HomeMy WebLinkAboutUtilities 2008-02-04 Item 3A - Resolution - Municipal Research Service Center (MRSC) Rosters
INFOR.t'VL-\TION MEMORAi'IDUM
To:
From:
Date:
Subject:
Mayor Haggerton
Public Works Director~l
January 22, 2008 0"" .
Municipal Research Service Center Rosters
ISSUE
Discuss Municipal Research Service Center (MRSC) Rosters.
BACKGROUND
The City of Tukwila has followed state law in the past by advertising annually for construction
contractors to join our Small Works Roster (RCW 39.04.155) and our Consultant Roster (RCW
39.80.030).
The City of Lynnwood initiated and developed a shared Small Works Roster in 1997 and a shared
Consultant Roster in 2004 as a means to facilitate contracts via Requests for Quotation and
Invitations to Bid. The rosters allowed local businesses the opportunity to participate in City
business after qualifying via Lynnwood's application process. These rosters were designed as
shared rosters and other cities and agencies were invited to participate. Over 100 agencies
participated in the City of Lynnwood shared rosters and the contractor base grew to over 1,100
contractors. The City of Lynnwood was approached by three entities wishing to take ownership of
the rosters: Municipal Research Services Center (MRSC); Purchasing Technical Assistance Center
(P- T AC) via Snohomish Economic Development Council; and ecitygov.net via the City of Bellevue.
Lynnwood City Council approved the move to MRSC in June 2007.
MRSC has taken over the existing data from Lynnwood and developed the new shared roster site
called MRSC Rosters at www.mrscrosters.com. The website includes information on using the site,
registration for agencies, contractors and consultants. In order for agencies to join the shared
rosters, they require that their model resolution be adopted, a contract be signed, and an annual fee
of $400 be paid (based on Tukwila's annual total capital expenses in the range of $20 million).
ANALYSIS
Advantages to agencies of shared rosters include:
· Efficiency in government
· Reduced individual agency staffmg needs
· Sharing costs with other agencies
· Access to a much larger pool of contractors and consultants
· Ease of electronic search and notification
· More and lower bids from qualified contractors
Advantages to contractors and consultants of shared rosters include:
· Noticeable efficiency in government
· Access to a much larger pool of City agencies
· One roster application to many agencies means less burden and lower costs for consultants
and contractors
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MR~5ters
Advance Agency Registration Instructions
1. Fill in the information shown in the attached MRSC Rosters Contract.
2. Secure necessary approvals and/or signatures.
3. Arrange for a check to MRSC Rosters for agency fee amount or wait to pay online.
Mail check for annual fee and this form to:
MRSC Rosters
2601 Fourth Avenue, Suite 800
Seattle, WA98121-1280
4. Fee structure:
Agency Fees for
Statewide Small Works and
Consultant Rosters
Total Capital
Expenditure Per
Year (Million) Annual Fee
50 or more $750
25 to 50 $500
15 to 25 $400
10 to 15 $300
5 to 1 0 $200
5 or less $100
This fee is based on the total capital expenditures for your agency for the most recent complete
fiscal year. Here's how to compute your annual fee:
a. For your most recent complete fiscal year, find (or estimate) total capital expenditures for your
agency, (Note: For cities this is the total of BARS code Unes 594 and 595. Other agencies have
similar BARS code lines.)
b. Find your fee in the table above.
Note: When we go 'live', the contact person listed will receive an e-mail with information needed
to access the online Agency search functions.
MRSC Rosters Contract . Page 1
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MRSC Small Works Roster(s)
Agency may use the MRSC Small Works Roster(s) to select contractors for public work projects up to $200,000 in value or
as otherwise limited by ordinance or law.
The Agency is independently responsible for its own and the contractor's compliance with all additional or varying laws
and regulations governing purchases, including all selection laws, retainage and bonds, prevailing wages, and any other
appropriate requirements.
MRSC, directly or implied, is nota party to any contract for public works construction into which the Agency may enter as
a result of the Agency's use of the MRSC Small Works Roster(s).
