Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY& FEDERAL EMERGENCY CONTRACTING must comply with the procurement requirements of the other public agency. Firm written quotes shall be obtained in advance to document pricing and terms of all cooperative purchases. Interlocal Cooperative Purchasing Agreement purchases may be made without advertising in the City's official newspaper; however, Council authorization may be required based on the anticipated or actual cost to the City. When practical, the City should include language in its solicitations that allows other public agencies to purchase from the City's bids, quotations, or contracts, provided that the other agencies allow similar rights and reciprocal privileges to the City. 4.5 LOCAL BUSINESS ENCOURAGEMENT The City will take affirmative steps to ensure that businesses situated within the City limits are encouraged to participate in its procurement process to the extent permitted by federal, state, and local laws and regulations. City employees are strongly encouraged to provide opportunities to Everett businesses by requesting pricing or including them in solicitation processes whenever practicable. In the event of a tie bid, the City will consider any sales tax revenue from the purchase, if applicable. 4.6 PERIOD OF PERFORMANCE City personnel will use sound business judgment in establishing and extending a contract's period of performance, with such period generally not exceeding the time necessary to accomplish the purpose of the contract. 4.7 PLANNING It is imperative that all City departments take time to properly plan purchases. Purchasing plans should be made for commodities to be purchased in both the near and distant future; thereby minimizing small orders and last-minute purchases. Planning is of the highest importance to the City. Proper planning reduces unnecessary clerical and supervisory time costs associated with the procurement process and leads to lower costs. Planning allows the Procurement Division to implement strategic sourcing to ensure the most cost effective use of tax dollars. 4.8 PROCUREMENT CARD The Procurement Division oversees the City's Procurement Card (PCard) program. The program is designed to streamline the procurement and payment of common transactions. The City's policy is to use PCards for purchasing goods and services in lieu of the standard purchase requisition (PR), purchase order (PO), and invoice payment process. The more costly and complicated PR/PO and standard invoice payment processes are intended for larger dollar purchases, fixed and capitalized assets, construction project payments, situations where a credit card purchase is not feasible or when the merchant does not accept such cards, and for repetitive purchases where better pricing may be obtained through quantity purchasing. Further guidance can be found in Operating Procedure 400-12-07, Procurement Card Program. Page 18 of 57