Department of Executive Administration

Purchasing and Contracting Services Division

CITY PURCHASING PROCEDURES

For questions or assistance, please call the City Principal Buyers

(206-233-7114 or 206-386-1760).

For additional concerns or issues, you may call the

City Purchasing Manager at 206-684-8903.

DEFINITIONS:

1. Blanket Contract: A contract awarded by City Purchasing for goods or services, where the City anticipates ongoing or repetitive use. Blanket Contracts are typically reserved for purchases that are repetitive and which the City anticipates an accumulated spend greater than $39,000 during the calendar year, although Blanket Contracts may be established for items of lesser value as well.

2. Blanket Contract Request Form: A form published by City Purchasing that a Department will complete and submit to City Purchasing in order to request contracts for long-term, repetitive needs. City departments may also develop internal procedures for approval of such requests prior to submitting the Blanket Contract Request Form to City Purchasing. City Purchasing shall accept a Blanket Contract Request Form as having met the requesting Department's internal approval process.

3. Competitive Exception: City Purchasing has determined certain goods and services as impracticable to bid due to the nature of the item or the industry. These include such items as advertising, appraisals, audits, art and art conservation, revenue payments, insurance, and bonds. These are listed on the DX Exception List see Attachment #1.

4. Consultant Service: A service as defined by SMC 20.50.110; a specialized activity performed by an expert or professional who delivers or provides advice, recommendations, reports, evaluations, audits, surveys, or other products of cognitive processes including but not limited to services from an attorney, architect, accountant, public relations advisor, engineer, appraiser, planning consultant, investment counselor, and actuary.

5. Credit Cards: The City credit card is a method of payment. All purchases must comply with the City Rules and procedures, and the credit card becomes a method to pay for compliant purchases. The City credit card program is authorized and administered by the Department of Executive Administration, Treasury Division.

6. Direct Voucher: A method of payment for small purchases of Goods (see Definition 10) and Services (see Definition 15) that are not available on a blanket contract and are less than the Direct Voucher Limit. Direct Voucher purchases do not require a competitive process and the department may purchase them directly from a Vendor.

7. Direct Voucher Limit: The Direct Voucher Limit is $6,000 per requirement excluding tax and freight (or as otherwise amended by City Purchasing for annual inflation adjustment). Direct Voucher purchases may be made occasionally during the year for the same item, provided each purchase is less than $6,000 and the total department expenditure for the same item is estimated to remain less than $39,000 (the sealed bid limit) for the calendar year. This estimate is made at the time of the first purchase, although if the department begins to accumulate expenditures such that the $39,000 appears to be nearing, the department will discontinue purchase of that item on direct voucher as soon as practical, and will submit a contract request to purchasing. The estimate of total expenditures applies to the entire department.

8. DX Exceptions: A list of items that are coded to allow payment in the Summit system, without an associated bid or contract. All Competitive Exceptions (see #3 above) are included on the list, as well as other items that are exempted from competitive bids by various ordinances or other authorizations. See Attachment #1.

9. Emergency Purchase: A department may find an emergency situation which requires immediate acquisition of the goods and services. An emergency situation includes situations that are a threat to public safety, health or welfare, or that require immediate acquisition or repair to preserve or prevent damage to such things as public property, City operations and business, machinery or equipment. An emergency includes City disaster declared by the Mayor, or an individual department emergency as defined by department procedures.

10. Equal Benefits: This applies to bids and awards above $39,000. Compliance to this requirement will determine eligibility of a bidder for evaluation and award. Equal Benefits refers to a City ordinance. For contracts above the sealed bid limit ($39,000), the Contractor must certify that the company provides health care and other benefits, in a manner that is equal. Benefits must be provided the same to an employee's domestic partner as they would be to an employee's spouse. If the Company fails to do so, certain situations will result in the rejection of the company bid by City Purchasing. City Purchasing will evaluate the bids upon opening for this criterion and will reject such bids as appropriate to the City ordinance.

11. Goods: Supplies, material, equipment or other items.

12. Prevailing Wages: For service work that is not performed by inhouse staff, prevailing wages may apply. By State law, the State of Washington, Department of Labor & Industries (L&I) requires that certain labor categories such as janitors, window washers, laborers, electrical technicians, and others, be paid at least the applicable "prevailing wage." This wage is calculated and established by L&I. For purchases of services where such labor categories are required, the City shall enforce prevailing wage requirements, regardless of how small the cost. Attachment #2 lists the categories of work that require Prevailing Wages.

