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Resolution No. 2024-08 Updating the Procurement Policy - Approved 061124Page 1 of 3 RESOLUTION NO. 2024-08 A RESOLUTION of the City Council of Bainbridge Island, Washington, updating the City’s Procurement Manual. WHEREAS, on June 14, 2016, the City Council approved Resolution No. 2016-14, adopting a comprehensive Procurement Manual for the City; and WHEREAS, on May 22, 2018, the City Council approved Resolution No. 2018-16, adopting an updated Procurement Manual; and WHEREAS, on February 12, 2019, the City Council approved Resolution No. 2019-04, adopting an updated Procurement Manual; and WHEREAS, on June 13, 2023, the City Council approved Resolution No. 2023-04, adopting an updated Procurement Manual; and WHEREAS, the City’s Procurement Manual 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 Manual to reflect general housekeeping edits and state regulation changes beginning July 1, 2024 specific to the small works roster and apprenticeship utilization requirements. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BAINBRIDGE ISLAND DOES RESOLVE AS FOLLOWS: Section 1. The Procurement Manual adopted by Resolution No. 2023-04 is hereby repealed in its entirety. Section 2. The Procurement Manual attached as Exhibit A to this resolution is hereby adopted in its entirety. PASSED by the City Council this 11th day of June 2024. APPROVED by the Mayor this11th day of June 2024. Joe Deets, Mayor ATTEST/AUTHENTICATE: Page 2 of 3 Christine Brown, MMC, City Clerk FILED WITH THE CITY CLERK: June 7, 2024 PASSED BY THE CITY COUNCIL: June 11, 2024 RESOLUTION NO. 2024-08 Page 3 of 3 Exhibit A Procurement Manual [See Attached PDF] Page 1 of 40 Exhibit A PROCUREMENT POLICY Effective Date: June 2024 Resolution No. 2024-08 Page 2 of 40 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 ............................................................................................ 8 2.1 Use Anticipated Cost ..................................................................................................................... 8 2.2 No “Bid Splitting” .......................................................................................................................... 8 2.3 Costs Included ............................................................................................................................... 8 2.4 Include Total Quantity Needed ..................................................................................................... 8 3.0 CONTRACT APPROVAL LEVELS .......................................................................................................... 9 3.1 Equipment, Supplies, & Materials (Unrelated to A Public Works Project) ................................... 9 3.2 Professional Services ..................................................................................................................... 9 3.3 Non-Professional Services (Purchased Services) ......................................................................... 9 3.4 Public Works Projects (Including Related Materials, Supplies, and Equipment) .......................... 9 4.0 EQUIPMENT, SUPPLIES, & MATERIALS (UNRELATED TO A PUBLIC WORKS PROJECT) AND NON- PROFESSIONAL SERVICES (PURCHASED SERVICES) ..................................................................................... 10 4.1 $25,000 OR LESS – No Solicitation or Advertisement Needed ................................................... 10 4.2 $25,001 TO $99,999 – 3 minimum Quotes ................................................................................. 10 4.3 $100,000 or More – Competitive Quotes ................................................................................... 10 4.4 Alternative Methods of Procurement and Purchasing ............................................................... 11 4.5 Environmentally Friendly Purchasing.......................................................................................... 11 5.0 PUBLIC WORKS PROJECTS ............................................................................................................... 13 5.1 Defining Project Cost................................................................................................................... 13 5.2 Bid Requirements ........................................................................................................................ 13 5.3 Small Works Roster Process ........................................................................................................ 14 5.4 Unit Price Contracts .................................................................................................................... 15 5.5 Public Works Performed by City Employees ............................................................................... 16 5.6 Prevailing Wages ......................................................................................................................... 16 5.7 Payment and Performance Bonds .............................................................................................. 16 5.8 Contract Retainage ..................................................................................................................... 17 5.9 Public Works over $1 Million ...................................................................................................... 17 5.10 Construction Change Orders ....................................................................................................... 18 Page 3 of 40 5.11 Project Acceptance ..................................................................................................................... 18 5.12 Apprenticeship ............................................................................................................................ 18 6.0 COMPETITIVE BIDDING PROCEDURES ............................................................................................ 20 6.1 Public Notice ............................................................................................................................... 20 6.2 Bid Specifications ........................................................................................................................ 20 6.3 Award .......................................................................................................................................... 21 6.4 Cancellation ................................................................................................................................ 22 6.5 Submittal of Bids ......................................................................................................................... 22 6.6 Bid Surety .................................................................................................................................... 22 6.7 Non-Collusion Affidavit ............................................................................................................... 23 7.0 PROFESSIONAL SERVICES ................................................................................................................ 24 7.1 Selection Process ........................................................................................................................ 24 7.2 Consultant Solicitation ................................................................................................................ 