HomeMy WebLinkAboutPolicies - BOCCrant County Personnel Policy
it6o:1 - Purchasing Poligy,
Issue Date
1 t6 Effective Date --------- 102
ision Date o i1/2-024
.Approval
Date Submitted .for roval
11/0512024
Polkg Ourner
Tom Gaines, Central Services Director
Human resourceReview
-t ecora:��.dr ;,on-C. ok, HR Director
Board of County Commissioners Approval
j TZA�
Cin Carty� Cnd Carter, Chair erson
f, f
Dann vice Chairperson
Ro on.es, Commissioner
..... ....... ...................... ......... ... ""- -. ... ..............-.-... . .
T : Signing this policy rescin.............. .................................. .. ... * ........ * .ds Res .................... * ....... --- --l.u- ---tion. � - ------- - ----- -- . ..........-o o-CC in its entirety. The
purchasing police Nvil.l become part of the Grant County Personnel policies instead of
being maintained in resolution format.
purgse and ib
. t- Grant County endeavors to ensure the public trusts,
its local government in its procurement decisions and methodology. It is
incumbent upon anyone performing procurement for the County that they
hold themselves o the highest ethical standards while in the performance of
these duties.. This policy includes the general guidelines regarding
procurement and direction of how one should procure goods and serv7.ces for
Grant County.
a The County desires a fair and open process for procurement of goods and
services that is free from the potential for bias and conflict of interest. In
addition, the County desires consistent and appropriate ractices for
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solicitations and contracting. All procurements of goods and services shall
provide the County with the best qualify and best va u.e All purchases are
to be made within budgetary limitations ation.s and for the
e of the goals
purpose
and objectives approved in the + ou.nty's budget. Any requested purchase
that is not included in the current County budget shall be pre -approved by
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the Department ]director/Elected Official, or Board of County
Commissioners rs (BOCC), based on allowable signing authority. All
purchases made by the County should ultimately be approved by the
BOCC and may be authorized through the established consent process.
h All Grant Counter departments shall make a good faith effort to purchase
goods within the County when they are available and suitable to County
needs at a price that is competitive. Departments/Offices are expected to
procure goods and services that are of high quality and that perform for
their intended purpose, and to use good judgment during the procurement
process.
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Urant t...ounty Personnel Policy
c) The Director of Central Services in artnershi i wit h Director of Public
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Works is charged with developing administrative procedures to implement
this policy. Procedures should ensure the fiscal responsibility of the
County in expending resources for goods and services for County
operations. The procurement procedures_of the County shall be based on
0 -1 '10 'ded in the Revised Code of Washington (RCW), the State
guidelines provi 11.
Auditor's Office, and by the Municipal Research Services Center (MRSC).
Other resources available are the "County Bidding Book", the "Small
Works Roster Manual" and for Personal, Professional, or A&E Services,
the "Contracting for Services Guidelines for Local Governments" from
which Grant County has adapted the guidelines for those services. These
are available for dovy-nload. on the Central Semices internal web page.
16o1.02 Countv Purchasing.,.Code of �ublie Ethics: To instill confidence in the award of
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public contracts and the expenditures of public funds, the County adopts the
following code of ethics with regard to public contracting:
a) Actions of County employees shall be impartial and fair.
b) County decisions and policies shall be made in compliance iArith required
procedures and within the proper channels of government structure.
c) Public employment shall not be used for personal gain.
d) County employees shall not solicit, accept, or agree Ito accept any gratuity
for themselves, their families or others that results in their person�il gain
which 1 i1
cn may affect their impartiality in making decisions is* ons on the job.
Purchasing decisions shall be made impartially, based upon the Counties
specifications for the contract and the responses of those bidding on the
contract.
e) -No employee,. officer, or agent may participate in the selection, award, or
administration of a contract supported by federal award if he or she has a
real or apparent conflict of interest. Such a conflict of interest would, arise
when the employee, officer, or agent or any .member of his or her
immediate family, his or her partner, or an organization which employs or
is about to employ any of the parties indicated herein, has a financial or
other 'Interest in or a tangible personal benefit from a firm considered for a
contract. Officers, employees, and agents may neither solicit nor accept
gratuities, favors or anything of monetary value from contractors or
parties to a subcontract supported by a federal award. Disciplinary action
may occur for -violation of the purchasing code of ethics.
16ol.02.01 'Goals:
(a) To protect and enhance the reputation of Grant County and
its employees.
(b) To treat all citizens equally with courtesy and impartiali 1 1 ity?
and refrain from granting any special advantage to any
citizen beyond what is available to all citizens.
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k3rant County Personnel Policy
(c) To give efficient, productive, and economic service to the
public.
(d) To avoid real or potential conflicts between private and
public duties, remembering that the public interest must be
the principal concern.
(e) To keep confidential all information acquired by reason of
one's position, which may be used for personal or financial
gain for the employee or other persons.
(f) To refrain from securing special privileges or exemptions for
one, or other persons that are not available to all citizens.
