Resolution No. 627 Small Works Roster ProcessCITY OF YELM
Resolution No. 627
A RESOLUTION OF THE CITY OF YELM, WASHINGTON, REPEALING RESOLUTION 535, ON THE SUBJECTS
OF ESTABLISHING A SMALL PUBLIC WORKS ROSTER PROCESS TO AWARD PUBLIC WORKS CONTRACTS, A
CONSULTING SERVICES ROSTER FOR ARCHITECTURAL, ENGINEERING, AND OTHER PROFESSIONAL
SERVICES, AND A VENDOR ROSTER FOR GOODS AND SERVICES NOT RELATED TO PUBLIC WORKS
CONTRACTS.
WHEREAS, RCW 39.04.155 and other laws regarding contracting for public works by municipalities, allow
certain contracts to be awarded by a small works roster process; and
WHEREAS, Ch. 39.80 RCW and other laws regarding contracting for consulting services by municipalities
allow certain contracts to be awarded by a consultant roster process; and
WHEREAS, RCW 39.04.190, regarding purchase of materials, supplies, or equipment not connected to a
public works project, allows certain purchasing contracts to be awarded by a vendor roster process;
NOW, THEREFORE, THE CITY OF YELM WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. Resolution No. 535 is hereby repealed.
Section 2. MRSC Rosters. The CITY has contracted with the Municipal Research and Services
Center of Washington (MRSC) to have their official rosters hosted in the online database
for city use for small public works contracts, consulting services, and vendor services
developed and maintained by MRSC through MRSC Rosters and authorizes the City
Administrator to sign that contract.
Section 3. Small Public Works Roster. The following small works roster procedures are established
for use by the city pursuant to RCW 39.04.155:
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 the limit established for the small works roster process in RCW
39.04.155 or other authorizing agency statute, which includes the costs of labor, material,
equipment, sales, or use taxes as applicable. Instead, the city may use the Small Public Works
Roster procedures for public works projects as set forth in this resolution. 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.
Publication. At least once a year, MRSC shall, on behalf of the city, publish in a newspaper of
general circulation within the municipality's jurisdiction a notice of the existence of the small
works roster and solicit the names of contractors for the small works roster. MRSC shall add
responsible contractors to the small works roster at any time that a contractor completes the
online application provided by MRSC, and meets minimum State requirements for roster listing.
Telephone, Written, or Electronic 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 a
contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1). The city
may establish supplementary bidder criteria under RCW 39.04.350 (2) to be considered in the
process of awarding a contract.
a) A contract awarded from a small works roster will 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.
b) 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. "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.
If the estimated cost of the work is from one hundred and fifty thousand dollars
($150,000) up to the authorized threshold for use of the small works roster process in
RCW 39.04.155 or other authorizing agency statute, the city may choose to solicit bids
from less than all the appropriate contractors on the appropriate small works roster but
must 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:
(i) publishing notice in a legal newspaper in general circulation in the area where
the work is to be done;
(ii) mailing a notice to these contractors; or
(iii) sending a notice to these contractors by facsimile or email.
c) 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;
d) 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.
4. Limited Public Works Process. The city may award a contract for work, construction, alteration,
repair, or improvement projects using the limited public works process if the project cost is
equal to or less than the amount established in RCW 39.04.155 (3). For a limited public works
project, the city will solicit electronic or written quotations from a minimum of three contractors
from the appropriate small works roster and shall award the contract to the lowest responsible
bidder as defined under RCW 39.04.010 After an award is made, the quotations shall be open to
public inspection and available by electronic request.
For limited public works projects, the city may waive the payment and performance bond
requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW,
thereby assuming the liability for the contractor's nonpayment of laborers, mechanics,
subcontractors, material men, suppliers, and taxes imposed under Title 82 RCW that may be due
from the contractor for the limited public works project. However, the city shall have the right
of recovery against the contractor for any payments made on the contractor's behalf.
The city shall maintain a list of the contractors contacted and the contracts awarded during the
previous 24 months under the limited public works process, including the name of the
contractor, the contractor's registration number, the amount of the contract, a brief description
of the type of work performed, and the date the contract was awarded.
Determining Lowest Responsible Bidder. The City of Yelm shall award the contract 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 may call for new bids. A responsible bidder shall be a registered or
licensed contractor who meets the mandatory bidder responsibility criteria established by
Chapter 133, Laws of 2007 (SHB 2010) and who meets any supplementary bidder responsibly
criteria established by the city.
Award. All of the bids or quotations shall be collected by the City Administrator or his designee.
If the City Council delegates the authority to award bids to an City Administrator or
designee of the city for public works projects costing less than or equal to $350,000, the
City Administrator shall have the authority to award public works contracts without City
Council approval, provided that the City Council shall ratify the City Administrator's
approval at the next scheduled City Council meeting by means of the consent agenda.
For public works projects costing more than $350,000, the City Council shall award all
public works contracts.
Section 4. Consulting Services Roster. The following consulting services roster procedures are
established for use by the city pursuant to RCW 39.80.030:
Consulting Services. Consulting services are professional services that have a primarily
intellectual output or product and include architectural and engineering services as defined in
RCW 39.80.020.
Publication. At least once a year, MRSC shall, on behalf of the city, publish in a newspaper of
general circulation within the municipality's jurisdiction a notice of the existence of the
consulting services roster and solicit the names of consultants for the consulting services roster.
MRSC shall add responsible consultants to the consulting services roster at any time that a
consultant completes the online application provided by MRSC, upload a Statement of
Qualifications, and meets minimum State requirements for roster listing.
