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The following vendor list roster procedures are established for use by the town pursuant to RCW 39.04.190:

(1) Purchase of Materials, Supplies, or Equipment Not Connected to a Public Works Project. The town is not required to use formal sealed bidding procedures to purchase materials, supplies, or equipment not connected to a public works project where the cost will not exceed the statutory threshold of the town as provided in Chapter 39.80 RCW. The town will attempt to obtain the lowest practical price for such goods and services.

(2) Publication. At least twice per year, MRSC shall, on behalf of the town, publish in a newspaper of general circulation within the municipality’s jurisdiction a notice of the existence of the vendor list roster and solicit the names of vendors for the vendor list roster. MRSC shall add responsible vendors to the vendor list roster at any time when a vendor completes the online application provided by MRSC, and meets minimum state requirements for roster listing.

(3) Telephone, Written, or Electronic Quotations. The town shall use the following process to obtain telephone or written quotations from vendors for the purchase of materials, supplies, or equipment not connected to a public works project:

(a) A written description shall be drafted of the specific materials, supplies, or equipment to be purchased, including the number, quantity, quality, and type desired, the proposed delivery date, and any other significant terms of purchase;

(b) The mayor, or their designee, shall make a good faith effort to contact at least three of the vendors on the roster to obtain telephone or written quotations from the vendors for the required materials, supplies, or equipment;

(c) The mayor, or their designee, shall not share telephone or written quotations received from one vendor with other vendors soliciting for the bid to provide the materials, supplies, or equipment;

(d) A written record shall be made by the mayor, or their designee, of each vendor’s bid on the material, supplies, or equipment, and of any conditions imposed on the bid by such vendor.

(4) Determining the Lowest Responsible Bidder. The town shall purchase the materials, supplies, or equipment from the lowest responsible bidder; provided, that whenever there is reason to believe that the lowest acceptable bid is not the best price obtainable, all bids may be rejected, and the town may call for new bids.

(5) Award. All of the bids or quotations shall be collected by the mayor or their designee. The mayor, or their designee, shall create a written record of all bids or quotations received, which shall be made open to public inspection or telephone inquiry after the award of the contract. Any contract awarded under this subsection need not be advertised.

(a) The mayor, or their designee, shall then present all bids or quotations and their recommendation for award of the contract to the town council. The town council shall consider all bids or quotations received, determine the lowest responsible bidder, and award the contract; or

(b) If the town council delegates the authority to award bids to the mayor of the town for materials, supplies, or equipment costing less than or equal to the statutory threshold of the agency as provided in Chapter 39.26 RCW, the mayor shall have the authority to award public works contracts without town council approval; provided, that the town council shall ratify the mayor’s approval at the next scheduled town council meeting by means of the consent agenda. For materials, supplies or equipment costing more than the statutory threshold of the town as provided in Chapter 39.26 RCW, the town council shall award all vendor contracts.

(6) Posting. A list of all contracts awarded under these procedures shall be posted at town main administrative offices once every two months. The list shall contain the name of the vendor awarded the contract, the amount of the contract, a brief description of the items purchased, and the date it was awarded. (Res. 388 § 5, 2020)