13. Public Work: Construction, alteration, repair, or improvement of real property (land or building). Excludes maintenance services and ordinary maintenance (work performed once a year or more frequently to keep the building or facility in good repair or to avoid more substantial repair in the future). Examples of Public Work include building construction, sidewalk installation, tennis court surfacing, and HVAC installation. Projects under $6,000 are typically a "Service" (see Definition 15).

14. Purchaser: Department employees who make purchasing decisions and acquire products or services. These are often "end-users," who are the users of the product and initiate requests for purchases.

15. Requisition: A form generated by a department in the City financial system and sent to City Purchasing for a one-time purchase above the Direct Voucher limit. A department may develop procedures for internal review of Requisitions prior to submittal to City Purchasing including implementing an Internal Request Form. All Requisitions sent to City Purchasing will be regarded as being approved by the department.

16. Services: The furnishing of labor, time or effort by a vendor that is not a consultant service as defined by SMC 20.50.110 or a public work (see Definition 13 above). Examples are given below. Please also note that certain labor categories require Prevailing Wages to be paid for the services performed (per RCW 39.12.020). see Definition 12 above and Attachment #2.

a. Repair and maintenance to personal property, such as software and hardware maintenance, water analysis, piano tuning, lawn mower repair, uniform cleaning; and

b. Routine services, ordinary maintenance and minor repair of real property including such services as lawn mowing, janitorial services, window washing, roof maintenance or repair, fence repair, routine curb cutting, routine sewer repairs, and other such work performed routinely during the year for the City.

17. Sole Manufacturer: It is acceptable to limit competition to a single brand or manufacturer, if required by City standards, protocols or requirements. This is not the same as a sole source; in this case, there may be multiple distributors or dealers for a particular manufacturer. Should there be only a single dealer, then the requirement becomes a Sole Source (see Definition 18 below).

18. Sole Source: A good or service above the Direct Voucher limit which is only available from one supplier or service provider. Sole Source conditions may be identified by the department, but are determined by City Purchasing. Sole Source conditions include such things as patented or proprietary items available from a single source, a single source required in order to function with existing equipment, systems, programs, or services, situations where the sole source is the only practical manner of meeting the City's requirements, delivery deadlines that only a single source can met, security requirements that limit information to only a single vendor, and other such situations as established and authorized by City Purchasing.

19. Surplus: Supplies, materials or equipment no longer required by the City because they are obsolete or excess to the City's needs.

20. USEPA (United States Environmental Protection Agency): City Code has adopted USEPA as a minimum environmental standard for product specifications. There are USEPA standards for some products that we purchase. If there is a USEPA standard, it shall automatically apply, unless the department brings forward a better standard or the USEPA standard is not suitable due to City needs or cost. City Purchasing automatically applies USEPA standards as a minimum to all Blanket Contract solicitations.

21. Women and Minority Business Enterprise (WMBE): A business that declares to the City of Seattle that it is at least 51% women and/or minority owned. Businesses may self-declare their WMBE status. The State of Washington, Office of Minority and Women Business Enterprise provides a state certification process, which may also be used to identify a WMBE firm. The Minority Business Council also provides a certification process that may be helpful to locate WMBE firms.

Purchasing Procedures

The purchaser, on behalf of the department, makes an initial decision as to which category the purchase is appropriate for and would proceed as follows:

* DX Exceptions. DX Exceptions includes items that are waived by Rule from competition because they are impractical to bid, and other items that do not require a Purchasing bid or contract. DX Exceptions are listed on Attachment #1. For purchases listed on the attached DX Exception List, the Department can proceed directly with the vendor of their choice;

* A consultant service. For consultant services, the purchaser will follow City rules for Consultant Services. These rules are managed by the City Contracting Services. Call 206-233-5137 or see the Inweb at http://inweb/contracting/

* Public Work projects: For a Public Work project, contact Contracting Services (206-684-0430). If it isn't clear whether the project is a Public Work, call the Purchasing Manager (206-684-8903) or the Contracting Services Manager (206-684-4525). Public Work includes one-time construction or repair jobs, to buildings, facilities, roadways or fixed capital assets. If it is not a Public Work, continue through these procedures. Some work that is not a Public Work and is instead handled as a purchased service include:

o Routine or ordinary maintenance work. Ordinary maintenance work includes small repetitive projects that are repeated throughout the year, such as minor fence repairs, curb cutting, roof repairs, small asbestos removal, minor carpentry, and similar types of services.

o Most maintenance or minor repairs that are less than $6,000.

