Introducing SAO’s updated Buying and Bidding Guide

We invite you to check out our recently updated procurement resource, the Office of the Washington State Auditor’s Buying and Bidding Guide. From learning the applicable laws and bid thresholds to getting helpful tips, this newly refreshed resource will help you navigate your next procurement process with confidence. To view the guide, click here.  

About our Buying and Bidding Guide 

No matter your government’s type or size, our procurement guide is for you. You don’t need to be a purchasing expert to use this guide — it is written with a broad audience in mind. This resource covers the requirements that typically apply to all government types, but also speaks to many of the alternatives and unique circumstances. So regardless of whether you are a small diking district or a larger county, you’ll find information to help you follow the law. Here’s a quick preview of some of the guide’s topics and features. The guide: 

• Covers all types of procurements — purchases, public works, and services   

• Helps you understand your requirements for public bidding, as well as the alternatives   

• Provides links to applicable statutes, to save time  

• Shares tips on common trouble spots such as using federal funds on a project   

• Offers some best practice suggestions in managing projects  

• Links to additional resources if you want to dig deeper  

Summary of Recent Changes 

We’ve recently made some technical updates to our guide. We’ve added: 

• New information about the small works roster requirements as per RCW 39.04.151-.152, effective July 1, 2024 

• Updates to “purchases” bid thresholds for certain classes of cities, towns, and fire districts, effective June 30, 2024 

• Updates to “public works” bid thresholds for certain classes of cities, towns, fire districts, public utility districts, reclamation districts of a certain size, state colleges or universities, and water-sewer districts effective June 30, 2024, or July 1, 2024 

• New information and added clarity in the prevailing wage section, with regard to weekly certified payroll reports, and your responsibility to obtain and review them under state and federal regulations 

• Changes to the employee (day) labor limitations for a few government types, due to several law changes effective June 30, 2024 

• A reference to the new change order requirements over issuance and payment as per RCW 39.04.360 

• Details about local government’s’ ability to use contracts offered by the Washington State Department of Enterprise Services (this is not new, just newly added to the guide) 

• Additional clarity to the architecture and engineering services section, including additional guidance if you choose to use federal funds to pay for such services 

Additional Procurement-Related Resources  

The following resources are available from the State Auditor’s Office: 

• Piggybacking under Washington State Law – Refer to this guidance when considering using other entities’ bid awards, a process known as “piggybacking.” The appendix includes an optional checklist. 

• Checklist: Is this bidder responsible? Use this checklist when evaluating whether a bidder meets the “responsibility criteria” defined in state law, a requirement to qualify for a public contract. This resource also includes answers to frequently asked questions.  

• Best Practices for Change Orders - Refer to this guidance when considering best practices for pricing and evaluating change orders, as well as establishing policies over change orders. 

• Essentials of Managing Federal Awards – A Compliance Handbook – Refer to Section 2, Chapter 7, for more information about the federal procurement standards as per the Uniform Guidance.  

The Municipal Research and Services Center also has many resources on procurement for local governments. 

How to reach us for more assistance 

If you have a question that this guide doesn’t cover, you can always submit a question to our HelpDesk in the client portal. However, in some instances, it’s best to work directly with your legal counsel.  

We also have internal controls specialists at our Center for Government Innovation available to talk with you about best practices and resources. For assistance, reach out to us at Center@sao.wa.gov.