(g) To avoid receiving, soliciting, or otherwise obtaining
anything of value that is greater than nominal intrinsic value
from any other public official, employee or citizen which is
-intended to influence the performance of official duties.
h o disclose to the appropriate authority the nature and
extent of any financial or personal interest in a County
contract, legislation, or in any type of transaction involving
the County, when participating in the development of or
0 1 r*(�* '
9 i-�rinaan otticiral opinion on the matter.
b
16ol.03 Federal Fu Purchases or Work that have received a state grant or
federal ftinding may not be covered by this policy. These types of purchases
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often have their Own procurement requirements. It is 'Incumbent upon
EO/DH performing procurement that they understand the differences in
Grant finding, their sources and the various requirements for their use and
reporting, or auditing.
or uwith the
a) When s-pendincr,.Federal Fu . The Conty must comply
"Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal awards." published in Title 2 of the Code of
Federal Regulations (2 CFR 200), specifically 2 CFR 200.318 through
200
.362, wh'ch can be accessed at
htt-ps, "1 115 1
vfederalrea*ste,r,.aov/doeumenls/20 3/12126/2Q13-
4p
3,04.65 J,unlform -adm Inistrat i've- reg uireme nts-cost-u rinciples-and-audit-
re .gu
In accordance -with the County's Title VI Plan, all solicitations for bids for
work or material in all federally funded programs shall include the
following notice in all solicitations for work or material.,,
"Grant County, in accordance with Title VI of the Civil Ricrhts Act of 1964,
78 Stat. 252,42 U.S.C. 20ood to 2good- 4 and Title 49, Code of Federal
Regulations, Department of Transportation, Subtitle A, Office of the
Secretary, Part 21, Nondiscrimination in Federally -assisted programs of
the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively ensure that in any contract
entered into pursuant to this advertisement, disadvantaged, business
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County
Grant
enterprises as defined at 49 CFI. part 3 ,"411 be afforded full opportunity
to submit bids in response to this invitation and rill not be discriminated
against on the grounds of race, color, national origin, or sex in
consideration for an award."
16oi.04 The purchasing procedures of this policy govern the purchase of supplies,
materials and equipment, nonprofessional and professional services, and
public works contracts. These policies authorize the County to procure goods
and seni ces through the various small Nvorks processes directed through
various state laws. The small woks roster procedures are established for use
by the County, pursuant to Chapter 39.04 CW. For leases of equipment
outside of those rentals normally incurred through normal operations, leases
of property, or other personal property questions, RCWs 36.32.253 and 3 .0
apply, for guidance on these types of transactions please see the counties civil
prosecutor.
1 ol.05 Definitions:
:
a) Architectural&En °� se ' means professional
services rendered by any person, other than a County employee, to
performs. activities within the scope of the professional practice of
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architecture, professional practice of engineering and land surveying,
and/or professional practice of landscape architecture,
b Formal it e Bild is the process of advertising and receiving
sealed written bids from perspective vendors. The selection of the vendor
V If
is primarily based on the lowest cost from a responsible vendor.
c Informal Competitivecotes are price quotes from. vendors that are
obtained using a variety of mediums such as phone, fax, e-mail, or writing ..
Results must be documented and provided with the request for approval.
The selection of the vendor is primarily based on the lo-VNT-est cost from a
responsible vendor,
d) Inter -Local Agreements are the exercise of governmental powers in a
joint or cooperative undertak-ing Nvth another public agency,
e Life Cycle Cost means the total cost of an item to the County over its
estimated useful life, including costs of selection, ac ui-s .tion, operation,
maintenance and where applicable, disposal, s far as these costs can
reasonably be determined., minus the salvage value at the end of its
estimated useful life.
f) MSRC Small Works, Vendor, and Consultant Roster is a ;shared
statewide small public works, consultant, and -vendor roster service
managred by the Municipal Research and services Center of Washington
used. by Washington state local public agencies, 'these rosters are
maintained and operated in full compliance with state laws and
purchasing requirements.
) Nonprofessional services are services that ;are purchased by the
County for which the contractor receives specific instructions and.
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guidance from the County and does not meet the d.efin't*on of professional
services, architectural and engineering services, or public wrl-proects.
Examples 'include machine repair, debt collection services, temporary
service agencies, , credit card services, equipment service agreements,
auctioning services, delivery ser aces, inspections, advertising, etc.
h)On-Call Contract means a contract t .at is awarded -Vith general
provi ions for the senlices to be rendered.. As services are to be rendered,
specific task orders are initiated that are to he completed the
contracting firm.
i) Ordinary Maintenance is work not performed by contract and that is
performed on a regularly scheduled led. basis (e.g., daily, weekly-, seasonally,
semiannually, but not less frequently than once per year), to serNgce,
check, or replace item.s that are not brokeno, or work not performed by
contract that 'is not regularly scheduled but i's required to maintain an
asset so that repair does not become necessary.
