HomeMy WebLinkAboutResolution No. 246CITY OF MEDINA
RESOLUTION NO. 246
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MEDINA,
WASHINGTON RELATING TO PURCHASES OF SUPPLIES, MATERIALS
AND EQUIPMENT WHERE THE COST THEREOF IS LESS THAN $15,000.
WHEREAS, R.C.W. 35.23.352, provides that Cities may eliminate the
need for advertisement and competitive bidding for purchases under $7,500;
and
WHEREAS, R.C.W. 35.23.352; also provides that advertisement and
formal sealed bidding may be dispensed with as to purchases between $7,500
and $15,000, if the City Council adopts a resolution authorizing use of the
procedures outlined in R.C.W. 39.04.190;
WHEREAS, the City Council has determined that it is in the City's best
interest to update its purchasing policies, while maintaining the goal of receiving
competitive pricing for its supplies, equipment and materials; now, therefore,
BE IT RESOLVED by the City Council of the City of Medina, Washington,
that:
Section 1. For purchases up to $7,500, the City Manager shall determine
the manner in which purchases of supplies, materials, and equipment not
associated with a public work or improvement shall be made.
Section 2. For purchases of supplies, materials, and equipment not
associated with public works or improvements, for which the cost thereof
exceeds $7,500 but is less than $15,000, the City incoporates the procedures
required in RCW 39.04.190 into its purchasing process as follows:
(1) At least twice per year, the City shall publish 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;
(2) The City shall use the following process to obtain telephone quotes/bids from
vendors:
(a) a written description shall be drafted of the specific materials, equipment
or supplies to be purchased, including the number, quantity, quality and
type desired, the proposed delivery date, and any other significant terms
of the purchase;
(b) a City representative shall make a good faith effort to contact at least
three of the vendors on the vendor lists established under subsection (1)
above, and, reading from the written description, obtain telephone
quotes/bids from the vendors on the required materials, equipment or
supplies;
(c) nothing shall prevent the City representative from providing the written
description or requiring and accepting quotes/bids via any other
medium, e.g., FAX, Internet, mail, in person, etc.;
(d) a written record shall be made by the City representative of each
vendor's quote/bid and any conditions imposed on the quote/bid by such
vendor;
(e) determination of the lowest bidder shall be made according to the
provisions of RCW 43.19.1911;
(f) immediately after the contract award is made, the written record of each
vendor's quote/bid shall be open to public inspection and available by
telephone inquiry. Any contract awarded under this subsection need not
be advertised.
(g) a list of all contracts awarded under the above procedures shall be
posted outside of City Hall at least once every two months. The list shall
contain the name of the contractor/vendor awarded the contract, the
amount of the contract, a brief description of the items purchased, the
date of the award, and the location where the contracts are available for
public inspection.
(3) The requirements in Section 2 may be waived by resolution of the City
Council whenever a purchase is clearly and legitimately limited to a single source
or supply within the near vicinity or the materials, supplies, equipment or services
are subject to special market conditions.
(4) This section does not apply to performance based contracts.
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Res. No. 246
(5) The City Manager is authorized to allow for preferential purchase of products
made from recycled materials or products capable of being recycled or reused,
provided that the cost of such products does not exceed the cost of otherwise
comparable products by more than 5 percent.
Section 3. For purchases of telecommunications and data processing
equipment or software not associated with public works or improvements, the
City Manager may use the following process as allowed by State of Washington,
Chapter 257, Laws of 1996:
(1) A request for proposals (RFP) must be published in a newspaper of general
circulation at least 13 days before the last date on which the proposals will be
received.
(2) The RFP must identify significant evaluation factors, including price, and
their relative importance.
(3) The City must provide reasonable procedures for technical evaluation of the
proposals, identification of qualified sources, and selection for awarding the
contract.
(4) The award must be made to the qualified bidder whose proposal is "most
advantageous" to the City.
(5) The City may reject all proposals for good cause and request new proposals.
PASSED, BY THE CITY COUNCIL OF THE CITY OF MEDINA,
WASHINGTON ON THIS ZI�?- DAY OF AP,R/LI�L 1997 AND SIGNED
IN AUTHENTICATION OF ITS PASSAGE THE � DAY OF APRIL
1997.
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Susan Potts, Mayor Pro Tern
Res. No. 246
Approved as to form;
Ki < R. Wines, City Attorney Attest:
City Clerk
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Res. No. 246