HomeMy WebLinkAboutR-1269 - Establishing a procedure for purchasing supplies, materials, equipment and services up to $ 15,000 without formal competitive bidding and amending ResCIT Y 0 F MAR Y S V ILL E
Marysville,Washington
RESOLUTION NO./2.69
A RESOLUTION OF THE CITY OF MARYSVILLE ESTABLISHING A
PROCEDURE FOR PURCHASING SUPPLIES,MATERIALS,EQUIPMENT
AND SERVICES UP TO $15,000 WITHOUT FORMAL COMPETITIVE
BIDDING,AND AMENDING RESOLUTION 986.
WHEREAS,RCW 35.23.352(8),as amended on July 26,1987,
provides that advertisement and competitive bidding may be
dispensed with as to purchases of supplies,materials,equipment
and services (other than public work or improvement)between
$7,500 and $15,000 in value if a procedure is established for
securing telephone and/or written quotations from enough vendors
to assure establishment of a competitive price,and for awarding
such contracts to the lowest responsible bidder;and
WHEREAS,it is in the public interest for the City of
Marysville to establish such a procedure so that the same may be
used at the discretion of the City Administrator;and
WHEREAS,the dollar limits and procedures specified in
Resolution 986,adopted by the City Council on January 12,1981,
should be amended to be consistent with the new State law;NOW,
THEREFORE,
IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MARYSVILLE,WASHINGTON AS FOLLOWS:
1.The City Administrator,or his designee,may solicit
telephone and/or written quotations for purchase of supplies,
materials,equipment or services,of a value between $7,500 and
$15,000,provided that the following procedures are followed:
a.The City Administrator shall maintain a list of
vendors who are capable and available to supply those
materials,supplies,equipment and services routinely sought
by the City.Said list should be updated and supplemented
periodically,but not less frequently than annually.
b.Whenever possible,not less than three prospective
vendors shall be contacted by telephone or by letter and
advised as to the specifications for the item or items for
which quotations are being sought.The number of vendors
contacted may be reduced if the item or items being sought
are only available from a smaller number of vendors.An
explanation shall be placed in the procurement file when
fewer than three bids are requested,of if there are fewer
Resolution - 1
than three replies.Bid specifications should,whenever
possible,be drafted to permit at least three vendors to
qualify as prospective bidders.
c.Whenever possible,bids will be solicited on a lump
sum or fixed unit price basis.
d.Telephone or written requests for quotations shall
specify at a minimum the following:
i.Item(s)to be purchased.
ii.Number of units.
iii.Tax.
iv.Delivery time requirements.
v.Freight costs.
vi.Point of delivery.
vii.Terms of payment.
e.Tabulation of telephone or written quotations
shall be on forms provided by the Finance Director and shall
include at a minimum the information described in sub-
paragraph d above.
f.Upon written authorization of the City Ad-
ministrator or his designee,the supplies,materials,
equipment or services will be ordered from the lowest
responsible bidder,whose quotation meets all specifications
established for the item or items being purchased.
g.Written confirmation of telephone quotations from
responsible bidders is not required,but may be requested
when warranted.
h.Immediately after the award is made,the bid
quotations are to be recorded and open to public inspection
and are to be available by telephone inquiry.
~PASSED b~the City Council and APPROVED by the Mayor this
~day of ~SC ,1987.
ARYSVILLE
MAYOR
Attest:
BY~~CITY CLERK
Resolution - 2
Approved as to Form:
Resolution - 3