Prevailin age is defined as the hourly wage, usual benefits, and
overtime, paid in the largest cite in each county, to the majority of
workers, laborers, and mechanics. Prevailing wages are established, by the
Department of Labor and. Industries, for each trade and occupation
employed in the performance of publicwork. They are established
separately for each. county and are reflective of local wage cond.iti.ons.
k) Professional Servces are senrices, pro -tided by consultants that provide
highly specialized, generallyone-time expertise to solve a problem or
render professional opinions, jud.g rents, or recommendations. The labor
and skill involved to perform these tomes of services are predominately
mental or intellectual, rather than physical or manual. Examples include
graphics design, advertising, analysis, financial expertise, accounting,
artists, attorneys, bond brokers, computer consultants, insurance brokers,
economists, planners, real estate services, etc. This terra does not 'include
architectural and engineering services.
l) Public Work, as defined in R W .04.010, means a complete project,
and includes all work, construction, alteration., repair, or improvement
other than ordinary maintenance, executed at the cost of the County or
Ihicti is by law a lien or charge on any Countyroe Public work
projects include the related materials, supplies and equipment to complete
the project. For purposes of this policy-, the term "public work" may
include contracts for maintenance of County facilities or real. propert ' (Le.,
janitorial services) .
m) Purchasi*ng Cooperative, interchangeable with Interlocal, State
Contract, DES etc. is a type of cooperative arrangement, often among
businesses, to agree to aggregate demand to get lower prices from selected.
suppliers.Retailers' cooperatives are a form of purchasing cooperative. It
is often used by government agencies to reduce costs of procurement.
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o-rant County Personnel Policy
n) Request for Proposals (RFP) means a process that requests interested
firms to submit a statement of their proposal for completing. a project.
Proposals are then evaluated based on the idea, including originality,
suitability, practicality, expertise, etc. Proposals may be selected based on
the quality of the proposal, experience, cost, and references. Examples of
solicitations appropriate. for an RFP are banking senices, soft -ware,
garbage collection services, non-A&E consulting services., public art
acquisitions, and various studies and assessments.
o) Request for BI'ds (RFB) is a process whereby the County issues an
advertisement to local companies or contractors with the end goal to
receive from the lowest responsible bidder for the requested purchase or
Works
p) Request for Qualiffleations (RFQ) means a process that requests
interested consultants to submit a letter of "Interest and a statement of
their qualifications. Consultants are evaluated upon their qualifficat ions,
expertise, and references. Cost cannot be a consideration until after a
consultant has been selected at which point the price may be negotiated.
q) Small Works Roster is a roster of qLialified contractors maintained for
use in a modified formal bid process. When the contract amount for a
public works project is within the limits set forth by RCW 39.04.155, a
County may follow the small works roster process for construction of a
public work or improvement as an alternative to formal competitive bid
requirements,
r) all Works Roster Manual for Local Governments is a manual
prepared by the Municipal Research & Service Center of Washington
(MRSC) that contains state laws and regulations regarding small works
contracting.
s) Sole Source occurs when competition among potential vendors is not
possible for a particular procurement. These situations may occur when;
there is clearly and legitimately only one source capable of suppl *Y,ncr the
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subject matter, when there are special market conditions that result in
only one source and in the event of an emergency.
t) Vendor List means the process to award contracts for the purchase of
any materials, equipment, supplies or services in lieu of formal sealed
bidding pursuant to RCW3 9.04-19 0.
16ol.06 General Procurement /Insurance;
a) Purchasing Thresholds for any Grant County Department:
(also found in 1503.8.1)
1) Any item that has not been previously approvedin a capital budget
over $5000,00 must have secondary approval by the Board of County.
Commissioners at the time of purchase. Purchases and public works
approved in the capital budget are considered approved, and
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department heads responsible for such purchases or public works are
directed to proceed,
2) Elected officials and Department heads have signing authority on
contracts below $i0000.00 in value. Contracts shall have been
previously approved by the Board of County Commissioners. All
contracts above $i0000.00 shall be signed by the Board of County
Commissioners,
a. A reView of contracts by the prosecuting attorney 3 s office (PAO s
required for total contract values oNrer$20,000. This is to inform
the Board of possible risks. The Board o f County Commissioners 'is
the approving authority for contracts,
b. PAO revva* ew of contracts under $2.o,000 _VVIII be at the discretion of
the EO/DH
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3) Amendments or change orders to contracts, including inter -local
agreements,,, may be signed by the Board of County Commissioners or
their designee as required through consent.
b) Certain contracts have signing authority delegated to the following:
1*
The Fairgrounds Director has signing authorihr for contracts under
$35, oo to include the follo-vv-in, services associated with the County fair
and other entertainment as delegated through the consent process.
* Garbage collection
* Ticket sales
Grounds crews
* Stagehands
* Security senices
Emergency medical services
* Fair attendants, entertainment
* Carnivals, Sanitation services
* Communications services
* Accounting services and exhibitor setup services
c) Purchasing and Procurement Methods
Vendor Roster-, Grant County utilizes a vendor roster managed through
the M roster. As per RC W 36.32.245 and RCW 39.04.190 Elected
officials and department heads may utilize this roster for the purchases
of materials, supplies, goods, and sem*ces (not public works) up to the
total contract value Of $50,000 or the maximum contract value as set
forth in RCW 36.32.245. As per RCW 36-32.245 (3) formal sealed
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bidding is dispensed with up to $io,000 or the maximum amount
allowed in this RCW on order of the County Commissioners.
2) Amazon Purchasin Z: Credit card usage online *invites *inherent risk, and
the County N�shes to mitigate that risk. If a department seeks to
purchase from Amazon, credit cards are prohibited unless authorized
b the Auditors office or the BOCC. Central Services maintains a
County -wide Amazon account with departmental access. Any EO/DH
*de access to employees based on e department's needs.
may pro ode th
This is an account that allows invoicing and shall be used in that
manner,
3) General Purchases, It 'is the intent of this 1 1
- —0 pol - cy to ' nclude in this
paragraph those purchases that are needed for the normal operational
needs of any department including administrative supplies, and
general purchases considered common sense needs, these are small
and inensie 1 ex 4 n nature and considered items that would not need to
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be competiti-vely bid. Elected officials and department heads are
expected to util ize great care and judgement when making these
purchases and should always strive to receive the best price or value for
the County. The Board of County commissioners at any time may audit
department purchases and rescind the ability of offices to purchase if
this policy is believed to be abused.
