Chapter 1.28
VENDOR LIST AND SMALL WORKS ROSTER

Sections:

1.28.010    Purchase of materials, supplies or equipment—Vendor list.

1.28.020    Public works contracts—Small works.

1.28.030    Statutory references.

1.28.010 Purchase of materials, supplies or equipment—Vendor list.

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. For any purchase of materials, supplies or equipment which is not to be used in connection with public work or improvement where the cost thereof is between seven thousand five hundred dollars and fifteen thousand dollars, the procedures set forth in this section may be used in lieu of formal sealed bidding procedures or other procedures permitted by state law.

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

C. Written or Electronic Quotations. The city shall use the following procedures for securing written or electronic quotations from at least three different vendors whenever possible to assure that a competitive price is established and for awarding contracts for the purchase of any materials, equipment, supplies, or services to the lowest responsible bidder, as defined in RCW 39.04.010:

1. A written description shall be drafted that describes the materials, supplies or equipment to be purchased, and may include 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 vendors on the vendor list and, after reading or quoting the written description, obtain written or electronic quotations from the vendors;

3. The city representative shall make a written record of each vendor’s bid and of any conditions imposed on the bid by such vendor;

4. All of the written bids or quotations shall be collected and considered and a determination of the lowest responsible bidder, as defined in RCW 39.04.010, shall be made and the contract, if awarded, shall be awarded to said bidder. The city reserves the right to reject all bids and not award the contract.

D. Award. Immediately after the award is made, the bid quotations obtained shall be recorded, open to public inspection, and shall be available by telephone inquiry. A contract awarded under this section need not be advertised. (Ord. 849 § 1 (part), 2013)

1.28.020 Public works contracts—Small works.

A. When Applicable. The city need not comply with formal sealed bidding procedures for public works projects including the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed three hundred fifty 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 in this section. If the estimated cost of the public works project does not exceed one hundred sixteen thousand one hundred fifty-five dollars, if more than one craft or trade is involved with the public works project, or seventy-five thousand five hundred dollars if a single craft or trade is involved with the public works project or the public works project is street signalization or street lighting, the provisions of this section need not be followed and the city may contract for the completion of the public works project without calling for bids. The breaking of any public works project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the dollar limitations set forth in this subsection.

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 shall provide the city with a list of the types of work the contractor is capable of performing for the city. The city may require that contractors desiring to be placed on the roster 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.

C. Publication. At least once a year, the city shall publish in a newspaper of general circulation within the city 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.

D. Written or Electronic Quotations. The city shall obtain dated, 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 39.04.010, 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 provision 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.

3. If the estimated cost of the work is from two hundred fifty thousand dollars to three hundred fifty 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 city;

b. Mailing a notice to these contractors; or

c. Sending a notice to these contractors by facsimile or other electronic means.

4. For purposes of this chapter, “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.

5. 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.

E. Determining Lowest Responsible Bidder. All contracts awarded pursuant to this section shall be awarded to the lowest “responsible bidder” as defined in RCW 39.04.010.

F. Award. All of the written or electronic 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. 938 § 1, 2021; Ord. 849 § 1 (part), 2013)

1.28.030 Statutory references.

All references in this chapter to state statutes shall be considered references to the state statutes as they currently exist or may hereafter be amended. (Ord. 849 § 1 (part), 2013)