Resolution No. 2023-04 Updating the Procurement PolicyPage 1 of 3
RESOLUTION NO. 2023-04
A RESOLUTION of the City Council of Bainbridge Island,
Washington, updating the City’s Procurement Policy.
WHEREAS, on June 14, 2016, the City Council approved Resolution No. 2016-
14, adopting a comprehensive Procurement Policy for the City; and
WHEREAS, on May 22, 2018, the City Council approved Resolution No. 2018-
16, adopting an updated Procurement Policy; and
WHEREAS, on February 12, 2019, the City Council approved Resolution No.
2019-04, adopting an updated Procurement Policy; and
WHEREAS, the City’s Procurement Policy serves as a guide for the community
and the City’s staff and officers; and
WHEREAS, the City Council now desires to update the City’s Procurement
Policy to align the policy with current City objectives, improve signature authorities, and
simplify contracting methods while maintaining public trust and transparency in the
procurement process.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
BAINBRIDGE ISLAND DOES RESOLVE AS FOLLOWS:
Section 1. The Procurement Policy adopted by Resolution No. 2019-04 is hereby
repealed in its entirety.
Section 2. The Procurement Policy attached as Exhibit A to this resolution is
hereby adopted in its entirety.
Section 3. Severability. If any one or more sections, subsections, or sentences of
this resolution are held to be unconstitutional or invalid, such decision shall not affect the
validity of the remaining portion of this resolution and the same shall remain in full force
and effect.
Section 4. This resolution shall take effect and be in force immediately upon its
passage.
PASSED by the City Council this 27th day of June, 2023.
APPROVED by the Mayor this 27th day of June, 2023.
Brenda Fantroy-Johnson, Mayor
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ATTEST/AUTHENTICATE:
By: _____________________
Christine Brown, MMC, City Clerk
FILED WITH THE CITY CLERK: June 9, 2023
PASSED BY THE CITY COUNCIL: June 27, 2023
RESOLUTION NO. 2023-04
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Exhibit A
Procurement Policy
[See Attached PDF]
Page 1 of 38
Exhibit A
PROCUREMENT POLICY
Effective Date: June 2023
Resolution No. 2023-04
Page 2 of 38
Contents
I.0 GENERAL ........................................................................................................................................... 5
1.1 Purpose ......................................................................................................................................... 5
1.2 Objectives...................................................................................................................................... 5
1.3 Scope ............................................................................................................................................. 5
1.4 Controlling Laws ............................................................................................................................ 5
1.5 Sustainable purchasing ................................................................................................................. 6
2.0 DETERMINING TOTAL PURCHASE COST ............................................................................................ 7
2.1 Use Anticipated Cost ..................................................................................................................... 7
2.2 No “Bid Splitting” .......................................................................................................................... 7
2.3 Costs Included ............................................................................................................................... 7
2.4 Include Total Quantity Needed ..................................................................................................... 7
3.0 CONTRACT APPROVAL LEVELS .......................................................................................................... 8
3.1 Equipment, Supplies, & Materials (Unrelated to A Public Works Project) ................................... 8
3.2 Professional Services ..................................................................................................................... 8
3.3 Non-Professional Services (Purchased Services) ......................................................................... 8
3.4 Public Works Projects (Including Related Materials, Supplies, and Equipment) .......................... 8
4.0 EQUIPMENT, SUPPLIES, & MATERIALS (UNRELATED TO A PUBLIC WORKS PROJECT) AND NON-
PROFESSIONAL SERVICES (PURCHASED SERVICES) ....................................................................................... 9
4.1 $25,000 OR LESS – No Solicitation or Advertisement Needed ..................................................... 9
4.2 $25,001 TO $99,999 – 3 minimum Quotes ................................................................................... 9
4.3 $100,000 or More – Competitive Quotes ..................................................................................... 9
4.4 Alternative Methods of Procurement and Purchasing ............................................................... 10
4.5 Environmentally Friendly Purchasing.......................................................................................... 10
5.0 PUBLIC WORKS PROJECTS ............................................................................................................... 12
5.1 Defining Project Cost................................................................................................................... 12
5.2 Bid Requirements ........................................................................................................................ 12
5.3 Small Works Roster Process ........................................................................................................ 13
5.4 Limited Public Works (LPW) Process ........................................................................................... 14