4) Sole. Source Contract 4 ** A contract for the purchase of materials,
supplies, or equipment may beawarded -without complying with the
bidding requirements of this -Policy when the department director
determines in writing, subject to BOCC approval through resolution,
after conducting a good faith review of available resources, that there is
only one source of the required materials, supplies, or equipment. The
department director or his/her desianee shall conduct appropriate
negotiations regarding price, terms, and delivery time. Sole source
purchases shall be made available for public 'inspection. To procure any
item under a sole source" contract a form is required to be filled out
and rev i ewed by the prosecuting attorneys office. The form has
applicable references to the RCW and County Policies that guide its
use. The form can be found its: the other procurement policies on the
Grant County Intranet,
5) Limited Public Works up to an estimated total contract cost of
$50,000, or the maximum as set forth in RCW 39-04-155 (3) (a). For
dispensing of competitive bidding, or as otherwise set forth in the
policies and procedures adopted for the small works roster process, or
as othenvise set forth by resolution.
6.) Small Works Roster Contract Procedures up to an estimated total
contract cost Of $350,000, or the maximum as set forth in RCW
39-04-155 (1). For dispensing of competitive bidding, or as otherwise
set forth in the policies and procedures adopted for the small works
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roster process, or as otberwise set forth by resolution. The County
desires to be fair and equitable and should generally advertise to all
appropriate contractors on the MRSC roster. As an alternative you may
choose only 5 however, RCW 39.04-155 (1) (c) If using this process and
the decision is made not to include all appropriate contractors, AND
the value of the contract "is between $250,000-$350,000, you are
required to notify all appropriate contractors that quotations for the
Nvork are being sought,
7) Formal Sealed Bi At any time, procuring any materials, goods,
Supplies,, or services through a formal sealed bid process 'is acceptable.
This process wouict include utilizing the small works roster or simply
placing an advertisement in the paper of record for 13 days and
advertising the request on our County web site. However, keep i n mind
this process where allowable, does not necessarily meet the Intent of
our ethical purchasing practices as it would not provide aWide
audience and would most likely receive -very few responses. The small
Niivrorks roster contract procedures found in paragraph (d) as well as
those Ina and (c) are the preferred methods of formal bidding for
Grant County.
8) morn al horn. )etite notes Materials, Supplies or Equipment up to IivO
the maximum amount allowed under RCW 36,32,245(3)
(Advertisement and formal sealed bidding may be dispensed with as to
purchases of less than ten thousand dollars upon the order of the
county le authori islat* e ty)
coun g IV
9) Interlocal. /.Coy pgrative I Joint Purchasing Agreements.- The Countv
may enter interlocal governmental cooperative purchasing agreements
Nvith other public agencies similarly authorized under RCW 39- 4. .
Any cooperative purchasing agreement shall set forth fully the
purposes, powers., rights, objectives, and responsibilities of the
contracting parties and shall be gov, erased by the requirements of State
law in regard to competitive bidding, when applicable. The competitive
bid process of the original jurisdiction shall substitute for Grant
County's. All such agreements shall be presented to the BOCC for pri. ior
approval. Originating agencies bid process shall be vetted to ensure
compliance Nvith all applicable RCWs and should be as or more
stringent than ours.
1o)Emer.P,rengy Procurement as .... per RCW 3,9-.,04-.,28.o),-k
(a) A-n agency may make emergency purchases as defined in
subsection C ) of RCW 39.04.280. When an emergency
purchase is made, the EO/DH shall submit written
notification of the purchase within three business days of the
purchase to the BOCC. This notification must contain a
description of the purchase, a description of the emergency
and the circumstances leading up to the emergency if kno%M,
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and an explanation of Nvhy the circumstances required an
emergency .purchase.
(b) If an emergency exists, the person or persons designated by
the BOCC to act in the event of an emergency may declare an
emergency exists, waive competitive bidding requirements,
and award all necessary contracts on behalf of the County to
address the emergency. If a contract is awarded without
competitive bidding due to an emergency, a iNTitten findina
of the existence of an emergency must be made by the
governing body or its designee and duly entered of record no
later than two weeks following the award of the contract.
(c) For purposes of this section "emergencyll means unforeseen
circumstances beyond the control of the municiDa , i1tv that
e *then,
0
(1) Present a real immediate threat to the proper
performance of essential functions# or
(2)Will likely result in material loss or damage to property,
bodily injury, or loss of life if 'immediate action is not
,taken.
6 - Managed through Tgy
11) Ouadrennial Purchase Pro ram, echnolo
Services, A purchasing program specificallv for technology related
V gy
assets that allows the County to stay up to date With existing, new, and
emerging technologies that build efficiency into the daily wor'kspace for
Count employees.
