HomeMy WebLinkAbout2010-015 RESOLUTION NO. 2010-015
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARLINGTON,
WASHINGTON, APPROVING CITY OF ARLINGTON PURCHASING
PROCEDURES AND COMMITMENT AUTHORITY
WHEREAS, there have been changes in the Revised Code of Washington allowing the
City to modify its Small Works Roster and equipment purchasing bid limits; and
WHEREAS, the City has modified the Arlington Municipal Code to be consistent with
the Revised Code of Washington regarding its Small Works Roster and equipment purchasing
bid limits; and
WHEREAS, the City desires to have its purchasing procedures to be consistent with the
Arlington Municipal Code and the Revised Code of Washington; and
WHEREAS, the City desires to have its Commitment Authority (Financial Control
Policy)to be consistent with the Arlington Municipal Code and the Revised Code of
Washington.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARLINGTON,
WASHINGTON, DO HEREBY RESOLVE AS FOLLOWS:
Section 1. Purchasing Procedures Approved.
The City Council hereby approves the Purchasing Procedures (Exhibit A).
Section 2. Commitment Authority Approved.
The City Council hereby approves the Contract Authorization Summary
(Exhibit B).
APPROVED by the Mayor Pro Tem and City Council of the City of Arlington this
day of Kb6- l&-,r , 2010.
CITY OF 4ARON
Steve B
Mayor Pro Tern
ATTEST:
Kristin Banfield
City Clerk
RESOLUTION NO. 2010-015
APPROVED AS TO FORM:
Steven e' e
City At ey
RESOLUTION NO. 2010-015
Exhibit A
CITY OF ARLINGTON
PURCHASING PROCEDURES
Sections:
I. Purpose.
II. Policy statement.
III. Definitions.
IV. General provisions.
V. Purchase of materials, supplies or equipment.
VI. Public works projects.
VII. Services.
VIII. Interlocal joint purchasing agreements.
IX. Real property acquisition.
I. Purpose.
This policy is intended to direct the purchase of goods and services at a reasonable cost, using an
open, fair, documented and competitive process whenever reasonable and possible. The integrity,
efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound
government.
Il. Policy statement.
A. The city desires a fair and open process for procurement of goods and services that is free
from the potential for bias and conflict of interest. In addition, the city desires consistent
and appropriate practices for solicitations and contracting.All procurements of goods and
services shall provide the city with the best quality and best value. All purchases are to be
made within budgetary limitations and for the purpose of the goals and objectives
approved in the city's budget. Any purchase made that is not within budgetary limits and
the City's commitment authority shall be pre-approved through a budget amendment
process. All purchases made by the city shall ultimately be approved by the city council
through the voucher approval process.
B. All City of Arlington departments shall make a good faith effort to purchase goods within
the city when they are available and suitable to city needs at a price that is competitive.
Departments are expected to procure goods and services that are of high quality and that
perform for their intended purpose, and to use good judgment during the procurement
process. Items will be purchased locally if they are less than $2,500 and within 10%of
the lowest price available at the time quotes are received. Items that are valued over
$2,500 will be purchased on a competitive basis.
C. The finance department is charged with developing administrative procedures to
implement this policy. Procedures should ensure the fiscal responsibility of the city in
expending resources for goods and services for city operations. The procurement
procedures of the city shall be based on guidelines provided in the Revised Code of
Washington, by the State Auditor's Office, and by Municipal Research Services Center.
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D. The purchasing procedures of this policy govern the purchase of supplies, materials and
equipment, nonprofessional and professional services, and public works contracts. These
policies establish a small works roster process to award public works contracts. The small
works roster procedures are established for use by the city, pursuant to RCW 35.23.352,
35A.40.210 and Chapter 39.04 RCW. Leases of equipment or other personal property
shall follow procedures for purchase of goods, with the aggregate of lease payments used
in lieu of purchase price. Purchase or lease of real estate, franchise agreements, and
intergovernmental or interlocal agreements will be entered into in accordance with state
law.
I11. Definitions.
A. "Architectural and engineering services" means professional services rendered by any
person, other than a city employee, to perform activities within the scope of the
professional practice of architecture (Chapter 18.08 RCW), professional practice of
engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of
landscape architecture (Chapter 18.96 RCW).