24 8.0 ARCHITECTURAL, ENGINEERING, AND SURVEYING SERVICES ........................................................ 28 8.1 Annual Roster .............................................................................................................................. 28 8.2 Consultant Solicitation and Service Negotiations ....................................................................... 28 9.0 AMENDMENTS (for Services and Interlocal Agreements) .............................................................. 29 10.0 COMPETITIVE BIDDING EXEMPTIONS AND EMERGENCIES ............................................................ 30 11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS ............................................. 31 12.0 BID PROTESTS .................................................................................................................................. 32 12.1 Requests for Copies of Bids Received by City ............................................................................. 32 12.2 Procedure for Submission of a Bid Protest ................................................................................. 32 12.3 Consideration of A Bid Protest .................................................................................................... 32 13.0 SALE OR DISPOSAL OF CITY PERSONAL PROPERTY ......................................................................... 34 13.1 Authorization .............................................................................................................................. 34 13.2 Sale versus Disposal .................................................................................................................... 34 13.3 Trade-Ins ..................................................................................................................................... 34 13.4 Public Notice of Sale ................................................................................................................... 34 13.5 Conflict of Interest ...................................................................................................................... 34 13.6 Inventoried Items ........................................................................................................................ 35 14.0 ADDITIONAL SIGNING AUTHORITY ................................................................................................. 36 14.1 Grants .......................................................................................................................................... 36 14.2 Interlocal Agreements ................................................................................................................. 36 14.3 Real Property .............................................................................................................................. 36 14.4 Settlement Authority .................................................................................................................. 37 Page 4 of 40 15.0 COMPLIANCE WITH POLICY ............................................................................................................ 38 16.0 SUMMARY OF PROCUREMENT GUIDELINES ................................................................................... 39 Page 5 of 40 I.0 GENERAL 1.1 Purpose 1.2 Objectives       1.3 Scope     1.4 Controlling Laws Page 6 of 40 1.5 Sustainable purchasing          Page 7 of 40      Page 8 of 40 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 9 of 40 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 10 of 40 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 11 of 40 4.4 Alternative Methods of Procurement and Purchasing 4.5 Environmentally Friendly Purchasing Page 12 of 40 Page 13 of 40 5.0 PUBLIC WORKS PROJECTS 5.1 Defining Project Cost 5.2 Bid Requirements Page 14 of 40 5.3 Small Works Roster Process        Page 15 of 40 5.4 Unit Price Contracts Page 16 of 40 5.5 Public Works Performed by City Employees 5.6 Prevailing Wages 5.7 Payment and Performance Bonds   Page 17 of 40    5.8 Contract Retainage   5.9 Public Works over $1 Million Page 18 of 40 5.10 Construction Change Orders 5.11 Project Acceptance 5.12 Apprenticeship Page 19 of 40 - Page 20 of 40 6.0 COMPETITIVE BIDDING PROCEDURES 6.1 Public Notice          6.2 Bid Specifications Page 21 of 40 6.3 Award               Page 22 of 40 6.4 Cancellation 6.5 Submittal of Bids 6.6 Bid Surety Page 23 of 40 6.7 Non-Collusion Affidavit Page 24 of 40 7.0 PROFESSIONAL SERVICES          7.1 Selection Process 7.2 Consultant Solicitation Page 25 of 40       o       o           o       o  Page 26 of 40   o o o o  o o o o  o o o o o o Page 27 of 40 Page 28 of 40 8.0 ARCHITECTURAL, ENGINEERING, AND SURVEYING SERVICES 8.1 Annual Roster 8.2 Consultant Solicitation and Service Negotiations Page 29 of 40 9.0 AMENDMENTS (for Services and Interlocal Agreements)    Page 30 of 40 10.0 COMPETITIVE BIDDING EXEMPTIONS AND EMERGENCIES    EOC) Page 31 of 40 11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS   Page 32 of 40 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 33 of 40 Page 34 of 40 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 35 of 40 13.6 Inventoried Items Page 36 of 40 14.0 ADDITIONAL SIGNING AUTHORITY 14.1 Grants 14.2 Interlocal Agreements 14.3 Real Property Page 37 of 40 14.4 Settlement Authority Page 38 of 40 15.0 COMPLIANCE WITH POLICY Page 39 of 40 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 Procurement Authority City Manager or designee $20,000 or below, Director may authorize purchase 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. 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 PO Contract Service Agreement Professional Services. Steps further outlined in Section 7.0. No solicitation needed. Minimal Competition - Solicit 2-3 consultants. Informal Competition Solicit 3-5 consultants. Formal Competition - The selection of potential consultants must be done via formal advertisement. Narrow down to the most qualified consultants. Agreement/Contract Mechanism No agreement Service Agreement Professional Services – AES only Steps further outlined in Section 8.0. Solicit work using Statewide 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 Procurement Authority City Manager or designee $20,000 or below, Director may authorize purchases 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. 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 price. Agreement/Contract Mechanism No agreement Purchase Order Page 40 of 40 Public Works Construction & Unit Price Projects Section 5.0 Estimated Cost Procurement Authority Purchase/Bidding Process Contract Mechanism $0 - $20,000 Dept. Director (If authorized) Utilize the Statewide Small Works Roster and Invite bids from every contractor on the project specific roster. PO Contract Unit Price Contract (Follow the same estimated amounts and procurement authority requirements) $20,001 - $50,000 City Manager Small Works Project – Small Project Contract $50,001-$149,999 City Council $150,000 - $350,000 *See note below Small Works Project – Standard Contract $350,001 and greater City Council Formal competitive bidding process with advertisement Note: Request authorization from Council prior to advertising, as per Section 5.2.3. Formal Bid Contract )