Chapter 15.15
SMALL WORKS ROSTER

Sections:

15.15.010    Small works roster – Established – Contents.

15.15.020    Inclusion on roster – Questionnaire.

15.15.030    Award of contract – Procedure.

15.15.010 Small works roster – Established – Contents.

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. (Ord. 1053 NS § 1, 1992).

15.15.020 Inclusion on roster – Questionnaire.

A. At least once every year, the city of Colville shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the small works roster for the city of Colville. The city shall add to the roster those contractors who request to be included in the roster.

In addition, responsible contractors shall be added to the roster at any time they submit a written request and necessary records. Master contracts may be required to be signed that become effective when a specific award is made using a small works roster.

B. In order to be included on the roster, the contractor shall supply information as follows in response to a standard form questionnaire to be developed at the direction of the city council:

1. Copies of the contractor’s current records of any applicable licenses, certificates, registrations, bonding and insurance and other appropriate matters;

2. The contractor’s financial standing and responsibilities;

3. The contractor’s experience, organization, and technical qualifications necessary to perform proposed contracts;

4. The contractor’s ability to comply with the required performance schedule taking into consideration its existing business commitments;

5. The contractor’s satisfactory record of performance, integrity, judgment, and skills;

6. The contractor’s ready availability to perform work in and for the city of Colville;

7. Such other information as may be secured concerning the contractor’s ability to satisfactorily perform a contract with the city of Colville.

C. The questionnaire required in subsection (B) of this section shall be sworn before a notary public, and shall be submitted once a year and at such other times as the Colville city council shall require. (Ord. 1415 NS § 1, 2009; Ord. 1053 NS § 2, 1992).

15.15.030 Award of contract – Procedure.*

The small works roster shall be utilized as follows:

A. Written procedures shall be established for securing telephone, written, or electronic quotations from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to the lowest responsible bidder, as defined in RCW 39.04.010. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. This subsection does not eliminate other requirements for architectural or engineering approvals as to quality and compliance with building codes. Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. However, if the estimated cost of the work is from $150,000 to $300,000, if the city of Colville chooses to solicit bids from less than all the appropriate contractors on the appropriate small works roster, the city shall also notify the remaining contractors on the appropriate small works roster that quotations are being sought. The city has the sole option of determining whether this notice to the remaining contractors is made by: (1) publishing notice in a legal newspaper in general circulation in the area where the work is to be done; (2) mailing a notice to these contractors; or (3) sending a notice to these contractors by facsimile or other electronic means. For purposes of this subsection, “equitably distribute” means that the city soliciting bids may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services.

B. For limited public works projects, the city shall solicit electronic or written quotations from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. The city shall attempt to distribute opportunities for limited public works projects equitably among contractors willing to perform in the geographic area of the work. The city shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, contractor’s registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. For limited public works projects, the city may waive the payment and performance bond requirements of Chapter 39.08 RCW and the retainage requirements of Chapter 60.28 RCW, thereby assuming the liability for the contractor’s nonpayment of laborers, mechanics, subcontractors, material persons, suppliers, and taxes imposed under RCW Title 82 that may be due from the contractor for the limited public works project; however, the city shall have the right of recovery against the contractor for any payments made on the contractor’s behalf.

C. The city may use the limited public works process of subsection (B) of this section to solicit and award small works roster contracts to small businesses that are registered contractors with gross revenues under $1,000,000 annually as reported on their federal tax return.

D. The city may adopt additional procedures to encourage small businesses that are registered contractors with gross revenues under $250,000 annually as reported on their federal tax returns to submit quotations or bids on small works roster contracts.

E. When awarding a contract for work under the small works roster, the city of Colville shall award the contract to the contractor submitting the lowest responsible bid; provided, however, that the city of Colville reserves its rights under applicable law to reject any or all bids. (Ord. 1432 NS §§ 1, 2, 2010; Ord. 1415 NS §§ 2, 3, 2009; Ord. 1053 NS § 3, 1992).

* Please note, small works roster procedures may now be utilized for projects having an estimated cost of $300,000 or less.

Limited public works projects have an estimated cost of less than $35,000.