If the purchase is for goods or services, the Department proceeds as follows:

1. First, determine if the good or service is offered through a City Blanket Contract. There are various INWEB locations to help you search for a Blanket Contract:

http://summitasp.ci.seattle.wa.us/summit/reports/fraBVCMain.asp?rptid =250

http://inweb/purchasing/vendorsearch/businesslist.asp

a. A Blanket Contract is mandatory-use, unless it is not suitable for your particular circumstance. Such circumstances must be a material difference between the Blanket Contract and your requirement. Departments may adopt guidelines for internal approval processes to guide these decisions.

1. Routine convenience such as a near-by location is, by itself, not generally a basis for finding a Blanket Contract unsuitable; however urgent delivery times may be appropriate if there is an essential delivery schedule that the Blanket Contractor can not meet.

2. Specifications or requirements need to be materially different than what is offered on the Blanket Contract, with differences that are material so the Blanket Contract item can not reasonably meet Department needs.

3. The Department is advised to document the reasons why the Blanket Contract is not suitable. The purchaser is encouraged to alert City Purchasing, so future solicitations can better meet Department needs.

2. The purchaser is to read the Blanket Contract. The Contract includes instructions that are useful before placing an order.

3. What if there are multiple contracts with the same product? If there are multiple Blanket Contracts with the same goods or services, then the Contracts may provide instructions for selection among the pool of contractors. If no such instructions are given, the purchaser can select based on department needs. Further, some contracts require Buyer approval before a very large purchase can proceed; read the contract for such instructions.

4. If no Blanket Contract is available, the Department shall estimate the total annual department spend for the same goods or services. The estimate needs to be made before the first purchase, and needs to include all expected department expenditures. Often, this estimate is made by checking how much has been spent by your Department with the same Vendor in the past, using the Summit Vendor Utilization Report http://summitasp.ci.seattle.wa.us/summit/reports/fraKUMain.asp?rptid= 260

a. Direct Vouchers are for:

1. One-time purchases less than $6,000 each, and

2. May also be used repeatedly to purchase the same item during the year, provided each purchase is less than $6,000 and the total estimated annual department spend is under $39,000.

b. Procedures for these small Direct Voucher purchases are in Section 5, below.

c. Purchases for the same or complimentary items can not be split apart into separate invoices to make it appear that the purchase falls into the small Direct Voucher limit. Items that are traditionally and by industry standard sold together or perform together need to be counted together when estimating future spending. An example is lawn mowing and edging, which are two tasks performed at the same time, or a water meter and the cover which are bought together.

d. Estimates of your annual spend are to be made at the time of the first purchase, although if the department begins to accumulate expenditures in a manner that is expected to surpass $39,000 during the calendar year, the department will discontinue purchase of that item on direct voucher as soon as is practicable, and will submit a Blanket Contract Request to purchasing under the procedures in Section 6.

e. Purchases above the Direct Voucher Limit shall be done according to Section 6 of these Procedures. These include:

1. All purchases above $6,000, and

2. Repetitive purchases for the same good or service where the total anticipated purchases for the department in the calendar year may exceed $39,000;

5. Purchases less than the Direct Voucher Limit: Should the department determine that there is no Blanket Contract, and the purchase is under the Direct Voucher Limit ($6,000 for each purchase and a total calendar-year spend under $39,000), the Department may proceed as a Direct Voucher purchase:

a. Check for WMBE businesses. The City Vendor Registration System and the State of Washington Directory of Certified Minority and Disadvantaged Business Enterprises are two sources.

http://inweb/executiveadministration/smallbusiness/default.htm

b. To comply with City Code, USEPA (United States Environmental Protection Agency) environmental specifications shall be your minimum product standards, unless the USEPA specification does not allow you to meet department needs. Purchasers are encouraged to consider other strategies as well which can reduce hazardous materials, hazardous waste, increase recyclable content, reduce emissions and harmful particulates, or otherwise support sustainability. The USEPA standards are at: http://www.epa.gov/epaoswer/nonhw/procure/index.htm

c. As an option for your small Direct Voucher purchase, you may review State of Washington contracts, US Communities contracts, GSA Schedule 70 (Technology) Contracts, to see if any such contract fit your needs at reduced contract pricing. If you want to purchase from such a contract, place your Direct Voucher order with the vendor and reference their contract. https://fortress.wa.gov/ga/inet/pca/pcacont.htm

http://www.uscommunities.org/

d. Technology purchases must comply with City Technology standards. These are established by the City's Chief Technology Officer and published by the Department of Information Technology. When purchasing technology products, review the standards to ensure compliance. The standards are at http://wwinweb/citytech/.

e. If the purchase requires a lease, obtain City Debt Manager (Department of Finance) approval prior to a direct voucher.

