Not an official copy.
City of Algona
RESOLUTION NO. 616-00
A resolution of the City Council of the City of Algona, Washington, repealing Resolutions No.435-90 and 538-95 and establishing new procedures relating to purchasing and public works contracting; establishing a vendor list process for the purchasing of supplies, materials, and equipment and a small works roster process to award public works contracts.
WHEREAS, Engrossed Substitute Senate Bill 6347, amending the RCW relating to small works rosters, was adopted by the Washington State Legislature and takes effect June 8, 2000; and
WHEREAS, the City wishes to obtain a competitive price and to award contracts to the lowest responsible bidder; and
WHEREAS, the City Council believes it is in the best interest of the City of Algona to establish such procedures.
THE CITY COUNCIL OF THE CITY OF ALGONA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. Resolution No. 435-90 and Resolution No. 538-95 are hereby repealed.
Section 2. Purchase of materials, supplies or equipment not connected to a public works project in an amount of $7,500 or less. The City is not required to use informal or formal sealed bidding procedures or the procedures set forth in this resolution to purchase materials, supplies, or equipment for the purchase of any materials, supplies of equipment where the cost of same will not exceed seven thousand five hundred dollars ($7,500.) The City will attempt to obtain the lowest practical price for such goods and services.
Section 3. Purchase of materials, supplies or equipment not connected to a public works project in an amount between $7,500 and $15,000.
a. PUBLICATION OF NOTICE. At least twice a year, the City shall publish, in the City's official newspaper, notice of the existence of the City's roster of vendors for materials, supplies, and equipment, and shall solicit names of vendors for the roster.
b. TELEPHONE QUOTATIONS. The City shall use the following process to obtain telephone quotations from vendors for the purchase of materials, supplies, or equipment:
1. 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;
2. A City representative shall make a good faith effort to contact at least three (3) of the vendors on the roster to obtain telephone solicitation quotations from the vendors for the required materials, supplies, or equipment;
3. All telephone quotations shall not be shared among the vendor's solicited for the bid on the materials, supplies, or equipment;
4. 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;
5. The City representative shall present the City Council all telephone quotations and recommendation for award of the contract to the lowest responsible bidder.
a. 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. The following factors, in addition to price, may be taken into account by the City in determining the lowest responsible bidder:
1. any preferences provided by law to Washington products and vendors;
2. the quality of the materials, supplies, and equipment to the City's specifications;
3. the conformity of the materials, supplies, and equipment to the City's specifications;
4. the purposes for which the materials, supplies, or equipment are required;
5. the times for delivery of the materials, supplies, or equipment;
6. the character, intergrity, reputation, judgement, experience, and efficiency of the bidder; and
7. such other information as may have a bearing on the decision to purchase the materials, supplies, or equipment.
a. AWARD. The City Council shall review quotations and recommendation by city staff and award the contract to the lowest responsible bidder. A written record of each vendor's quotations 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.
b. POSTING. A list of all contracts awarded under these procedures shall be posted at City Hall 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.
Section 4. Public Works Projects - Small works roster established.
1. A small works roster shall be maintained by the city that shall consist of all responsible contractors who have applied to be on the roster and who are properly licensed to work in the state of Washington and within the city.
2. For the purpose of this section, the term public work shall include all work; construction, alteration, repair or improvement other than ordinary maintenance. Ordinary maintenance shall be defined as any work performed on a regularly scheduled basis (e.g., daily, weekly, monthly, seasonally, semiannually, but not less than once per year,) to service, check, or replace items that are not broken; or work that is not regularly scheduled but is required to maintain the asset to avoid repairs.
3. The City need not comply with formal sealed bidding procedures for contracting public works contracts where the estimated cost does not exceed two hundred thousand dollars ($200,000.)
4. PUBLICATION OF NOTICE. At least once a year, the City shall publish, in the City's official newspaper, notice of the existence of the City's small works roster and solicit the names of contractor's for use on said roster through approved application forms of the City. Responsible contractors shall be added to the small works roster upon request and receipt of the small works roster application and necessary records.
5. INFORMAL BID PROCESS. The City shall use the following process to obtain telephone quotations/bids from contractor's listed on the small works roster:
The City shall prepare a written description of the scope and nature of the work to be done, together with any other specifications material to the bid.
Invitations for Quotations/Bids.
a) Projects $100,000 and less. Quotations shall be invited from at least five (5) contractors who have indicated the capability of performing the type of work being sought.
b) Projects between $100,000 and $200,000. Quotations shall be invited from all contractors who have indicated the capability of performing the type of work being sought. If the City chooses to solicit bids from less than all the appropriate contractors on the small works roster, the City shall notify the remaining contractors either by publishing a notice in the city's official newspaper; mailing a notice to these contractors or sending a notice by facsimile or other electronic means that quotations on the work are being sought.
At the time the quotations are solicited, the City shall not inform a contractor of the terms or amount of any other contractors quote for the same project. Once a contractor has been afforded an opportunity to submit a proposal, that contractor shall not be offered another opportunity until all other appropriate contractors on the roster have been give an opportunity to submit a quote.
A written record shall be made of each contractor's quotation/bid on the project and of any conditions imposed on the quote/bid.
The Public Works Director or his designee shall present the City Council all telephone quotations/bids and recommendation for award of the contract to the lowest responsible bidder.
6. DETERMINING THE 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. In addition to price, the City shall take into account all factors described in Section 3, subsection 3 of this resolution, together with the following:
1. the ability, capacity, and skill of the bidder to perform the contract;
2. whether the bidder can perform the contract within the time specified by the city;
3. the quality of the bidders performance of previous contracts or services;
4. the previous and existing evidence of compliance by the bidder with laws relating to the contract or services.
g. AWARD. Immediately after the contract award is made, a written record of each contractor's bid or quotation shall be open to public inspection. Any contract awarded under this subsection need not be advertised.
1. Public Works Projects under $20,000. The Mayor shall have the authority to award public works contracts in an amount of $20,000 or less without Council approval, provided that the city council shall ratify the mayor's approval at the next scheduled council meeting by means of the consent agenda;
2. Public Works Projects over $20,000. The City Council shall award all public works contracts in an amount over $20,000 by resolution.
h. WAIVER OF PROCEDURES IN CASE OF EMERGENCY. In accordance with RCW 39.04.280, in the event of an emergency when the public interest or property of the City would suffer material injury or damage by delay, the mayor, upon receipt of written report by the public works director reciting the facts of said emergency, may declare the existence of an emergency and waive competitive bidding requirements. The Mayor shall report the declaration of the emergency to the City Council at the next regularly scheduled council meeting.
i. POSTING. A list of all contracts awarded under the small works roster process shall be posted at City Hall at least once every two months. The list shall contain the name of the contractor awarded the contract, the amount of the contract, a brief description of the contract, and the date it was awarded. The list shall also state the location where the bide quotations are available for public inspection.
PASSED this 6th day of June, 2000 and signed in authentication of its passage this 6th day of June, 2000.
Glenn Wilson, Mayor
Attest:
Danielle Stafford, City Clerk
Approved as to Form:
George Kelley, City Attorney