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PURCHASING GUIDELINES <br /> does not have a prohibited interest if the officer or employee has a remote <br /> interest as defined by state law. Violation of any provision of this section <br /> may be grounds for a forfeiture of employment or of the office of the <br /> person violating the same and the contract, sale, lease, or purchase shall <br /> be void. <br /> Any employee who is offered or receives a payment or gift of more than a nominal value <br /> should refuse it or return it to the giver in a tactful and dignified manner, advising the <br /> giver of the City's policy prohibiting its acceptance and advising his/her supervisor that <br /> this has occurred. <br /> 11.1 — Samples <br /> When vendors offer samples for evaluation, they will be accepted only under the <br /> following conditions: <br /> (1) The sample is accepted as property of the City. <br /> (2) The product is one which is of a type presently in use or is of potential use to the <br /> City. Samples of goods not likely to be purchased are not to be accepted. <br /> (3) The quantity or size of the sample is relatively small and the sample is of low <br /> monetary value. <br /> (4) Any chemicals offered as vendor samples shall not be accepted unless <br /> accompanied by an OSHA Product Safety Data Sheet. <br /> (5) If vendor samples are accepted, they must be sent to the appropriate shop or <br /> department for testing. <br /> (6) Samples that are requested for evaluation must be purchased. <br /> 11.2 — Fairness to Vendors <br /> If there are irregularities during a competitive procurement process necessitating a <br /> requote, the preferred correction is to terminate the process and reinitiate a new <br /> procurement process. Bidders are expected to offer their best bid first and offering an <br /> opportunity to requote should be done only when absolutely necessary. If, for any <br /> reason, one supplier is permitted to requote, all competitors will be given the same <br /> opportunity. <br /> 11.3 —Public Records Act <br /> The City is subject to the Washington State Public Records Act. Bidders should be <br /> aware that any materials submitted to the City, whether as an inquiry, bid, or other <br /> submission, will constitute public records and will be subject to disclosure unless <br /> protected by a specific exemption. <br /> Page 23 of 25 <br />