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STANDARD PROCUREMENT POLICY & FEDERAL EMERGENCY CONTRACTING <br /> PART B- FEDERAL EMERGENCY CONTRACTING POLICY & PROCEDURES <br /> Part B of the Procurement Policy applies to contracts that may be funded in whole or in part with <br /> federal emergency financial assistance, such as those awarded in response to a disaster which has been <br /> or which the City of Everett anticipates will be declared as such by the President of the United States. <br /> SECTION 10 - EMERGENCY CONTRACTING OVERVIEW <br /> 10.1 ASSIGNMENT OF CONTRACT MANAGER <br /> For every procurement or contract governed by Part B, the Procurement Division will assign a <br /> Procurement Professional who will serve as the "Contract Manager" and who will be the point- <br /> of-contact for all matters related to that procurement or contract. <br /> 10.2 ESTABLISHMENT OF THE PROCUREMENT FILE <br /> For every procurement and contract governed by Part B, the Contract Manager will establish a <br /> Procurement File. The Procurement File will include all items required pursuant to this Policy <br /> and any other items deemed relevant to the procurement or the resulting contract. The <br /> Procurement File will include records to detail the history of the procurement and the resulting <br /> contract and must include the following at a minimum: <br /> A. Rationale for determining the need for the services or work covered <br /> B. Rationale for the method of procurement selected; i.e., micro purchases, small purchase <br /> procedures, sealed bids, competitive proposals, or noncompetitive proposals <br /> C. Rationale for selection of contract type, i.e. lump sum, unit price, cost reimbursement,time <br /> and materials/equipment. If a time and materials or time and equipment contract is used, a <br /> completed Determination of Suitability must also be included. <br /> D. Copy of the independent cost analysis <br /> E. List of sources solicited <br /> F. Copies of published notices of proposed contract action <br /> G. Copy of the solicitation, all addenda, and all amendments <br /> H. List of all responsible suppliers including proposed pricing, including a copy of each <br /> supplier's complete response to the solicitation, submission, or documentation <br /> I. Documentation evidencing appointment of selection committee or description of how <br /> supplier(s) or contractor(s) was selected <br /> J. Rationale for the selection or rejection of supplier or contractor, including a determination <br /> of contractors' responsiveness, grading sheets, evaluations, and reasons for rejection of any <br /> bid <br /> K. Determination regarding responsibility of the selected supplier or contractor <br /> Page 44 of 57 <br />