Small Public Works Construction Contracts
(Under $________ for single craft and $________ for multiple crafts)

Prior to Issuing Request for Quotes (RFQ):

• Obtain project number from Public Works Accountant
  > Supply budget amount, funding source, account number, and brief description of work.
• Fill out RFQ form, including the name, description and quantity of each bid item. Also indicate by Y in S.T. column if bid item is subject to sales tax. Insert sales tax percentage where shown on form.
• Assemble RFQ exhibits as noted on reverse side of RFQ form.
• Send to interested contractors per departmental policies.
• Require contractors to use RFQ form for Quote and Certificate of Corporate Principal form (if needed) and return a copy of the transmittal form with the Quote.

Upon Receipt of Quotes:

• Review quotes for accuracy and completeness and select lowest responsible contractor based on departmental policies.
• Verify contractors license with D.L.I.S..

Acceptance of Quotes:

• Assemble Acceptance of Quote Exhibits and send to successful contractor. Quote becomes the formal Proposal upon acceptance by the appropriate agency official.

Contract Execution:

• Contractor signs and executes three (3) copies of contract and corporate principal certification.
• Contractor selects and furnishes performance bond option: furnish bond or fifty- percent retainage for contracts under $25,000
• Contractor provides certificate of required insurance.
• Contractor selects retainage option: hold, interest bearing account, or escrow account.
• Proposal becomes part of contract by reference.
• Advise Public Works Accountant of options chosen by contractor
• Route contracts for Mayor's signature > use standard routing form
• City sends notification of contract award to:
  a. Dept. of Labor & Industries
  Contractor Compliance Unit
  P.O. Box 44152
  Olympia, WA 98504-4152

  b. State Employment Security Dept.
  Contract Compliance Unit
  P.O. Box 9046
  Olympia, WA 98507-9046

  c. Contracts over $20,000
  Washington State Dept. of Revenue
  Audit Procedures & Administration
  P.O. Box 47474
  Olympia, WA 98504-7474

• Contractor files a "Statement of Intent to Pay Prevailing Wages" (L & I Form F 700-029-000) with the State Dept. of Labor & Industries and furnishes City with approved copy. [No partial payments can be made until received.]

Notice to Proceed:

• Mail executed contract package to Contractor.
• Issue Notice to Proceed to contractor.
• Hold Pre-Construction Meeting if needed.

Contract Completion:

• Assemble Contract Completion exhibits.
• Issue punchlist if needed.
• Perform final inspection.
• Complete draft of final pay estimate.

• Prepare final acceptance paperwork per agency procedures for signature by appropriate official.
• City sends "Notice of Completion of Public Works Contract"

  a. Washington State Dept. of Labor & Industries
  b. Washington State Employment Security Dept.
  c. Washington State Dept. of Revenue (Contracts over $20,000 )

• Contractor files an "Affidavit of Wages Paid" (L & I Form F 700-007-000) with the State Dept. of Labor & Industries and furnishes City with approved copy.
• Contractor files a Request for Release (L & I Form F263-083-000) with the State Dept. of Labor & Industries. (L & I will not issue release until received.)
• Process Final Pay Estimate through the Finance Department.
• Retainage may be released after (use of Retainage Release form is optional):

  a. release received from State Dept. of Labor and Industries
  b. release received from State Employment Security Dept.
  c. release received from State Dept. of Revenue > contracts over $20,000
  d. receipt of "approved" "Affidavit of Wages Paid" from contractor
  e. mandatory 45-day waiting period for filing of claims or liens, with no liens filed