Review and Selection of the Statement of Qualifications Proposals. The city shall use the
following process to select the most highly qualified Architectural or Engineering firm off of the
Consulting Services Roster to provide the required services:
a) The City Council shall establish criteria that the City Administrator, or their designee,
must consider in evaluating Architectural or Engineering firms for a given project. Such
criteria shall include a plan to insure that minority and women -owned firms and
veteran -owned firms are afforded the maximum practicable opportunity to compete for
and obtain public contracts for architectural or engineering services. The level of
participation by minority and women -owned firms and veteran -owned firms shall be
consistent with their general availability within the jurisdiction of the City of Yelm.
b) The City Administrator, or their designee, shall evaluate the written statements of
qualifications and performance data on file with the City of Yelm at the time that
architectural or engineering services are required;
c) Such evaluations shall be based on the criteria established by the City Council; and
d) The City Administrator, or their designee, shall conduct discussions with one or more
firms regarding anticipated concepts and the relative utility of alternative methods of
approach for furnishing the required services.
e) The firm deemed most highly qualified by the agency to do the project will be selected.
4. Award.
a) The City Council considers the proposal received and awards the contract; or
b) If the City Council delegates the authority to award projects to an City Administrator of
the city for consulting services costing less than or equal to $75,000 the City
Administrator shall have the authority to award contracts for consulting services
without City Council approval, provided that the City Council shall ratify the City
Administrator's approval at the next scheduled City Council meeting by means of the
consent agenda. For consulting services costing more than $75,000, the City Council
shall award all contracts for consulting services.
Section S. Vendor List Roster. The following vendor list roster procedures are established for use
by the city pursuant to RCW 39.04.190:
Purchase of materials, supplies, or equipment not connected to a public works project. The
city is not required to use formal sealed bidding procedures to purchase materials, supplies, or
equipment not connected to a public works project where the cost will not exceed the statutory
threshold of the city as provided in RCW 35.23.352. The city will attempt to obtain the lowest
practical price for such goods and services.
Publication. At least twice per year, MRSC shall, on behalf of the city, publish in a newspaper of
general circulation within the municipality's jurisdiction a notice of the existence of the vendor
list roster and solicit the names of vendors for the vendor list roster. MRSC shall add responsible
vendors to the vendor list roster at any time when a vendor completes the online application
provided by MRSC, and meets minimum State requirements for roster listing.
Telephone, Written, or Electronic Quotations. The city shall use the following process to obtain
telephone or written quotations from vendors for the purchase of materials, supplies, or
equipment not connected to a public works project:
a) 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;
b) The City Administrator, or their designee, shall make a good faith effort to contact at
least three (3) of the vendors on the roster to obtain telephone or written quotations
from the vendors for the required materials, supplies, or equipment;
c) The City Administrator, or their designee, shall not share telephone or written
quotations received from one vendor with other vendors soliciting for the bid to provide
the materials, supplies, or equipment;
d) A written record shall be made by the City Administrator, or their designee, of each
vendor's bid on the material, supplies, or equipment, and of any conditions imposed on
the bid by such vendor;
4. Determining the Lowest Responsible Bidder. The city shall purchase the materials, supplies, or
equipment from the lowest responsible bidder, provided that whenever there is reason to
believe that the lowest acceptable bid is not the best price obtainable, all bids may be rejected
and the city may call for new bids.
5. Award. All of the bids or quotations shall be collected by the City Administrator or his designee.
The City Administrator, or their designee, shall create a written record of all bids or quotations
received, which shall be made open to public inspection or telephone inquiry after the award of
the contract. Any contract awarded under this subsection need not be advertised.
a) The City Administrator, or their designee, shall then present all bids or quotations and
their recommendation for award of the contract to the City Council. The City Council
shall consider all bids or quotations received, determine the lowest responsible bidder,
and award the contract; or
b) If the City Council delegates the authority to award bids to an City Administrator of the
city for materials, supplies, or equipment costing less than or equal to the statutory
threshold of the agency as provided in RCW 35.23.352, the City Administrator shall have
the authority to award public works contracts without City Council approval, provided
that the City Council shall ratify the City Administrator's approval at the next scheduled
City Council meeting by means of the consent agenda. For materials, supplies or
equipment costing more than the statutory threshold of the city as provided in RCW
35.23.352, the City Council shall award all vendor contracts.
6. Posting. A list of all contracts awarded under these procedures shall be posted at city main
administrative offices 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,
and the date it was awarded.
Adopted by the Yelm City Council at the regular meeting this 22nd day of November, 2022.
Jo ePinto, Mayor
ATTEST:
Kathy Linnem er, City Clerk
PUBLISHED: v
EFFECTIVE DATE:
AGENDA ITEM:
EST. 1924
WASHINGTON
Meeting Date:
CITY COUNCIL AGENDA ITEM SUMMARY
City of Yelm, Washington
Resolution 627 contracting with MRSC for use of MRSC maintained small
works rosters and establishing a small public works roster process to award public works
contracts, a consulting services roster for architectural, engineering, and other professional
services, and a vendor roster for goods and services not related to public works contracts.
PROPOSED MOTION:
Motion to adopt Resolution 627, contracting with MRSC for use of MRSC maintained small
works rosters and establishing a small public works roster process to award public works
contracts, a consulting services roster for architectural, engineering, and other professional
services, and a vendor roster for goods and services not related to public works contracts.
KEY FACTS AND INFORMATION SUMMARY:
MRSC maintains online databases of roster service for local governments across Washington,
connecting hundreds of local governments to thousands of businesses for public works, as well
as consulting and purchases. The City has used the MRSC rosters for several years, and would
like to update the agreement to reflect today's purchasing and contracting standards. The fee
for this is based on a five year average of capital expenditures, and can range from $135-425
annually. Participation in the rosters save a considerable amount of staff time and resources
when contracting for small works projects.
ATTACHMENTS:
• Resolution 627
Respectfully Submitted:
Stephanie Dice
Finance Director