Purchasing and Contracts
Procurement policies and procedures are governed by the statutes of the State of Washington, particularly those relating to public utility districts and operating agencies.
As a municipal corporation, we seek competition to the maximum extent possible. The technical/quality requirements, the feasibility of developing a generic specification, and the price of the item or service all have a bearing on the competitive process we use. We select the proposal or bid of the lowest priced, fully responsive and responsible offerer or bidder. Services, replacement parts, and certain components may be negotiated.
Energy Northwest strives to reduce processing costs through state-of-the-art procurement methods, including the use of the corporate credit card, system contracts, and electronic business transactions. Our Purchasing and Contracts staff can advise you of current requirements and answer questions regarding our procurement process.
What We Expect of You
- Evidence of financial responsibility.
- A quality control program that ensures your products meet our nuclear and performance requirements.
- Strict adherence to delivery requirements - 100 percent on schedule performance is not a desirable goal - it is a requirement.
- Configuration control - it is critical and mandatory that parts/materials ordered be provided with the exact part number/description as set forth on our purchase orders/contracts.
- Fair and reasonable pricing - we require that the prices quoted are no higher than prices quoted to your most favored customer. On occasion, we may ask you to certify this.
- Adherence to our terms and conditions.
- Prompt notification of any exceptions/variances to purchase order/contract requirements.
- Prompt submittal of documents and certificates required by the purchase order/contract.
- Concurrence with our right to audit and our right to surveillance.
- As an ISO 14001 company, Energy Northwest is a responsible steward of the environment, protecting it for current and future generations. In support of this commitment, we expect our contractors and vendors to comply with all applicable federal, state, local, and Energy Northwest environmental requirements. For more information, please review the following Environmental Management System (EMS) Contractor and Vendor Information.
EMS Contractor and Vendor Information
What You Can Expect of Us
- Fair and impartial treatment in all business dealings.
- Prompt responses to your inquiries.
- Ethical conduct and integrity.
- Evaluation of your performance against measurable business objectives.
- Professionalism.
- Fair selection of vendors based on evaluated performance and ability to meet our requirements. To the extent possible, our selection process is based on competition.
- Payment of invoices in accordance with payment terms.
- Confidential handling of proprietary information and documentation.
Dedication to Quality
Energy Northwest maintains and adheres to written quality assurance programs and procedures. Energy Northwest evaluates items and services as part of the pre-procurement function. The supplier's ability to deliver a product is also reviewed. The product or service must meet all of the purchase order requirements. Product history, product performance and inspection provide information which is used as a means of evaluating supplier qualifications and performance.
Our dedication to quality shows in everything we do. We take pride in who we are and how we perform. Quality will never be knowingly compromised in the products or services we purchase.
Purchasing & Contracting Guidelines
Procurement Process
Small Purchases (RCW 54.04.070) Single Line Item Valued Less Than $10,000
- Telephone quotations or RFQs to establish competitive price (generally a minimum of three).
- Reasonable distribution of awards to suppliers.
Sealed Public Bid (RCW 54.04.070/.080) Single Line Item Valued Greater than $10,000
- 13-day minimum bid cycle
- Advertised in one or more of the following:
- Tri-City Herald
- Seattle Daily Journal of Commerce
- Others as appropriate
Sealed Public Bidding
- Bid bond required for a sum not less than 5 percent of amount bid.
- Performance and payment bond not less than 25 percent of award amount.
- Award to low responsive and responsible bidder.
- Procurements exceeding $1 million require Executive Board approval.
Exceptions To Sealed Bid
RCW 43.52.570 - Informal Competition
- For line items greater than $10,000 but less than $75,000 (items in this range may also be publicly bid).
- Secure telephone and/or written quotations from at least five vendors, where practical, and award to lowest responsive, responsible bidder.
RCW 43.52.580 - Emergency Contracts
- Secure a responsible proposal at the lowest price practicable for any emergency determined in writing that endangers the public safety or threatens property damage, or from which serious financial injury would result.
RCW 43.52.575 - Impracticable To Secure Competition (Sole Source)
- Purchase of materials, equipment, or supplies without competition is authorized when determined in writing that it is impracticable to secure competition.
RCW 43.52.565 - Impracticable To Draft Bid Invitation (Negotiated Procurement)
- When determined in writing that it is impracticable to draft an IFB with definitive specifications.
- Procedure involves solicitation via RFP, conduct of a pre-proposal conference, and award to responsible offeror determined to be the most advantageous.