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Home My WebLink AboutReg 2008-02-19 Item 6C - Resolution - Municipal Research Service Center (MRSC) for Small Works Roster and Consulting Services Roster Go UNCIL A GENDA SYNOPSIS s o.' Z rrritialr ITEtVI No. <I Meeting Date 1 Prepared by 1 Mayon review Counal review I 02/11/08 BG r; ju k`' �19.. f 02/19/08 1 BG r• r+.c 08 ITEM INFORMATION CAS NUMBER: 08-020 I ORIGINAL AGENDA DATE: FEBRUARY 11, 2008 AGENDA ITEM TITLE Resolution establishing MSRC to provide the use of a statewide electronic database for the small works roster and consulting services. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Heanng 1 1 Other Mtg Date 02/11/08 hits Date kits Date 02/19/08 Mtg Date Mtg Date Mtg Date Mg Date: SPONSOR Council Mayor Admen Svcs DCD Fznance n Fire n Legal P&R Police PIY/ SPONSOR'S This Resolution will contract with Municipal Research Service Center (MRSC) to allow a SUMNLARY statewide electronic database for the small works roster and consulting services. We currently advertise annually for contractors to join our rosters with significant staff time. With sharing the rosters statewide, we will have a larger pool of contractors and consultants for our projects. The statewide roster should also increase efficiency, reduce costs and produce better bid results. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. El Parks Comm. n Planning Comm. DATE: 01/29/08 2/04/08 RECOMMENDATIONS: SPONSOR /AD Approve resolution. COM IITTEE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $400.00 $0.00 Fund Source: 000.13 Public Works Comments: 1 MTG. DATE 1 RECORD OF COUNCIL ACTION 02/11/08 Forward to Regular Meeting 02/19/08 1 MTG. DATE J ATTACHMENTS 02/11/08 J Information Memo dated January 22, 2008 MRSC Rosters Contract I Resolution Utilities Committee Meeting Minutes from February 4, 2008 (same as 1/29/08 TC) 02/19/08 IResolution in final form a r0 2� City of Tukwila Washington Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ESTABLISHING A SMALL WORKS ROSTER PROCESS TO AWARD PUBLIC WORKS CONTRACTS, AND A CONSULTING SERVICES ROSTER FOR ARCHITECTURAL, ENGINEERING AND OTHER PROFESSIONAL SERVICES. WHEREAS, RCW 39.04.155 and other laws regarding contracting for public works by municipalities allow certain contracts to be awarded by a small works roster process; and WHEREAS, in order to be able to implement small works roster processes, the City is required by law to adopt a resolution establishing specific procedures; and WHEREAS, RCW 39.80.030 requires that an agency publish in advance that agency's requirement for professional services, and that one of the ways to accomplish that notification is to announce generally to the public its projected requirements for any category or type of professional services, and request qualification statements to be kept on file with the agency; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. MRSC Rosters. The City Council hereby authorizes the Mayor to enter into con with the Municipal Research and Services Center of Washington (MRSC) to adopt for City use those Statewide electronic databases for Small Works Rosters and Consulting Services Rosters developed and maintained by IvtRSC, and authorizes the Public Works Director to sign that contract. In addition, paper and/ or electronic rosters may be kept on file by appropriate City departments. Section 2. Small Works Rosters. The following Small Works Roster procedures are hereby established for use by the City, pursuant to RCW 39.04.155: A. Cost. The City need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair or improvement of real property where the estimated cost does not exceed $200,000.00, which includes the costs of labor, material, equipment and sales and /or use taxes as applicable. Instead, the City may use the Small Works Roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the Small Works Roster process. B. Publication. At least once a year, on behalf of the City, MRSC shall publish in the City's newspaper of record a notice of the existence of the roster(s), and solicit the names of contractors for such roster(s). Responsible contractors shall be added to any appropriate MRSC roster whenever they submit a written request and necessary records. The City may require the signing of master contracts that become effective when a specific award is made using a Small Works Roster C:1Documents and Settings'All Uses\ DesAtop \KellyAMSDATAAResolutiona42SC rosters.doc MD:Ysn 2/) 4/2008 Page 1 of 3 C. Telephone or Written Quotations. The City shall obtain telephone, written or electronic quotations for public works contracts from contractors on the appropriate Small Works Roster to assure that a competitive price is established, and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW 39.04.350(1); and the City may establish supplementary bidder criteria under RCW 39.04.350(2). 