It is the policy of the District to ensure integrity in the procurement process and to maximize economic benefits. The District provides a fair forum for those interested in bidding on public contracts and to help ensure that public contracts are performed satisfactorily and efficiently at least cost to the public, while avoiding fraud and favoritism in their award.
The drafted purchasing policy (Exhibit A) conforms to all state and federal laws and guidelines for government contracts, cooperative purchasing agreements, competitive and noncompetitive bid process, and small works roster. This policy complies with and responds to findings as part of the 2018 Office of the Washington State Auditor Financial and Federal Single-Audit relating to ‘sole-source’ procurement. “The District’s written [procurement] policy includes applicable state and local requirements but not federal procurement requirements specifically outlined in federal regulations.” The reports further states, “The District’s policy did not include requirements for procuring goods or services using a “sole source” method.”
This policy is a significant update from the existing 2011 policy on purchasing (Exhibit B) and establishes internal controls and sets a foundation for establishment of purchasing procedures in alignment with the Division of Responsibilities (10/08/19). Changes include:
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Added controlling laws
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Added definitions
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Provided types of projects
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Updated and provided threshold values for competitive and non-competitive bids
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Updated methods for proposal/bid submission
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Added section on oversight
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Developed a purchasing code of ethics
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Compliance with standardized policy formatting
The draft policy was reviewed by the Program Policy, Administration, and Executive Committees on August 20, 26, and 27 respectfully. The committees recommended staff include verbiage (either in the policy or in the procedures) to ensure the process is equitable and reaches all potential bidders. Following review by the District’s Equity Team and a recommended equity in purchasing policy language, draft language has been added for consideration. The proposed language provides direction for development of implementation options that best fit capacity, readiness, and resources in the procedures. Verbiage added to the policy since committee review is shown in track-changes.
Legal review was completed by Weed, Graafstra & Associates, INC., P.S. on August 31 with minor comments.