331 Procedure For Purchasing Materials. r: ~-~.
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CITY OF YELM
RESOLUTION.NO. 331
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YELM,
WASHINGTON ESTABLISHING A PROCEDURE FOR PURCHASING
MATERIALS, SUPPLIES, EQUIPMENT AND SERVICES UP TO $15,000
WITHOUT FORMAL COMPETITIVE BIDDING.
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 materials, supplies, 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 to
establish such a procedure so that the same may be used at the
discretion of the Chief Administrative Officer:
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF
THE CITY OF YELM, WASHINGTON AS FOLLOWS:
1. Procurements in an amount less than $1,500 may be approved by
the Department Head.
Procurements in amounts greater than $1,500 shall be approved
by the Chief Administrative Officer and/or Mayor.
Procurements in the amount of $15,000 and above must be
advertised as provided for in RCW 35.23.352.
2. The Chief Administrative Officer, or his/her designee may
solicit telephone and/or written quotations for the purchase
of materials, supplies, equipment or services, to a value
.between $7,500 and $15,000, provided that the following
procedures are followed:
a) The Chief Administrative Officer or .his/her designee
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
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only available from a smaller number of vendors. An
explanation shall be placed in the procurement file when fewer
than three bids are requested, or if there are fewer 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 City and shall include at a minimum the
information described in subparagraph d above.
f) Upon written authorization of the Chief Administrative
Officer or his/her designee, the materials, supplies,
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 pubic inspection and are to be
available by telephone inquiry.
PASSED AND APPROVED this 12th day of July , 1995
Kat ryn Wo f, Mayor
Att t:
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Agn ' P. Colombo, City Clerk
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