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

Document Code No.: CON 7-5-1 (AP)
Department/Issuing Agency: Executive Administration/Purchasing Agency
Effective Date: January 1, 1993
Approved: /s/ Sharon Wong
Type of Action: Supersedes CON 7-5 (AP), (PDF, 1.87 MB)

Signed document (PDF, 1.87 MB)

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

2.0 PURPOSE:

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

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 2.96.010 - Centralized Purchasing Process.

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

4.4 Revised Code of Washington, Chapter 36.32.245, .250 and .253 - Competitive Bids - Procedure in Awarding Contracts - Bid Deposit and Contractor's Bond.

5.0 DEFINITIONS:

5.1 "Requisition" means a formal request from an agency requesting for the procurement process to begin; includes information relevant to a proposed purchase (Form 100-1-A).

5.2 "Specification" means a description of the physical attributes and performance requirements of the goods/materials/equipment/supplies or nonprofessional services to be procured.

5.3 "Purchase Order" means a standard form issued by the Purchasing Agency authorizing the procurement of goods/supplies/materials/ equipment and nonprofessional services from a specified vendor or contractor.

5.4 "Bid Process" means the process by which all materials related to the bid - dates, description, and specifications - are made available to prospective bidders and to the public, the submission of such solicitation to the bid board, and the award of the bid to the low responsible bidder.

6.0 POLICIES:

6.1 Procurement of all goods/materials/supplies/equipment and nonprofessional services shall be processed in accordance with RCW 36.32.245, .250, and .253, and Chapter 4.16 of the King County Code.

6.2 Recommendation of the low responsible bidder and contract award shall be made by the Purchasing Agency as appropriate for the method of procurement employed.

7.0 PROCEDURES:

Action By: Requesting Agency

Action:

7.1 Initiates the procurement process.

7.1.1 Develops specifications and completes a requisition for required goods/materials/ supplies/equipment or nonprofessional services.

7.1.2 Submits requisition to the Purchasing Agency for review and process.

7.1.2.1 For procurements less than $1,000 ($500 for capital items) requesting agency may use the direct voucher method of procurement [see CON 7-2 (AEP)].

7.1.2.2 For procurements of a special nature proprietary or emergency - requesting agency must use the procedures described in CON 7 (AP), waiver of the procurement process.

Action By: Purchasing Agency

Action:

7.1.3 Reviews the requisition for availability of appropriated funds prior to release to buyer for procurement process.

7.2 Selects the appropriate method to process requisitions based on the dollar value of the order.

7.2.1 For purchases involving less than $2,500 including tax, a requisition may be processed and purchase made by telephoning a responsible vendor, soliciting a price quotation and placing the order.

7.2.2 For purchases from $2,500 but less than $25,000 including tax, buyers are required to post on the Purchasing Agency's bulletin board for a period of at least three (3) 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.

7.2.3 For purchases $25,000 and over including tax, the buyer must prepare a written bid and advertise the bid in accordance with RCW 36.32.245.

Action By: Requesting Agency

Action:

7.3 Provides detailed specifications for the required items or services.

7.3.1 May be asked to provide representation to a panel of experts convened by the buyer to draw up bid specifications.

7.3.2 May recommend vendors/contractors to be included on the bidder's list.

Action By: Purchasing Agency

Action:

7.4 Prepares "Interfund Transfer" to voucher the department for bid advertising costs.

8.0 RESPONSIBILITIES:

8.1 Department directors are responsible for ensuring that the procurement process is followed according to this administrative procedure.

8.1.1 Requesting department shall certify that adequate funds have been appropriated for a proposed procurement.

8.2 The Purchasing Agency is responsible for:

8.2.1 Providing the services necessary for a centralized procurement process for all King County agencies as set forth in RCW 36.32.240, .250 and .253.

8.2.2 Providing a selection of competent, qualified, contractors/ bidders/vendors for possible response to the bid process.

8.2.3 Checking each requisition for available funds prior to releasing to buyer for action is the responsibility of the budget control clerk.

9.0 APPENDICES:

This appendix is available from the Purchasing Agency:

9.1 Requisition Form 100-1-A.