Chapter 2.68
VENDOR LIST AND
SMALL WORKS ROSTER

Sections:

2.68.010    Purchase of materials, supplies or equipment.

2.68.020    Public works contracts.

2.68.010 Purchase of materials, supplies or equipment.

A. Cost. The city is not required to use formal sealed bidding procedures or the procedures set forth in this chapter to purchase materials, supplies, or equipment where the cost of the same will not exceed seven thousand five hundred dollars. When the city desires to purchase materials, supplies, or equipment estimated to cost between seven thousand five hundred dollars to fifteen thousand dollars, the procedures set forth in subsections 2.68.010(B) through (F), inclusive, may be used.

B. Publication of Notice. At least twice per year, the city shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the vendors list for materials, supplies, and equipment, and shall solicit names of vendors for the list.

C. Telephone or Written Quotations. The city shall use the following process to obtain telephone or written quotations from vendors for the purchase of materials, supplies, or equipment:

1. A written description shall be drafted of the specific materials, supplies, or equipment to be purchased, including the number, quantity, quality, and type desired, the proposed delivery date, and any other significant terms of purchase;

2. A city representative shall make a good faith effort to contact at least three of the vendors on the vendors list established according to subsection B of this section and, reading from the written description, obtain telephone quotations from the vendors on the required materials, supplies, or equipment;

3. At the time such telephone quotations are solicited, the city representative shall not inform a vendor of any other vendor’s bid on the materials, supplies, or equipment;

4. A written record shall be made by the city representative of each vendor’s bid on the materials, supplies, or equipment, and of any conditions imposed on the bid by such vendor;

5. All of the telephone bids or quotations shall be collected and presented at the same time to the city council for consideration, determination of the lowest responsible bidder, and award of the contract.

D. Determining Lowest Responsible Bidder. All contracts awarded pursuant to this section shall be awarded to the “lowest responsible bidder” as defined in RCW 43.19.1911, as the same exists now or may hereafter be amended.

E. Award. Immediately after the contract award is made, the written record of each vendor’s bids or quotations shall be open to public inspection and available to the public by telephone inquiry. Any contract awarded under this subsection need not be advertised.

F. Posting. A list of all contracts awarded under the above procedures must be posted at City Hall once every two months. The list shall contain the name of the vendor awarded the contract, the amount of the contract, a brief description of the items purchased under the contract, and the date it was awarded. The list shall also state the location where the bid quotations are available for public inspection. (Ord. 1202 § 1, 2001; Ord. 1143 § 1, Exh. A (part), 1999).

2.68.020 Public works contracts.

A. 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 two 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 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.

B. Contractors on Small Works Roster. The small works roster shall consist of all responsible contractors who have requested to be on the roster, and where required by law are properly licensed or registered to perform such work in this state. Contractors desiring to be placed on the roster 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 the roster. Contractors placed on the small works roster shall declare what categories of work they are available to perform for the city on the small works roster application form prescribed by the city.

C. 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 and solicit the names of contractors for such roster. Responsible contractors shall be added to the roster 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.

D. Telephone or Written Quotations. The city shall obtain telephone, written or electronic quotations for public works contracts from contractors on the 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 the 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 paragraph 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 small works roster. As an alternative, quotations may be invited from at least five contractors on the 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 roster.

If the estimated cost of the work is from one hundred thousand dollars to two hundred thousand dollars, the city may choose to solicit bids from less than all the appropriate contractors on the small works roster, but must also notify the remaining appropriate contractors on the 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 small works roster over other contractors on the small works roster who perform similar services. At the time bids are solicited, the city 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 pursuant to this section shall 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.

E. Determining Lowest Responsible Bidder. All contracts awarded pursuant to this section shall be awarded to the “lowest responsible bidder” as defined in RCW 43.19.1911, as the same exists now or may hereafter be amended.

F. Award. All of the telephone bids or quotations shall be collected and presented at the same time to the city council for consideration, determination of the lowest responsible bidder, and award of the contract. The city reserves the right to reject all bids and not award a contract. (Ord. 1202 § 2, 2001: Ord. 1143 § 1, Exh. A (part), 1999).