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HomeMy WebLinkAboutResolution 99-021-CC BOARD OF COUNTY COMMISSIONERS Grant County, Washington A RESOLUTION ESTABLISHING A ) PROCEDURE FOR CREATING VENDOR ) RESOLUTION NO. 99-21-CC LISTS AND SECURING TELEPHONE OR ) WRITTEN BID QUOTATIONS FOR ) MATERIALS, EQUIPMENT, SUPPLIES ) AND SERVICES ) ) ) ) ) WHEREAS, RCW 36.32.245 prohibits a contract for materials, equipment, supplies or services from being entered into by the county legislative authority or by any elected or appointed officer of the county until after bids have been submitted to the county upon specifications therefor; and WHEREAS, RCW 36.32.245 authorizes a county to dispense with advertisement and competitive bidding and other requirements for formal sealed bidding, as to materials, equipment, supplies or services as to purchases with an estimated value between Two Thousand, Five Hundred and No/100 Dollars($2,500.00)and Twenty-Five Thousand and No/ 100 Dollars ($25,000.), by utilizing a uniform process as provided in RCW 39.04.190; and RES. ESTABLISHING A PROCEDURE FOR SECURING TELEPHONE OR WRITTEN QUOTATIONS - 1 civil8\resoluti\ven-list.add , WHEREAS, RCW 39.04.190 outlines a purchase contract process other than formal sealed bidding for material, equipment, supplies and services; and WHEREAS, RCW 39.04.190 requires that the governing body of the municipal entity establish a uniform procedure for securing telephone or written quotations, or both, from vendors, from at least three(3)different vendors whenever possible to assure that a competitive price is established and for the awarding the contracts for the purchase of any materials, equipment, supplies or services, to the lowest responsible bidder; and . WHEREAS, the governing body of Grant County (the "County") has previously established a sma11 works roster process as provided in RCW 39.04.155, dispensing with advertisement and competitive bidding as to a small works roster for contracts with an estimated value of Ten Thousand and No/100 Dollars ($10,000.00) up to One Hundred Thousand and No/100 Dollars ($100,000.00); and WHEREAS, the County, by and through its elected and appointed officials, has determined that utilizing the small works process has saved time and expense, while at the same time letting contracts at a competitive price; and WHEREAS, the governing body of the County desires to establish a procedure for securing telephone or written, bid quotations from vendors of materials, equipment, supplies and services, and provide a similar benefit to the County and taxpayers. RES. ESTABLISHING A PROCEDURE FOR SECURING TELEPHONE OR WRITTEN QUOTATIONS - 2 civilII\resoluti\ven-list.add i ; NOW, THEREFORE, BE IT RESOLVED, that the Grant County Board of Commissioners hereby enact the policy set forth herein, establishing a procedure for securing telephone or written, bid quotations, or both, from vendors for the purchase of materials, equipment, supplies or services as to purchases with an estimated value of Two Thousand Five Hundred and No/100 Dollars ($2,500.00) up to Twenty-Five Thousand and No/100 Dollars ($25,000.00), by utilizing a uniform process as provided in RCW 39.04.190. POLICY --- -- -- - --- ----- - -- - -- -- ---- ----- - I. ADMINISTRATION. Elected and appointed officials shall have the primary responsibility for the administration of this policy and shall report to the Board of Commissioners periodically on instances suggesting the need for clarification or revision of the procedures specified by this Resolution. The Prosecuting Attorney shall assist elected and appointed officials in the discharge of Grant County's (the "County") responsibilities under this policy when requested, II. NOTIFICATION TO POTENTIALLY INTERESTED VENDORS. The County, by and through elected and appointed officials, shall advertise at least twice per year, in a newspaper of general circulation within the jurisdiction, a notice of the existence of vendor lists, and solicit the names of vendors for the lists. Such advertisement RES. ESTABLISHING A PROCEDURE FOR SECURING TELEPHONE OR WRITTEN QUOTATIONS - 3 civil8�resoluti\ven-list.add will occur in March and July of 1999, and February and July of each subsequent calendar year, at least once each week for two consecutive weeks. The enrollment period will begin with the , first publication date and will close on the 30th day following the first publication date. The enrollment period will remain closed until the following semi-annual enrollment period begins anew with a new publication date. III. APPLICATION. Elected and appointed officials may dispense with advertisement and competitive bidding as to materials, equipment, supplies or services as to purchases with an estimated value of Two Thousand, Five Hundred and No/100 Dollars($2,500.00)up to Twenty-Five Thousand and No/100 Dollars ($25,000.00), except as noted in RCW 36.32.245. Vendors will be permitted to enroll in the vendor lists only during the semi-annual enrollment periods. Only vendors with a tax number will be eligible for the County's vendor list. The uniform process may be utilized by the County for securing telephone or written quotations, or both, from vendors of materials, equipment, supplies or services where applicable and at the County's sole discretion. A contract awarded from the uniform process pursuant to RCW 39,04.190 need not be advertised. Whenever possible, at least three (3) vendors shall be invited to submit bid quotations, to assure that a competitive price is established and for awarding the contracts for RES. ESTABLISHING A PROCEDURE FOR SECURTNG TELEPHONE OR WRITTEN QUOTATIONS - 4 civil8�resoluti\ven-list.add the purchase of any materials, equipment, supplies or services to the lowest,responsible bidder as defined in RCW 43.19.1911, or as amended. ' IV. BID QUOTATIONS: Immediately after the award is made for a contract for material, ' equipment, supplies or services, the bid quotations obtained shall be recorded, open to public inspection and shall be available by telephone inquiry. V. POSTING OF PURCHASE AWARD: A list of contracts awarded pursuant to this policy must be posted by affected appointed and elected officials at least once every two (2) months. The list shall contain the name of the vendor awarded the contract, the amount of the contract, a brief description of the items purchased under the contract, and the date that the contract was awarded. The list must also state the location where the bid quotations for the posted contracts are available for public inspection. VI. EFFECTIVE DATE: This policy shall take effect on March �_, 1999. DATED this �� day of March, 1999. BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON ../ L/t�\ Q.,lC!.�' a Tim Snea . air � LeRoy C. B� ison, Member RES. ESTABLISHING A PROCEDURE FOR SECURING TELEPHONE OR WRITTEN QUOTATIONS - 5 civil8\resoluti\ven-list.add kt0 Deborah Kay Moor , ember ATTEST: � y Clerl< of oard RES. ESTABLISIIING A PROCEDURE FOR SECURING TELEPHONE OR WRITTEN QUOTATIONS - 6 civil8\resoluti\ven-list.add