Chapter 3.48
SMALL WORKS ROSTER*

Sections:

3.48.010    Cost.

3.48.020    Number of rosters.

3.48.030    Contractors on small works roster(s).

3.48.040    Publication.

3.48.050    Electronic rosters.

3.48.060    Telephone or written quotations.

3.48.070    Contracts under bidding threshold.

*    Prior ordinance history: Ordinance 548.

3.48.010 Cost.

The city need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed three hundred thousand dollars, which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the city may use the small works roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any project by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. (Ord. 860 § 1 (part), 2009).

3.48.020 Number of rosters.

The city may create a single general small works roster, or may create a small works roster for different specialties or categories of anticipated work. (Ord. 860 § 1 (part), 2009).

3.48.030 Contractors on small works roster(s).

The small works roster(s) shall consist of all responsible contractors who have requested to be on the roster(s), and where required by law are properly licensed or registered to perform such work in this state. (Contractors desiring to be placed on a roster or rosters must provide current records of any applicable licenses, certifications, registrations, bonding, insurance, or other appropriate matters on file with the city upon request as a condition of being placed on a roster or rosters.) (Ord. 860 § 1 (part), 2009).

3.48.040 Publication.

At least once a year, the city shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the roster or rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to an appropriate roster or rosters at any time that they submit a written request. The city may require master contracts to be signed that become effective when a specific award is made using a small works roster. (Ord. 860 § 1 (part), 2009).

3.48.050 Electronic rosters.

In addition to paper and/or electronic rosters kept on file with the city, the city may also use that state-wide electronic database developed and maintained jointly by the Daily Journal of Commerce and the Municipal Research and Services Center of Washington. (Ord. 860 § 1 (part), 2009).

3.48.060 Telephone or written quotations.

The city shall obtain telephone, written or electronic quotations for public works contracts 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 43.19.1911(9), as follows:

(1)    A contract awarded from a small works roster need not be advertised. 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.

(2)    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.

If the estimated cost of the work is from one hundred fifty thousand dollars to three hundred thousand dollars, the city may choose to solicit bids from less than all the appropriate contractors on the appropriate small works roster but must also notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The city has the sole option of determining whether this notice to the remaining contractors is made by:

(A)    Publishing notice in a legal newspaper in general circulation in the area where the work is to be done;

(B)    Mailing a notice to these contractors; or

(C)    Sending a notice to these contractors by facsimile or other electronic means.

(3)    For purposes of this chapter, “equitably distribute” means that the city may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. At the time bids are solicited, the city representative shall not inform a contractor of the terms or amount of any other contractor’s bid for the same project.

(4)    A written record shall be made by the city representative of each contractor’s bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. (Ord. 860 § 1 (part), 2009).

3.48.070 Contracts under bidding threshold.

The city may choose not to bid or comply with this small works roster procedure for a public works project if the estimated cost is less than:

(1)    Sixty-five thousand dollars if more than one craft or trade is involved; or

(2)    Forty thousand dollars if a single craft or trade is involved. (Ord. 860 § 1 (part), 2009).