B. "Contract Authorization Summary" outlines the levels at which managers, directors, or
the Mayor may commit the City to a contract. Attached as Exhibit B.
C. "Formal competitive bid" is the process of advertising and receiving sealed written bids
from perspective vendors. The selection of the vendor is primarily based on the lowest
cost from a responsible vendor.
D. "Informal competitive quotes" are price quotes from vendors that are obtained using a
variety of mediums such as phone, fax, e-mail, or writing. Results must be documented.
The selection of the vendor is primarily based on the lowest cost from a responsible
vendor.
E. "Interlocal agreements" are the exercise of governmental powers in a joint or cooperative
undertaking with another public agency.
F. "Life cycle cost" means the total cost of an item to the city over its estimated useful life,
including costs of selection, acquisition, operation, maintenance, and where applicable,
disposal, as far as these costs can reasonably be determined, minus the salvage value at
the end of its estimated useful life.
G. "Nonprofessional services" are services that are purchased by the city for which the
contractor receives specific instructions and guidance from the city and does not meet the
definition of professional services, architectural and engineering services, or public works
projects. Examples include machine repair, debt collection services, temporary service
agencies, credit card services, equipment service agreements, auctioning services,
delivery services, inspections, advertising, etc.
H. "On-call contract" means a contract that is awarded with general provisions for the
services to be rendered. As services are to be rendered, specific task orders are initiated
that are to be completed by the contracting firm.
1. "Ordinary maintenance" is work not performed by contract and that is performed on a
regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less
frequently than once per year), to service, check, or replace items that are not broken; or
work not performed by contract that is not regularly scheduled but is required to maintain
an asset so that repair does not become necessary.
J. "Prevailing Wage" is defined as the hourly wage, usual benefits and overtime, paid in the
largest city in each county,to the majority of workers,laborers, and mechanics. Prevailing wages
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are established, by the Department of Labor&Industries, for each trade and occupation
employed in the performance of public work. They are established separately for each county,
and are reflective of local wage conditions.
K. "Professional services" are services provided by consultants that provide highly
specialized, generally one-time expertise to solve a problem or render professional
opinions,judgments or recommendations. The labor and skill involved to perform these
types of services are predominately mental or intellectual, rather than physical or manual.
Examples include graphics design, advertising, analysis, financial expertise, accounting,
artists, attorneys, bond brokers, computer consultants, insurance brokers, economists,
planners, real estate services, etc. This term does not include architectural and
engineering services.
L. "Public work," as defined in RCW 39.04.010,means a complete project, and includes all
work, construction, alteration, repair or improvement other than ordinary maintenance,
executed at the cost of the city or which is by law a lien or charge on any city property.
Public work projects include the related materials, supplies and equipment to complete
the project. For purposes of this policy,the term "public work"may include contracts for
maintenance of city facilities or real property(i.e.janitorial services).
M. "Request for proposals (RFP)" means a process that requests interested firms to submit a
statement of their proposal for completing a project. Proposals are then evaluated based
on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be
selected based on the quality of the proposal, experience, cost, and references.
N. "Request for qualifications (RFQ)" means a process that requests interested consultants to
submit a letter of interest and a statement of their qualifications. Consultants are
evaluated upon their qualifications, expertise, and references. Cost cannot be a
consideration until after a consultant has been selected at which point the price may be
negotiated.
O. "Small works roster" is a roster of qualified contractors maintained for use in a modified
formal bid process. When the contract amount for a public works project is within the
limits set forth by RCW 39.04.155, a city may follow the small works roster process for
construction of a public work or improvement as an alternative to formal competitive bid
requirements.
P. "Small Works Roster Manual for Local Goverments" is a manual prepared by the
Municipal Research & Service Center of Washington (MRSC)that contains state laws
and regulations regarding small works contracting.
IV. General provisions.
A. Federal or State Funds. When procurement involves the expenditure of state or
federal funds or grants, purchasing shall be conducted in accordance with any
applicable federal or state laws or regulations.
B. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any
purchase or contracts into units of phases for the purpose of avoiding the maximum
dollar amount is prohibited.
C. Emergency Procurements. Notwithstanding any other provisions of this policy, the
mayor or designated agent may make or authorize others to make emergency
procurements of materials, supplies, equipment, or services without complying with
the requirements of this section when there exists a threat to public health, welfare, or
safety or threat to proper performance of essential functions; provided, that such
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emergency procurements shall be made with such competition as is practicable under
the circumstances. A written determination of the basis for the emergency and for the
selection of the particular contractor shall be included in the contract file. As soon as
practicable, a record of each emergency procurement shall be made and shall set forth
the contractor's name, the amount and type of the contract, and listing of the item(s)
procured under the contract, which shall be reported to the city council at the next
subsequent meeting.
D. Amendments and Change Orders.
a. Amendments or change orders to contracts, including interlocal agreements,
which result in the final contract amount in excess of purchase limits identified in
this policy may be administratively approved if the changes are:
i. Within the scope and budget of the project or purchase;
ii. Executed in writing;
iii. The amount in excess of the mayor's purchase limits, shown in Exhibit B,
will not exceed the mayor's authority for non-budgeted capital or
operating expenditures as defined in the Contract Authorization Summary
adopted by City Council or the approved project budget, whichever is
greater.
b. Contract amendments that are strictly a change in contract expiration date may be
administratively approved by the Department Director.
c. The value of all change orders will be aggregated, and when any single
amendment or combination of change orders on the same project or purchase
exceeds the limit under subsection (D)(a)(iii)of this sectiop the change must be
approved by the city council, except:
i. For service contracts to accomplish an ongoing city program rather than a
discrete project, the aggregation of administrative change orders shall be
recalculated after each contract year; and
ii. Where the size of the contract makes it probable that administrative
change order authority will be quickly exhausted, the city council may,
upon recommendation of the mayor, extend the aggregate limits of
subsection (D)(a)(iii)of this section upon award of the particular contract.
E. Signature Authority. The Mayor may delegate his/her signature authority to other city
employees(City Administrator, Department Director, Division Manager) as deemed
appropriate.
V. Purchase of materials, supplies or equipment.
A. Purchasing Limitations. Purchase limitations apply to the cost of individual items or
the sum of the same items purchased at the same time to fulfill a specific business
need, which are not part of a public works project as defined by RCW 39.04.010 and
these policies. Cost is inclusive of sales tax, delivery charges and any related
miscellaneous charges. Limits shown and processes identified in the Commitment
Authority shall be followed when authorizing the acquisition of materials, supplies or
equipment.
a. Purchases Less Than $7,500. Purchases of materials, supplies, or equipment,
where the cost is under$7,500, do not require formal competitive quotes or
purchase orders.
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B. Exceptions to Purchasing Limitations. The mayor is authorized to allow open market
purchases without obtaining the regularly required competitive quotes or bids under
the following conditions:
a. Surplus or Distress Sale. When it is possible to procure obvious bargains through
the procurement of surplus or distress material, supplies or equipment.
b. Auctions. RCW 39.30.045 authorizes the city to acquire supplies, materials, and
equipment through an auction conducted by the United States or any agency
thereof, an agency of the state of Washington, a municipality or other government
agency, or any private part, without quotations or bids, if the items to be
purchased can be obtained at a competitive price.
c. Items for Quick Delivery. When the obtaining of competitive bids or quotations
will cause delay resulting in an appreciable loss to the city.
d. Interlocal Joint Purchasing Agreements. Materials, equipment, supplies and.
services may be purchased under RCW 39.34.080 using joint purchasing
agreements with a city, county, state or other public agency where bid
requirements of this policy have been followed by the cooperating agency in
obtaining bids.
e. Sole Source Procurement. A contract for the purchase of materials, supplies, or
equipment may be awarded without complying with the bidding requirements of
this policy when the department director determines in writing, subject to the
approval of the mayor, after conducting a good faith review of available
resources, that there is only one source of the required materials, supplies, or
equipment. The department director or his/her designee shall conduct
negotiations, as appropriate, as to price, terms, and delivery time. To comply with
RCW 39.04.020, a record of sole source procurement shall be recorded with the
County Auditor that lists each contractor's name, the amount and type of each
contract, and a listing of the item(s) procured under each contract.
f. No Bids or Quotations Received. When no bids or quotations are received in
response to an invitation to bid or request for quotations, the department director
or his/her designee is authorized to procure the required item through direct
negotiations with a vendor or to rebid as the mayor or designee deems
appropriate.
