Information

Type: Deliberation

Department: BOCC - Board of County Commissioners

Directors' Update: July 19, 2023

Business Meeting: July 25, 2023

Summary:

This resolution is intended to better explain contract-signing authority

Publications:

Cover Letter To:

Additional Copies To: Grace Jimenez, Graham Gowing

Resolution

WHEREAS, the Board of County Commissioners (BOCC) approved Resolution 04-281 in 2004 to provide a process by which department directors could approve contracts, agreements, grant applications, amendments and change orders; and

WHEREAS, the BOCC provided periodic updates to its approval process via subsequent resolutions, including Resolutions 08-116, 09-299, 11-437 and 21-038; and

WHEREAS, this resolution is intended to amend and supersede all pertinent existing resolutions, including without limitation Resolution 21-038, while providing a streamlined process for approving contracts, agreements, grant applications, amendments and change orders.

NOW THEREFORE BE IT RESOLVED the BOCC hereby defines "Agreement" as a contract that binds Lewis County to a course of action, such as

• Consulting services contracts
• Projects
• Grant applications
• Contract amendments
• Change orders

NOW THEREFORE BE IT FURTHER RESOLVED the BOCC hereby defines
"Department Head" as a department director, administer or manager who oversees any of the following departments:

• Community Development
• Public Health & Social Services
• Public Works
• 911 Communications
• Human Resources / Risk
• Information Technology
• Parks and Recreation
• Facilities
• Capital Projects
• Budget

NOW THEREFORE BE IT FURTHER RESOLVED For Agreements that meet the following conditions:

• Are in writing;
• Have been approved by a prosecuting attorney;
• Are authorized in the department's current budget or are supported by a supplemental revenue source;
• Do not fundamentally change the scope of work of a program or contract;
• Do not require transfer of a real property interest;
• Are not subject to County or State bidding requirements;
• Are not labor union agreements;
• Are not inter-governmental agreements under RCW 39.34.080;
• Are not a type of contract required by statute to be approved by the governing body of the county; and
• Are in the public's interest.

The BOCC provides the following authority to Department Heads, the County Manager and the Chief of Internal Services: 

For Agreements that total -- or create a cumulative project total of -- less than $50,000: Department Heads, the County Manager and the Chief of Internal Services are authorized to sign and bind Lewis County to Agreements that total less than $50,000 without going through the resolution process.

For Agreements that total -- or create a cumulative project total of -- $50,000 to $350,000: Department Heads, the County Manager and the Chief of Internal Services must receive BOCC approval via resolution for Agreements that total -- or increase the cumulative project total to -- $50,000 to $350,000.  

For Agreements that total -- or create a cumulative project total -- that exceeds $350,000: Department Heads, the County Manager and the Chief of Internal Services must receive BOCC approval via resolution before entering into Agreements that exceed $350,000 or increase the cumulative total to more than $350,000; and

NOW THEREFORE BE IT FURTHER RESOLVED when the Chief of Internal Services or a Director enters into an Agreement as outlined above, they must save a copy and record of the executed contract(s) -- including contract subject matter, amount, term and contractor -- into the county's procurement management system (OpenGov) and provide a copy of the fully-executed contract(s) to the BOCC.

DONE IN OPEN SESSION this 25th day of July, 2023.