1. A contract awarded from a Small Works Roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed, as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. 2. Quotations may be invited from all appropriate contractors on the appropriate Small Works Roster. As an alternative, quotations may be invited from at least five contractors on the appropriate Small Works Roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster "Equitably distribute" means that the City may not favor certain contractors on the appropriate Small Works Roster over other contractors on that roster who perform similar services. 3. If the estimated cost of the work is from $100,000 to $200,000, the City may choose to solicit bids from less than all the contractors on the appropriate Small Works Roster, but must notify the remaining contractors on that roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: a. publishing notice in the City's newspaper of record, or b. mailing a notice to these contractors; or c. sending a notice to these contractors by facsimile or email. 4. Any time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project. 5. A written record shall be made by the City representative of each contractor's bid on the project, and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection and available by telephone inquiry. D. Limited Public Works Process. 1. If a work, construction, alteration, repair or improvement project is estimated to cost less than $35,000, the City Council may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the City will solicit electronic or written quotations from a minimum of three contractors from the appropriate Small Works Roster, and shall award the contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is made, the quotations shall be open to public inspection and available by electronic request. 2. For limited public works projects, the City may waive the payment and performance bond requirements of Chapter 39.08 RCW and the retainage requirements of Chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for any payments made on that contractor's behalf. C:\Documents and Settines'All UserslDesktop \Kell};MSDATA\Resolutions\MRSC rosters.doc MD:ksn 2/14/2008 Page 2 of 3 3. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. E. Determining Lowest Responsible Bidder. The City Council 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. A responsible bidder shall be a registered and /or licensed contractor who meets the mandatory bidder responsibility criteria established by Chapter 133, Laws of 2007 (SHB 2010), and who meets any supplementary bidder responsibility criteria established by the City F. Award. The Mayor or his designee shall present to the City Council all telephone quotations /bids and a recommendation for award of the contract to the lowest responsible bidder However, for public works projects under $25,000.00, the Mayor shall have the authority to award those contracts without City Council approval. The City Council shall award all public works contracts for projects over $25,000.00. Section 3. Consulting Services Rosters. A. Consulting Services. Consulting services are professional services that have a primarily intellectual output or product, and include architectural and engineering services as defined in RCW 39.80.020. B. Publication. At least once a year, on behalf of the City, MRSC shall publish in the City's newspaper of record a notice of the existence of the consulting services roster(s), and solicit statements of qualifications from firms providing consulting services. Such advertisements will include contact information (name, email address, phone number and mailing address) for a City representative who can provide further details of the City's projected needs for consulting services. Firms or persons providing consulting services shall be added to any appropriate MRSC roster whenever they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a consulting services roster C. Professional Architectural and Engineering Services. The MRSC rosters will distinguish between professional architectural and engineering services as defined in RCW 39.80.020 and other consulting services, and Kill announce generally to the public the City's projected requirements for any category or type of professional or other consulting services. The City reserves the right to publish an announcement on each occasion when professional services or other consulting services are required by the agency, and to use paper and /or other electronic rosters that may be kept on file by appropriate City departments. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2008. NITEST/ AUTHENTICATED: Joe Duffie, Council President Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY Filed with the City Clerk: Passed by the City Council. Office of the City Attorney Resolution Number: C:\Documents and Settings \All Users \Desk lop `JCellyWISDATA\Resolutions\MRSC rostus.doc MD:13n 2/142008 Page 3 of 3