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RESOLUTION NO.]Q23
A RESOLUTION AUTHORIZING A PROCEDURE FOR SECURING TELEPHONE
AND/OR WRITTEN QUOTATIONS FROM VENDORS.
WHEREAS,Chapter 89, Laws of 1979,First Extraordinary Session,provides that
advertisement and competitive bidding may be dispensed with as to purchases of
supplies,material,equipment,or services between $2,000 and $4,000 if a
procedure is established for securing telephone and/or written quotations from
enough vendors to assure establishment of competitive price and for awarding
such contracts for purchase of materials,equipment or services to the lowest
responsible bidder;and
WHEREAS,it is in the interest of the City of Moses Lake to establish such a
procedure;now,therefore,
IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF MOSES LAKE,WASHINGTON
as follows:
Section 1.The City Manager, or his designee,may solicit telephone and/or
written quotations for purchase of supplies, materials, equipment or services, in
an amount less than $4,000.00 provided that the following procedures are followed
(a)Whenever possible,not less than three prospective vendors shall be
contacted by telephone or by letter and advised as to the specifications
for the item or items for which quotations are being sought. The number
of vendors contacted may be reduced if the item or items being sought are
only available from a smaller number of vendors. An explanation shall be
placed in the procurement file when vewer than three bids are requested,or
if there are fewer than three replies. Bid specifications should,whenever
possible,be drafted to permit at least three vendors to qualify as pro
spective bidders.
(b)Whenever possible,bids will be solicited on a lump sum or fixed unit
price basis.
(c)Telephone or written requests for quotations shall specivy at a minimum
the following:
(1)Item(s)to be purchased
(2)Number of units
(3)Tax
(4)Delivery time requirements
(5)Freight costs
(6)Point of delivery
(7)Terms of payment
(d)Tabulation of telephone or written quotations shall be on forms provided
by the Finance Department and shall include at a minimum the information des
cribed in (c).
(e)Upon written authorization of the City Manager or his designee,the
materials,equipment or services will be ordered from the lowest responsible
bidder, whose quotation meets all specifications established for the item or
items being purchased.
(f)Written confirmation of telephone quotations from responsible vendors
is not required,but may be requested when warranted.
(g)Immediately after the award is made, the bid quotations are to be recorded
and open to public inspection and are to be available by telephone inquiry.
PASSED by the City Council and APPROVED by—the Mayor this 8th day of July, 1980.
ATTEST:
MAYOR
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