Insurance Reguirements:
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a) An insurance review by the Administrative Director of
Orgaftizational Services (ADDS) of contracts/agreements is
required for those valued at$20,000or more. The Administrative
Director of Central Ser-vices (ADCs) can -review insurance for
contracts/agreements under his department and, when needed,
assist the ADOS with insurance revie-vvs.
b) The EO/DH may revi*ew insurance policies for
contracts/agreements under $20,000.
For larger projects or those nth higher liability potential,
c, ideration is warranted for more significant requirements, The
consideration I
minimum insurance standards on all co-ntracts/agr.eements should
i
be as follows,
General Liability, $1,000,000 per occurrence/ $ 1,000,o 00
aggregate
Professional Liability, $1,000,000 per occurrence/ $2,000,000
aggregate
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Contact the DOS/AT to discuss or meet with the counter
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nsurance broker to consider amounts higher than the minimum
requirements.
16ol-07 RCW 39.04.28o allows waiving of competitive bidding for the purchase of
insurance and bonds,
16ol.o8 Bid Bonds Required: RCW 36,32.25 o No contract for public works may be
entered into by the county legislative authority or by any elected or appointed
officer of the county until after bids have beef. submitted to the county upon
specifications therefor. Such advertisements shall be published at least once,
at least thirteen days prior to the last date upon which bids will be received.
The bids shall be in -vvriting, shall be filed 1writh the clerk, shall be opened, and
read in public at the time and place named therefor 'in the advertisements,
and after being opened, shall be filed for public ins pection. No bid may 'be
nsiHered for public work unless it is accompanied by a bid deposit in the
co
form, of a surety bond, postal money order, cash, cashi*er's check, or certified
checkin an amount equal to five percent of the amount of the bid proposed.
16ol.og Written Contracts -Z When Req,wired - A written contract may be initiated by
the County or by the other party to the agreement. It must be signed by at
least one authorized representative from each party. Appendix A contains, a
table representing requirements for written contracts.
a) Written Contract Always .Require d for Certain Purchases
A written contract is always required for the folloNving types of purchases:
1) All lease or rental agreements for real property
2) All intergovernmental agreements
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3) All grants to Grant County
4) All union labor agreements
5) All services except for minor services such as repairs, etc.'"rhere
academic credentials or professional expertise are not required.
6) Cooperative purchasing agreements,
7) Maintenance and licensing agreements (except licenses and/or
maintenance agreements for standardized, non -customized, soffivare
or hardware)
8) Other contracts/ agreements deemed necessary by the BOCC or
offices/departments.
b) Written Contract Required for Purchase of Goods Over $25,000
Awritten contract is required for the purchase of goods when the purchase
by a department of a similar item from a single vendor exceeds $25,000
per year or when total business by a department with a single vendor for
the purchase of goocls, exceeds or is expected to exceed $25,000 in a
calendar year.
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c) Written Contract Required for Certain Purchases Over $2o,000
A written contract is required for the follo-wring purchases of more than
$20,000.
1) Construction projects or "public worRs" contracts,
2) Agreements for rental or lease of equipment.
3) Contracts are not required for these purchases when under $20,000.
Departments must be able to show quotes, emails, or documentation
on any procurement (if requested) without a contract
d) Contract to be Fully Executed Prior to Purchase
Contracts should be completely executed prior to the start of any activity
covered under the contract. Retroactive contracting is discouraged, and
an explanation must be included in the executive summary submitted
during the approval process.
16oi..io Contract Award & Execution
a) Board Award and Approval Required for Certain Contracts
1) All contracts requiring budgeted expenditures over $50,000 in the
current calendar year.
2) All contracts that span more than one calendar year and require
budgeted expenditures over $1 25,000 per year unless a non -
appropriation clause is included in the contract.
3) All contracts requiring a budget emergency or supplement not
previously approved,
4) All union labor agreements.
5) All real property transactions (acquisitions and disposals).
6) Any other contract or agreement that must be approved by the county's
governing body by statute.
7) Any other contract not explicitly authorized by the BOCC. for other
approval.,
Contracts not required to be approved by the BOCC may b approved and
a -warded by the EO/DH. Contracts on small works roster are included in these
dollar limits.
16o1.il Public Works Director/County Engineer may Approve Certain Purchases and
Documents
a) The following contracts under $50,000 may be approved. by the Public
W
# iorks Director or County Engineer f funds for the project are pr riously
eNi
approved in the budget. Such contracts must be approved by the
Prosecuting Attorneys Office and BOCC in accordance with this policy.
Contracts awarded due to the small works procedures contained in thi's
policy.
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b) Small construction improvement projects or consultant aureements
c) Architectural senrices agreements are made using the county's standard
form agreement. Standard AIA agreements are acceptable.
Purchase of Goods — The Public Works Director may delegate authority to
approve the purchase of goods from the ER&R Fund, the REET Fund, or the
Capital Outlay Fund that does not require a formal bid or a formal contract.
The Public Works Department may approve payment for the purchase of fuel
and payment for utility sei-vice s. Department personnel may approve
purchasing deicing or safety products and oil products for road maintenance
from the state bid or interlocal. agreementi,
16ol.12 Elected Officials/ Department Heads (EO/DH) may Approve Certain
Documents
Vendor agreements such as N-vorl- orders, work requests, or quotes etc. for
commonly used minor senrices such as repairs where academic credentials or
i
professional expertise are not required, or repairs by a single vendor n an
W,
amount less than $20,000mays be approved, by the EO/DH,
The purchase of goods worth less than $ 20, 0 0 0 may be approved by the
EO/DH.