f. If the purchase includes a surplus or trade-in, obtain approval from FFD Warehouse (Fleets and Facilities Department) prior to a direct voucher purchase.

g. If the purchase is for rolling stock or City fleet equipment, obtain approval from FFD prior to a direct voucher purchase, unless exempted by a Memorandum of Understanding with FFD.

h. For purchases that require services and you are not using a Blanket Contract, we must determine if "Prevailing Wages" apply. You may call Purchasing (206-684-0452) for help. If you purchase services or labor, check Attachment #2. Any labor listed on Attachment #2 requires Prevailing Wages which are mandatory by State Law. You can also refer to the L&I website (http://www.lni.wa.gov/TradesLicensing/PrevWage/default.asp

If prevailing wages apply, provide the Vendor two documents before your purchase:

* A Small Services Contract (see Attachment #3 and/or Purchasing Forms website): http://inweb.ci.seattle.wa.us/purchasing/forms.htm ), and

* A copy of the current prevailing wages (see L&I Website at ) http://www.lni.wa.gov/TradesLicensing/PrevWage/WageRates/default.asp

Before you place your order and before the Vendor starts work, confirm that the Vendor submitted an "Intent to Pay Prevailing Wage Form." On-line forms are at the L&I website; the Vendor will alert the department that the Intent to Pay form is complete, and the department shall go on-line to verify. Keep a copy of the verification.

Before your Department pays the final invoice, the department also must require the Vendor to file an "Affidavit of Wages Paid" on-line at the L&I website, and the department needs to go on-line to verify. Keep a copy for your file.

i. Place the order directly with the selected vendor.

j. When the item is received, immediately inspect it for damage and verify that the quantity is correct. Conduct other order verifications as appropriate to the purchase such as FFD Fleet acceptance. If there is a problem, resolve it with the vendor.

k. Check the invoice received from the vendor against the record for verification of quantity and price. If there is a problem, resolve it with the vendor directly.

l. Submit the invoice to the department Accounts Payable office.

m. The department Accounts Payable office shall verify that the Vendor is properly registered in Summit in order to allow invoice payment upon receipt. If not, department will establish the Vendor in Summit, which will trigger City Purchasing to send the Vendor a W9 Form.

n. Upon invoice approval, enter the Direct Voucher transaction into Summit.

6. Purchases above the Direct Voucher Authority: These are for all items where:

a. There is no Blanket Contract and it is not on the DX Exception List (See Attachment #1); and

b. The item is above $6,000 or the estimated department calendar-year spend is above $39,000.

1. Prepare a Requisition for a one-time purchase or a Blanket Request Form for repetitive purchases. Submit through your internal department approvals. Although some Departments may have a centralized office that has been delegated authority to manage purchases between $6,000 and $39,000, most Departments will send such requests on to City Purchasing. City Purchasing regards all the requests received by Purchasing as having been properly approved through internal Department procedures. Forms are available at: http://inweb.ci.seattle.wa.us/purchasing/forms.htm

2. Piggybacking: In preparing the request, the purchaser has the option to search for State of Washington, US Communities, GSA Schedule 70 (Technology) contracts, and/or you talk to other Cities or Counties to piggyback their pre-existing contracts. If one is found, alert City Purchasing on the Requisition or Request. City Purchasing will check for all legal requirements.

State of Washington Contracts: https://fortress.wa.gov/ga/inet/pca/pcacont.htm

US Community Contracts: http://www.uscommunities.org/

GSA Schedule 70 (Technology & IT Contracts): http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=8661&conten tType=GSA_OVERVIEW

3. Sole Source: If the purchase seems to be a Sole Source, attach a Sole Source Form with your Requisition or Blanket Request. City Purchasing makes the final decision. A department can specify a single manufacturer and/or brand name without needing to make a Sole Source justification, if multiple dealers are available. Sole Source Forms are at: http://inweb.ci.seattle.wa.us/purchasing/forms.htm

4. WMBE: Help identify women and minority-owned businesses (WMBE) that could supply the product. Links to search for WMBE firms include: http://inweb/executiveadministration/smallbusiness/default.htm

5. Environmental Standards: City Code requires that the City apply at least USEPA standards for products. Purchasing automatically applies the USEPA Standards to the product specifications, unless the Department provides a substitute. If the USEPA standard is not suitable, alert City Purchasing. Departments are also encouraged to propose other specifications that could reduce acquisition of hazardous materials reduce hazardous waste products, increase recyclable content in products, reduce emissions and harmful particulates, and support other sustainability initiatives.

http://www.epa.gov/epaoswer/non-hw/procure/index.htm

6. Technology Standards: For technology purchases, review the City Technology standards established by the City's Chief Technology Officer that are published by the Department of Information Technology, to ensure requests are compliant to such standards. http://wwinweb/citytech/

7. Prevailing Wages: These are wage rates mandated by State Law for certain types of labor. If the acquisition includes labor, the Department may verify that Prevailing Wages apply (see Attachment #2). However, City Purchasing will otherwise automatically consider prevailing wages and will proceed accordingly.

