2.106.060 Exceptions to Competitive Formal Sealed Bid Procedures.
A. Small Purchases.
1. In accordance with the provisions of RCW 36.32.235 and 36.32.245, the Agent is granted authority to let any contract, lease, or purchase of materials, equipment, or supplies, and public works at and below the limits set forth in state law without advertisement and without formal competitive bidding; to prevent the artificial division of purchase requirements to constitute a small purchase under this Section, the Agent shall accumulate and consolidate purchase orders County wide, to the greatest extent possible, based on the ordering department's and the Agent's best knowledge of known quantity requirements at a known time. The Agent shall adopt procedures to implement this subsection.
2. In the case of purchases, except services and public works, for amounts as set forth in state law, the following procedures shall be followed:
a. Telephone and/or written quotations shall be obtained from at least three vendors, if possible, to assure establishment of a competitive price and to award such contract to the lowest responsible bidder.
b. Immediately after the award is made, the bid quotations or proposals obtained shall be recorded and opened to public inspection.
3. In the case of purchases, except services and public works in amounts as set forth in state law, the Agent shall follow the following procedures:
a. Requests for Quotation will be prepared and mailed to three or more vendors, if possible, such vendors being drawn from established vendor lists and from any other source thought to be of advantage to the County.
b. The Requests for Quotation shall be opened at a place and manner as specified by the Agent.
c. Award will be made to the lowest responsible bidder.
d. Immediately after the award is made, the bid quotations shall be recorded and opened to public inspection.
4. Consistent with limits set forth in state law for public works purchases, the procedures for small works contract awards process may be used.
5. Pierce County may utilize any changes to bid limits set forth in state law.
B. Single Source or Special Facilities, Services, or Market Conditions. Purchases which are clearly and legitimately limited to a single known source of supply, and purchases involving special facilities, services, or market conditions may be acquired through direct negotiation with a single vendor.
C. Used Equipment.
1. The purchase of used equipment from private vendors is generally considered to be a purchase falling within the exceptions set forth in subsection B of this Section. A County department desiring to purchase used equipment shall be responsible to determine what used equipment is available on the market and properly record this search. The purchase request must fully justify the acquisition of used equipment.
2. In the case of purchases in excess of $25,000.00, notice of the intention to purchase the used equipment, a description of the equipment, and a deadline for submitting bids to sell, shall be advertised by publishing a notice at least one week prior to said deadline in the legal newspaper or appropriate trade journal. The notice so published shall state that anyone desiring to sell to the County similar used equipment should contact the Agent for full requirements of the equipment, and then submit a bid in writing to the location specified by the Agent stating the equipment offered; the sale price; the owner's name, address, and phone number; and time and place where the equipment can be seen.
3. The Agent, with the assistance of the requesting department, shall review all bids and make an award as best meets the needs of the County. On bids exceeding $50,000.00, the Executive shall make the award.
D. Service contracts subject to the provisions of PCC 2.106.050.