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8 <br /> expiration of this Agreement, or any Contract, unless otherwise mutually agreed <br /> between the Agency or Subagency and the County. <br /> H. County approval is required prior to all purchases of non-expendable personal <br /> property. <br /> XXIX. PROCUREMENT STANDARDS <br /> Agencies under a cost reimbursement Contract must establish policies and procedures <br /> for all purchases of nonexpendable property with an acquisition cost in excess of $500 <br /> per unit unless stated differently in the specific terms of the Contract. The procurement <br /> system should include, but is not limited to, the following: <br /> A. A code or standard of conduct that shall govern the performance of its officers, <br /> employees, and/or agents engaged in the awarding of contracts using awarded <br /> funding. <br /> B. Provisions that ensure all procurement transactions shall be conducted in a manner <br /> to provide, to the maximum extent practical, open and free competition. <br /> C. Procedural requirements are as follows: <br /> 1. A procedure to assure the avoidance of purchasing unnecessary or duplicative <br /> items; <br /> 2. Solicitations based upon a clear and accurate description of the technical <br /> requirements of the procured items; <br /> 3. Positive efforts to utilize small and minority owned businesses; <br /> 4. A procuring instrument appropriate for the particular procurement and for <br /> promoting the best interest of the program involved; <br /> 5. Contracts made only with reasonable vendors who possess the potential ability <br /> to perform successfully under the terms and conditions of the proposed <br /> procurement; <br /> 6. Some form of price or cost analysis performed in connection with every <br /> procurement action; and <br /> 7. A system for Contract administration to ensure vendor conformance with terms, <br /> conditions, and specifications of the Contract and to ensure adequate and timely <br /> follow-up of all purchases. <br /> • <br /> D. Procurement records and files for purchases shall include: <br /> 1. Evidence of vendor selection or rejection; <br /> 2. The basis for the cost or price; and <br /> 3. Justification for lack of competitive bids if not obtained. <br /> E. Agencies and Subagencies under this Agreement, or any Contract, must obtain prior <br /> approval from the County to enter into sole source contracts or contracts where only <br /> one bid or proposal is received when the acquisition cost exceeds $5,000. Requests <br /> for prior approval must include a copy of the proposed contract(s) and any related <br /> Basic Terms and Conditions Agreement <br /> City of Everett <br /> HSD-2015-101-193 <br /> Page 16 of 31 <br /> 50 <br />