C. Informal Competitive Quotes.
a. A city representative shall make an effort to contact at least three vendors. The
number of vendors contacted may be reduced if the item being sought is only
available from a smaller number of vendors. When fewer than three quotes are
requested or if there are fewer than three replies, an explanation shall be placed in
the procurement file.
b. Whenever possible, quotes will be solicited on a lump sum or fixed unit price
basis.
c. At the time quotes are solicited, the city representative shall not inform a vendor
of any other vendor's quote.
d. A written record shall be made by the city representative of each vendor's quote
on the materials, supplies, or equipment, and of any conditions imposed on the
quote by such vendor.
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e. All of the quotes shall be collected and presented at the same time to the
appropriate designee as appropriate for consideration, determination of the lowest
responsible vendor and award of purchase.
f. Whenever there is a reason to believe that the lowest acceptable quote is not the
best price obtainable, all quotes may be rejected and the city may obtain new
quotes or enter into direct negotiations to achieve the best possible price. In this
case, the department shall document, in writing, the basis upon which the
determination was made for the award.
g. All purchases of over$2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment is executed.
D. Formal Competitive Bid—Materials, Supplies, or Equipment over$7,500
a. General. Unless otherwise specifically approved by the city council, all contracts
relating to the purchase of materials, equipment, or supplies shall be in
accordance with the Commitment Authority.
b. Invitation for Bids. An invitation for bids shall be issued which shall include the
specifications and the contractual terms and conditions applicable to the
procurement.
c. Public Notice. Public notice of the invitation for bids shall be published at least
once in a newspaper of general circulation within the city, not less than 13
calendar days prior to the date set forth therein for the opening of bids, unless for
good cause shown, the city council authorizes a different period of time. The
public notice shall state the date and time of bid opening. Bids not received by the
date and time stated for bid opening will not be accepted or considered.
d. Bid Opening. Bids shall be opened publicly and recorded at the time and place
designated in the invitation for bids.
e. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid
may be withdrawn by written notice received in the office designated in the
invitation for bids prior to the time set for opening. After bid opening, withdrawal
of bids shall be permitted only to the extent that the bidder can show by clear and
convincing evidence presented in a sworn affidavit or declaration submitted no
later than 5:00 p.m. on the first business day after bid opening,that a clerical
mistake was made and not a mistake in judgment, and the bid price actually
intended. All decisions to permit the withdrawal of bids after bid opening, or to
cancel awards or contracts based on bid mistakes, shall be made by the mayor
after consulting with legal counsel.
f. Award. The City Council shall award purchases for amounts greater than or equal
to the limits as identified in the Commitment Authority. The award of bid shall be
made to the lowest responsible bidder whose bid meets the specifications and
evaluation criteria set forth in the invitation for bids. The city may reject all bids
at its discretion.
g. All purchases of over$2,500 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment.
E. Lowest Responsible Vendor. The following factors, in addition to price, may be taken
into account by the city in determining the lowest responsible vendor;these criteria
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shall also apply in selecting products or services either offered with, or associated
indirectly with, City programs or facilities:
a. Any preferences provided by law to local products and vendors;
b. The ability, capacity, and skill of the vendor to perform the contract;
c. The character, integrity, reputation,judgment, experience, and efficiency of the
vendor;
d. Whether the vendor can perform the contract within the time specified;
e. The quality of performance of previous contracts or services;
f. The previous and existing compliance by the vendor with laws relating to the
contract;
g. Such other information as may be secured having a bearing on the decision to
award the contract.
F. Life Cycle Costing. In considering the purchase of materials, equipment, supplies,
whenever there is a reason to believe that applying the "life cycle costing" method of
quote evaluation would result in the lowest total cost to the city, first consideration
shall be given to purchases with the lowest life cycle cost which complies with the
specifications.
