The purpose of this policy is to establish the procedures for procurement of goods and services.
 | POLICY FOR PROCUREMENT OF GOODS AND SERVICES |
Subject PROCUREMENT OF GOODS AND SERVICES | Index: Finance and Administration Number: 300-02 |
Effective Date: | Supersedes: | Staff Contact: | Clerk ID Number: | Approved By and Date: |
Feb. 5, 2019 | CCP 96-002 | Peggy Lauerman | RSS | |
22-Nov-11 | 2-6-19 |
All City departments/divisions.
• | MCMC Chapter 3.02: General Financial Administration |
It is the policy of the City of Mill Creek (“City”) to:
4.1
Use consistent procedures for all departments to procure goods and services for City operations to facilitate the most efficient and cost-effective manner of procurement
4.2
Procurement shall be made on an impartial basis avoiding any conflict of interest.
4.3
All procurement of goods and services shall provide the City with the best quality for the best value.
4.4
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 shall be pre-approved through a budget amendment process.
4.5
All purchases made by the City shall be ultimately approved by the City Council through the voucher approval process.
4.6
The Finance Department shall oversee the procurement procedures of the City. This oversight responsibility includes monitoring procedures that ensure the fiscal responsibility of the City in expending revenues as it relates to the procurement of goods and services for City operations.
4.7
The procurement procedures of the City shall be based on guidelines provided by the Revised Code of Washington, adopted resolutions and ordinances of the Mill Creek City Council, the State Auditor’s Office, and Municipal Research Services Center.
5.1 City:
The City of Mill Creek, including any office, department, division, board, committee or other entity therein.
5.2 City Council:
The elected body of the City of Mill Creek.
5.3 City Manager:
The City’s chief executive officer.
5.4 Competitive Bid:
A public request for proposals or responsive bids issued by the City with the intent that vendors submit their best proposal and compete to provide goods or services.
5.5 Finance and Administration Department:
The City department responsible for the City’s revenue and expenses and overseeing the budget and cash management.
5.6 Procurement:
The act of obtaining or buying goods and services.
5.7 Quotation:
A price proposal or estimate submitted by a supplier or vendor for goods or services requested by the City.
6.1
The procurement of City goods and services, other than Public Works projects or purchases, and other than the procurement of professional architectural or engineering services, will be governed by the following:
6.1.1
Purchases less than $10,000 may occur by direct negotiations although commercially reasonable efforts should be made to receive the best possible price.
6.1.2
Purchases greater than $10,000 but less than $50,000 require a minimum of three (3) price quotations by telephone or in writing. In the event there is only a single vendor that can provide the needed goods or services for purchase in this category, then purchases in this category require pre-approval of the City Manager or designee.
6.1.3
Purchases greater than $50,000 but less than $200,000 require competitive bids from an adequate number of sources to ensure competition. Bids do not need to be sealed, but shall be in writing.
6.1.4
Purchases greater than $200,000 require competitive sealed bids and must be advertised in the City’s official newspaper and on the City website.
6.1.5
The City encourages the use of vendors with business locations within Mill Creek and will endeavor to contact appropriate Mill Creek vendor(s) when seeking price quotations for the procurement of goods or services.
6.2
The Revised Code of Washington governs procurement of all goods and services related to public works projects or purchases and the procurement of professional architectural or engineering services.
6.3
The City Manager or designee is authorized to develop and maintain an administrative procedures manual to implement this policy.