King County Procurement Payables The 3 Quote Process

King County Procurement & Payables The 3 -Quote Process How to Navigate

About Us Julie Snider, Senior Buyer Julie is a Certified Professional Public Buyer (CPPB) and Certified Purchasing Card Professional (CPCP). She has 20 years public purchasing experience. Kelly Hunsaker, P-Card Manager Kelly has a Masters degree in Organizational Leadership. She is a Certified Professional Public Buyer (CPPB) and a Certified Purchasing Card Professional (CPCP). She has 16 years public procurement experience.

About Us Agencie s We enable other King Taxpayer s We obtain the best value for the public’s tax dollars. County agencies to deliver critical services to the public. Suppliers Small Business We support equity and social justice by providing contract opportunities. We create a fair playing field for firms competing for public contracts. 3

Bidding Thresholds When do you need 3 Quotes? 4

Purchasing Rules

3 -Quote Rules If you think you’ll buy $10, 000 - $50, 000 of like goods and services within a calendar year… • Request quotes from at least 3 businesses • Try to get 1 quote from a certified small business • Award to the lowest bidder, comparing “apples to apples” • Keep record of competition (6 year retention)

Purchase Limits Purchase limits apply to the total amount of “like” goods and services you intend to buy within a calendar year, per cost center.

Rule of Thumb When in doubt, bid it out If you think you might exceed the limit 8

Use your P-Card Save Time and Money 9

• Average Purchase Order costs $90. 77 • Average P-Card order costs $17. 24 • That is $73. 53 in “soft cost” savings alone! 2012 Purchasing Card Benchmark Survey Results, Richard Palmer & Mahendra Gupta 10

Gimme Five! • CPA / No CPA / Three quote / Waiver • What’s being purchased • Amount of sales tax paid / No Sales tax • Invoice number • Mailstop / Zip

Records Retention • 6 year retention • P-Card Coordinators – Record Coordinators • All Records kept on-site • Ensure all three quote backup included

Your Choices Make a Difference King County Values

Social Justice & Equity Small Business King County ordinance says that, when possible 1. Buy from small businesses. 2. At least 1 of 3 quotes should come from a certified small business. Find it with the Small Business Directory 14

Sustainable Purchasing Buy Green Many environmentally preferred products are… • Less expensive • More durable • Just as effective Request a Green Evaluation or browse our recommend products. 15

Making 3 -Quotes Easier What’s New? 16

Using the New Template • It’s standardized! • Use when buying goods and services ($10, 000 - $50, 000) • Lowest responsive & responsible bidder wins

Standard Terms & Conditions • Always include them with your 3 Quote! • Ensures the best value • Protects you • Makes it easy to follow special purchasing rules

Special Rules • Prevailing Wage - http: //www. lni. wa. gov/ • Federal Language - FTA, FEMA, etc. • Equal Benefits (over $25 K) • Insurance • Grants For more detailed information talk to a buyer.

At Your Fingertips • Find the New 3 -Quote Template online www. kingcounty. gov/procurement

Procurement & Payables www. kingcounty. gov/procurement 206 -263 -9400 Thank You $ Procurement & Payables