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STANDARD PROCUREMENT POLICY& FEDERAL EMERGENCY CONTRACTING <br /> 4.9 PUBLIC RECORDS <br /> The City is subject to the Washington State Public Records Act, Chapter 42.56 RCW and other <br /> statutes. The City will follow the public records requirements set forth in the relevant statutes <br /> and as outlined in each solicitation. <br /> 4.10 SAMPLES <br /> If samples are needed for evaluation, contact Procurement first. Procurement will ensure that <br /> the evaluation is conducted fairly and without preference. <br /> Samples will only be accepted if they have been requested as part of an evaluation process or in <br /> the instance of current contracted suppliers, samples that are of nominal value such as office <br /> supply samples. <br /> When suppliers offer samples for evaluation, they will be accepted only under the following <br /> conditions: <br /> • The sample is accepted as property of the City unless otherwise agreed upon to be returned <br /> to the supplier. <br /> • The product is a type presently in use or is of potential use to the City. Samples of goods not <br /> likely to be purchased will not to be accepted or requested. <br /> • Any chemicals offered as supplier samples will not be accepted unless accompanied by a <br /> Safety Data Sheet (SDS). <br /> If supplier samples are requested or accepted, they must be sent to the Procurement Division. <br /> 4.11 SMALL AND MINORITY OWNED BUSINESS ENTERPRISES <br /> The City shall not discriminate against small and minority firms, women-owned business <br /> enterprises, labor surplus area firms, or veteran-owned firms. Such entities shall be afforded <br /> the maximum practicable opportunity consistent with applicable law to compete for and obtain <br /> public contracts for services, and the City will encourage participation consistent with such <br /> business's general availability within the professional communities involved. <br /> 4.12 SUPPLIER RELATIONS <br /> City employees must direct all suppliers to Procurement for information concerning the possible <br /> sale of commodities to the City. Procurement may direct a supplier to call on an employee who <br /> has requested information about a particular commodity. <br /> 4.13 SUSTAINABLE PURCHASING <br /> When developing or engaging in procurement activities including, but not limited to: <br /> • Developing bid specifications or proposal requests; <br /> • Designing projects for construction; or <br /> • Specifying goods to be purchased; <br /> Page 19 of 57 <br />