5.5 Unit Price Contracts .................................................................................................................... 14
5.6 Public Works Performed by City Employees ............................................................................... 15
5.7 Prevailing Wages ......................................................................................................................... 15
5.8 Payment and Performance Bonds .............................................................................................. 15
5.9 Contract Retainage ..................................................................................................................... 16
5.10 Public Works over $1 Million ...................................................................................................... 16
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5.11 Construction Change Orders ....................................................................................................... 17
5.12 Project Acceptance ..................................................................................................................... 17
6.0 COMPETITIVE BIDDING PROCEDURES ............................................................................................ 18
6.1 Public Notice ............................................................................................................................... 18
6.2 Bid Specifications ........................................................................................................................ 18
6.3 Award .......................................................................................................................................... 19
6.4 Cancellation ................................................................................................................................ 20
6.5 Submittal of Bids ......................................................................................................................... 20
6.6 Bid Surety .................................................................................................................................... 20
6.7 Non-Collusion Affidavit ............................................................................................................... 21
7.0 PROFESSIONAL SERVICES ................................................................................................................ 22
7.1 Selection Process ........................................................................................................................ 22
7.2 Consultant Solicitation ................................................................................................................ 22
8.0 ARCHITECTURAL, ENGINEERING, AND SURVEYING SERVICES ........................................................ 26
8.1 Annual Roster .............................................................................................................................. 26
8.2 Consultant Solicitation and Service Negotiations ....................................................................... 26
9.0 AMENDMENTS (for Services and Interlocal Agreements) .............................................................. 27
10.0 COMPETITIVE BIDDING EXEMPTIONS AND EMERGENCIES ............................................................ 28
11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS ............................................. 29
12.0 BID PROTESTS .................................................................................................................................. 30
12.1 Requests for Copies of Bids Received by City ............................................................................. 30
12.2 Procedure for Submission of a Bid Protest ................................................................................. 30
12.3 Consideration of A Bid Protest .................................................................................................... 30
13.0 SALE OR DISPOSAL OF CITY PERSONAL PROPERTY ......................................................................... 32
13.1 Authorization .............................................................................................................................. 32
13.2 Sale versus Disposal .................................................................................................................... 32
13.3 Trade-Ins ..................................................................................................................................... 32
13.4 Public Notice of Sale ................................................................................................................... 32
13.5 Conflict of Interest ...................................................................................................................... 32
13.6 Inventoried Items ........................................................................................................................ 33
14.0 ADDITIONAL SIGNING AUTHORITY ................................................................................................. 34
14.1 Grants .......................................................................................................................................... 34
14.2 Interlocal Agreements ................................................................................................................. 34
14.3 Real Property .............................................................................................................................. 34
14.4 Settlement Authority .................................................................................................................. 35
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15.0 COMPLIANCE WITH POLICY ............................................................................................................ 36
