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6220 - Bid Requirements

BID REQUIREMENTS

A.    No bid procedure is required for purchases of furniture, equipment or supplies under $40,000 (less than $10,000 when federal funds are being used). Public works projects that are less than $75,000 may be performed by district personnel or procured using the competitive process outlined below.

B.    Competitive Process. The superintendent may solicit bids by telephone and/or written quotation for furniture, equipment and supplies (except books) which have an estimated cost between $40,000 and $75,000. The threshold for Federal funds for goods and services is between $10,000 and $250,000. At least three telephone or written bids shall be secured prior to the date established by the superintendent (use Bid/Quote Form). All telephone quotations must be confirmed in writing within seven days in order to constitute a valid quotation. If three quotes are not available, refer to section F – Sole Source Provider Process.

C.    Formal Public Bid Process.

  1. Whenever in the opinion of the board the cost of any furniture, equipment, or supplies (except books) shall equal or exceed $75,000 ($100,000 for public works projects unless using the Small Work Roster Process), formal bids shall be called for by issuing public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks, unless a statutory exception permits another contracting option. Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid.
  2. Formal bids shall be opened at the time and place stated in the official advertisement for bids, and any interested member of the public may attend the bid opening.       It shall be the bidder's sole responsibility to see that his/her bid is delivered to the district prior to the time set for opening of bids. Any bid received after the time set for opening the bids shall be returned to the bidder unopened and shall receive no consideration by the district.
  3. Formal bid awards shall be made by the board on the basis of staff recommendations at the earliest subsequent board meeting after the bid opening. Formal bid tabulations may be presented to the board at the same meeting.
  4. Brand names and manufacturers' catalog numbers used in specifications are for the purpose of identification and to establish a standard of quality. Bids on equal items shall be considered, providing the bidder specifies brand and model and furnishes descriptive literature. The acceptance of alternative "equal" items shall be conditioned on the district's inspection and testing after receipt. If not found to be equal, the material shall be returned at the seller's expense and the contract cancelled.
  5. The district shall reserve the right to reject any or all bids, waive any formalities and make the award in its best interest.
  6. On public works projects exceeding $35,000, the bidder shall include a notarized statement agreeing to comply with prevailing wage and affirmative action requirements and shall provide a performance and payment bond.

D.    Small Works Roster Process.

  1. For public works projects estimated to cost less than $300,000, the superintendent may solicit bids by telephone, electronic means and/or written quotations from contractors who have requested to be placed on the small works roster.       The district will not break a project into units or phases in order to come within the scope of the small works roster.
  1. The small works roster shall be revised at least once each year by publishing a notice of such opportunity in at least one newspaper of general circulation in the district. Also, responsible contractors shall be added to the small works roster any time they submit a written request and necessary records. The application form shall be designed to collect such information as (l) name of contractor, (2) state of Washington contractor's license number, (3) bonding verification, (4) liability coverage, (5) related contracts completed, and (6) references (bond and clients).
  1. Contractors desiring to be placed on or remain on the small works roster are required to keep current records of applicable licenses, certifications, registrations, bonding and insurance on file with the district.
  1. The following steps shall be employed to engage a contractor for a small works project:
  1. Written specifications shall be prepared which describe the work to be completed and the materials to be used. Completion date, contractor's assurances (prevailing wages, fair employment, etc.), bid, performance and payment bond requirements, opportunity to visit the work site, closing date, and bid form may be provided. Detailed plans and specifications need not be included in the invitation.
  2. The district may invite quotations from all appropriate contractors on the appropriate small works roster. As an alternative, the district may invite quotations 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. However, if the estimated cost of the work is from $150,000 to $300,000, and the district chooses to solicit bids from less than all the appropriate contractors on the appropriate small works roster, the district will notify the remaining contractors on the appropriate small works roster that it is seeking quotations on the work. The district 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 other electronic means;
  3. After the closing time, bids shall be opened, recorded, and made available for inspection or telephone inquiry.
  4. The superintendent shall award the contract to the lowest responsible bidder as defined in RCW 39.04.010. The district will make available a list of the contracts awarded under that process at least once every year. The list shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date of award. The list shall also state the location where the bid quotations for these contracts are available for public inspection.
  1. The following factors shall be considered in determining the lowest responsible bidder:
  1. The ability, capacity, and skill of bidder to perform the work required;
  2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
  3. The ability of the low bidder to perform the work in the time specified;
  4. The quality of performance of previous contracts or services;
  5. The previous and existing compliance of the bidder with laws relating to public works; and
  6. Such other information related to the performance of the contract as the superintendent deems advisable.

E.     Limited Public Works Process. For projects estimated to cost less than $35,000 the superintendent may solicit electronic or written quotations from a minimum of three contractors from the small works roster. The contract may be awarded to the lowest responsible bidder pursuant to the factors listed above. After an award is made, the quotations received are open to public inspection and are available by electronic request. The superintendent shall attempt to distribute opportunities for limited public works projects equitably among contractors willing to perform in the district. The district will maintain a list of the contractors contacted and the contracts awarded during the previous twenty-four months under the limited public works process, including the name of the contractor, the contractor’s registration number, a brief description of the work, and the date the contract was awarded. A project may not be divided into parts in order to qualify for the limited public works process.

The district may waive the payment and performance bond requirements and the retainage requirements of law, thereby assuming liability for a contractor’s nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers and taxes. The district shall have the right of recovery against the contractor for any of these payments made on the contractor’s behalf.

F.     Sole Source Provider Process. Competitive bidding requirements may be waived for purchases that are clearly and legitimately limited to a single source of supply.

If three or more quotations are not obtainable, the district may reinitiate quotes with product revision(s); or may award to a single source if there is clearly only one possible supplier. Single source awards require approval of the Chief Financial Officer, and must be documented with supporting rationale for audit purposes and public review.

BID/QUOTE FORM

Description:

 
 
 
 
 

Name

Address

Phone #

Amount

Suspended or

Debarred

Yes/No

Quote #1

         

Quote #2

         

Quote #3

         

Program:

 

Date:

 

Director:

 

 

Bid Requirement Flow Chart 

Revised: January 2019

WALLA WALLA PUBLIC SCHOOLS • 364 South Park St. • Walla Walla, WA 99362 • Phone: 509-527-3000 • Fax: 509.529.7713

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