8. Lease Approval: If the acquisition requires a lease agreement, the Department needs to obtain approval from the City Debt Manager (DOF) before submitting the request to City Purchasing.

9. Trade-In or Surplus: If the acquisition requires a trade-in or surplus, the Department needs to obtain approval from FFD before submitting the request to City Purchasing. Attach FFD approval when sending the request to City Purchasing.

10. Check Fleet Acquisitions: If the acquisition is for fleet or rolling stock, obtain approval from FFD, unless exempted by a Memorandum of Understanding with FFD.

11. Perform a Risk Management Assessment: Use the Risk Management Checklist to determine the level or risk in the purchase and the appropriate insurance to require. The Checklist is at http://inweb.ci.seattle.wa.us/purchasing/forms.htm). If it is a Medium or High Risk item, route to the City's Risk Management Division first, before you finalize your package for City Purchasing. Once you have agreement with Risk Management as to the appropriate level of insurance, you will attach the Checklist with your Request to City Purchasing. City Purchasing will also review the Risk Management Checklist and make a final determination as to risk before proceeding with the acquisition.

12. Prepare Specifications or Scope of Work: The Department needs to prepare detailed specifications, with enough detail for City Purchasing to understand the purchase. Specify any convenience or location requirements, delivery schedule requirements, specify any brand or models that are required and other details that will assist the City in selecting that product or service best suited to the City needs.

13. The department will assemble all the information into a package and send to City Purchasing.

1. Requisition or Blanket Request Form

2. List of interested vendors including WMBE bidders

3. Specifications or Scope of Work

4. Risk Management Checklist (insurance)

5. Sole Source Justification, if applicable

6. Alternatives of USEPA Specifications, if applicable

7. Approval of lease agreement, if applicable

8. Approval of Surplus action, if applicable

9. Approval of Fleet purchase, if applicable

c. City Purchasing will accept the Request and will proceed as follows:

1. City Purchasing assigns the Request to a Buyer. City Purchasing may determine that other Departments have the same need, and may include such additional needs in an effort to achieve volume pricing discounts. You should receive an e-mail or call from the assigned Buyer within one week of your request.

2. To check the status of your assignment, you may call City Purchasing at 206-684-0444.

3. The Buyer may assemble a Commodity Team, and/or Evaluation Team as appropriate. Department representatives will be invited and appointed by City Purchasing to serve on the Teams, to ensure City Department needs are represented.

4. The Buyer proceeds with the bid or sole source contract. The City Purchasing Buyer is responsible for the bid, specifications, selection, award and contract. Purchasing considers information from City department(s) and makes final decisions as to what needs to be in the specifications, what are appropriate minimum qualifications if any, what appropriate bond requirements are, if any, prevailing wage requirements, Equal Benefit requirements, and contract provisions. The Buyer will receive the bids, manage the evaluation and selection, determine responsiveness and responsibility, manage the evaluation and selection, and declare the award.

5. If negotiations are required and appropriate, work only and directly with the Buyer, who leads and manages the negotiations as the agent for the City.

6. Once the contract has been awarded and executed by City Purchasing, the Department will be contacted by the Buyer. For a one-time Purchase Order, Purchasing will place the order with the company.

7. What if changes or price increases are needed to the Contract? Call the Buyer. The Contract specifies authorizations for changes. Typically, only the Buyer is allowed to make a change.

8. Once the item is received, inspect it for damage and verify that quantity is correct. Conduct other order verifications as appropriate, such as FFD Fleet acceptance. If there is a discrepancy, work directly with the vendor. The Department may also contact the Buyer at City Purchasing.

9. Check the invoices received from the vendor against the record for verification of quantity and prices. If there is a discrepancy, work directly with the vendor to resolve it. The Department may also contact City Purchasing.

