Chapter 3.47
PURCHASES OF GOODS

Sections:

3.47.010    Purchases of goods greater than $100,000.

3.47.020    Purchases of goods equal to or less than $100,000 and greater than $25,000.

3.47.030    Purchases of goods equal to or less than $25,000.

3.47.040    Exception to purchase processes.

3.47.050    Compost procurement.

3.47.010 Purchases of goods greater than $100,000.

Except as required by federal law or Chapter 3.36 SVMC, the following requirements apply:

A. When making a purchase of goods, equipment, or supplies in excess of $100,000, the responsible department shall, at least 13 days prior to purchasing such goods, publish a notice of request for bids stating the written specifications of the goods required and desire of the City to purchase such goods. The notice shall contain the written specifications, the date for submitting bids, and name and address of the City representative who can provide information on the request for bids. Upon receipt of the written bids, the City shall select and purchase the goods from the vendor submitting the lowest bid; provided, that such bid meets all specifications provided in the notice. When determining the lowest bid, the City may take into account sales tax revenues received by the City, shipping, and transportation costs. All purchases of goods in the amount of $2,500 or more shall also comply with SVMC 3.48.030.

B. For purposes of this section, the threshold limits shall only apply to a single good, piece of equipment, or supply item. (Ord. 23-013 § 2, 2023; Ord. 22-018 § 1, 2022; Ord. 15-022 § 10, 2015).

3.47.020 Purchases of goods equal to or less than $100,000 and greater than $25,000.

Except as required by federal law or Chapter 3.36 SVMC, the following requirements apply:

A. When making a purchase of goods, equipment, or supplies equal to or less than $100,000, but greater than $25,000, the responsible department shall obtain three or more quotes for the goods, equipment, or supplies required, select and purchase the goods from the vendor submitting the lowest quote, and maintain a record of the process followed. Alternatively, the department may utilize the vendor list and process set forth in Chapter 3.48 SVMC. The department may consider quotes by any vendor with which the City has a vendor account as one of the three required quotes. City staff may take verbal quotes and reduce them to writing. When determining the lowest quote, the City may take into account local sales tax revenues, shipping, and transportation costs. If less than three quotes are received, City staff shall not be required to resubmit for additional quotes, but shall select from the quotes submitted. All purchases of goods in the amount of $2,500 or more shall also comply with SVMC 3.48.030.

B. For purposes of this section, the threshold limits shall only apply to a single good, piece of equipment, or supply item. (Ord. 23-013 § 2, 2023; Ord. 22-018 § 1, 2022; Ord. 15-022 § 10, 2015).

3.47.030 Purchases of goods equal to or less than $25,000.

Except as required by federal law or Chapter 3.36 SVMC, the following requirements apply:

When purchasing goods, equipment, or supplies in an amount equal to or less than $25,000, the responsible department is encouraged, but is not required, to use a competitive selection process, including obtaining three quotes pursuant to SVMC 3.47.020, or using the vendor list and process set forth in Chapter 3.48 SVMC. The responsible department shall contact vendors at least once annually to establish prices on common items that may be purchased in bulk. Such prices may be used when determining the threshold limits for purposes of Chapter 3.47 SVMC. A City department may aggregate a group of common items so long as each of such items individually is less than $25,000. Any individual items greater than $25,000 shall be bid pursuant to SVMC 3.47.010 or 3.47.020. If a competitive process is not utilized, the responsible department shall seek to achieve maximum quality at minimum cost by making an award based on its experience and knowledge of the market. All purchases of goods in the amount of $2,500 or more shall also comply with SVMC 3.48.030. (Ord. 23-013 § 2, 2023; Ord. 22-018 § 1, 2022; Ord. 15-022 § 10, 2015).

3.47.040 Exception to purchase processes.

If a situation should arise which requires immediate action on the part of the City to protect the best interests of the City or the health, safety or welfare of the citizens of the City, and where it is not possible to timely adhere to the procedures set forth in SVMC 3.47.010 through 3.47.030, the purchasing procedures set forth in Chapter 3.47 SVMC may, with prior approval of the city manager, be waived by the department director, and the purchase may be made without following the procedures pursuant to SVMC 3.47.010 through 3.47.030. The circumstances giving rise to such waiver shall be documented in writing within 14 days. (Ord. 15-022 § 10, 2015).

3.47.050 Compost procurement.

A. For the purposes of this chapter, unless the context clearly requires otherwise, “compost product” means a product created with mulch, soil amendments, ground cover, or other landscaping material derived from the biological or mechanical conversion of biosolids, or cellulose-containing waste materials as defined in RCW 43.19A.010.

B. When planning City-funded projects or soliciting and reviewing bids for such projects, City departments shall identify whether compost products can be utilized in a City project. In the event that compost products can be utilized, City departments shall require purchase of compost for use in City projects.

C. City departments shall plan for the use of compost in any of the following categories that are applicable to their operations and project types:

1. Landscaping projects;

2. Construction and post-construction soil amendments;

3. Applications to prevent erosion, filter stormwater runoff, promote vegetative growth, or improve the stability and longevity of roadways; and

4. Low-impact development and green infrastructure to filter pollutants or to keep water on site or both.

D. Notwithstanding SVMC 3.47.050(B) and (C), City departments are not required to use compost products if:

1. Compost products are not available within a reasonable distance, defined as 50 miles, from the project;

2. Compost products that are available do not comply with existing purchasing standards;

3. Compost products that are available do not comply with federal, state, or local health, quality, and safety standards; or

4. Compost purchase prices are not reasonable or competitive.

E. City departments shall give priority to purchasing compost products from companies that:

1. Produce compost products locally within Spokane County;

2. Are certified by nationally recognized organizations like the U.S. Composting Council; and

3. Produce compost products that are derived from municipal solid waste compost programs and meet quality standards comparable to standards adopted by the Washington State Department of Transportation or adopted by rule by the Washington State Department of Ecology.

F. City departments that use compost shall report the following information to the community and public works department by each December 15th:

1. The volume and cost of compost purchased by the City department in that year; and

2. The source or sources of the compost purchased by the City department in that year.

G. The community and public works department is responsible for:

1. Providing technical assistance and education regarding the use of food and yard waste compost to City departments and staff;

2. Conducting educational outreach to inform residents and businesses about the value of food and yard waste compost and how the City uses compost in its operations each year; and

3. Reporting the total estimated tons of organic material diverted from the City’s waste stream because of compost use under SVMC 3.47.050.

H. By December 31, 2024, and each December 31st of even-numbered years thereafter, the City shall submit a report covering the previous year’s compost procurement activities to the Washington State Department of Ecology that contains the following information:

1. The total tons of organic material diverted throughout the year;

2. The volume and cost of compost purchased throughout the year; and

3. The source or sources of the compost. (Ord. 23-006 § 2, 2023).