Chapter 2.80
SMALL WORKS ROSTER

Sections:

2.80.010    Established.

2.80.020    Cost.

2.80.030    Number of rosters.

2.80.040    Contractors on small works roster(s).

2.80.050    Publication.

2.80.060    Telephone or written quotations.

2.80.070    Determining lowest responsible bidder.

2.80.080    Award.

2.80.010 Established.

The following small works roster procedures are established for use by the city of Forks, pursuant to RCW 35.23.352 and Chapter 39.04 RCW. (Ord. 475 § 1, 2001)

2.80.020 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 $200,000, 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 projects 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. 475 § 1, 2001)

2.80.030 Number of rosters.

(1) 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. Said small works rosters may make distinctions between contractors based upon different geographic areas served by the contractor.

(2) The city may utilize, as an alternative to the above roster system, a multi-governmental system that meets the statutory requirements for procurement. If an alternative is utilized, the council will be requested to adopt that alternative by resolution. (Ord. 611 § 1, 2014; Ord. 475 § 1, 2001)

2.80.040 Contractors on small works roster(s).

(1) The small works roster(s) created solely by the city 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 keep current records of any applicable licenses, certifications, registrations, bonding, insurance, or other appropriate matters on file with the city as a condition of being placed on a roster or rosters.

(2) Any alternative roster system employed by the city shall ensure that contractors found therein consist of responsible contractors that are properly licensed or registered to perform such work in this state in addition to complying with all other enrollment requirements established by the managers of the alternative roster system. (Ord. 611 § 2, 2014; Ord. 475 § 1, 2001)

2.80.050 Publication.

(1) Roster(s) created solely by the city shall require the city to at least once a year 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 and necessary records. The city may require master contracts to be signed that become effective when a specific award is made using a small works roster. An interlocal contract or agreement between the city of Forks and other local governments establishing a small works roster or rosters to be used by the parties to the agreement or contract must clearly identify the lead entity that is responsible for implementing the small works roster provisions.

(2) Any alternative roster system employed by the city shall still require the city to publish notice at least once a year in a newspaper of general circulation within the jurisdiction about the city’s use of such an alternative and how interested contractors can access enrollment information. (Ord. 611 § 3, 2014; Ord. 475 § 1, 2001)

2.80.060 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, 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 $100,000 to $200,000, 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 resolution, “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.

(5) At least once every year a list of the contracts awarded under that process is to be furnished to the city council and made available to the general public. The list shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date it was awarded. The list shall also state the location where the bid quotations for these contracts are available for public inspection. (Ord. 475 § 1, 2001)

2.80.070 Determining lowest responsible bidder.

The city council shall award the contract, with the exception noted in FMC 2.80.080, for the public works project to the lowest responsible bidder; provided, that whenever there is a reason to believe that the lowest acceptable bid is not the best price obtainable, all bids may be rejected and the city council may call for new bids. In addition to price, the city council shall take into account the following:

(1) The ability, capacity, and skill of the bidder to perform the contract;

(2) Whether the bidder can perform the contract within the time specified by the city;

(3) The quality of the bidder’s performance of previous contracts or services;

(4) The previous and existing compliance by the bidder with laws relating to the contract or services. (Ord. 475 § 1, 2001)

2.80.080 Award.

The mayor or their designee shall present all telephone quotations/bids and recommendation for award of the contract to the lowest responsible bidder to the city council. However, for public works projects under $30,000 or the amount as established by state law for cities with the same classification as Forks, whichever is greater, the mayor shall have the authority to award public works contracts without city council approval; provided, that the mayor or their designee presents to the council a quarterly summary of the use of the roster when the amount for a specific project is less than $30,000. For public works projects over $30,000, or the amount as established by state law for cities with the same classification as Forks, whichever is greater, the city council shall award all public works contracts pursuant to this chapter. (Ord. 503 § 1, 2002; Ord. 475 § 1, 2001)