RES 21-011RESOLUTION NO. 21-011
A RESOLUTION OF THE CITY OF CAMAS, WASHINGTON, repealing Resolutions 1159
and 596, 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 39.04.155 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:
SECTION I
Resolution No. 1159 is hereby repealed.
SECTION II
Resolution No. 596 is hereby repealed.
SECTION III
MRSC Rosters. The City wishes to contract with the Municipal Research and Services
Center of Washington (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.
SECTION IV
Small Public Works Roster. The following small works roster procedures are
established for use by the City pursuant to RCW 39.04.155:
1. Limits. 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 threshold in RCW
Page I
39.04.155, currently Three Hundred Fifty Thousand Dollars ($350,000.00), as
may be amended by State Law, 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 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.
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.
SECTIONV
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.
Section 6. Vendor List Roster. The following vendor list roster procedures are established
for use by the City pursuant to RCW 39.04.190:
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
Page2
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 at a regular Council meeting this 4th day of October, 2021.
Mayor
ATT ~ -&C{)V\_/
Clerk
APPROVED as to form:
~~rney
Page 3
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, 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.
b) If the estimated cost of the work is from two hundred fifty thousand dollars
($250,000) to three hundred fifty thousand dollars ($350,000) under RCW
39.04.155 (l)(c), 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
Page4
award is made, the bid quotations obtained shall be recorded, open to public
inspection, and available by telephone inquiry.
2. Limited Public Works Process. If a work, construction, alteration, repair, or
improvement where the estimated cost does not exceed the threshold in RCW 39.04.155,
currently Fifty Thousand Dollars ($50,000), as may be amended by State Law, the City
may award such a contract using the limited public works process provided under 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 oflaborers,
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 twenty-four 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.
3 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 mandator1 bidder responsibility criteria
established by RCW 39.04.350 and who meets any supplementary bidder responsibly
criteria established by the City.
4. 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 21-002, 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
Page 5
policies and procedures for contracting, agreements, and purchasing to ensure
compliance with state law, municipal code, and any applicable resolutions.
Page 6
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 21-002, 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.
Page 7
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 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 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 21-002, 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.
Page 8
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.
Page 9