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HomeMy WebLinkAboutRes 0875 - Purchase of Supplies, Materials, Equipment or Services Without Advertisement and Competitive Bidding RESOLUTION NO. 875 A RESOLUTION OF THE CITY OF TUKWILA AUTHORIZING THE PURCHASE OF SUPPLIES, MATERIALS, EQUIPMENT OR SERVICES WITHOUT ADVERTISEMENT AND COMPETITIVE Bir,DING, IN LIMITED CIRCUMSTANCES WHEREAS, state law authorizes cities to dispense with advertisement and competitive bidding for the purchases of supplies, material, equipment or services in amounts between $2,000 and $4,000, provided that the city legislative author- ity authorize by resolution a procedure set forth in RCW 35.23.352; and WHEREAS, it is in the best interests of the City that such a procedure be available for use in appropriate circum- stances; NOW, THEREFORE, the City Council of the City of Tukwila, Washington, do resolve as follows: Whenever the City needs to purchase supplies, mate- rial, equipment or services (excluding public works projects or professional services), where the cost thereof is between $2,000 and $4,000, advertisement and competitive bidding may be dispensed with if the purchase is carried out in the following manner: 1. The department head of the department within which the purchase is being made shall obtain, either in writing or over the telephone, quotations from enough vendors to establish a competitive price for the items involved. The department head may delegate this task to a responsible employee. Three (3) quotations shall be deemed sufficient, unless the circumstances are such that a reasonable person would conclude that a competi- tive price has not been established, or that a more competitive price is likely available from other vendors. In such event, the department head shall cause such addi- tional quotations to be obtained as are reasonably necessary under the circumstances. 2. The person obtaining the telephone or written price quotations shall prepare and maintain in the appro- priate file a written memorandum setting forth (1) the date of the quotation, (2) the name of the vendor, (3) the price quoted, (4) any significant comments regarding special terms, or special qualities or limitations that apply to a particular vendor's quotation. This memorandum shall be maintained in the appropriate file for a period of no less than three (3) years. ATTEST: 3. The department head or employee obtaining the quotations shall also make such inquiry as is reasonably necessary to evaluate the responsibility of the vendor. Any facts or information which would be significant in evaluating a vendor's potential responsibility shall be noted in that memorandum described in paragraph 2 above. 4. The department head, or his /her delegate, shall review the quotations obtained, and any special terms, qualifications or limitations imposed by the respective vendors. He /she shall evaluate the quotations, and the responsibility of the vendors, and award the purchase contract to the lowest responsible bidder. 5. The department head shall award the bid to the lowest responsible bidder in writing, with a copy of the award letter being sent to each of the other vendors from whom quotations were obtained. 6. The department head shall provide to the City Clerk a memorandum itemizing the name of each vendor providing a quotation, and the amount of that vendor's quotation. In the event that the bid is awarded to a vendor whose quotation was not the lowest in absolute dollar terms, an explanation shall be included substan- tiating the department head's determination that the vendor to whom the award was made was the "lowest responsible bidder 7. The department head, and the City Clerk, shall provide over the telephone the vendors' names and quota- tions, in response to any telephone inquiry.