About Procurement

The City of Newcastle purchases goods, services, and materials needed to support daily operations, public projects, and city services. It conducts procurement through a variety of methods to ensure fairness, transparency, value for public funds, and compliance with state law. The City’s Purchasing Policy sets rules for approval limits, authority, and documentation, while encouraging competitive procurement and responsible use of taxpayer funds.

Bids

The City uses competitive bids for larger purchases and public works projects. Smaller purchases of materials or equipment under $15,000 may use quotes, while purchases above that amount generally require a formal bid. Awards typically go to the lowest responsible bidder. Public works projects follow state rules: smaller projects use the Small Works Roster, and larger projects require formal bids in the City’s newspaper of record. Emergency or sole-source purchases may be allowed with proper documentation.

View Current Bids in the Small Works Roster.

View Bid Results in the Document Center.

Requests for Proposals (RFPs) & Qualifications (RFQs)

Professional services are selected using a process that considers both value and qualifications. Smaller services under $25,000 do not require competition, contracts between $25,000 and $150,000 use a consultant roster, and larger contracts use a Request for Proposals (RFP). Architectural and engineering services follow a Request for Qualifications (RFQ) or a qualification-based selection process. Smaller service purchases may use quotes to compare multiple vendors.

Title VI: Non-Discrimination

The City of Newcastle is committed to ensuring that no person is excluded from participation in, denied the benefits of, or subjected to discrimination under any City program or activity based on race, color, national origin, or sex, as protected by Title VI of the Civil Rights Act of 1964 and Civil Rights Restoration Act of 1987.

The City maintains a Title VI Plan that is updated and sent to the Washington State Department of Transportation annually. The plan explains the policies and steps the City follows to prevent discrimination in all programs and activities. Anyone who believes their Title VI rights have been violated may file a complaint or contact the City’s Title VI Coordinator.

View Title VI Forms and Plans in the Document Center.