HomeMy WebLinkAboutPROCUREMENT SOP #07 - Limited Public Works - Small Works Roster (under $50,000)Revision March 2023 Staff Contact: Finance Administrator Kari Roller
PROCUREMENT SOP #07
Limited Public Works – Small Works Rosters
(under $50,000)
1. Applicability:
For small works roster projects under $50,000, RCW 39.04.155(3) establishes an alternative limited
public works process that may be used. The project manager should post the invitation to bid to all
contractors on the appropriate small works roster list(s) to distribute the opportunity more equitably.
However, if the project manager desires, they can solicit from as few as three contractors on the
appropriate small works roster list. If the project manager chooses this solicitation method, they must
also maintain a list of the contractors contacted and the contracts awarded during the previous 24
months under the limited public works process. The list must contain:
• Name of contractors
• Contractor’s registration numbers
• The amount of the contracts
• Brief description of the type of work performed
• Date the contracts were awarded
2. Process:
The city’s official small works roster is administered by the MRSC and can be found at the following
website: www.mrscrosters.org. Contact the city clerk division to gain access to the city’s rosters.
Solicitation to Bid:
The small works roster invitation to bid should include as a minimum:
• Title of the project.
• Summarized scope and nature of work, and materials and equipment to be furnished.
• Statement indicating the city has the right to reject any and/or all bids, and the right to
waive any minor irregularities in the bidding process.
• Certification of compliance with wage payment form.
• Statement that prevailing wages are required.
• Retainage and contract bond are required if the project is estimated to cost more than
$50,000.
• Copy of a template contract.
• Minimum contractor qualifications or experience to be qualified to perform the work.
Sealed bids are not required, but project managers must document which contractors were
solicited and keep records of all bids received, not just those from the lowest bidder(s).
Project managers may also use the limited public works process to solicit small works roster
contracts from independently owned and operated micro-businesses (annual gross revenues
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
under $1 million) and mini-businesses (annual gross revenues between $1 million and $3 million)
as defined in RCW 39.26.010 that are registered as micro- or mini-businesses.
Limited public works projects are subject to prevailing wage requirements. The project manager
must obtain intents/affidavits from the contractor per RCW 39.12.040(2).
The project manager, with authorization from the finance administrator, may waive the payment
and performance bond requirements of chapter 39.08 RCW and the retainage requirements of
chapter 60.28 RCW, for laborers, mechanics, subcontractors, material persons, suppliers, and
taxes imposed under title 82 RCW that may be due from the contractor for limited public works
projects. However, the city shall have the right of recovery against the contractor for any
payments made on the contractor’s behalf.
3. Alternate Process for Small Works Roster Projects under $2,500:
RCW 39.12.040 allows for an alternate process to accept intent and affidavit short forms for contracts
with a value under $2,500 when a small works roster is used to solicit quotes. The process allows the
contractor to submit both the intent and the affidavit directly to the city without prior L&I approval
or certification. The city’s project manager must submit the affidavit form to L&I for approval within
30 days of receiving it from the contractor. The project manager must forward the signed statement
of intent to pay prevailing wages and affidavit of wages paid to accounts payable with the first
payment request.
This alternate process cannot be used if the small works roster process was not used to solicit
quotes.
4. Signature and Approval Authority:
Dollar Amount: Signing Authority:
Only allowed under $50,000 Administrator