G. Recycled Products. The city shall also seek to maximize purchase of products using
recycled materials and products suitable for recycling, unless the purchase will result
in an unreasonable increase in price or degradation of quality or performance over
comparable products.
VI. Public works projects.
A. Purchasing Procedures. Procedures for any public work or improvement shall be
governed by RCW 35.23.352. At such time as the City's population exceeds twenty
thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost
for a public works project includes all amounts paid for materials, supplies,
equipment, and labor on the construction of that project which is inclusive of sales
tax, unless exempted by law.
B. Purchasing Limitations. The mayor may authorize the purchase and execution of
public works projects equal to or less than the dollar threshold for small works
projects as provided under RCW 39.04.155 as amended.
C. Competitive Bids. "Craft" or "trade" means a recognized construction trade or
occupation for which minimum wage categories are established by the Department of
Labor and Industries of the State of Washington in the locality of the city's projects or
purchases.
a. Projects for single craft or multiple crafts with a reasonably anticipated price
equal to or less than the dollar thresholds as provided under RCW 35.23.352, as
amended, do not require the use of competitive quotes or bids.. All purchases
require an executed contract.
b. Projects for single craft or multiple crafts with a reasonably anticipated price
higher than the dollar thresholds as provided under RCW 35.23.352, as amended,
up to the limits set forth by RCW 39.04.155 as amended shall either use the small
works roster or a formal competitive bid procurement process. All purchases
require an executed contract.
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c. Projects with a cost in excess of the maximum dollar threshold as provided in
RCW 35.23.352, as amended, require a formal competitive bid process. The city
council shall authorize these purchases and provide authority for the mayor to
execute the related contract. All purchases require an executed contract.
D. Small Works Roster. There is established for the city of Arlington a small works
roster contract award process for accomplishment of public works projects with an
estimated value threshold as provided under RCW 39.04.155, as amended. The city
may create a single small works roster, or may create small works rosters for different
categories of anticipated work.
a. Roster List. The Public Works department shall establish the small works roster
or rosters which shall consist of all responsible contractors who have requested to
be on the list, and where required by law, are properly licensed or registered to
perform such work in the state of Washington.
b. Publication. At least once a year, the city shall publish in a newspaper of general
circulation within the city the notice of the existence of the roster or rosters and
solicit the names of contractors for such roster or rosters. Responsible contractors
shall be added to an appropriate roster or rosters at any time that they submit a
written request and necessary records. The city may require master contracts to be
signed that become effective when a specific award is made using a small works
roster. An interlocal contract or agreement between the city of Arlington and
other local governments establishing a small works roster or rosters to be used by
the parties to the agreement or contract must clearly identify the lead entity that is
responsible for implementing the small works roster provisions.
c. Prequal ifi cation and Appeal. Any contractor whose request to be on the list has
been denied may appeal, within 10 days after the denial by the Public Works
department to the mayor, and the mayor will make a decision within 30 days of
the notice of appeal. Any contractor whose appeal to be on the list has been
denied by the mayor may appeal,within 10 days after the denial by the mayor, to
the city council, and the city council shall hold a hearing on the issue and make a
decision within 45 days of the notice of appeal. A denial that is not appealed or
that is appealed and results in a final decision against the contractor prevents the
contractor from applying to be on the list for a period of one year from the initial
application.
d. Process. Whenever work that has received city council approval in the current
budget, or otherwise been approved by the city council, is sought to be
accomplished using a small works roster, a city representative shall obtain
telephone, written or electronic quotations from contractors on the appropriate
small works roster to assure that a competitive price is established and to award
contracts to the lowest responsible bidder as follows:
i. A contract awarded from a small works roster need not be advertised.
Invitations for quotations shall include an estimate of the scope and nature
of the work to be performed as well as materials and equipment to be
furnished. However, detailed plans and specifications need not be included
in the invitation. This paragraph does not eliminate other requirements for
architectural or engineering approvals as to quality and compliance with
building codes.
