Loading...
HomeMy WebLinkAbout2025-016 - Res. Replacing Res. 2021-036 Establishing Procurement Guidelines for Public Works Projects RESOLUTION NO. j-���p REPLACING RESOLUTION NO.2021-036 ESTABLISHING PROCUREMENT GUIDELINES FOR PUBLIC WORKS PROJECTS UNDER $40,000 AND USE OF THE COUNTY SMALL PUBLIC WORKS,CONSULTANT AND VENDOR ROSTERS A RESOLUTION OF MASON COUNTY, WASHINGTON,ON THE SUBJECTS OF ESTABLISHING A PROCURMENT GUIDELINES FOR PUBLIC WORKS PROJECTS UNDER$40,000 AND THE AUTHORITY TO USE THE ROSTER PROCESS TO AWARD SMALL PUBLIC WORKS CONTRACTS,A CONSULTANT SERVICES ROSTER FOR GENERAL CONSULTING AND OTHER PROFESSIONAL SERVICES,AND A VENDOR ROSTER FOR GOODS AND SERVICES. WHEREAS,RCW 36.32.250,authorized a county by order of the county legislative authority to dispense with competitive bids for public works projects valued less than$40,000 and allow use of the small works roster,consonant with RCW 39.04.151-154 for projects valued at$350,000 or less;and WHEREAS,chapter 39.80 RCW and other laws regarding contracting consulting services by municipalities allow certain contracts to be awarded by a consultant roster process;and WHEREAS,RCW 39.04.190,regarding purchase of materials, supplies,or equipment not connected to a public works project,allows certain purchasing contracts to be awarded using a vendor list. NOW,THEREFORE,THE BOARD OF COMMISSIONERS OF MASON COUNTY, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Resolution No.2021-036 is hereby repealed and replaced with this Resolution. Section 2.. MRSC Rosters. Mason County has contracted with the Municipal Research and Services Center of Washington(MRSC)to have their official rosters hosted in the online database for County use for small public works contracts, consulting services, and vendor services developed and maintained by MRSC through MRSC Rosters. Section 3. Public Works Projects under$40,000.Mason County dispenses advertising and competitive bidding as allowed under RCW 36.32.250. A. Public Works,as defined by RCW 39.04.010,projects with an estimated cost of$40,000 or less(excluding sales tax)may be managed by the County without the need for formal advertisement or competitive bidding, in accordance with RCW 36.32.250.County departments may seek informal quotes from individual vendors. B. Seeking Quotes: While there is no requirement to seek multiple quotes,county departments are encouraged to obtain informal phone or email quotes from at least three vendors.This process will help ensure the County receives competitive pricing,although formal bidding is not required. C. Delegation of Authority and Documentation of Award Information The Board of County Commissioners delegates authority to county departments to award contracts for public works projects under$40,000.Award information,including the vendor's name,contract amount,and a brief project description,will be posted on the Page 1 of 6 County rosters webpage.Documentation related to the full procurement process, including files and records,will be maintained by the department that requested the services and will be available for review upon request. Section 4. Small Works Roster.Mason County adopts the following to use in the management and awards of small public works projects as allowed under RCW 39.04.152. A. Small Works,as defined by RCW 39.04.152 are public works projects estimated to cost $350,000 or less,excluding sales tax,for the construction,renovation,remodeling,repair, or improvement of real property. B. A Small Works Roster is a pre-established list of properly licensed contractors,registered to do business with the County under selected project types and(work)categories. C. The Small Works Roster process is an alternative to publicly advertising public work projects. D. Every small works contract is subject to the same public works bidding,award,and compliance requirements of chapter 39.04 RCW unless specifically included in RCW 39.04.151-154,this resolution,or the incorporated policies or procedures. E. Only those contractors registered with MRSC Rosters will be invited to bid on small works roster projects when using the alternative process. F. Invitations for bid 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. G. Small Works contracts will be awarded to a responsible contractor(RCW 39.04.350) submitting the lowest responsive bid,unless the Board of Commissioners authorize through formal resolution,the award of a contract to a responsible contractor submitting a higher bid based on specific advantages such as quality,experience,or alignment with project goals. H. Small Works bidding and award information will be entered by the County into the statewide small works roster platform immediately upon conclusion of each small works roster award. I. Small Works