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DIRECT BUY
COMPEThttp://www.des.wa.gov/SiteCollec
tionDocuments/About/Procurement_refor <$10,000 $10,000- EMERGENCY
m/training/StatementOfWorkConsideratio $99,999 YES MUST REPORT W/IN 3 DAYS OF WORK BEGINNING AS EMERGENCY
WHAT IS TOTAL IS THIS AN
ns.pdfITIVE BIDS NOT REQUIRED. CREATE PURCHASE PRICE, PROCUREMENT USING SOLE SOURCE CONTRACTS DATABASE. Contact
EMERGENCY
A PURCHASE REQUEST. (MUST USE STATE EXCLUDING SALES PROCUREMENT? the Purchasing Office for reporting.
MASTER CONTRACT, IF ONE EXISTS.) TAX?

NO
UTILIZE PROCESS “A” $100,000

YES YES YES

IS THIS AN IS THIS A SOLE
IS CONTRACT COMPLETE LIMITED
EMERGENCY SOURCE
MUST REPORT W/IN 3 DAYS OF WORK EXEMPT FROM SOLE SOURCE AFFADAVIT &
BEGINNING AS EMERGENCY
PROCUREMENT? CONTRACT? SOURCE REPORTING?
ATTACH TO PURCHASE
PROCUREMENT USING SOLE SOURCE
REQUEST.
CONTRACTS DATABASE. Refer to
Purchasing Office for reporting. PURCHASING AGENT
NO NO NO
MUST USE INFORMAL BID
PROCESS, (MIN. 3 BIDS).
PURCHASING AGENT
-MUST MAKE AVAILABLE FOR PUBLIC MUST SUBMIT TO DES
-PROCUREMENT SPECIALIST MUST USE THE COLLEGE MUST USE INFORMAL INSPECTION AT LEAST 10 DAYS PRIOR
BID PROCESS, (MIN. 3 BIDS). TO THE START OF WORK (ON COLLEGE
FOR APPROVAL VIA SOLE
FORMAL BID PROCESS, OR APPROVED
WEBSITE). SOURCE REPORTING
STATE CONTRACT, (UNLESS VALID
EXCEPTION EXISTS). Call or email the -CAN POST CONTRACT OR BID DATABASE AT LEAST 10
SOLICITAION ON STATE BIDDING DAYS PRIOR TO THE
Purchasing Office.
WEBSITE.
REFER TO PURCHASING AGENT FOR START OF WORK.
POSTING TO WEBS.

UTILIZE PROCESS “C” UTILIZE PROCESS “B” UTILIZE PROCESS “D” UTILIZE PROCESS “B”
PURCHASING FLOWCHART PROCESSES-PROCUREMENT REFORM
Policy # DES-125-03 (RCW 39.26.125) - This policy says we must use existing “qualified master contracts” before engaging in a direct buy.
Only when an existing qualified master contract cannot justifiably satisfy agency needs may the agency make a direct buy purchase.

Process A: DIRECT BUY

Purchases Below $10,000 (excluding shipping charges and sales tax)
1. Obtain product information and/or informal quote from vendor, including applicable shipping charges. (If professional services are involved rather than ordinary goods &
services, for required contract reporting purposes, ask the vendor to call out briefly the proposed scope of work, performance duration, the individuals who would be
assigned to the project, and a list of deliverable(s) to be provided.) If you are unsure how to proceed with this step, or have other questions about this, feel free to contact
the Purchasing Office.
2. When communicating with vendor representatives be very clear that this is a request for information about a possible order. Many vendors are quick to hear terms like
“we’re looking for X” or “we want X” as a statement that you are placing an order. The official College order is communicated to the vendor with field order issued by the
Purchasing Office.
3. Prepare a Purchase Request documenting all cost elements of the proposed transaction, and get the applicable approval signature(s). Attach the product information and/or
quote obtained in step #1 to the requisition. Include vendor name, address, contact name, phone, fax, email address and tax ID #, if possible.

Process B: 3 BID MINIMUM

Competitive Procurements Between $10,000-$99,999 (excluding shipping & tax)
1. A competitive process may not be required provided the need can be supplied under an existing WA State contract, or similar publicly bid contract from another qualifying
group purchasing organization (GPO). Examples of GPO's are WSCA, KCDA, US Communities, and NJPA. Contact the Purchasing Office to explore this option.
2. Assuming existing qualifying contract(s) are unavailable, noncompetitive, or otherwise don’t apply, seek to obtain quotes from at least 3 vendors via email, fax or phone.
Get as much detail as described in section A.1 above. Vendors who are “unable to fulfill all parts of the “request” or “non-responsive” may count. Using WEBS is required
to meet the State requirement for maximizing MWBE, small business and vets opportunities. Contact the Purchasing Office for more information.
3. Prepare Purchase Request to serve as the authorizing document and attach quotes and any documentation. Send it for the usual signatures. The Purchasing Office may be
contacted at the same time to discuss parameters of the proposed purchase.

Process C: COMPETITIVE PROCUREMENTS

$100,000 or more (excluding shipping & tax)
1. Contact the Purchasing Office to plan strategy and discuss project scheduling before taking any action.
2. Based on the procurement specialist’s input, all steps required for Process B may still follow, but the requestor should assume greater complexity and potentially much more
time required for each step.

Process D: SOLE SOURCE

Please read: Washington State DES-140-00 (RCW 36.26.140)