RES 25-007RESOLUTION NO. 25-007
A RESOLUTION OF THE CITY OF CAMAS, WASHINGTON, repealing
Resolution 21-011, establishing a small public works roster process to award
public works contracts, a consulting services roster for architectural and engineering
services, and a vendor roster for goods and services not related to public works
contracts.
WHEREAS, RCW 39 .04.151 and other laws regarding contracting for public works
by municipalities, permit 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 permit 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, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
CAMAS, WASHINGTON, AS FOLLOWS:
I
Resolution No. 21-011 is hereby repealed.
II
MRSC Rosters. The City wishes to contract with the Municipal Research and
Services Center ofWashington (MRSC) to use the MRSC Rosters online database,
developed and maintained by MRSC, as the City's official rosters for small public
works contracts, consulting services, and vendor services and authorizes the Mayor
to sign the Washington Public Agencies Contract with MRSC.
III
Small Public Works Roster. The following small works roster procedures are
established for use by the City pursuant to RCW 3 9. 04 .151:
1. Limits. The City need not comply with formal sealed bidding procedures for
the construction, building, renovation, remodeling, alteration, repair, or
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improvement of real property where the estimated cost does not exceed the
threshold in RCW 39.04.152, currently Three Hundred Fifty Thousand
Dollars ($350,000.00), as may be amended by State Law, which includes the
costs of labor, material, and equipment. Instead, the City may use the Small
Public Works Roster procedures for public works projects as set forth in
Exhibit "A", which may be administratively modified unless substantial
changes are needed. 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. Nothing as set forth herein shall prohibit the City from
utilizing any other public works contracting procedures as may be otherwise
allowed by law including but not limited to a minimal competition process.
2. 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.
IV
Consulting Services Roster. The following consulting services roster procedures
are established for use by the City pursuant to RCW 39.80.030:
1. 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. The City may use Consulting Roster
procedures as set forth in Exhibit "B" which may be administratively modified
unless substantial changes are needed.
2. 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.
V
Vendor List Roster. The following vendor list roster procedures are established for
use by the City pursuant to RCW 39.04.190:
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1. 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. City Council has directed the Finance Director to establish and
administer the necessary policies and procedures for contracting, agreements, and
purchasing to ensure compliance with state law, municipal code, and any
applicable resolutions. The City will attempt to obtain the lowest practical price
for such goods and services. The City may use Vendor List Roster procedures as
set forth in Exhibit "C" which may be administratively modified unless
substantial changes are needed.
2. 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.
ADOPTED by the Council of the City of Camas and approved by the Mayor this 19th day of
May, 2025.
SIGNED ~
Mayor
APPROVED as to form:
City Attorney
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EXHIBIT "A"
Small Works Roster Procedures using the Municipal Research and Services Center
Small Public Works Rosters
1. 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 in a
newspaper of general circulation. 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 may be invited from all appropriate contractors on the appropriate
small works roster. As an alternative, if the estimated contracted work is between
five thousand dollars ($5,000) to one hundred fifty thousand dollars ($150,000),
the City may direct contract, as permitted under RCW 39.04.152, with
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.
b) If the estimated cost of the work is from one hundred fifty thousand dollars
($150,000) to three hundred fifty thousand dollars ($350,000) under RCW
39.04.152 (4)(a) the City shall invite bids from all contractors on the appropriate
small works roster interested in performing work in the geographical area. The City
has the sole option of determining whether this notice to the contractors is made by:
(i) mailing a notice to the contractors; or
(ii) sending a notice to the 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.
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2. Determining Lowest Responsible Bidder. The City 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 RCW 39.04.350 and who meets any supplementary bidder responsibly
criteria established by the City.
3. Award. All of the bids or quotations shall be collected by the City representative.
a) The City representative 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) Pursuant to Resolution 25-006, the City has established thresholds for the
delegation of contracting and agreement authority to the Mayor or designee and
has directed the Finance Director to establish and administer the necessary
policies and procedures for contracting, agreements, and purchasing to ensure
compliance with state law, municipal code, and any applicable resolutions.
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EXHIBIT "B"
Consulting Services Roster Procedures using the Municipal Research and
Services Center Consultant Rosters
1. 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 department head or their designee shall establish criteria that must be
considered in evaluating Architectural or Engineering firms for a given project.
Such criteria shall include a plan to ensure 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 Camas.
b) The department head or their designee, shall evaluate the written statements of
qualifications and performance data on file with the City of Camas at the time that
architectural or engineering services are required;
c) Such evaluations shall be based on the criteria established by the department head
or their designee; and
d) The department head 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.
3. Award.
a. The City Council considers the proposal received and awards the contract; or
b. Pursuant to Resolution 25-006, the City has established thresholds for the
delegation of contracting and agreement authority to the Mayor or designee and
has directed the Finance Director to establish and administer the necessary
policies and procedures for contracting, agreements, and purchasing to ensure
compliance with state law, municipal code, and any applicableresolutions.
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EXHIBIT "C"
Vendor List Roster Procedures using the Municipal Research and Services Center Vendor
Rosters
1. Telephone, Written, or Electronic Quotations. The City shall use thefollowing
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 department head or their designee ensure all public contracts and agreements
are satisfactorily and efficiently executed at the least cost to the public, while
avoiding fraud and favoritism in the awarding of such contracts;
c) The department head 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 representative of each vendor's bid on
the material, supplies, or equipment, and of any conditions imposed on the bid by
such vendor;
2. 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.
3. Award. All of the bids or quotations shall be collected by the City representative. The
City representative, 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 department head 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) Pursuant to Resolution 25-006, the City has established thresholds for the
delegation of contracting and agreement authority to the Mayor or designee and
has directed the Finance Director to establish and administer the necessary
policies and procedures for contracting, agreements, and purchasing to ensure
compliance with state law, municipal code, and any applicable resolutions.
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4. Posting. A list of all contracts awarded valued at more than $7,500 awarded using the
Vendor Roster procedure shall be posted on the City's webpage(www.cityofcamas.us)
under the Public Works Department at least 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.
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