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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 to <br /> perform successfully under the terms and conditions of the proposed 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 /> 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 City 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 /> procurement documents and justifications for noncompetitive procurement, if <br /> applicable. <br /> F. Agencies shall procure all materials, property, supplies or services in a manner that <br /> balances fiscal and environmental stewardship in accordance with the requirements <br /> of the Snohomish City Environmentally Preferable Purchasing and Utilization Policy <br /> Statement available for review and download on the County website. <br /> XXXI. FISCAL ACCOUNTABILITY STANDARDS <br /> A. During the Contract period, the Agency agrees to maintain financial systems which <br /> will assure the following for this Agreement and any Contract: <br /> Exhibit A <br /> City of Everett and Everett Gospel Mission <br /> Pallet Shelter Pilot Community Agreement <br /> Page 18 of 33 <br />