RES 2024-024 - Laserfiche WebLink

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Kittitas County Purchasing & Contracts Policy 3. Derrrurttolrrs Define unusual terms ar wards as they are to be understood in context af this palicy. o County Official: Elected Official, Department Head or their Designee o Purchasing: The acquisition of goods or services using public funds r Public Works: The Administrative; Engineering and Construction Management; Fleet, Road, and Bridge Maintenance Divisions; Flood Control, Water Rights, Parks and Recreation, and Public Facilities Divisions. r Responsible Bidder: A set of criteria that a bidder must possess before they may be awarded a Public Works contract as defined in RCW39.04.350 . Non-Appropriation: Funds that are budgeted in one fiscal year need to be reappropriated for subsequent years. o RFP/RFQ: An RFP (Request for Proposal) is a business document that proposes a project and invites vendors to submit bids for services. An RFQ (Request for Quotation or Qualifications) is a written document that departments send to a vendor to receive information about pricing options for a product or service, where the vendor can the bid on the project. 4. Poltcy Set of general guidelines. Outlines the plan for tackling certain issues. Should be: cleur and concise using simple language {avaid acronyms ar jargon}. Explains the rule NOT how to imptement the rule (this is addresses in the procedures section). 4.1: General Provisions 4.1.A: Conflicts of lnterest: Employees are expected to abide by all applicable State and Federal laws while devoting their best efforts to the interests of the County and the conduct of its affairs. For more information on conflicts of interest, reference the County Personnel Policy. 4.1.8: General Considerations: Prior to making a purchase for the acquisition of goods or services, County Officials are responsible to i. Ensure that the purchase of goods or services is in accordance with the Kittitas County Code; this policy; applicable local, state, or federal laws; and any applicable grant requirements. ii. Determine that funding is available in the appropriate budget and, if not submit and receive approval for the required budget change, prior to the purchase. iii. lf a contract spans more than one calendar year, consider the impact on future budgets, and include a non-appropriation clause. The standardized contract contains a non-appropriation clause that can be used on other contracts as well. 4.1.C: Restrictions On Sub-Dividing Purchases: County Officials are not allowed to sub-divide purchases for the purpose of avoiding either a bidding process and/or a written contract, for example: 1) purchasing equipment in one month and installing the equipment in another month. 2) Purchasing a piece of equipment in one purchase then purchasing accessories or adding on parts in another purchase, etc. 4.1.D: Technology Purchases: County Officials should consult with the lT department before purchasing technology products including, but not limited to: Software subscriptions and Maintenance, Ednectics (web