EO/Dfps may approve personal sen-ices agreements in less than $20,00 ,
E0/DHs- may no-1-t approve other -formal contracts that contain a liability
clause or intergovernmental agreements, regardless of the dollar amount,
unless they are re -viewed by the prosecuting attorney's office.
In order to be eligible for approval by the EO/DH, the purchase must be made
within the current calendar year and funds for the purchase have been
previously allocated in the budget. The EO/DH is responsible to com-olv Nvith
any applicable bidding ... req ments, camtal W4��-x�pst,rictions, review by
applicable„ ---- ---------------- .............. _-11
the Prosecuting Attorney if required, and contract indexing. Approval for any
purchase that requires 'Informal or formal bidding under this policy may not
be delegated byr the EO/DH to a subordinate other than their designated
acting in their absence (charter exempt in the case of elected officials),
16ol.13 Contract Amendments
Amendments (chancre orders addendum) will be in writing and signed by
both parties. Amendments cannot alter the nature of the project or change YES
scope beyond what a reasonable bidder would consider a modification, as
opposed to a different project. Specific cases should be reviewed -with the
Prosecuting Attorney to determine whether the proposed changes require an
amendment or a new contract. Expired contracts may not be amended. In
cases where the County anticipates additions to the scope of work- as more
funding becomes available, bid specifications ("if required) and the original
contract's scope of work should so state. The following rules govern the
approval of amendments, and change orders:
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k.yrant uounty Personnel PolicAt
a) Contracts approved by the EO/DH maybe amended by the EO/DH.
b) Contracts approved by the Board must be amended by the BOCC, except
that, the Board may authorize approval of amendments by the EO/DH.
c) Cbange orders and addendums on "Public Works Department"
construction projects may be approved by the County Engineer or the
Public Works Director,
d) Change orders and addend-ums on projects under the supervision of the
Parks, (If department is created) Fairs, and Facilities Department may be
approved by the Parks., (if created) Fairs, and Facilities Director or the
Central Services Director,
16o1.14 Contract Elements
The contract elements listed below are generally required in all contracts.
Exceptions may be approved by the Prosecuting Attorney's Office,
a) Contract title
b) Name, address, phone, and fax numbers of all. parties
c) County's authorized representative
d) Contractor's legal entity type
e) Purpose, scope of the contract, or scope of work
f) Term or duration of the contract
g) Compensation and payment terms'
h) Provisions for modifications and changes
i) Provisions for contract termination
Provisions for remedies. if there is a'V`iolation or breach of contract terms.
k-) Clause describing dispute resolution.
1) Non-discrimination language
m) Insurance, 'liability, indemnification language
16ol.15 Contract Administration
Contract administration is the process by which the County, acting through
one or more of its officials or staff, assures performance of contractual
obligations. This encompasses all act* i by the County and the contractor
act* -,
from the time the contract is awarded until the time the contract work has
been completed and accepted, payment is made, all disputes resolved, and the
contract has been formally closed out.
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16ol.16 Contract Administration Responsibilitie's
Contract administration may include, but is not limited to, the follo-vving
functions-.
4
a) Ensuring required insurance or other required documents are obtained
and documented prior to commencement ofvvork and maintained
throughout the term of the contract.
b) Mal -wing payments to contractors according to the terms of the contract.
c) Providing interpretations of terms and conditions of the contract to the
contractor,
d) Giving technical direction and assistance to contractors.
e) Inspecting and accepting work performed by contractors.
f) Preparing modifications to contracts.
g) Re-vrie-vNring certain proposed subcontracts if contract terms require such
4
reviews.
h) Terminating contracts for cause, convenience, or default.
i) Maintaining a contract file,
j) Closing out the contract when it is completed.
k) Aiding in the event of an audit.
16ol.17 Responsibility for Administration of Contracts
The EO/DH initiating the contract is responsible for the administration of the
contract. The EO/DH 'initiating the contract is the designated contract officer
who, on behalf of the County, will be responsible for coordinating the
applicable contract management activities listed above for the assigned
contract(s)
16 o 1. 18 1 ndex and Tracking of Contracts Required
All contracts signed by any EO/DH ani d by the BOCC are kept n the BOCC
office. Any department that administers a contract should have a copy of the
contract with their files, and the original must be provided to the BOCC
designee in their office.
1-6oi.1.9 Document Retention, Official File, Public Disclosure
The initiating department will maintain the official contract file with a copy of
the original signed contract and all documents associated. with the contract.
Any destruction of these records will be in accordance with approved
retention schedules in the appropriate department, Requests for public
disclosure of contracts and related documents will be referred to the 'initiating
department. Documents associated with a contract would 'include but not be
limited to vendor list printouts, written/phone quotation forms, bid
specifications, bid quotations, RFPs, contract proposals, activity reports,
requests for reimbursement, and any other documents made or received by
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the County in connection With the contract or agreement. An original
contract and any approved amendments are retained by the AS C office. The
Commissioners Office and ASC file does not include supporting documents
and is not considered the official file. If, due to the dollar amount, the
purchasing transaction does not require av-,�vrritten contract in. accordance'v6th
the Contracting Policy, all documents leading up to the purchase/ expenditure
0, 41
may be attached to a copy of the original payment voucher. The original
op
payment voucher 'is retained by the Auditor's office. The copy should be
attached to the official file. (if required') and kept in the originating
department,
16ol.20 Professional services of architects, engineers, landscape architects, and land
surveyors (A&E) up to a value of seventy-five thousand dollars, or as
other'klvise set forth by resolution. Policy and procedure for A&E services are
found in a supplement to this policy and attached hereto,
16ol.21 ser 7.ces,'"rh.ether defined as services, professional services, personal sem'ces,
or in some other manner, up to the maximum value threshold out linedin.
