Contracting for Procurement: Goods/Equipment/Supplies/Materials and Nonprofessional Services (excluding janitorial)

Document Code No.: CON 7-1-1 (AP)
Department/Issuing Agency: Executive Administration/Purchasing Agency
Effective Date: January 1, 1993
Approved: /s/ Sharon Wong
Type of Action: Supersedes CON 7-1 (AP) (PDF, 20.36)

Signed document (PDF, 1.58 MB)

1.0 SUBJECT TITLE: Contracting for Procurement: Goods/Equipment/Supplies/Materials and Nonprofessional Services (excluding janitorial)

2.0 PURPOSE:

2.1 To establish uniform procedures for contracting for the procurement of goods, supplies, materials, and nonprofessional services.

2.2 To establish a clear and concise statement of contracting procedures for those who do business or propose to do business with King County.

3.0 ORGANIZATIONS AFFECTED:

All departments, offices, and agencies of King County government.

4.0 REFERENCES:

4.1 King County Charter 920.10-40 - Office of Property and Purchasing.

4.2 King County Code Chapter 4.16 - Bidding Procedures for Public Contracts.

4.3 Revised Code of Washington, Chapter 36.32.245 and 365.32.253 - Competitive Bids.

5.0 DEFINITIONS:

5.1 "Nonprofessional Service Contracts" means those contracts for maintenance or service where price is the primary determining factor (RCW 36.32.245).

5.2 "Contract" means the agreement between King County and the vendor or contractor to provide a defined set of services or goods, materials, or supplies within a specified time period.

6.0 POLICIES:

6.1 Vendors and contractors seeking to contract with King County may not be legally construed to be employees of King County.

6.2 Contracting is a competitive process, designed to afford equal opportunity to qualified, responsible and responsive, vendors and suppliers.

7.0 PROCEDURES:

Action By: Requesting Agency

Action:

7.1 Initiates the procurement process by submitting a requisition to the Purchasing Agency which includes a description of the goods, nonprofessional services, materials, and/or equipment to be purchased.

Action By: Purchasing Agency

Action:

7.2 For procurement of goods, nonprofessional services, materials, and/or equipment involving less than $2,500 including tax, the Purchasing Agency may award the bid without advertisement and without competitive bidding by calling a bidder with a record of providing timely services/goods at competitive prices and placing an order.

7.3 For procurement of goods, nonprofessional services, materials and/or equipment involving $2,500 but less than $25,000 including tax, buyers are required to post the requisition on the Purchasing Agency's bulletin board for a minimum of three days, contact a minimum of three vendors for price quotations, maintain a record of each quotation and award to the low responsible bidder; or complete written bid specifications and solicit written sealed bids from appropriate vendors to ensure competition.

7.4 For goods, nonprofessional services, materials, and/or equipment involving $25,000 or more including tax, the Purchasing Agency develops a formal written Invitation to Bid, including but not limited to the following specifications:

7.4.1 Description of the goods, supplies, nonprofessional services, materials, and/or equipment, including quantity.

7.4.2 Description of the type of procurement - purchase, lease, term, etc.

7.4.3 Date the supplies/services/or equipment must be delivered or available.

8.0 RESPONSIBILITIES:

8.2 The initiating department is responsible for providing the specifications, scope of work, and any other information necessary for the procurement and contract.

8.3 The requesting department is responsible for providing the specifications for the requisition to purchase, but the Purchasing Agency is responsible for defining and overseeing the award process.

9.0 APPENDICES:

These appendices are available from the Purchasing Agency:

9.1 King County Code 12.16.

9.2 King County Code 4.18.

9.3 Requisition Form.

9.4 Purchase Order Form.