16.0 SUMMARY OF PROCUREMENT GUIDELINES ................................................................................... 37
Page 5 of 38
I.0 GENERAL
1.1 Purpose
1.2 Objectives
1.3 Scope
1.4 Controlling Laws
Page 6 of 38
1.5 Sustainable purchasing
Page 7 of 38
2.0 DETERMINING TOTAL PURCHASE COST
2.1 Use Anticipated Cost
2.2 No “Bid Splitting”
2.3 Costs Included
2.4 Include Total Quantity Needed
Page 8 of 38
3.0 CONTRACT APPROVAL LEVELS
3.1 Equipment, Supplies, & Materials (Unrelated to A Public
Works Project)
3.2 Professional Services
3.3 Non-Professional Services
(Purchased Services)
3.4 Public Works Projects (Including Related Materials,
Supplies, and Equipment)
Page 9 of 38
4.0 EQUIPMENT, SUPPLIES, & MATERIALS (UNRELATED TO A
PUBLIC WORKS PROJECT) AND NON-PROFESSIONAL SERVICES
(PURCHASED SERVICES)
4.1 $25,000 OR LESS – No Solicitation or Advertisement Needed
4.2 $25,001 TO $99,999 – 3 minimum Quotes
4.3 $100,000 or More – Competitive Quotes
Page 10 of 38
4.4 Alternative Methods of Procurement and Purchasing
4.5 Environmentally Friendly Purchasing
Page 11 of 38
Page 12 of 38
5.0 PUBLIC WORKS PROJECTS
5.1 Defining Project Cost
5.2 Bid Requirements
Page 13 of 38
5.3 Small Works Roster Process
Page 14 of 38
5.4 Limited Public Works (LPW) Process
5.5 Unit Price Contracts
Page 15 of 38
5.6 Public Works Performed by City Employees
5.7 Prevailing Wages
5.8 Payment and Performance Bonds
Page 16 of 38
5.9 Contract Retainage
5.10 Public Works over $1 Million
Page 17 of 38
5.11 Construction Change Orders
5.12 Project Acceptance
Page 18 of 38
6.0 COMPETITIVE BIDDING PROCEDURES
6.1 Public Notice
6.2 Bid Specifications
Page 19 of 38
6.3 Award
Page 20 of 38
6.4 Cancellation
6.5 Submittal of Bids
6.6 Bid Surety
Page 21 of 38
6.7 Non-Collusion Affidavit
Page 22 of 38
7.0 PROFESSIONAL SERVICES
7.1 Selection Process
7.2 Consultant Solicitation
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8.0 ARCHITECTURAL, ENGINEERING, AND SURVEYING
SERVICES
8.1 Annual Roster
8.2 Consultant Solicitation and Service Negotiations
Page 27 of 38
9.0 AMENDMENTS (for Services and Interlocal
Agreements)
Page 28 of 38
10.0 COMPETITIVE BIDDING EXEMPTIONS AND
EMERGENCIES
EOC)
Page 29 of 38
11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING
AGREEMENTS
Page 30 of 38
12.0 BID PROTESTS
12.1 Requests for Copies of Bids Received by City
12.2 Procedure for Submission of a Bid Protest
12.3 Consideration of A Bid Protest
Page 31 of 38
Page 32 of 38
13.0 SALE OR DISPOSAL OF CITY PERSONAL PROPERTY
13.1 Authorization
13.2 Sale versus Disposal
13.3 Trade-Ins
13.4 Public Notice of Sale
13.5 Conflict of Interest
Page 33 of 38
13.6 Inventoried Items
Page 34 of 38
14.0 ADDITIONAL SIGNING AUTHORITY
14.1 Grants
14.2 Interlocal Agreements
14.3 Real Property
Page 35 of 38
14.4 Settlement Authority
Page 36 of 38
15.0 COMPLIANCE WITH POLICY
Page 37 of 38
16.0 SUMMARY OF PROCUREMENT GUIDELINES
Services
ESTIMATED VALUE $0 - $5,000 $5,001 -
$25,000
$25,001 -
$50,000
$50,001 -
$99,999
$100,000 and above
Signing Authority City Manager or designee City Council
Purchased Services
(Non-Professional)
(Non-Public Works).
Steps further outlined
in Section 4.0.
No solicitation needed. Direct
negotiations with vendor.
Award on qualifications and
price when possible. Invoice
submitted for payment
Solicit three vendor quotes
when possible.
Solicit at least 3 vendor
quotes which shall be
submitted in writing. The
award will be made based on
qualifications and price.
Agreement/Contract
Mechanism
No agreement MUNIS PO Service Agreement
Professional Services.
Steps further outlined
in Section 7.0.
No solicitation
needed.
Invoice
submitted for
payment.
Minimal Competition -
Solicit an RFQ and/or RFP to
1-3 consultants
Informal
Competition
Solicit min. 3
consultants
Formal Competition - The
selection of potential
consultants must be done via
formal advertisement.
Narrow down to most
qualified consultants.
Agreement/Contract
Mechanism
No agreement Service Agreement
Professional Services –
AES only
Steps further outlined
in Section 8.0.
Solicit work using MRSC Roster or via formal Advertisement. (See Formal Competition steps in
Section 7.0)
Agreement/Contract
Mechanism
Service Agreement
FOR ALL FEDERAL CONTRACTS, SERVICES MUST BE FORMALLY ADVERTISED – RFQ
FOR ALL AES SERVICES, MUST FOLLOW FORMAL COMPETITION PROCESS
Goods
ESTIMATED VALUE $0 - $5,000 $5,001 -
$25,000 $25,001 -
$50,000 $50,001 -
$99,999 $100,000 and above
Signing Authority City Manager or designee City Council
Public Works related
purchases (Section 5.0) See PUBLIC WORKS CONSTRUCTION & UNIT PRICE CONTRACTS Table on following page Agreement/Contract
Mechanism
Non - Public Works
related purchases
No solicitation needed. Direct
negotiations with vendor,
award on best qualifications
and price when possible.
Invoice submitted for
payment
Solicit three vendor quotes
when possible.
Solicit at least three vendor
quotes which shall be
submitted in writing. The
award will be made based on
qualifications and price.
Agreement/Contract
Mechanism
No
agreement
MUNIS PO Purchase Order
Page 38 of 38
Public Works Construction & Unit Price Projects
Section 5.0
Estimated Cost
Signing
Authority
Purchase/Bidding Process
Contract
Mechanism
$0 - $25,000
City
Manager or
designee
(Signing
authority up to
$50k).
Limited Public Works – Small
Projects
Purchase Order
(PO)/ Form
Unit Price
Contract
(Follow the
same threshold
amounts and
signing
authority
requirements)
$25,001 - $49,999
RCW 39.04.155 3(a)
Limited Public Works Limited Public
Works Contract –
$25,001 - $49,999
$50,000- $350,000 City Council Solicit 5 bids from small works
roster. Must provide notice to
other appropriate contractors
on the roster for projects
estimated to cost $250,000 -
$350,000.
Small Works
Contract
$250,000 or greater
(funded by whole or
in part by Federal
Funds)*
Formal competitive bidding
process with advertisement
Note: Request authorization from
Council prior to advertising, as per
Section 5.2.4.
Formal Bid
Contract
$350,001 - Greater
)