RCW 36.32.245(3) Or as othenvise set foi-th by resolution. Policy and
procedure for these servi*ces are found in the A&E supplement as in section
(d) above.
16ol.22 Capital Outlay Purchases: Regardless of department, any capital purchase or
improvement maintains some specific requirements,
a) It must be listed on the approved capital budget, which is approved
through the budget process, whether computer or otherwise, as per the
instructions nstructions pro-vided each year during the budget process. If it is not
i0 1
listed, a budget extension s required.
b) Capital Facility Purchases / Improvements/ Public Works/Land
Acquisitions shall be listed on the Capital Facilities Plan (CFP) managed
by Development Services.
1) If the purchase or project is not listed. on the CFP, a budget amendment
is required and REST funding cannot be used for the purchase/ project.
The purcbase/project must be included as part of the CFP the follo�n 'a
year.. If the project or purchase is on the CFP but was not approved in
the budget, a budget extension is required. (If a purchase or work is
performed due to an emergent need, emergency procurement
requirements should be folio-vived. and are exempt frorn this
requirement however, a letter stating the emergency, the cost of the
item or work, and a short description shall be sent to Development
Services for inclusion on the CFP). See Policy 1607 for other CFP and
TIP plan updates
2) Counties can amend their comprehensive plans (including CFP) not
more than once per year, except under the RCW 3 6.7oA. 130(2)(a)(iv)
"'The amendment of a. capital facilities element of a comprehensive plan
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that occurs concurrently with the adopti'on or amendment of a county
or city) budget..."
16o 1. 23 Bid.Splittiwz: Breaking down or splitting purchases into smaller units or
phases for the purpose of avoiding thresholds or maximum dollar amounts is
prohibited.
16ol.24 The. Director of Central Services shall ensure MRSC Rosters and Vendor lists
are maintained, paid for, and advertised as may be required by state law,
1.6o1.25 Grant Funded Eroiects: Additional regulations may be required for expending
and auditing federal and state funds. Elected officials and Department heads
are expected to understand these requirements and follow them as required.
Ensure. you report all grants to the Auditor's office upon their request.
16o1.26 Purchasing Information
%_4
a.) Purchase limitations apply to the cost of 'Individual items or, the sum of the
same items purchased at the same time to fulfill a specific business need
that are not part of a public works project as defined by ROW 39-04.010
and these policies. Cost is inclusive of sales tax, delivery charges, and any
related miscellaneous charges,
b) Exceptions to Purchasing Limitations (RCW* 39.04.28o). The BOCC is
authorized to allow open market purchases without obtaining the regularly
required competitive quotes or bids under the. ollowing conditions,:
i) Special Market Conditions. When supplies or used equipment are
offered at a very favorable. price and will be sold before the County has
a chance to complete the bidding process. It is possible to procure
apparent bargains through the procurement of surplus or distressed
material, supplies, or equipment without following bidding procedures.
2) Auctions. RCW 39.30.045 authorizes the County to acquire supplies,
materials, and equipment through an auction conducted by the United
%-If
States or any agency thereof, an agency of the state. of Washington, a
municipality or other government agency, or any private party, without
quotations or bids, if the items to be purchased can be obtained at a
competitive price.
3) Inter -local Joint Purchasing Agreements. Materials, equipment,
supplies, and services maybe purebased under RCW 39,34.080 using
joint purchasing agreements -with a city, county-, state, or other public
agency where bid requirements of this policy have been followed b the
cooperating agency in obtaining bids. The originating agency's bid
process shall be vetted to assure compliance With all applicable laws.
4) Sole Source Procurement. A contract for the purchase of materials,
supplies, or equipment may be awarded without complying with the
bidding requirements of this policy when the department director
determines in writing, subject to BOCC. approval through resolution,
after conducting a good faith review of available resources, that there is
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only one source of the required materials, supplies, or equipment. The
department director or his/her designee shall conduct appropriate
negotiations regarding price, terms, and delivery time. Sole source
purchases shall be made available for public inspection.
5) No Bids, Proposals, or Quotations Received. When no bids or
quotations are received in response to an invitation to bid or request
for quotations, the department director or his/her designee 'is
authorized to procure the required item through direct negotiations
NAth a vendor or to rebid as the BOCC deems appropriate.
16o1.27 Real Property Acquisition
a) Real Property- BOCC acquisition. authority, The BOCC or designee is
authorized, in the following "instances, to accept by gift or acquire
dedications, easements, rights -of -way, fee estates, or other interests in real
property for use by or on behalf of the County or any department of the
Count.
a 0 . *-
i) Minor acquisitions: any acquisition -v-vitb an. estimated value. below
$o,000.