bidding and award data will be part of the County's procurement files and records,and all documents will be available for review with the requesting county department. J. Annual Notification and Invitation. At least once a year,MRSC shall,on behalf of the County publish in a newspaper of general circulation within the municipality's jurisdiction a notice of the existence of the small works roster and invite contractors to register on the statewide small works roster. Additionally,as required by RCW 39.04.151(1)(c),MRSC will notify the Office of Minority and Women's Business Page 2 of 6 I Enterprise(OMWBE)directory of certified firms and invite small businesses to apply to the roster. K. MRSC shall add responsible contractors to the small works roster at any time that a contractor completes the online application provided by MRSC and meets minimum State requirements for roster listing. L. Award of Small Works Contracts. There may be two methods for awarding small works contracts. a. The Board considers the proposal received and awards the contract;or a. The Board may delegate authority to a County department to award projects for small works projects costing more than the authorized County department purchasing thresholds. M. Posting of Awards. In accordance with RCW 39.04.200,all small works contract awards will be posted to the County's website at least every two month. Section 5. Consultant Services Roster. Mason County adopts the use of the MRSC Rosters Consultant Roster(vendor list)to be used for the procurement and award of consultant services. A. Consultant Services.Consultant services can be"personal services"such as technical expertise,studies,project management,planning,or similar,or"architecture and engineering services"or"professional services"services as defined by chapter 39.80 RCW. For all services,the County reserves the right to procure using methods other than formal sealed bidding(low bid)as afforded under RCW 39.04.190. B. Soliciting to join the Consultant Roster. MRSC Rosters,as provided as part of their membership service,will publish twice a year, in a newspaper of general circulation within the municipality's jurisdiction,a notice of the existence of the Consultant Roster and solicit consultants to join on our behalf.(RCW 39.04.190(2)) C. Procuring Consultants.The County adopts the following as policies,procedures or similar when contracting for consultant services: 1. Personal Services. a. Personal consultants,firms and individuals that provide subject matter expertise,or services more intellectual in nature such as studies,accounting, legal,project management,or similar shall be procured using a Request for Proposal(RFP). Selection should be based on the best value provided to the County and include scoring on experience and expertise in the field or industry needed,a proposed approach to completing services,capabilities of the businesses staff,time,and cost to complete the work. 2. Professional Services. b. Professional architecture and engineering services shall be procured under the requirements of chapter 39.80 RCW,using the MRSC Consultant Roster. Procuring professionals will be through a Request for Qualification(RFQ) Page 3 of 6 k I I and/or Request for Proposals(RFP)with Qualifications. Price and/or the cost of the professional services will be 10%or less of the overall score. Selection criteria should clearly define the scope of services and the details on how the County will determine the most qualified professional(or firm), which will be different depending on the County's need. Further, selection criteria shall include a plan,as appropriate,to include minority and women- owned firms,small business,and veteran-owned firms to the maximum extent practicable. 3. Electronic Submissions. As required by RCW 39.04.190(2),the County established the following procedure for securing written proposals or submittals for consultant services. a. Unless otherwise adopted,through establishment of an e-procurement tool,the County will use email communications to request and receive submissions. b. An RFQ or RFP shall be developed that will include at a minimum a description of the services needed,the time of performance,the scoring criteria with descriptions and relative weighting,the schedule with due dates,and any other relevant information. Attached to each RFQ or RFP shall be the intended contract to be signed. c. A selection committee will be formed with at least 3 staff members or members of the governing body,to review and score the submissions. The selection committee will sign statements attesting they have no conflicts of interest in the matter and all proceedings will be confidential until Award. d. A list of business will be pulled from the MRSC Rosters consultant roster under the category of need,and an email request will be sent only to the businesses on the roster list of businesses. e. Once submittals are received,the selection committee will review, score,and recommend award to the consultant scored the highest. f. Records.The original request,responses,scoring,and award documentation will be kept in the records and will be available upon request from requesting department. 