INTRODUCTION TO PURCHASING SERVICES
City Ordinance (RMC Chapter 3.04) and good business practice require that competitive prices be obtained for all purchases. In performing these services the Purchasing and Warehouse Division promotes competition, conservation of funds, and fair and open operations, done in a manner that promotes the City's values of Teamwork, Integrity and Excellence (T.I.E).
Responsibility for centralized purchasing and receiving for the City is vested with the Purchasing and Warehouse Division of the Administrative Services Department. The Division makes purchases of materials, supplies, equipment and contractual services for all departments, offices, boards and other agencies of the City.
Staff:
John Noble, Purchasing, Fleet & Warehouse Manager
(509) 942-7327
Bev Miller, Buyer II
(509) 942-7328
Vacant, Buyer
(509) 942-7332
Sue Graves, Buyer II
(509) 942-7755
Jana Duncan, Buyer II
(509) 942-7547
Jackie Marshall, Accounts Payable
(509) 942-7331
Address:
Purchasing Department
2700 Duportail Bldg 100
MS-11
Richland, WA 99352
Fax (509) 942-7397
Office Hours: 7:00 AM - 5:00 PM
DOING BUSINESS WITH THE CITY OF RICHLAND:
The Purchasing and Warehouse Division administers the procurement process on behalf of all City Departments. This general guide is intended for individuals and/or companies desiring to sell products or provide services to the City. As such, it may not answer all of your questions, but if you have questions that are not answered here, please contact anyone in the Purchasing department for further information.
Procurement Laws and Policies:
The Purchasing Department is guided in its procurement process by:
1) Washington State Law, City Ordinances, and Polices and Procedures; 2) Desire to provide quantity and quality of materials and services in the right time at the right price; and 3) Desire to maximize competition and provide qualified vendors with the opportunity to offer their products or services to the City.
Introducing Your Product Or Service:
As a full service City, a variety of operations are engaged in that provide municipal services for its residents. A great variety of materials supplies, equipment and services must be purchased in support of these operations. If you sell a product or provide a service used by the City, Purchasing is interested in meeting with you.
The first point of contact by any vendor wishing to do business with the City is Purchasing. The Manager and Buyers are willing to meet with you to discuss your products or services and introduce you to the City departments that may use your products or services. Vendors are encouraged to forward product and service literature to the City of Richland, Attn Purchasing, MS-11, 2700 Duportail, Richland, WA 99352. The Buyers can also assist you with our Vendor and Contractor Registration process.
Purchasing is open for business from 7:00 AM to 5:00 PM, Monday through Friday except holidays. You may visit anytime during business hours, however we recommend you call to schedule an appointment to allow time for your visit.
How The City Pays:
Delivery: All shipments to the City shall be made in a timely manner to the location designated on the purchase order.
Invoicing: A separate invoice for each purchase order is required. Submit to:
City of Richland
Accounts Payable MS 11
P.O. Box 190
Richland, WA 99352
Please do not mail invoices to the requesting department. To do so may delay payment. Invoices must show: (1) City purchase order number; (2) complete description of goods or service provided; (3) quantity; (4) unit prices and extensions; (5) discount terms; and (6) invoice number.
Payment Terms: The City has a net thirty (30) payment policy. Payment will be made within thirty (30) days of the date of the invoice.
How The City Purchases:
The City's purchasing activity is divided into three categories:
* Materials, Supplies and Equipment
* Public Works Projects
* Services (Professional and Non-professional)
* Materials, Supplies and Equipment
Informal Procedures:
Quotations are solicited by telephone, mail or fax. Quotations represent the most frequent type of buying activity performed by the Buyers. Whenever possible, the Buyers will attempt to obtain at least three quotations and a purchase order will be issued.
Formal Bid Procedures:
Bids will be solicited by way of a formal request for sealed bids. These are advertised as a legal notice in the Tri City Herald, a local newspaper. A formal bid opening date and time is established. City Council approves all bid awards. A purchase order is issued.
Cooperative Purchasing Agreements:
Washington State Law (RCW 39.34) gives the City the authority to join with state, counties, cities or other public agencies in cooperative purchasing agreements when in the best interest of the City. A purchase order is issued.
Credit Card:
The Buyers are assigned credit cards that they may utilize to make purchases rather than use a purchase order. These cards may also be issued out to City personnel to make purchases for individual items costing less that $500 each item.
Local Supply Contracts (LS):
LS contracts are used to purchase items from local vendors valued at less than $500 without a purchase order. Purchasing negotiates these agreements in advance. If a local vendor wishes to be considered for an LS contract, they should contact the Purchasing Manager.
Acting Without A Purchase Order Number:
All purchases not made as part of a contractual agreement or by credit card require a purchase order number. If an individual calls to place an order, you are cautioned to request an authorized purchase order number and obtain the name and department of the individual. Invoices must cite the purchase order number. A purchase order is your assurance that you will be paid.
* Public Works Projects
"Public Works" is defined as all work construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the state or of any municipality, or by which is by law a lien or charge on any property therein. At the City, competitive sealed bids are required for all Public Works projects over $50,000 if more than a single craft or trade is involved or $30,000 if only a single craft or trade is involved.
Public Works projects are advertised in the Tri City Herald, a local newspaper, and possibly other newspapers. Advertisements state a general description of the project, the date the bids are due, where plans and specifications may be obtained, and the time and the place bids will be received. Public Works Bids are maintained on this website under Purchasing and Contract Services. Council awards all public works sealed bids. A notice to proceed and contract will be issued by the City.
All Public Works projects are paid prevailing wages (RCW 39.12) no matter what the dollar amount. When the cost of a Public Works project is estimated to be below the bid limits stated above, it is considered a small Public Works project. The City will solicit at least three written price quotations. The contractor with the lowest responsible quotation will be asked to provide an insurance certificate and sign a supplemental contract to a purchase order that will be issued authorizing the work. Small works agreements are executed by the Contracts Officer.
* Services:
The City relies on consultants to perform a variety of specialized services. These services range from providing a one-day training session to designing a multimillion dollar community center. Other services include graphic design, engineering testing and inspection, computer system analysis, real estate services, legal services. etc.
Services costing $10,000 or less require only phone, email, fax or written quotations.
Services costing more that $10,000 require the solicitation of proposals. A Request for Proposal (RFP) and sometimes a Request for Qualifications (RFQ) is conducted. RFP's and RFQ's are advertised in the Tri City Herald. Advertisements may also be made in out-of-town publications. RFP's and RFQ's are posted under Consultant Contracting.
The City also advertises its Engineering and Consultant Services Roster at the beginning of each year to establish a list of qualified consultants, which the City uses to request proposals.
