Chapter 3.50
SMALL WORKS ROSTER

Sections:

3.50.010    Small works roster.

3.50.020    Creation of separate rosters.

3.50.030    Maintenance of roster.

3.50.040    Use of roster.

3.50.010 Small works roster.

The city clerk shall maintain a small works roster comprised of contractors who (1) have requested to be on the roster, and (2) are 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 $300,000 or less. The small works roster is created and maintained pursuant to the laws of the state of Washington as now enacted or hereafter amended. (Ord. 09-016 § 2, 2009; Ord. 07-004 § 5, 2007; Ord. 11 § 1, 2002).

3.50.020 Creation of separate rosters.

The City may elect to establish small works rosters for different specialties or categories of anticipated work with such rosters making distinctions between contractors based upon such specialties or work. (Ord. 07-004 § 5, 2007; Ord. 11 § 2, 2002).

3.50.030 Maintenance of roster.

The small works roster shall be maintained as follows:

A. At least once per year, the City shall publish in a newspaper of general circulation a notice of the existence of the small works roster(s) soliciting the names of contractors for such roster(s). The City shall place on the small works roster(s) the names of qualified contractors who respond to the published notice with a request to be included on the roster(s). Thereafter, the City shall add to the roster(s) the names of contractors who submit a written request and appropriate records.

B. In order to be included on the roster, the contractor shall supply information on a contractor qualification form developed by the City. The contractor qualification form shall include, at a minimum, the name, address, e-mail address and phone number of the contractor, the contractor’s Washington registration number, the contractor’s insurance company, the contractor’s bonding company and the contractor’s area or areas of work. (Ord. 07-004 § 5, 2007; Ord. 11 § 3, 2002).

3.50.040 Use of roster.

A. The City may utilize the small works roster when seeking to construct any public work or improvement with an estimated cost including labor, material, supplies and equipment of $300,000 or less.

B. Procedures shall be established for securing telephone, written, or electronic quotations from contractors on the appropriate small works roster to ensure that a competitive price is established and to award contracts to the lowest responsible bidder, as defined in subsection C of this section. 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. Quotations shall be invited from all appropriate contractors on the appropriate small works roster.

C. When awarding a contract for work from the small works roster, the City shall award the contract to the lowest responsible bidder; provided, however, the City reserves the right under applicable law to reject any or all bids and to waive procedural irregularities in the bid or bidding process.

In addition to price, the City shall take into account the following when determining the “lowest responsible bidder”:

1. The ability, capacity and skill of the bidder to perform the contract or provide the service required;

2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

3. Whether the contractor can perform the required work within the time specified by the City;

4. Quality of the contractor’s performance under previous contracts with the City or other governmental entity; and

5. The previous and existing compliance by the contractor with laws relating to contracts or services with the City.

D. The City may receive bids telephonically, in writing or electronically. 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 shall review the same and either offer a contract to perform the public work or submit the same to the city council for authorization.

E. The City shall post a list of the contracts awarded under this chapter at least once every year. 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.

F. A contract awarded from a small works roster under this chapter need not be advertised in a legal newspaper of general circulation. (Ord. 09-016 § 3, 2009; Ord. 07-004 § 5, 2007; Ord. 11 § 4, 2002).