The URL can be used to link to this page

Home My WebLink AboutR-1618 - Adopting a BID policy/procedures<.r~,':i"'c~'a ",~....,..'.'~......-....~;. CIT Y 0 F MAR Y S V ILL E Marysville,Washington RESOLUTION NO.1.(.1 &' A RESOLUTION OF THE CITY OF MARYSVILLE ADOPTING A BID POLICY/PROCEDURE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MARYSVILLE,AS FOLLOWS: The City Council hereby adopts the Bid Policy/Procedure of the city of Marysville dated April 27,1993 and hereby attached as Exhibit A.Copies of said Policy/Procedure shall be available for inspection during all business hours of the city at the office of the City Clerk.Said Policy/Procedure is subject to amendment by the city Council. rd7ADOPTED by the City Council and APPROVED by the Mayor this '3 day of ~,1993. THE CITY OF MARYSVILLE MAY 0 R APPROVED AS TO FORM: ~K<V.hd/ city Attorney , •';.'~~t..',... ~ ".,.':....,.'.CITY OF MARYSVILLE BID POLICY/PROCEDURE PURPOSE The purpose of this document is to simplify and clarify the policies and procedures for acquisition of supplies, materials,and services which require competitive bids. CONTROLLING LAWS All purchases shall be made in compliance with RCW 35.23.352. In addition,purchases made from grant funds shall be made in compliance with applicable state and federal regulations pertaining to said grant. PUBLIC WORKS DEFINITION The term pUblic work is defined in RCW 39.04.010 and WAC 296.127.010. FORMAL COMPETITIVE BIDS Competitive Bids must be sought for the following pUblic works or improvements: -For projects with an estimated cost in excess of $30,000, if more than one craft or trade is involved. -For projects with an estimated cost in excess of $20,000, if a single craft or trade is involved. -For projects involving street signalization or street lighting. FORMAL COMPETITIVE BIDS (continued) -For the purchase of supplies,materials,equipment,or services,other than professional,not included in the cost of a public work or improvement,when the cost exceeds $15,000.(This would include copiers,vehicles, etc.) INTERNAL BID PROCEDURE The following procedures shall apply to formal competitive bidding where required by law. -All bid advertisements and specifications shall be submitted to the City Clerk for review and approval one week prior to requested date of advertisement. -All bid advertisements shall be signed by the City Clerk or Deputy City Clerk. -For information purposes a copy of the bid advertisement will be distributed to the City Council. .:1 ',,' •\l,'.:\,' '.:Bid Policy/Procedure Page 2 INTERNAL BID PROCEDURE (continued) -Bid advertisements shall be published in the official City newspaper (Marysville Globe and a more widely distributed newspaper when warranted)once each week for two consecutive weeks with the last pUblication being at least fifteen days before the date set for opening of the bids. -Bids must be submitted to the city Clerk.At the appointed time,all bids will be opened and read aloud by the city Clerk or his/her designee in the presence of the bidders and their representatives. -Immediately following the bid opening the City Clerk will forward to the affected department all bids for analysis. The original bid file will be returned to the City Clerk upon completion of bid analysis. -Bid openings should be scheduled to allow adequate time for departmental bid analysis prior to forwarding to City Council for action. -Bid awards or rejection of all bids shall be by the Marysville City council.Bid awards will take place at Council's regularly scheduled meetings. -Following bid award or rejection by city Council,the city Clerk will notify bidders and affected department of Council action. -Bid files for construction projects shall be placed in the central construction file which will be maintained jointly by the city Clerk and Finance Director. TELEPHONE/WRITTEN PRICE OUOTATIONS City of Marysville Resolution No.1269 establishes the following procedure for purchasing supplies,materials, equipment and services up to $15,000 without formal competitive bidding.The following procedure must be followed: -The City Administrator,or his designee,may solicit telephone and/or written quotations. - A list of vendors shall be maintained who are capable and available to supply those materials,supplies,equipment, and services routinely sought by the city.This list should be updated and supplemented periodically,but not less frequently than annually. -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. , .:'I:.·r ,... ~...<••Bid Policy/Procedure Page 3 TELEPHONE/WRITTEN PRICE OUOTATIONS (continued) -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 than three replies. -Specifications for quotations should,whenever possible, be drafted to permit at least three vendors to qualify as prospective bidders. -Whenever possible,quotations will be solicited on a lump sum or fixed unit price basis. -Telephone or written requests for quotations shall specify at a minimum the following: -Item(s)to be purchased - Number of units -Tax -Delivery time requirements -Freight costs -Point of delivery -Terms of payment -Tabulation of telephone or written quotations Shall be on forms provided by the Finance Director and shall include at a minimum the information described above. - Upon written authorization of the city Administrator,or his designee,the supplies,materials,equipment or services will be ordered from the lowest responsible supplier,whose quotation meets all specifications established for the item or items being purchased. -written confirmation of telephone quotations from responsible suppliers is not required,but may be requested when warranted. -Immediately after the award is made,the quotations are to be recorded and forwarded to the city Clerk for filing. The file is open to pUblic inspection and are to be available by telephone inquiry. SMALL WORKS ROSTER The City may use a Small Works roster and award contracts for projects of one hundred thousand dollars or less. -The City Clerk will maintain a small works roster comprised of all contractors who have requested to be on the roster and are,where required by law,properly licensed or registered to perform such work in the State of Washington and the City of Marysville. ...'.' '~ f •'"~..~Of'".."\;:;.:Bid Policy/Procedure Page 4 SMALL WORKS ROSTER (continued) - A copy of the small works roster will be maintained at the Public Works Department. -Bids shall be invited by all appropriate contractors on the small works roster;PROVIDED,that whenever possible, the city shall invite at least one proposal from a minority or woman contractor who shall otherwise qualify. -Small Works Bid advertisements do not require pUblication in the City's official newspaper. -Invitations for bids shall include an estimate or the scope and nature of work to be performed,and materials and equipment to be furnished. -The final project award will be made by the Marysville City Council. -Contracts will be submitted to the Marysville City council for approval and authorization for the Mayor to sign (see "Contracts"below). CONTRACTS The City Clerk and Finance Director will jointly review and manage contract files.The following procedures will be followed. -Following bid advertisement a contract shall be developed. The city Clerk will assist departments with the development of contract documents.Individual department may (if expertise is available)develop contract documents. -Contracts shall be reviewed and approved as to form by the City Attorney,City Clerk,and Finance Director for adherence to City Ordinances,Revised Code of Washington (RCW),State and Federal grant requirements (if applicable)and Washington Cities Insurance Authority's (WCIA's)manual for insurance requirements in contracts, prior to execution.Contracts shall be prepared in advance to allow sufficient time for city Attorney,city Clerk and Finance Director. Contracts shall be executed by the successful bidder prior to bid/contract award by the City Council. -Contracts will be submitted to the Marysville City council for approval and authorization for the Mayor to sign. ,."'~."".t.~.-,......;l';-.~~\>Bid Policy/Procedure .\.......'Page 5 CHANGE ORDERS At the time of bid award the City Council will determine an allocated amount for the project.The allocated amount will be an amount above the bid award and will be determined based on Department Head recommendation. After the award of contract,the Department Head_or city Administrator will have the authority to approve change orders.The Department Head or City Administrator may not approve change orders which would cause the project to exceed the allocated amount for the work.The process for handling change orders will be spelled out in the construction contract. Department Heads will report all change orders to the City Council including the dollar amount of the change orders.The change order report will be done as part of the project status report. Any proposed change orders that exceed the allocated amount set by the City Council at the time of bid award will be submitted to Council for approval. bidpol/042793