HomeMy WebLinkAboutPROCUREMENT SOP #08 - Small Works Roster ($50,000 - $350,000)Revision March 2023 Staff Contact: Finance Administrator Kari Roller
PROCUREMENT SOP #08
Small Works Rosters
($50,000 - $350,000)
1. Applicability:
RCW 39.04.155(2) establishes the requirements for small works roster contracts. Small works rosters
are lists of qualified contractors who can bid for an eligible project below $350,000.
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.
Informal invitations to bid may be sent to all appropriate contractors in the appropriate roster
category. The project manager should post the invitation to bid to all contractors in the appropriate
roster category.
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, 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.
• For projects between $50,000 and $250,000, invitations must be sent to at least
five contractors on the appropriate small works roster that have indicated the
capability of performing the kind of work being solicited. If project managers
choose less than all contractors, then the project manager must 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:
a. Name of contractors
b. Contractor’s registration numbers
c. The amount of the contracts
d. Brief description of the type of work performed
e. Date the contracts were awarded
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
• If the contract exceeds $250,000, the project manager must send the invitation to
all contractors on the roster that have indicated the capability of performing the
kind of work being solicited.
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).
The contract must be awarded to the lowest responsive and responsible bidder, and the contract
is still subject to normal performance and payment (contract) bond, prevailing wage, and
applicable retainage requirements. Contact the city attorney department for the appropriate
small works template for contracts estimated to cost more than $50,000.
Prevailing Wages:
Contractor must comply with the state of Washington prevailing wage requirements. Contractor
must file an intent to pay prevailing wage at the beginning of the project and an affidavit of wages
paid at the end of the project with the Washington state Department of Labor and Industries. The
state of Washington prevailing wage rates applicable for this project, which is located in King
County, may be found at the following website(s):
• http://www.lni.wa.gov/TradesLicensing/PrevWage/default.asp
• http://www.lni.wa.gov/TradesLicensing/PrevWage/WageRates/default.asp
Pursuant to WAC 296-127-011, the applicable effective date for prevailing wage rates paid for the
duration of the contract shall be the date the contract is executed as reflected in the “Effective
Date” identified at the top of the first page of the agreement.
Bonds and Retainage for Agreements over $150,000:
Pursuant to RCW 60.28 and 39.08 the city requires a 5% retainage be withheld and that the
contractor will provide a performance and payment (contract) bond on the city approved form
upon execution of the agreement. Payment of the initial 95% will be made in the next pay cycle
of the finance department after receipt of such voucher or invoice (pay cycles are bi-weekly). The
remaining 5% will be retained for the purpose of completion of the project and fulfillment of
claims and liens.
Bond and Retainage for Agreements under $150,000:
Pursuant to RCW 60.28 and 39.08 the city requires a 5% retainage be withheld and that the
contractor will provide either a performance and payment (contract) bond on the city approved
form upon execution of the agreement or waive the payment and performance bond and instead
the city will retain 10%. Payment of the initial 95% will be made in the next pay cycle of the finance
department after receipt of such voucher or invoice (pay cycles are bi-weekly). The remaining 5%
will be retained for the purpose of completion of the project and fulfillment of claims and liens.
(Unless the contractor waives the payment and performance bond below and opts for a 10%
retainage.)
Contractor must pick one – if contractor does not pick, then 5% with contract bond is required:
_______ To provide a payment and performance bond (contract bond) in the amount of 100% of
the estimate including taxes with a 5% retainage, or
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
_______ To waive a payment and performance bond (contract bond) and instead the city will
retain the remaining 10% for the purpose of completion of the project and fulfillment
of claims and liens.
3. Signature and Approval Authority:
Dollar Amount: Signing Authority
Under $50,000 Administrator
$50,000 - $350,000 Mayor