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RESOLUTION NO. \ 5 -~t.\
A RESOLUTION of the City of Port Angeles
providing for informal bidding procedures
for purchases of materials and supplies
with a cost of between $2,000 and $4,000.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ANGELES as follows:
Section 1. Whenever the reasonably anticipated purchase
price of supplies, material and equipment or services, other than
professional services, except for public works or improvements is
more than $2,000 but less than $4,000, advertisement and competi-
tive bidding for their purchase may be dispensed with, if the
procedures of this resolution are followed.
Section 2. The department head who desires to use the
procedures of this resolution shall do the following:
(A) Obtain three (3) written or telephone quotes from
vendors of the supplies, etc., to be purchased.
(B) Transmit the quotes obtained to the City Manager,
accompanied by a recommendation for award of the
contract for purchase to one of the vendors, who
shall be the lowest responsible bidder.
(C) If less than three (3) quotes are obtainable due
to factors beyond the control of the department
head, he shall accompany his recommendation with an
explanation of the reasons for the lower number of
quote s .
Section 3. The City Manager shall review the quotes and
the recommendation of the department head and shall award the con-
tract for purchase to the lowest responsible bidder.
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Section 4. After award of the bid, the bid quotations
shall be recorded with the City Clerk, shall be open to public
inspection, and shall be available by telephone inquiry to the
department head making the request for purchase.
No. 32-79.
Section 5. This resolution shall supersede Resolution
PASSED by the City Council of the City of Port Angeles
at a regular meeting of the Council held this I~~day of
lW\ 0.. 16
, 1984.
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ATTESTf
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APPROVED AS TO FORM:
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M E M 0 RAN DUM
May 8, 1984
TO:
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City Council
FROM:
City Attorney
SUBJECT:
Informal Bidding Procedures
ISSUE: Should Resolution No. 32-79, which provides for informal
bidding procedures for purchases of materials and supplies with
a cost of between $2,000 and $4,000, be amended to make the pro-
cedures more efficient?
BACKGROUND/ANALYSIS: Presently, Resolution No. 32-79 sets forth
a procedure for City departments obtaining informal bids when-
ever the anticipated purchase price of supplies, material and
equipment or services is more than $2,000 but less than $4,000.
The procedure provides for dispensing with advertisement and
competitive bidding. However, the resolution also requires
that the City Council must review the quotes and recommendation
of the department head at an open public meeting and award the
contract to the lowest responsible bidder. It is the consensus
of the City Manager and the department heads that the procedure
could be streamlined to a further extent if each such contract
did not have to be brought before the City Council.
RECOMMENDATION: It is recommended that the City Council approve
the attached resolution, which would streamline informal bidding
procedures by delegating to the City Manager the responsibility
for reviewing quotes and recommendations of the department head
and awarding contracts for purchase to the lowest responsible
bidder.
o
(
nutson, City Attorney
CDK:ps
Attachment