RES 2024-024 - Laserfiche WebLink

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Kittitas County Purchasing & Contracts Policy precedence over that section. lt is the responsibility of each Elected Official and Department Head to understand their respective bid procedures and limitations as prescribed by law. 4.3.A Bid Confirmation Form: Any purchase of goods or services, including any Public Works project, that requires a formal bid, informal quotes, small works procedures, or an RFP/RFQ requires the completion of the "Bid Confirmation Form," the Public Works standard bid form, or other approved form. The Bid ConfirmationFormislocatedontheCounty'slntranetsite. Theformmustbecompletedbythe department responsible forthe bid process. The form must contain information from all responders to the bid process. The bid confirmation form must be submitted to the Auditors Office with the original invoice/voucher. Please reference the contract and/or vendor. The form is used by the Auditor's accounts payable to verify that the bid process has been accomplished and to include in reporting of contracts awarded under the informal bid process. The contract number will be noted on subsequent vouchers. ln situations where a written contract is required but bidding is not required, the contract number will be noted on each voucher 4.3.8 Sole Source Purchase Request: Solicitation of formal bids, informal bids/quotes, andf or an RFP/RFQ may be dispensed with where the purchases are clearly and legitimately limited to a single source of supply, or which involve special facilities or market conditions. Terms may be established by direct negotiation. Sole source is not intended to limit a purchase to a particular brand or vendor unless no other brand/vendor is able to supply goods or services that meet specifications of a business nature required by the county. Used materials, supplies or equipment may be purchased using this section. All departments must receive sole source authorization from their County Elected Official priorto purchase. The Elected Official must provide a letter justifying the sole source contract and/or purchase in accordance with RCW 39.04.280, with the voucher. Upon receipt the Auditor's Office will post the sole source contract and justification letter on the website not less than 10 working days before the proposed starting date ofthe contract. 4.3.C: Cooperative Purchasing: The County and its departments are encouraged to join with other units of local, state, or federal government in cooperative purchasing plans pursuant to RCW 39.34, RCW 39.32.090, or any other authorizing statute to the extent permitted by state law. Cooperative purchasing agreements shall provide that each of the participating units of government shall be separately invoiced by the vendors or service providers for purchases made under such plans and that the County shall not be obligated for any purchases other than those required for its own use and supplied pursuant to the request of the County. The County encourages and authorizes staff to consider the use of lawful cooperative purchasing arrangements, or "piggybacking," as an alternative to the competitive bidding process set forth in this policy if it would result in better pricing and/or a more efficient use of staff time and resources, so long as any cooperative purchasing arrangement complies with the County's internal policies,aswell asanyotherapplicablelocal,state,orfederal biddingorpurchasinglaws. ltisthe responsibility of County Officials utilizing cooperative purchasing to independently verifi7 the vendor or service provider is not on the state's debarred contractor list prior to agreement. 4.3.D: Determining the Lowest Responsible Bidder: The County shall purchase materials, supplies, or equipment from the lowest responsible bidder, provided that whenever there is reason to believe that the lowest acceptable bid is notthe best price obtainable, all bids may be rejected, and the county may callfor new bids. 4.3.E: County Vendor Roster: The County shall maintain a vendor/small works roster in accordance with the requirements in RCW 39.04.151 and 39.04.190. This list can be maintained and managed by a county department designated by the Board of County Commissioners or contracted out to a third party such as MRSC.