What is the Small Works Roster (SWR)?
The Small Works Roster lists contractors who have applied for placement on the roster (or rosters) for the completion of small public works projects. Small public works projects are those with an estimated cost of less than $300,000. The city has created a Small Works Roster for different specialties or categories of anticipated work. Each of these categories, such as hydro seeding, roadway construction, roadway striping, etc., will then contain a roster or list of contractors deemed qualified by the city that have applied to be placed on the roster for projects to be done in that work category or categories.
How does the SWR work?
The City will determine the need to solicit bids for a project using the SWR process. The City will review the roster category for the work requested and may invite all the contractors selected on that roster to prepare a bid for the project; or alternatively, the City may select at least 5 (five) contractors in a manner that will equitably distribute the opportunity among all listed contractors within the roster category of choice. If the cost of the project is estimated between $150K to $300K and the City chooses to solicit bids from less than all those listed and capable of performing the work, the City must notify the remaining contractors on the roster in the noted category that bids are being sought. The project will be awarded to the lowest responsible bidder.
How do contractors sign up for the SWR?
Contractors interested in applying for the SWR should complete the
application form.
What are the qualifications to be listed?
All responsible contractors, as determined by the City, who have experience, are capable of performing all the tasks within the work category, and where required by law, are properly licensed or registered to perform such work within the State of Washington in the categories they sign up for are qualified to be on the SWR. Contractors must maintain and keep current records of any required licenses, certifications, registrations, $300,000 bonding capability, insurance and/or other pertinent information/requirements on file with the City as a condition of being on the SWR and being qualified to submit.
How do contractors bid for SWR projects?
The city will notify contractors listed on the SWR when a small public works project is needed and bids are solicited. Advertisement is not required for small public works projects. Notification may be by fax, phone, hand delivery, mail or by electronic means with an estimate of the scope and nature of the project as well as equipment and materials to be supplied. Detailed plans and specifications need not be included in the invitation to bid.
Written quotations shall be submitted as specified in the bid solicitation. Bids do not need to be sealed and may be electronically submitted only if the option to do so is outlined by the Project Manager in the Bid Submittal documents. Bid bonds are not required but are recommended for Small Works Projects (For limited Public Works Projects, bid bonds are waived).
Bid quotations shall be made public immediately after a bid is awarded. The quotes will be available by telephone inquiry or by public inspection at the Public Works Department. Bid awards will be available on the website.
What are the SWR project requirements?
SWR projects require the payment of prevailing wages, contractor bond and specified liability insurance. Standard terms and conditions apply to each project as well as special terms and conditions on a project-by-project basis.
Limited Public Works
For projects with an estimated cost under $35,000, the Limited Public Works process may be used at the sole option of the City and will be so stated when bids are solicited. The Limited Public Works Process is outlined under RCW 39.04.155, subsection 3. The Limited Public Works Process requires bids to be solicited from at least 3 (three) contractors on the appropriate Small Works Roster by electronic or written means. Under this process, the City may waive the contract bond and retainage requirements.