MRSC will advertise the Roster(s) at least annually on behalf of all Agencies, receive and review contractor applications for
compliance with basic statutory eligibility requirements, maintain lists of contractors, and make the lists and applications
available to the Agency.
The Agency shall be independently responsible to determine that the selected contractors are responsible contractors
according to the decision and opinion or the Agency. MRSC shall make a preliminary determination of compliance with basic
statutory eligibility requir~ments before placing them on the Roster(s), but the Agency shall make its own determination
of contractor responsibility before awarding contracts in whatever manner that the Agency feels is appropriate and
consistent with applicable laws and its own policies.
The Agency shall be independently responsible to conduct a quotation or bid process consistent with any ordinance, laws,
or requirements of their agency and to issue a contract and/or purchase order directly to-the awarded contractor(s).
MRSC does not accept responsibility or liability for the performance of any contractor used by the Agency as a result of
use of the MRSC Small Works Roster(s).
The Agency is independently responsible for any payments directly to any contractor that is employed as a result of use
of the MRSC Small Works Roster(s).
The Agency hereby agrees to indemnify and hold harmless MRSC, its officers, employees, and agents from any and all
claims, actions, costs, damages and expenses of any nature arising out of or in conjunction with any act authorized by
this agreement.
MRSC Consultinsz Services Roster(s)
The Agency agrees to use the MRSC Consulting Services Roster(s) to select architectural, engineering, and other consultants
for interviews and contracts in accord with all applicable laws and regulations governing its own purchases to the fullest
extent possible, but such use is not mandatory.
The Agency is independently responsible for its own and the consultant's compliance with all additional or varying laws
and regulations governing services, including all selection laws and any other requirements as appropriate.
MRSC will advertise the Roster(s) atleast annually on behalf of all Agencies, will receive and review a firm's applications
for completeness, maintain lists of Architects, Engineers, and other consultants and make the lists, applications, and
qualifications available to the Agency. The Agency shall be independently responsible to determine that the selected
firms are responsible according to the decision and opinion of the joining agency.
The Agency shall be independently responsible to conduct a consultant selection process consistent with any ordinance,
laws, or requirements of the agency and will be independently responsible for issuing a contract and/or purchase order
directly to the awarded architects, engineers, and other consulting firm.
MRSC does not accept responsibility or liability for the performance of any architects, engineers, and other consulting
firm used by the Agency as a result of this Contract.
The Agency shall be independently responsible for any payments directly to the firm that is employed as a result of this
Agreement.
The Agency hereby agrees to indemnify and hold harmless MRSC, its officers, employees, and agents from any and all
claims, actions, costs, damages and expenses of any nature arising out of or in conjunction with any act authorized by
this Contract.
MRSC Rosters Contract . Page 3
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records. The [City] may require master contracts to be signed that become effective when a
specific award is made using a small works roster.
3. 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 may establish supplementary
bidder criteria under RCW 39.04.350 (2)
a) 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.
b) 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 the
appropriate small works roster who perform similar services.
If the estimated cost of the work is from one hundred thousand dollars ($100,000) to two
hundred thousand dollars ($200,000), the [City] may choose to solicit bids from less than all
the appropriate contractors on the appropriate small works roster but must notify the
remaining cOI?-tractors on the appropriate small works 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:
(i) publishing notice in a legal newspaper in general circulation in the area where the
work is to be done;
(ii) mailing a notice to these contractors; or
(iii) sending a notice to these contractors by facsimile or email.
c) At the 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;
d) 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.
4. Limited Public Works Process. If a work, construction, alteration, repair, or improvement
project is estimated to cost less than thirty-five thousand dollars ($35,000), the [City] 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.
For limited public works projects, the [City] may waive the payment and performance bond
requirements of chapter 39.08 RCW and the retain age requirements of chapter 60.28 RCW,
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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 this day of
,20_,
, 20_ and signed in authentication of its passage this _ day of
[Mayor]
ATTEST:
CLERK
APPROVED AS TO FORM:
[City] ATTORNEY
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