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ii. Quotations may be invited from all appropriate contractors on the
appropriate small works roster. As an alternative, quotations may be
invited from at least five contractors on the appropriate small works roster
who have indicated the capability of performing the kind of work being
contracted, in a manner that will equitably distribute the opportunity
among the contractors on the appropriate roster. If the estimated cost of
the work is $200,000 or more but less than or equal to the dollar threshold
for small works projects as provided under RCW 39.04.155, as amended,
the city may choose to solicit bids from less than all the appropriate
contractors on the appropriate small works roster but must also notify the
remaining contractors on the appropriate small works roster that
quotations on the work are being sought. The city has the sole option of
determining whether this notice to the remaining contractors is made by:
1. Publishing notice in a legal newspaper in general circulation in the
area where the work is to be done;
2. Mailing a notice to these contractors; or
3. Sending a notice to these contractors by facsimile or other
electronic means.
iii. For purposes of this policy, "equitably distribute" means that the city may
not favor certain contractors on the appropriate small works roster over
other contractors on the appropriate small works roster who perform
similar services. At the time bids are solicited,the city representative shall
not inform a contractor of the terms or amount of any other contractor's
bid for the same project.
iv. A written record shall be made by the project manager of each contractor's
bid on the project and of any conditions imposed on the bid. Immediately
after an award is made, the bid quotations obtained shall be recorded, open
to public inspection, and available by telephone inquiry.
v. At least once every year a list of the contracts awarded under this process
are to be furnished to the city council and made available to the general
public. The list shall contain the name of the contractor or vendor awarded
the contract, the amount of the contract, a brief description of the type of
work performed or items purchased under the contract, and the date it was
awarded. The list shall also state the location where the bid quotations for
these contracts are available for public inspection.
E. Determining Lowest Responsible Bidder. Where bidders have not been prequalified,
the city shall award the contract for the public works project to the lowest responsible
bidder; provided, all bids may be rejected and the city may call for new bids.
F. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or
bids may be canceled at the discretion of the department director. The reasons shall
be made part of the contract file. Each invitation for quotations or bids issued by the
city shall state that the invitation may be canceled. Notice of cancellation shall be sent
to all parties that have been provided with a copy of the invitation. The notice shall
identify the invitation for quotations or bids and state briefly the reasons for
cancellation.
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G. Limited Public Works Process. The city may use the limited public works process to
award public works projects as provided under RCW 39.04.155, as amended.
H. Formal Competitive Bid. For public works not using a small works roster, the formal
competitive bid process, as defined by RCW, shall be used.
I. Bid Deposit, Performance Bond and Noncollusion Affidavit for Public Works
Improvement Projects. Whenever competitive quotes or bids are required, a bidder
may be required make a deposit in the form of a certified check or bid bond in an
amount equal to not less than five percent of the total bid, which percentage shall be
specified in the call for bids. As part of any bid submitted, the bidder shall be required
to warrant that the bid is a genuine bid, and that he/she has not entered into collusion
with any other bidder or any other person. All public works contractors shall furnish a
performance bond in an amount equal to the total amount of the contract and an
executed and notarized noncollusion affidavit on a form approved by the city attorney.
In lieu of a performance bond on contracts of$35,000 or less, per RCW 39.08.010, a
contractor may choose to have 50 percent of the contract retained for a period of 30
days after the date of final acceptance.
VII. Contracts and Agreements for Services.
A. Purchasing Limitations. Purchase limitations apply to the cost related to the
acquisition of services to fill a specific business need. Cost is inclusive of any
required sales tax and related expenses.
i. All initial agreements with governmental agencies require council approval;
annual renewal or extension of existing contracts and agreements require the
mayor's approval.
ii. Contracts and Agreements under$20,000 can be executed by department
directors or designee; and contracts/agreements above $20,000 can be
executed by the Mayor or designee.
B. On-Call Service Contracts. On-call service contracts will be procured with the
processes identified in subsection C below. Individual task orders of on-call service
contracts shall not exceed $50,000.
C. Process.
i. Architectural, Landscape Architectural, and Engineering Services Contracts.
Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for
architectural and engineering services, as defined in RCW 39.80.020.
1. Roster. Annually the city will publish in advance the anticipated city's
requirements for architectural, landscape architectural, and engineering
services and its acceptance of statements of qualifications for
contractors interested in providing these services.
2. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
qualification process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider and then select a qualified contractor from the
city's architectural, landscape architectural, and engineering service
roster. If the city representative does not choose to use the appropriate
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roster, then a formal request for qualification process must be
followed.
3. Contracts Greater Than $100,000. Contracts that have an estimated
cost in excess of$100,000 must use a formal request for qualification
(RFQ) process. The development of an RFQ along with the proper
public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city;
provided, however,that the mayor may in the following circumstances
waive the RFQ process for contracts greater than $100,000, and allow
the acquisition of services from the city's architectural, landscape
architectural and engineering services roster:
a. It is deemed in the best interest of the city to expedite the
acquisition of services; or
b. It can be demonstrated that there are sufficient consultants on
the roster that possess the required qualifications to perform the
scope of work; or
c. A consultant on the city's roster has previously provided
satisfactory service to the city, has previously provided
services related to the specific project, and has the
qualifications to perform the scope of work.
4. Contract Required. A contract is required to purchase architectural,
landscape architectural, and engineering services.
ii. Professional and Nonprofessional Services (Services which are not
Architectural, Landscape Architectural, and Engineering Services).
1. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
proposal process. This process requires the city representative to
develop a written scope of the project and any criteria used to select
the service provider. The city representative will use this information
when selecting the contractor to provide the services. Multiple
proposals are optional and at the discretion of the department director.
If multiple proposals are used to make a selection, a standard process
must be used for obtaining all proposals.
2. Contracts in Excess of$100,000. Contracts that have an estimated cost
in excess of$100,000 shall be procured using a formal request for
proposal (RFP) process. The development of an RFP along with the
proper public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the city.
3. Contract Required. A contract is required to purchase professional and
nonprofessional services.
D. Sole Source Procurement. A contract for the provision of services may be awarded
without complying with the bidding requirements of this policy when the department
director determines in writing, subject to the approval of the mayor, after conducting
a good faith review of available resources, that there is only one source of the
required materials, supplies, or equipment. The department director or his/her
designee shall conduct negotiations, as appropriate, as to price, terms, and delivery
Purchasing Policy 11
10-20-10
time. To comply with RCW 39.04.020, a record of sole source procurement shall be
recorded with the County Auditor that lists each contractor's name, the amount and
type of each contract, and a listing of the item(s) procured under each contract.
VIII. Interlocal joint purchasing agreements.
A. Cooperative Purchasing. The city may enter into interlocal governmental cooperative
purchasing arrangements with other public agencies similarly authorized under RCW
39.34.030 when the best interests of the city of Arlington would be served thereby.
Any cooperative purchasing agreement shall set forth fully the purposes, powers,
rights, objectives and responsibilities of the contracting parties and shall be governed
by the requirements of state law in regard to competitive bidding, when applicable.
The competitive bid process of the original jurisdiction shall substitute for
Arlington's. All interlocal joint purchasing agreements shall be presented to the city
council for prior approval.
IX. Real property acquisition.
A. Real Property- Mayor's Acquisition Authority. The mayor or designee is authorized,
in the following instances,to accept by gift or acquire dedications, easements, rights-
of-way, fee estates or other interests in real property for use by or on behalf of the city
or any department of the city:
i. Minor Acquisitions. Any such acquisition where the estimated value is less
than $10,000.
ii. All other real property acquisitions will be submitted to the council for
approval.
B. Real Property Mayor's Leasing Authority.
i. The mayor or designee is authorized to execute leases of real property on
behalf of the city where the term of the lease does not exceed one year and the
consideration does not exceed $10,000 per year as budgeted by the council.
ii. A lease that exceeds the limits stated in subsection (B)(i) of this section, shall
be submitted to the council for approval.
Purchasing Policy 12
10-20-10
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CERTIFICATE OF RESOLUTION
1, Kristin Banfield, City Clerk of the City of Arlington, Washington (the "City"),
do hereby certify that the attached is a full, true and correct copy City of Arlington
Resolution No. 2010-015, passed by the Arlington City Council at their regular meeting
on November 1, 2010.
Kristi Banfield, City Clerk
Dated this 2nd day of November, 2010