Ordinance 03-011 Establishes Small Works Roster a I I
ORDINANCE NO. 11
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, ESTABLISHING A SMALL WORKS ROSTER TO AWARD PUBLIC
WORKS CONTRACTS
WHEREAS, state law provides a uniform procedure to award contracts for the
construction, building, renovation, remodeling, alteration, repair or improvement of real property
that is owned, controlled or used by the City of Spokane Valley;
WHEREAS, the procedures set forth in this Ordinance authorize the City of Spokane
Valley to award contracts based upon a small works roster maintained in the office of the City
Clerk;
WHEREAS, use of a small works roster will expedite and reduce the time and expense
associated with the formal competitive bidding process for a public work.
NOW, THEREFORE, the City Council of the City of Spokane Valley, Spokane County,
Washington, do ordain as follows:
Section 1. Small Works Roster.
There is hereby established for the City of Spokane Valley in the office of
the City Clerk a small works roster comprised of contractors who (1) have requested to be on the
roster, and (2) are properly licensed or registered to perform contracting work in the State of
Washington. The small works roster may be used in lieu of formal sealed competitive bid
procedures to award contracts for public work where the estimated cost of the work is
$200,000.00 or less. Contractors are responsible to keep current with the office of the City Clerk
required information and copies of applicable licenses, registrations, bonds, insurance or other
appropriate matters as a condition of being considered for the work. The small works roster is
created and maintained pursuant to the laws of the State of Washington as now enacted or
hereafter amended
Section 2. Creation of Separate Rosters.
The City of Spokane Valley may elect to establish small works rosters for
different specialties or categories of anticipated work with such rosters making distinctions
between contractors based upon such specialties or work.
Section 3. Maintenance of Roster.
The small works roster shall be maintained as follows.
A. At least once per year, the City of Spokane Valley shall publish in
a newspaper of general circulation a notice of the existence of the small works roster(s) soliciting
the names of contractors for such roster. The City of Spokane Valley shall place on the small
works roster the names of qualified contractors who respond to the published notice with a
request to be included on the roster(s). Thereafter, the City of Spokane Valley shall add to the
roster(s)the names of contractors who submit a written request and appropriate records.
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B. In order to be included on the roster, the contractor shall supply
information on a contractor qualification form developed by the City of Spokane Valley. The
contractor qualification form shall include, at a minimum, the name, address and phone number
of the contractor, the contractor's Washington registration number, the contractor's insurance
company, the contractor's bonding company and the contractor's area or areas of work.
Section 4. Use of Roster.
A. The City of Spokane Valley may utilize the small works roster
when seeking to construct any public work or improvement with an estimated cost including
labor, material, supplies and equipment of$200,000.00 or less.
B. To award a public work from the roster, the City of Spokane
Valley shall either invite bids or proposals from at least five (5) qualified contractors on the
small works roster or from all contractors on the small works roster. If the cost of the public
work is estimated to be less than $35,000.00, the City of Spokane Valley may elect to solicit
three (3) written quotations from the roster. In the event the City of Spokane Valley elects to
receive quotations from less than all contractors on the roster, the City shall attempt to equitably
distribute the opportunity to bid on the public work in such a manner so as to avoid favoritism to
any individual contractor.
C. The invitation to submit bids shall include a description by the City
of Spokane Valley of the scope and nature of the work to be performed, the materials and
equipment to be furnished and the time and date when the bids must be received.
D. When awarding a contract for work from the small works roster,
the City of Spokane Valley shall award the contract to the lowest responsible bidder, provided
however, the City of Spokane Valley reserves the right under applicable law to reject any or all
bids and to waive procedural irregularities in the bid or bidding process.
In addition to price, the City of Spokane Valley shall take into
account the following when determining the"lowest responsible bidder".
1. The ability, capacity and skill to perform the contract;
2. Whether the contractor can perform the required work
within the time specified by the City of Spokane Valley;
3. Quality of the contractor's performance under previous
contracts with the City of Spokane Valley or other governmental entity; and
4. The previous and existing compliance by the contractor
with laws relating to contracts for public works or services with the City of Spokane
Valley.
E. Once a contractor has been afforded an opportunity to submit a
bid, that contractor shall not be offered another opportunity until all other appropriate contractors
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on the small works roster have been afforded an opportunity to submit a bid. Any tendered bid
may be revised or withdrawn prior to the time and date the City of Spokane Valley has
established for receipt.
F. The City of Spokane Valley may receive bids telephonically, in
writing or electronically. The time and date of receipt shall be recorded to ensure all bids are
presented in a timely fashion for review and consideration. After expiration of the time and date
for submission of all bids or quotations, the City Manager or his designee shall review the same
and either offer a contract to perform the public work or submit the same to the City Council for
approval.
G. Immediately after an award is made, the bid quotations obtained
shall be recorded, open to public inspection, and made available by telephone inquiry. The City
of Spokane Valley shall maintain a list containing the names of contractors, registration
numbers, contract amount, description of the work and the date of award for the previous twenty-
four (24) months where only three (3) written quotations have been solicited prior to award of
the contract.
H. A contract awarded from a small works roster under this Ordinance
need not be advertised in a legal newspaper of general circulation.
Section 5. Severability.
If any section, sentence, clause or phrase of this Ordinance should be held
to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence,
clause or phrase of this Ordinance.
Section 6. Effective Date.
This Ordinance shall be in full force and effect on the official date of
incorporation provided publication of this Ordinance or a summary thereof occurs in the official
newspaper of the City as provided by law.
Passed By the City Council of the City of Sp -a1eV1y on December /D , 2002.
Mayor, Michael DeV1F ling
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Interim City Clerk, Ruth Muller
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Approved As To Form:
T e City or e Stanley r. Schwartz
Date of Publication: /11t.1, Z°, z°63
Effective Date: _ L_3L�a
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