4. Award of Consultant Contracts. There may be two methods for awarding consultant services contracts. b. The Board considers the proposal received and awards the contract;or c. The Board may delegate authority to a County department to award projects for consulting services for projects costing more than the authorized County department purchasing thresholds. D. Posting of Awards. In accordance with RCW 39.04.200,all consultant/services contract awards will be posted to the County's website at least every other month. Page 4 of 6 Section 6. Vendor Roster.Mason County adopts the use of the MRSC Rosters Vendor Roster (vendor list)to be used for the procurement and award of materials, supplies,equipment or similar.The following vendor list roster procedures are established for use by the County pursuant to RCW 39.04.190 and County Purchasing A. Purchase of materials,supplies,or equipment not connected to a public works project.The County is not required to use formal sealed bidding procedures to purchase materials, supplies,or equipment not connected to a public works project where the cost will not exceed the statutory threshold of the County as provided in RCW 39.4.190.The County will attempt to obtain the lowest practical price for such goods and services. B. Publication.At least twice per year,MRSC shall,on behalf of the County,publish in a newspaper of general circulation within the municipality's jurisdiction a notice of the existence of the vendor list roster and solicit the names of vendors for the vendor list roster.MRSC shall add vendors licensed to do business in the State of Washington to the Vendor Roster at any time when a vendor completes the online application and meets and minimum requirements. C. Electronic Quotations. The County shall use the following process to obtain written quotations from vendors for the purchase of materials,supplies,or equipment not connected to a public works project: 1. A written Invitation(to Bid or Quote)with description shall be drafted for the specific materials,supplies,or equipment to be purchased, including the number, quantity,quality,and a desired the proposed delivery date together with an q h',q h', h'P � P P rY g Y evaluation criteria and any relevant information of the purchase. The contract intended to be signed by the successful vendor is also to be included in with the invitation. 2. County staff shall make a good faith effort to contact at least three(3)of the vendors on the roster to obtain written quotations from the vendors for the required materials, supplies,or equipment; 3. County staff shall not share written quotations received from one vendor with other vendors soliciting for the bid to provide the materials,supplies,or equipment; 4. A written record shall be made by County staff of each vendor's bid on the material, supplies,or equipment,and of any conditions imposed on the bid by such vendor; D. Determining the Lowest Responsible Bidder. The County 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 County may call for new bids. E. Award. All of the bids or quotations shall be collected by the County staff, specifically j the project manager shall create a written record of all bids or quotations received,which shall be made available by request after the award of the contract. f I Page 5 of 6 I 1. County staff shall then present all bids or quotations and their recommendation for award of the contract to the Board The Board shall consider all bids or quotations received,determine the lowest responsible bidder,and award the contract;or 2. The Board may delegate authority to a County department to award bids for materials,supplies or equipment costing more that the authorized County department purchasing thresholds in the County Purchasing and Contracting Policy. F. Posting of Awards. In accordance with RCW 39.04.200, all vendor contract awards will be posted to the County's website at least every other month. The posting will include the vendor awarded the contract,the amount of the contract,a brief description of the items purchased,and the date it was awarded. EFFECTIVE this day of M&Zn ,2025 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: MCKENZIE I ,Clerk of the Board SHARON TRASK,Chair APPROVED AS TO FORM: PAT TARZW LL, ice Chai TIM WHITEHEAD,Ch.DPA RANV NEATHERLI ,Commissioner i Page 6 of 6