RES 80-05 SCREENING TELEPHONE FROM VENDORS RESOLUTION 80 - 05
A RESOLUTION FOR THE CITY OF WINSLOW AUTHORIZING
PROCEDURES FOR SECURING TELEPHONE AND/OR WRITTEN
QUOTATIONS FROM VENDORS PURSUANT TO CHAPTER 89,
LAWS OF 1979, FIRST EX. SESSION, RCW 3~.23,352
(5) WHICH PROVIDES THAT COMPETITIVE BIDDING
PROCEDURES MAY BE DISPENSED WITH AS TO PURCHASES
OF SUPPLIES, MATERIAL, EQUIPMENT OR SERVICES AT A
COST OF BETWEEN $2,000.00 AND $4,000.00 PROVIDED
CERTAIN PROCEDURES ARE ESTABLISHED TO ASSURE
PURCHASE FROM THE LOWEST RESPONSIBLE BIDDER.
It is hereby resolved by the City Council of the City of
Winslow as follows:
1. The City Clerk, or Deputy City Clerk, may solicit,
telephone and/or written quotations for purchase of supplies,
material, 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 a~vised 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 fewer than three
bids are requeste~, or if there are fewer than three
replies. Bid specifications should, whenever
possible, be drafted to permit at least three vendors
to qualify as prospective 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
specify at a minimum the following:
(1) Items (s) to be purchased
( 2 ) Number of uni ts
(3) Tax
(4) Delivery time requirements
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(5) Freight costs
(6) Point of delivery
(7) Terms of payment
(d) Tabulation of telephone or writteD quotations shall be
on forms provided by the City Clerk and shall include
at a minimum the information described in (c).
(e) Upon written authorization of the City Clerk, or
Deputy City Clerk, 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.
ADOPTED by the City Council of the City of Winslow,
t h i s 10th d a y o f November, ] 9B0 ·
ATTEST:
APPROVED AS TO FORM:
OF MCKISSON, LEHNE AND ASSOCIATES
CITY ATTORNEYS