7. Emergency Purchases: A department may find an emergency situation which requires an immediate acquisition of the goods and services. For department events that require emergency acquisition of goods or services, the department shall proceed as follows:

a. Determine that an emergency situation exists that requires immediate acquisition of goods or services. The department determines what must be purchased to respond to the emergency, and who in the department is authorized to make that purchase. Follow internal Departments procedures for an emergency.

b. Apply Prevailing Wage requirements to all emergency purchases that require labor in categories regulated by the State of Washington Department of Labor & Industries (L&I). Prevailing Wages are mandatory by State of Washington RCW for all purchases regardless of value or emergency status, if such labor categories employed are covered within the prevailing wage classification issued by L&I. All such requirements are already done and finished if you use a Blanket Contract and the Department may directly proceed to order services. However, if the Department buys directly from the Vendor, the State Law requires that the Department (a) must determine if prevailing wages apply, and if so, (b) must provide the applicable wage rates to the Contractor and (c) obtain Intent to Pay Prevailing Wage form, before the Contractor begins work.

c. Emergency acquisitions shall be limited to those things necessary to respond to the emergency. An emergency event in and of itself does not constitute the need for an emergency purchase, but instead such purchases are for those things immediately required for emergency response.

d. Departments are encouraged to establish a Project Number to record and account for all invoice payments and costs, although this shall be the decision of the department.

e. Search for and use a City Blanket Contract when practical, and if not practical, conduct the greatest level of competition that is reasonable and possible under the emergency condition. The Department may go directly to the vendor of their choice without seeking competition, if necessary in the determination of the department to meet the emergency situation.

f. Conduct the purchase according to the Department emergency procedures. Departments may place an order with a Blanket Contractor, use a Direct Voucher, City Credit Cards, or other appropriate payment methods. Departments may also seek an E-Number from City Purchasing to authorize the purchase, if the vendor or department requires one.

g. As soon as practical after the purchase, send a purchase requisition to City Purchasing for purchases above $6,000, providing the following information. City Purchasing will send a confirming Purchase Order to the Vendor.

1. Title or description of the emergency

2. Department

3. Name of the Authorized Purchaser

4. Description of the goods and services purchased

5. Cost of the goods or services

6. Vendor name

7. Copy of the invoice

8. Check Number if available

8. Competitive Purchase Violations

The following procedures shall be followed when the purchase appears to have been made in violation of this direct voucher rule.

a. Departments will route and sign the DV Non Compliance Exception Request, and submit Request to the City Purchasing Manager. http://inweb.ci.seattle.wa.us/purchasing/forms.htm

b. The City Purchasing Manager will review the request in order to provide the department authorization to pay the invoice. The City Purchasing Manager will determine whether further action is needed.

c. The City Purchasing Manager may require that the requestor submit to training or other actions that ensure that the violation is not likely to recur. The City Purchasing Manager retains authority to remove the purchasing authority of the purchaser, subunit or department, if repetitive violations are found and/or corrective actions such as training have not been successful at achieving compliance.

9. Department Delegated Authority for Purchases between $6,000 and $39,000

Some departments may desire to have an internal department office to manage purchases between $6,000 and $39,000, that otherwise would be sent to and conducted by City Purchasing. A Department Director may request such delegated authority, by submitting a request to the City Purchasing Manager for such delegated authority. City Purchasing will provide training to the individuals that would conduct such purchases, and will seek information about the internal department procedures that will be in place to ensure compliance with these City Procedures and Purchasing Rules.

Attachment #1 DX Exceptions

The following are identified as DX Exceptions for purposes of accounting codes in the City Financial System. These do not require a purchasing bid or contract, due to either a Competitive Exception granted by Rule, or other ordinance or Code authorizations. The DX Exception Code Number is for the convenience of the department. For additional authorizations or interpretations, call the City Purchasing Manager at 206-684-8903, or the Supervising Buyers at either 206-386-1760 or 206-233-7114.

1. Advertisements (employment, promotional and advertisements required by law to be placed with printed, audio and visual media). The exception does not include printing, design or graphics services.

2. Appraisal services, deeds and easements, escrow services, title searches, and other services related to the purchase or sale of real property; provided, however, that this exception does not include any consultant services, maintenance services, or public works services associated with such purchase or sale of real property.

3. Arbitration services, litigation services, or expert witness services, and related services.

4. Artwork, and the services of artists, including art conservation; provided that the services of graphic artists are not included in this competitive exception.

5. All services related to the City's issuance of municipal bonds. Bond and Bank Loan Services and payments, including Rating Services, Registration Fees and other expenses related to the issuance of municipal bonds.

