Reporting Requirements for Small Works Roster Projects

Most public agencies in the State of Washington have the option, for public works construction projects estimated to cost less than $300,000, of not advertising the project, but of soliciting bids from a Small Works Roster of contractors.

Limited Public Works process:  Small Works Roster projects less than $35,000 are known as Limited Public Works and enable an agency to waive the payment bond, performance bond, and/or retainage.  

Reporting requirements:  Agencies using the Small Works Roster or the Limited Public Works process are required to make certain information available about contracts awarded under these processes.  The reporting requirements for Small Works Roster and Limited Public Works are a slightly different as noted in the chart below:

Small Works Roster	Limited Public Works
Maintain list of contracts awarded and make it available	Maintain list of contractors contacted (solicited) and contracts awarded
List shall be made available at least once every year	Maintain these lists for contracts awarded during previous 24 months under Limited Public Works
List shall contain: Name of contractor Contract amount Brief description of the type of work performed Award date Location where bid quotations for contracts are available for public inspection	List shall contain: Name of contractor Contract amount Brief description of the type of work performed Award date Contractor’s registration number

Meeting the reporting requirements:  Rather than maintaining two separate reporting systems, one for Small Works Roster projects and one for Limited Public Works project, an agency could combine the requirements.  The list below combines requirements and offers practical suggestions for how to meet the requirements:

• Content of list:
• Name of contractors solicited for each project
• Name of contractor awarded each project
• Contractor's registration number
• Contract amount
• Brief description of the type of work performed including project title
• Award date

• Availability of list:  Because the list must be made available once every year, one way to accomplish this would be to include in the annual Small Works Roster advertisement a notice of the availability of the list of previously awarded projects.

• Accessibility of list:  An easy way to make the list available is to include it on your agency's website, or make it available upon request by e-mail or other means of communication.  Update the list regularly as Small Works Roster/Limited Public Works projects are awarded so it is always current.

• Duration of list:  The list should be a cumulative list including at least those Small Works Roster and Limited Public Works projects solicited and awarded within the past 24 months.

State law:  Here are the reporting requirements for these two processes under state law:

• Small Works Roster:   

Any state agency or local government using the small works roster process established in RCW 39.04.155 to award contracts for construction, building, renovation, remodeling, alteration, repair, or improvement of real property must 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 it was awarded. The list shall also state the location where the bid quotations for these contracts are available for public inspection.  RCW 39.04.200

• Limited Public Works: 

A state agency or authorized local government shall 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, the amount of the contract, a brief description of the type of work performed, and the date the contract was awarded. RCW 39.04.155 (3) 

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