2) Al other real property acquisitions, will be submitted to the BOCC for
approval.
b) Real property BOCC leasing authority.
i) The BOCC is authorized to execute real prope�r leases on behalf of the
Count -where the lease term does not exceed one year, and the
consideration does not exceed $1o, o o o per year as budgeted by the
County.
(a) A designee maybe authorized to execute leases by formal.
resolution.
2) A lease that exceeds the limits stated in subsection (a) of this section.
shall be submitted to the County for approval.
16ol.28 Telecommunications and Data Processing Purchases
a) RCW 39.04.27o allows local governments to use a competitive negotiation
process instead of traditional competitive bidding when purchasing
telecommunications and electronic data processing computer equipment
or software, This alternative process requires an RFP.
b) An RFP may be used for solicitations for services when Grant County
determines that price and qualifications are the best method to achieve the
intended outcome.,
A request for proposals (RFP) must be published in a newspaper of
general circulation at least 13 days before the submission deadline.
Reasonable procedures for technical evaluation of the proposal must be
used to award the contract.
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2) The contract must be awarded to the qualified. bidder whose proposal is
most advantageous to the County.
3) The agency may reject all proposals for good cause and request new
proposals. The RFP should include several sections as follo-v�rs:
(a) PurDose: This section briefly describesghatthe procurement.
a,
is seeking.
(b) A r This optional sect*on should bde%r
gencv Backg ound 1
outline the project 's development.
(c) Goals and Objectives should describe the project's needs,
(d) Scope of Work: This section should be we and on
so in a manner that encourages fair competition. It should
include an adequate level of detail that addresses the tasks
and products of the project. Clarity 'in the scope of work will
help you a--�7-oi.d future disputes about *intended performance.
(e) Selection Process -and AnticipatedTimefram-e.- This details
the process for selecting an awardee.
(f) Evaluation Criteria.- The evaluation. criteria should be clear,
tie the criteria to the scope, and identify the value of each
criterion in the scoring process. Includethe scoring matrix in
this section and. pro -vide the available decision schedule.
(g) Submittal Re-guirements: In this section, list all the
information that firms should submit, including the firm's
general approach to the project, a list of key personnel who.
would work- on the project, along with their experience and
availability, and general scope and deliverables, It helps to
val
keep the submittal requirements, page limitations, and due
date in the same section of the RFP and to allow for
flexibility in the format, of responses..
(h) Submittal Deadline-, A reasonable deadline allows an
adequate response time based. on the project's complexity,
Agencies should sae willing to accept electronic proposals and
should acknowledge receipt of all proposals.
4) The Agency'S Standard Terms and Conditions. By attaching this
information to the RFP, you ask the proposing vendor to affirm that
your agency's terms and conditions are acceptable. If the terms are not
q,
acceptable, the vendor is required to describe the reasons for taking
any exceptions and propose alternative language. Include this as part
of the evaluation criteria.
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urant uounty Personnel Policy
:t603 - Purchasing Appendix A:
Written Contracts
Issue Date
02/16/16
Effective Date
02/16/16
FR e v6i sc *10 n
Date
07/1 / 0 4
:Approval.... Signatures
Date submitted. For, . royal 1 2024
-Polik Deer
Tom Gaines, Central Services Director
1.m1.r. Resources i.ele
Board. of County CommissionersAp-oroval_
indXCarf�r '11d`, Chairp son
6
Danny E. 9-tone, Vice Chaijperson
�.jo�n�edoi�Kmissioner
bf P as
Written' -C ntr Vie:red
i.
ALL,
- Rental Agreements for Real Property
M Intergovernmental Agreements
- Grant Agreements.
Union LaborAgreements���
Cooperative Purchasing Agreements
Personal & Professional Services
. Maintenance & Licensing reement
2}
Purchases of Goods over $2.o,000
YES
3.
Certain Purchases over $20,000
- Equipment Leases & Rentals
YES
- Repairs of Famed Assets
A
Purchase of Goods below $25,000
N
.
Repairs of Fixed Assets under $20,000
N
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�ffrant County Personnel Policy
:1604 Purchasing Appendix B.
Av%]proval of Contracts -
Issue Date 02/16116
tive Date
o 1
1/24
_App.rovai bignatures
Date Submitted. For., royal 11/5124
Policy owner
Toni Gaines,Central Services Director
Human Resource Review
" o a ..And.erson- W g HR Director
Board of County Commissioners .ers Approval
kit,
CindyCarter iffi , arg Chairperson
tf
� ...
Dann E. " tone, Vee Chairperson
i�i, i� e8g mmiss on
Pp 01V
e of Co'nt ac
_ .
10 -- --
------------
All multi -year expenditure contracts
exceeding$25,000 unless a non-
BOCC, appro I ves, and awards
appropriation clause is inelud.ed in the
contract
2.
All union labor agreements
BOCC approves and. awards
Real roe transaction
BOCC approves and awards
•
Any agreement requiring a budget
emergency or ulernent not
roomed
previously p the Board.
B approves and awards
.
Any other contract or agreement
'which bystatutemust be p111ioveddd
the oveJning bodyof the County
ce/approves
10l and awards
6.
All expenditures or revenue contract
.� approvesand gar ds
more than 0o0o per ear
,
74
Certain contracts $50,00o or less per
EO/DH approves
ear
and award.
.
Small works projects under $35,000
Public Works
Director/Countylneer
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