6. Combined Charities services.

7. Compensation Fees of Commission and Board members (and honoriums for technical advisors to ad hoc committees.

8. Death benefits.

9. Emergency medical training services procured by the Seattle Fire Department.

10. Expenses Paid to Employees including Overtime Meals, Damaged Uniform Allowance, and Mileage Reimbursements not associated with Travel and Training (see 27)

11. Expenses paid to other government jurisdictions.

12. Freight, all types of delivery services, legal messengers, international custom fees, and postage.

13. Grants and Loans, neighborhood, low income, weatherization, energy community grants, and others, including goods and services provided to clients in such programs.

14. Insurance.

15. Judgment claims against the City (for use by Law Department only)

16. Medical and dental services, laboratory fees, and prescriptions.

17. Payroll (City and retirement payrolls only).

18. Police and Arson Investigations.

19. Professional memberships, licenses, accreditation and certifications.

20. Publications, including newspapers, magazines, including electronic publications, CD ROMS, online information services.

21. Services provided by referees, instructors and performing artists.

22. Services related to the City's relocation of citizens.

23. Revenue Refunds (return of street use deposits and refunding of overpayments made to the City, parking reimbursements and other such refunds or repayment).

24. Testing and Travel expenses of employment applicants (including moving expenses for eligible personnel, and travel expenses of certain out-of-state job applicants).

25. Traffic Control (flagging by off-duty police officers)

26. Reserved

27. Training and Training Related expenses. Includes travel and convention expenses, fees of City employees and board or commission members conducting City business, and tuition fees and training seminar fees for City employees.

28. Utility services, including but not limited to the acquisition of water, electricity, solid waste services, natural gas, cable TV, internet services, telephone and other telecommunications services. Note: This is intended to allow for payment of services that are regulated or within a legal monopoly, and not for services where marketplace competition will reasonably allow for competitive bidding.

29. Veterinarian support services and related laboratory fees; provided, however, that the services of professional veterinarians are considered consultant services, subject to the competitive selection requirements of SMC Chapter 20.50.

30. Special Amounts pre-approved by City Purchasing.

31. Special Amounts post-reviewed by City Purchasing for payment authorization

Attachment #2

Prevailing Wage Labor Categories

This is a preliminary list of categories. L&I provides additional definitions on the L&I website. For further questions, you may call City Purchasing (206-684-0444).

Source: Compilation from State of Washington, Department of Labor & Industries

http://www.lni.wa.gov/TradesLicensing/PrevWage/WageRates/default.asp

* Asbestos Abatement Worker

* Boilermakers

* Brick and Marble Masons

Brick Masons

Marble Setters

* Building Service Employees

* Cabinet Makers (in shop)

* Carpenters

* Carpenters Drywall Applicators

* Carpenters Millwrights

* Cement Masons

* Divers & Tenders

* Dredge Workers

* Drywall Tapers

* Electrical Fixture Maintenance Workers

* Electricians Inside

* Electricians Motor Shop

* Electricians Powerline Construction

* Electronic and Telecommunication Technicians

o Electronic Technicians

o T

* Elevator Constructors

* Electronic Technicians

* Fabricated Precast Concrete

* Fence Erectors

* Flaggers

* Glaziers

* Heat & Frost Insulators and Asbestos Workers

* Heating Equipment Mechanics

* Hod Carriers, Mason Tenders and Mortarmen

* Industrial Engine & Machine Mechanics

* Industrial Power Vacuum

* Inland Boatman

* Inspection/Cleaning/Sealing of Water Systems by Remote Control

* Insulation Applicators

* Ironworkers

* Janitorial including Janitor, Shampooer, Waxer, Window Cleaner

* Laborers

* Laborers Clean-up Laborers

* Laborers Carpenter Tenders

* Laborers Underground Sewer and Water

* Landscape Construction

* Lathers

* Metal Fabrication (in shop)

* Modular Buildings

* Painters

* Piledrivers

* Plasterers

* Playground & Park Equipment Installers

* Plumbers & Pipefitters

* Power Equipment Operators, Underground Sewer and Water

* Powerline Clearance Tree Trimmers

* Refrigeration & Air Conditioning Mechanics

* Roofers

* Sewer Inspect, clean, seal

* Sheet Metal Workers

* Shipbuilding & Ship Repair

* Sign Makers & Sign Installers

* Soft Floor Layers (Carpet and Resilient Floor)

* Solar Controls

* Sprinkler Fitters (Fire Protection)

* Stage Rigging Mechanics

* Street & Parking Lot Sweepers

* Surveyors

* Telecommunication

* Telephone Line Construction (Outside)

* Terrazzo Workers & Tile Setters

o Terrazzo Workers

o Tile Setters

* Tile, Marble & Terrazzo Finishers

* Traffic Control Stripers

* Truck Drivers

o Truck drivers if hauling to the project site and being incorporated as a material into the site;

o Haul-out from the job site (hauling out surplus material or construction debris)

o Prevailing Wages are not required if simply stockpiling at a location (for example, sand for snow-storm preparedness)

