public Works Project): ln accordance with this policy, formal bids are required for <br />purchases more than SSO,OOO for all non-Public Works purchases. ln addition, certain purchases require <br />formal bidding in accordance with RCW 36.32.245 County Officials are responsible to have knowledge of <br />those purchases required to comply with formal bid procedures. <br />All bids, quotes, and recommendations will be presented to the BoCC and they will affirm the lowest <br />responsible bidder and award the contract. The BoCC can delegate award authority subject to 4.2.E,4.2.F, <br />4.2.H, and 4.2.1 <br />4.4.D: County Official Responsibilities for Formal Bids <br />i. Preparation of Specifications - Specifications should be detailed. lf the County anticipates that the <br />contract period, the quantity of items to be purchased and/or the scope of work may be modified <br />or increased, the specifications should so state. <br />ii. Bid responses must be received bythe designated agent as listed in the bid request, atthe <br />designated time and date of the scheduled opening. Delivery or arrival at any other County office <br />or location, other than specified in the solicitation is not acceptable. Bids must arrive sealed and <br />must be clearly marked on the outside as stated in the Bid solicitation. The Bid opening date is <br />scheduled pursuant to the solicitation requirements and must be a minimum of 14 days after the <br />Bid solicitation is advertised as approved bythe Board. A longer period for response is acceptable. <br />iii. Preparation of Bid Response Form or Documents. <br />iv. Submission of Documents to the Board for work session and regular agenda <br />v. Paymentforthe cost of advertising and/or call for bids in the County's legal newspaper. <br />vi. Publication of the call for bids, other than that required in the County's legal newspaper, and <br />payment for such. <br />vii. Distribution of specifications and/or response packets to prospective bidders. <br />viii. Pre-bid meeting if appropriate. <br />ix. Evaluation of bid responses after bid opening and recommendation for award to the Board as <br />appropriate. <br />x. Notification to bidders of the award, <br />xi. Preparation of a written contract including any required review, recording in the County's contract <br />index, and submittal for award approval._The BoCC can delegate award authority subject to 4.2.E, <br />4.2.F,4.2.H, and 4.2.1 <br />xii. Completion and submittal of the Bid Confirmation Form. <br />xiii. Administration of the contract per this policy. <br />xiv. Establishment and maintenance of official contract file including bid specifications, responses, <br />contract, and other related documents. The file will be made available to the public for inspection <br />and disclosure.