Simplicity and Streamlining: Using Small Works, Vendor, and Consultant Rosters

When I hear “roster” as part of a procurement conversation, my mind automatically goes to the small works roster for public works. For me, this is due to both the numerous focused training and outreach efforts on public works changes in general, and the legislative changes in 2024 that reshaped the process for the small works roster.

If you are like me and have had these changes to public works swirling in your brain so often these last few years, this blog is an opportunity to refocus on the fact that public works are not the only procurement project type where a roster could be an option: A roster can also potentially be utilized for purchases (non-public works) and services.

A roster is a procurement method that can be utilized by a local government agency. Briefly, it is a pre-established list of contractors, vendors, or consultants who are directly notified about projects they may want to bid for. It is an “informal” alternative to publicly advertising small projects (size is based on the estimated project amount set in statute or local government agency policy), while still providing a level of competition for contracting.

Use of a roster can potentially reduce associated costs from solicitation to contract, as the roster process is generally a less restrictive and time-consuming method than the formal, competitive solicitation process.

To utilize a roster, an authorized local government adopts a resolution or ordinance to:

• Use the statewide roster hosted and administered by MRSC Rosters, or
• Use a different roster, either administered by the local government itself or a shared roster administered by another local government (via interlocal agreement).

If you’re interested in learning more about rosters, this blog is a great place to start. I’ll cover the rosters available for local government agencies and MRSC Rosters, the statewide service that offers public agencies opportunities to utilize small works, vendor, and consultant rosters. Once I've highlighted each type of roster, I will close with how MRSC can assist a local government agency in utilizing any of these roster types.

Small Works Roster (Construction)

The general requirements for using a small works roster are provided in RCW 39.04.151-.152. A small works project is defined in RCW 39.04.152(1) as a public works project executed through a contract for the “construction, building, renovation, remodeling, alteration, repair, or improvement of real property."

Authorized agencies

Local governments (including cities, towns, counties, and most special purpose districts) and state agencies are authorized in RCW 39.04.010 to use the small works roster process for contracts involving public works projects. 

Roster notification requirement

At least once a year, the state agency or local government must publish notification in a newspaper of general circulation as well as provide the Washington State Office of Minority and Women's Business Enterprises' (OMWBE) Directory of Certified Businesses a notice of the existence of the roster.

The agency must also solicit contractors for the roster. Responsible contractors must be added to an appropriate roster at any time they submit a written request along with the required records.

Project limits and competitive process

The small works roster is limited to use for construction projects estimated to cost $350,000 or less, excluding sales tax. Process requirements change depending on the total estimated project cost:

• For projects estimated to cost between $150,000-$350,000, agencies may conduct a competitive bid and send an invitation to the entire list of businesses on the project-specific roster.
• For projects estimated to cost less than $150,000, agencies have the option to direct contract without competition. To direct contract, authorized local governments and state agencies must adopt procedures for contractor rotation/negotiation and establish a small business utilization plan.

Vendor Roster (Purchases and Purchased Services)

RCW 39.04.190 allows certain agencies to use informal vendor lists, also known as a vendor roster. This type of roster should be used for purchases (materials, equipment and supplies), but it could also be used for purchased services.

Authorized agencies

Municipalities as defined in RCW 39.04.010 may use a vendor roster but, importantly, they must also have specific authorization within their agency statutes to use a vendor roster. An agency can determine if this the case by consulting their statutes for reference to RCW 39.04.190.

Roster notification requirements

The municipality must advertise the existence of each vendor roster it uses (if multiple) at least twice a year in a newspaper of general circulation and solicit names for the roster.

Project limits and competitive process

Using a vendor roster, the municipality must secure quotes from at least three vendors, if possible, and award the contract to the lowest responsible bidder. The municipality must also record all bid quotes obtained and make them available for public inspection immediately after awarding the contract (RCW 39.04.190).

At least every two months, the municipality must post a list of contracts awarded using a vendor roster.

Consultant Roster (A&E and Personal Services)

The consultant roster should be used to contract for personal services and/or professional architecture and engineering (A&E) services.

Authorized agencies

Under RCW 39.80.020 state agencies and local governments (including special purpose districts) are authorized to use a consultant roster for A&E services. 

Roster notification requirements

For personal services, there are no specific notification requirements in state statute.

For A&E services, the agency must publish advanced notice that concisely states the general scope and nature of the project or work for which the professional services are being sought and contact information for the agency representative who can provide project details. An agency may comply with this section by:

• Publishing an announcement on each occasion when professional services provided by a consultant are required by the agency, or
• Announcing generally to the public its projected requirements for any category or type of professional services.

Project limits and competitive process

For personal services, local governments have no statutory requirements for informal competition for using the consultant roster — with the exception of ports (RCW 53.19.020) and public facilities districts (RCW 35.57.070 and RCW 36.100.180). Instead, applicable local governments should establish their own policies and procedures, including listing a dollar threshold beyond which the consultant roster may not be used for contracting these services.

When procuring A&E services, local governments must follow the uniform requirements of chapter 39.80 RCW. Unlike other types of contracts awarded partially or entirely on cost, A&E contracts are awarded primarily based on qualifications, a process known as "qualifications-based selection" (QBS).

With the different roster types now highlighted, I will close with how MRSC can assist with a local government agency that intends to utilize any of these roster types.

MRSC's Statewide Roster

MRSC Rosters is part of our mission to provide comprehensive support to Washington local governments. This roster service provides membership to small works, vendor, and consultant rosters to connect agencies efficiently and affordably with registered businesses for small public works projects, consulting opportunities, and procurement of materials, equipment, supplies, or services. Public agencies (784 as of today) enrolled in MRSC Rosters gain numerous benefits using this tool.

A public agency that chooses to become a member of MRSC Rosters can save time and money with MRSC hosting your roster lists, publishing the required legal notices (as noted above) in your local newspaper, providing business registration and renewal support, and maintaining business information, including contractor licensing and certified small business status.

MRSC Rosters is a self-sustaining program funded by fees from public agency members and business members. MRSC Rosters, along with targeting training and comprehensive online resources dedicated to Procurement & Public Works can assist Washington State agencies with the complicated work of local government purchasing and contracting.