* Underground Sewer & Water (Utilities Construction)

* Well Drillers & Irrigation Pump Installers

Attachment #3 Ordinary Maintenance Less than $6,000 Contract Form

For questions regarding this Ordinary Maintenance Contract Form,

Please call City Purchasing at 206-684-0444

City of Seattle

Purchasing Services SMALL MAINTENANCE PROJECTS AGREEMENT

Service work less than $6,000 (excluding tax & freight)

Contractor:

City Department:

Name: ___________________________

Address: _________________________

Contact: _________________________

Phone: _____________ Fax: _________

Date:

Department Contact:

Phone: _____________ Fax: _________

Prevailing Wage: Contractor understands and agrees to pay prevailing wage to its employees and subcontractors if any. Contractor shall file an Intent to Pay Prevailing Wages on-line and notify the City of Seattle, before signing this agreement: http://www.lni.wa.gov/TradesLicensing/PrevWage/IntentAffidavits/defau lt.asp . Upon completing work, Contractor shall file the on-line Affidavit of Wages Paid before submitting a final invoice to the City.

Insurance: Contractor shall maintain at its own expense at all times during Contract: (1) Commercial General Liability, including premises/operations, products/completed operations, personal/advertising injury, contractual liability, fire legal/tenant liability, stop gap/employer's liability and independent contractors liability; (2) if any vehicle, watercraft or aircraft is used in the performance of this Contract, Automobile Liability, Watercraft Liability and/or Aircraft Liability insurance, including coverage for owned, non-owned, leased or hired vehicles, watercraft and aircraft, as appropriate of a minimum of $500,000 per occurrence; and (3) Worker's Compensation ("Industrial Insurance") as required by Title 51 of the Revised Code of Washington. All such Insurance shall include City of Seattle as additional insured per ISO form CG 20 10 or CG 20 26 or equivalent additional insured endorsement wording, or equivalent blanket additional insured policy wording) and additional insured status for the City for full limits of all valid and collectible Automobile Liability, Watercraft Liability and/or Aircraft Liability insurance, whether primary, excess, contingent, or otherwise. Such insurance shall be primary insurance as respects the City, and any other insurance or self-insurance maintained by the City shall be excess and non-contributory with the Contractor's insurance. Insurance shall be placed with insurers with not less than an AVII A.M. Best's rating unless insurance has been procured under the provisions of chapter 48.15 RCW (Unauthorized "Surplus Lines" Insurers). Insurance requirements herein override any limitation of liability or similar provision in any agreement or statement of work between the City and the Contractor and that no Contractor's insurer shall assert the right to invoke any such limitation. Contractor shall not be required to provide evidence of insurance.

Indemnification: Contractor shall defend, indemnify and hold City and all its employees harmless from any and all liabilities, claims, damages, costs or expenses (including reasonable attorneys' fees) arising from or relating to the work performed under this Agreement to the extent of the Contractor's negligence. The Contractor waives, with respect to the City, its immunity under industrial insurance, Title 51 RCW. This indemnification shall survive the expiration or termination of this Contract.

Warranties: If within one year after the completion date of the Work, defective and unauthorized Work is discovered, the Contractor shall promptly, upon written order by the City, return and in accordance with the City's instructions, either correct such Work, or if such Work has been rejected by the City, remove it from the site and replace it with nondefective and authorized Work, all without cost to the City.

Compliance with Law: Contractor shall comply with all applicable federal and state laws, county and city ordinances, and any implementing regulations affecting its performance.

Non-discrimination: Contractor shall comply with all applicable equal employment opportunity and nondiscrimination laws of the United States, the State of Washington, and the City of Seattle, including the Seattle Municipal Code (SMC), notably SMC Ch. 20.44, and rules, regulations, orders, and directives of the associated administrative agencies and their officers.

Estimated Completion Date:

Unit Price or Component Costs:

Description of Work:

Total Cost:

The contractor will send invoices to the following City address:

This is City acceptance of your offer dated______________________________ (offer attached).

Contractor shall not start work until receiving notice from the City. The City must first receive confirmation of the On-Line Intent to Pay Prevailing Wage form.

http://www.lni.wa.gov/TradesLicensing/PrevWage/IntentAffidavits/defau lt.asp .

Contractor: Department Approval:

________________________ __________ ________________________ __________

(Signature) (Date) (Signature) (Date)

Distribution Account Codes: _____ _____ _____ ______ ______ ______