Chapter 2.64
SMALL WORKS ROSTER

Sections:

2.64.010    Small works roster established.

2.64.020    Inclusion on roster.

2.64.030    Procedure.

2.64.010 Small works roster established.

There is established for the City a small works roster comprised of all contractors who request to be on the roster and who are, where required by law, properly licensed or registered to perform contracting work in the state of Washington.

The small works roster may be used in lieu of formal sealed competitive bid procedures to award contracts for public work where the estimated cost of the work is $200,000 or less. (Ord. C-487, 2001; Ord. C-441, 2000)

2.64.020 Inclusion on roster.

At least twice every year, the City shall publish in a newspaper of general circulation a notice of the existence of the small works roster and soliciting the names of contractors for such roster.

In order to be included on the roster, the contractor shall supply information on a contractor qualification form to be provided by the City. The contractor qualification form shall include as a minimum the contractor’s name, address, telephone number, fax number, Washington registration number, insurance carrier, bonding company and area(s) of work. Contractors are responsible to keep current with the Office of the Clerk-Treasurer required information and copies of applicable licenses, registrations, bonds, insurance or other appropriate matters as a condition of being considered for the work. (Ord. C-487, 2001; Ord. C-441, 2000)

2.64.030 Procedure.

A. The small works roster shall be utilized as follows:

1. Whenever the City seeks to construct any public work or improvement, the estimated cost of which, including costs of material, supplies, and equipment is within the provision of RCW 35.23.352 authorizing the use of the small works roster, the City’s small works roster may be utilized. All such projects shall be approved by the Council prior to the award of bids.

2. To award a public work from the roster, the City shall either invite bids or proposals from at least five qualified contractors on the small works roster or from all contractors on the small works roster. If the cost of the public work is estimated to be less than $35,000, the City may elect to solicit three written quotations from the roster. In the event the City elects to receive quotations from less than all contractors on the roster, the City shall attempt to equitably distribute the opportunity to bid on the public work in such a manner so as to avoid favoritism to any individual contractor.

3. The invitation to submit proposals shall include an estimate of the scope and nature of the work to be performed and the materials and equipment to be furnished. Detailed plans and specifications need not be included in the invitation. All proposals shall be submitted in writing; provided, that an electronic mail or fax submittal shall constitute a written proposal.

The time and date of receipt shall be recorded to ensure all bids are presented in a timely fashion for review and consideration. After expiration of the time and date for submission of all bids or quotations, the City Manager or designee shall review the same and may make a recommendation to the City Council.

4. When awarding a contract for work under the small works roster, the City shall award the contract to the contractor submitting the lowest responsible bid; provided, however, that the City reserves the right to reject any and all bids and to waive procedural irregularities. All such contracts shall require Council approval.

5. Once a contractor has been afforded an opportunity to submit a proposal, that contractor shall not be offered an opportunity to submit a proposal on subsequent small works roster projects until all other appropriate contractors on the small works roster have been afforded an opportunity to submit a proposal.

6. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection and available by telephone inquiry. The City shall maintain a list containing the names of contractors, registration numbers, contract amount, description of the work and the date of award for the previous 24 months where only three written quotations have been solicited prior to award of the contract.

7. A contract awarded from a small works roster under this chapter need not be advertised.

8. Whenever possible the City shall invite at least one proposal from a minority or woman contractor who is otherwise qualified.

B. The Public Works Director is authorized to establish procedures for use of the small works roster consistent with the provisions of this chapter. (Ord. C-487, 2001; Ord. C-441, 2000)