Chapter 3.50
BIDDING PROCEDURE/SMALL WORKS ROSTER
Sections:
3.50.010 Compliance with Notice of Invitation and Regulations
3.50.020 Date of Call for Bids--Newspaper Notice
3.50.030 Bid Receipt
3.50.040 Acceptance Procedure
3.50.050 Public Work or Improvement--Bid Required When Cost Over $30,000
3.50.060 Public Work or Improvement--Small Works Roster
3.50.070 Purchase Between $7,500 and $15,000
3.50.080 Waiver of Requirements
3.50.090 Severability
3.50.010 Compliance with Notice of Invitation and Regulations.
All bids offered by persons, associations or corporations desiring to sell or supply material, equipment, supplies or services to, or purchase the same from, the City shall comply strictly with the terms of the notice of invitation for bids and the specifications or general conditions issued or published by the City in connection therewith, together with all state laws relating to public works contracts, the terms of which shall be deemed included in such specifications or general conditions whether or not they are expressly set out therein.
3.50.020 Date of Call for Bids--Newspaper Notice.
The City, through the Mayor or such other agent as the Mayor may designate, shall call for bids in the newspaper theretofore officially designated as the official newspaper, published or in general circulation in the City, for advertising or printing of all newspaper publications of notices required by law of the state or by ordinance of the City.
3.50.030 Bid Receipt.
The bids shall be received by the Mayor, his/her designee, or other City agency designated in such notice, at all times during regular business hours, and shall be presented to the City Council by the Mayor, his/her designee or other prescribed agency, at the time specified in said notice for the opening of such bids.
3.50.040 Acceptance Procedure.
The City, through its Council or other authorized agency, may give oral acceptance on any bid in open meeting at the time of opening the bids, or may take such bids under consideration and thereafter communicate written acceptance of such bid or bids as is deemed proper by such Council or other agency, at any time within the period set by the notice of invitation to bid, the general conditions or other specifications issued in connection with the proposed transaction. The Council may let the contract to the lowest responsible bidder or may, by minute entry, reject any or all bids and make further calls for bids in the same manner as the original call. If no bid is received on the first call, the Council may re-advertise and make a second call or may enter into a contract without any further call or may purchase the supplies, material or equipment and perform the work or improvement by day labor.
3.50.050 Public Work or Improvement -- Bid Required When Cost Over $30,000.
The City Council, by resolution, may construct any public work or improvement by contract or day labor without calling for bids therefore whenever the estimated costs of such work or improvement, including cost of materials, supplies and equipment will not exceed the sum of $30,000 if more than one craft or trade is involved or $20,000 if a single craft or trade is involved or if the public works project is street signalization or street lighting. Whenever the cost of such public work or improvement, including materials, supplies and equipment, will exceed the above threshold, the same shall be done by contract except for contracts let pursuant to Section 3.50.060 below, all such contracts shall be let at public bidding upon posting notice calling for sealed bids upon the work. Such notice thereof shall be posted in a public place in the City and by publication in the official newspaper once each week for two consecutive weeks before the date for opening the bids.
3.50.060 Public Work or Improvements -- Small Works Roster.
In addition and as an alternative to the provision set forth in Section 3.50.050 regarding public bidding, the Mayor or his designee may establish and maintain a small works roster comprising all contractors who have been requested to be on the roster and who are, where required by law, properly licensed or registered in this state.
A. Contractor Requirements. The small works roster shall be established as follows:
1. At least once every year, the City of Lake Stevens shall advertise in a newspaper of general circulation the existence of a small works roster for the City of Lake Stevens. The City shall add to the roster those contractors who respond to the advertisement and request to be included on the roster.
2. 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:
a. The contractor’s State license or registration, where required by law;
b. The contractor’s financial standing and responsibilities;
c. The contractor’s experience, organization, and technical qualifications necessary to perform proposed contracts;
d. The contractor’s ability to comply with the required performance schedules taking into consideration its existing business commitments;
e. The contractor’s ready availability to perform work in and for the City of Lake Stevens;
f. Such other information as may be secured concerning the contractor’s ability to satisfactorily perform a contract with the City of Lake Stevens.
3. The questionnaire required in Section 2 above shall be sworn before a Notary Public, and shall be submitted once a year and at such other times as the City of Lake Stevens City Council shall require.
B. Utilizing the Small Works Roster. The small works roster shall be utilized as follows:
1. Whenever the City of Lake Stevens seeks to construct any public work or improvements, the estimated cost of which, including costs of material supplies and equipment is $100,000 or less, the small works roster may be utilized.
2. When the small works roster is utilized, the City of Lake Stevens shall invite proposals from all appropriate contractors on the small works roster including, whenever possible, at least one proposal from a minority contractor who otherwise qualifies.
3. The invitation to the contractor on the small works roster shall include an estimate of the scope and nature of the work to be performed and materials and equipment to be furnished.
4. When awarding a contract for work under the small works roster, the City of Lake Stevens shall award the contract to the contractor submitting the lowest responsible bid, provided, however, that the City of Lake Stevens reserves its right under applicable law to reject any or all bids, and to waive procedural irregularities.
3.50.070 Purchase between $7,500 and $15,000.
Any purchase of supplies, material, equipment or services other than professional services, except for public work or improvement, where the cost thereof exceeds $7,500 dollars shall be made upon call for bids; provided, that the limitation herein shall not apply to any purchases of materials at auctions conducted by the government of the United States, any agency thereof or by the state or a political subdivision thereof; and provided further, that advertisement and competitive bidding may be dispensed with as to such purchases of a value between $7,500 and $15,000 dollars upon passage by the City Council of a resolution providing for a procedure for securing telephone and/or written quotations from enough vendors to assure establishment of a competitive price and for awarding such contracts for purchase of materials, equipment, or services to the lowest responsible bidder; and providing that, after the award is made, the bid quotations shall be open to public inspection and shall be available by telephone inquiry.
3.50.080 Waiver of Requirements.
These requirements for purchasing may be waived by resolution of the City Council which declared that the purchase is clearly and legitimately limited to a single source or supply within the near vicinity, or the materials, supplies, equipment, or services are subject to special market conditions and recites why this situation exists.
3.50.090 Severability.
If any provision of this ordinance or its application to any person or circumstance is held invalid, the remainder of the ordinance or the application of said provision to other persons or circumstances shall not be affected. (Ord. 326, 1989: Ord. 289, 1986)