2012/03/14 Council Agenda Packet

6 PURCHASING A ' - - " - - " 9 " ' GUIDELINES 6.1 – Bid Specifications Bid specifications should incorporate a clear and accurate description of the technical requirements for the material, product, or service to be purchased.-Such descriptions should not contain features that unduly restrict competition.-When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equal" description may be used.-The responsibility of demonstrating to the City's satisfaction that a product is "equal" to that specified shall be on the vendor proposing the substitution.- Requests for approval of substitutions must be made with sufficient time to allow the City to adcquatoadequately review the proposal, including time for vendors to respond to questions and requests for additional information or clarification.-The City has no obligation to accept proposed substitutions or engage outside consultants or experts to evaluate proposed substitutions.-Acceptance of a substitute product proposed as an "equal"to that specified will be made in writing and, if made prior to bid, other bidders will be notified if practical and convenient. 3.1 Award Competitive Bids for Procurements Utilizing FTA Funds: All procurements utilizing FTA funding will be required to follow FTA guidelines on each negotiated contract or professional services contract. Purchasing will utilize the third- party contract clauses, provisions, and certifications at each step of the procurement process including the bid process as well as in the contract phase. These clauses will be provided to Purchasing by the Grants Program Manager in Transportation Services for each FTA funded.procurement. Buy America on FTA Funded Procurements: All FTA funded contracts or procurements that are "covered items" including rolling stock, steel, iron, manufactured products, and construction contracts mustcomply with the Buy America provision as in 49 CFR Part 661 and 49 USC § 5323(i). Certification forms will be provided to Purchasing by the Grants Program Manager in the Transportation Services Department. 6.2 –Award When purchases and contracts are obtained by competitive bidding, they shall be awarded to the lowest responsive and responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids.- If there are questions or concerns regarding whether a bid is responsive or whether bidder is responsible, refer to Section 2.0 of this Policy2_2 and the City Attorney-_ Any recommendation that uses life cycle costing to determine the lowest responsive and responsible bidder must be approved by the finance director. Finance Director. Local taxes generated by the purchase may be considered when determining the lowest responsive and responsible bid as permitted by RCW. 39.030.040.-When a trade-in 101;06 63/142 Page 18 of 39 85