Preparing to Use a Small Works Roster
This page contains information to help public agencies in Washington State adopt a small works roster process, including explaining what a roster is, which agencies are eligible, the statewide small works roster, and required internal controls.
It is part of MRSC's Small Works Roster Manual, which places an emphasis on the use of the statewide small works roster administered by MRSC Rosters.
New legislation: Beginning January 1, 2027, HB 2420 (enacted in 2026) will allow more public works contracts to be awarded using the small works roster process by increasing the small works roster threshold in phases:
- Previous threshold: $350,000
- January 1, 2027 to June 30, 2027: $530,000
- July 1, 2027 to June 30, 2028: $560,000
- July 1, 2028 to June 30, 2029: $590,000
- July 1, 2029 to June 30, 2030: $620,000
- July 1, 2030 and later: $650,000
The direct contracting limit of $150,000 will stay the same. All thresholds shown exclude sales tax. We will update the Small Works Roster Manual once this legislation takes effect.
What is a Small Works Roster?
A small works roster is a public works contracting method that local and state government agencies can use as an alternative to publicly advertising small public works projects, while still providing for some level of competition.
In its most basic form, a small works roster is a pre-established list of responsible contractors interested in competing for small public works projects. A small works roster can be formatted as a single general roster, or a series of specific rosters organized by geographic area, different specialties, and/or anticipated categories of work.
A small works roster can be used to procure individual public works projects estimated to cost $350,000 or less, excluding sales tax. Local governments may establish a small works roster as a tool to create focused bid pools (targeted bidders) and use the small works roster process to award contracts to contractors registered on the roster.
The general requirements and process for establishing and using a small works roster are provided in RCW 39.04.151-.152.
Authorized local governments that would like to use a small works roster have two options:
- Use the statewide small works roster hosted and administered by MRSC Rosters, or
- Use a different small works roster, either administered by the authorized local government itself or a shared roster administered by another authorized local government (via interlocal agreement)
Which Public Agencies Can Use a Small Works Roster?
All “authorized local governments” and “state agencies,” as defined in RCW 39.04.010, may use a small works roster process.
“Authorized local government” is defined as “a political subdivision of the state, school district, or special purpose district with public works authority.” This would include:
- All cities and towns
- All counties
- Any special purpose district authorized to require the execution of public works – including conservation districts, fire protection districts, library districts, park districts, port districts, public hospital districts, public utility districts (PUDs), school districts, transit districts, water-sewer districts, and many others.
“State agency” is defined as the Department of Enterprise Services, the State Parks and Recreation Commission, the Department of Natural Resources, the Department of Fish and Wildlife, the Department of Transportation, any institution of higher education as defined in RCW 28B.10.016, and any other state agency delegated authority by the Department of Enterprise Services to engage in construction, building, renovation, remodeling, alteration, improvement, or repair activities.
For simplicity's sake, we will often refer to "state agencies" and "authorized local governments" as simply "public agencies," which is the terminology used on the MRSC Rosters website.
The Statewide Small Works Roster (MRSC Rosters)
Beginning July 1, 2024, RCW 39.04.151(2)-(3) establishes a statewide small works roster, to be administered by MRSC Rosters and funded by the state Department of Commerce as appropriated.
Authorized local governments are encouraged, but not required, to use the statewide small works roster. The statewide roster is intended to be a “one-stop-shop” and a way for bidders and local governments to use the same platform to solicit and bid small public works projects, as well as a centralized repository for data on roster use and awards.
Below is a summary of the roles and responsibilities intended for the statewide small works roster. If a public agency establishes its own roster, the local government will be responsible for all responsibilities listed.
| Administration (MRSC Rosters) | Management (Public Agency) |
|---|---|
| Host website where contractors can apply and register at any time | Develop and maintain internal controls including small works resolutions, policies, and procedures |
| Verify any contractor applicants' licensing and registration (1x annually) | Plan, estimate, and fund projects |
| Confirm and identify Public Works Small Business Enterprise (PWSBE) certified businesses with OMWBE within the contractor registration process | Engage contractors on needed project types and work categories |
| Organize registered contractors by location (county), project types, and work categories selected | Draft and maintain templates for invitations, bidding, and a contract |
| Collect statewide small works use data and post publicly | Procure using public agency's specific process outside statewide small works roster (email or third-party procurement platform) |
| Provide tool to facilitate small works roster contracting process | Award to responsible bidder with competitive price |
| Publicly advertise small works roster (1x annually) | Ensure public works contract compliance |
Adopting Internal Controls: Ordinances, Resolutions, Policies, and Procedures
Any public agencies that intend to use a small works roster process must adopt rules (state agencies), ordinances/resolutions (authorized local governments), and policies/procedures to implement the requirements under state law and detail how the government will be accountable and transparent in using the small works roster process. See RCW 39.04.151(4) and RCW 39.04.152(1).
MRSC Roster agency members are required to establish and follow their own internal controls while using the statewide small works roster and awarding contracts under the small works process.
The Department of Enterprise Services (DES) has adopted rules for awarding contracts using a small works roster process (see chapter 200-330 WAC). State agencies are required to use these rules, but the use of the rules by local governments and by MRSC Rosters is discretionary.
Selected examples are provided below; more will be added as they become available:
- MRSC Rosters: Transitioning to MRSC Rosters – Includes sample resolutions for using MRSC Rosters
- Shoreline Ordinance No. 1016 (2024) – Updates several sections of procurement code to reflect recent changes to state law, including the statewide small works roster and apprenticeship utilization requirements
Registering Contractors on MRSC Rosters
Contractors may register on the statewide small works roster at any time, and their membership will be valid for 12 months after they sign up. At the time of registration—and at annual renewals—MRSC Rosters will verify the contractor’s state registration and licensing through L&I’s contractor verification database and identify contractors that are certified as a Public Works Small Business Enterprise (PWSBE) with the Office of Minority and Women's Business Enterprises (OMWBE). See RCW 39.04.151(1)(a)-(b).
Contractors will select project types, work categories, and the local governments or state agencies they would like to compete for.
Project types provide a general orientation to the primary work included in a project and indicate the type of prime contractor sought. MRSC Rosters uses the following project types:
- Roads
- Parks
- Facilities
- Civil
Work categories are more narrowly focused, and the exact work category options will vary depending on the project type. There are hundreds of available categories; below are just a few examples:
- New construction
- Landscaping installation or replacement
- HVAC installation or repairs (heating, ventilation, and air conditioning)
- Roofing
- Sidewalk repairs
- Playground replacement
- Fencing replacement
Practice Tip: Local governments will be responsible for re-verifying mandatory bidder responsibility criteria and any supplemental responsibility criteria prior to awarding any public works project (RCW 39.04.350).
Local governments using a small works roster process must keep contract bidding and award information, bidder responsibility documentation, bonding, insurance, or other appropriate documents in their own procurement/contracting files. All contract records must be available upon request under the Public Records Act. See RCW 39.04.152(6).
