Doing Business with Sno-Isle Libraries

1. Doing Business with Sno-Isle Libraries February 28, 2019

2. What are we going to cover? • State bid law requirements • Labor & Industries (L&I) public works • Prevailing wage requirements • Intents and Affidavits • NEW STATUTE: Sworn supplemental bidder criteria • Sno-Isle Libraries requirements • Municipal Research and Services Center (MRSC) Roster • Sno-Isle Proposal & Bid Request Postings (https://www.sno-isle.org/vendor) • Procurement and Invoicing • Certifications & Assurances • “How To” training (for those interested) • MRSC Roster (https://mrscrosters.org) • L&I Intents & Affidavits (https://secure.lni.wa.gov/home)

3. State Requirements – The Basics • Almost all purchases require a quote(s) or bid(s) from the MRSC Roster in selection of a contractor/vendor. • Type of quote / bid parameters depends on type of purchase and estimated project dollar amount • Three purchasing categories identified by WA state • Equipment, Materials & Supplies • Physical assets that do not require installation • Services/Leases • Such as: professional services, architectural services, etc. • Public Works Project • Such as: Painting, HVAC, maintenance (not ordinary), paving, cabling, electrical, mechanical, installation of parts on building, signage, etc.

4. Public Works: State Requirements • Prevailing Wage Definition: • The L&I established wage construction and maintenance contractors must pay their employees for work on projects paid for by public funds, such as a state office building or county roads. • Must Pay Prevailing Wages • Requirement is not contingent on dollar amount • Requirement is not contingent on business type (i.e. sole member, LLC) • Contractor is responsible for filing with L&I • Statement of Intent to Pay Prevailing Wages – Required before 1st payment by Sno-Isle Libraries • Affidavit of Wages Paid – Required before last payment by Sno-Isle Libraries upon project completion • Cost of filing is vendor overhead • Contractor is responsible for ensuring all subcontractors have filed with L&I • Contractor invoices must include language affirming that prevailing wages have been paid. • “We certify that the prevailing wages have been paid in accordance with the pre-filed statement or statements of the intent to pay prevailing wages on file with Sno-Isle Libraries.”

5. Public Works: State Requirements • All contractors on public works projects must comply with Public Works Act • Retainage, Performance Bonds, Notice of Completion, Insurance • Contracts > $150,000 • 5% contract retainage/bond and a 100% contract performance bond are required (cost incurred by contractor is contractor overhead) • Contracts < $150,000 • Option A: Retain 10% of contract amount for 30 days and until/after Affidavit is filed with L&I • Option B: Contractor acquires a retainage bond equal to5%of the contract value and a 100% contract performance bond • Contract > $35,000 requires Notice of Completion releases from L&I, DOR, and ESD before retainage or final payment can be issued • Proof of Industrial Insurance • Minimum $1,000,000 of commercial liability insurance • Certificate of insurance with date, location(s), amount identified required (cost to obtain is contractor overhead)

6. Public Works: State Requirements • Certification & Assurances: A Sworn Statement of Bidder Responsibility Supplemental Criteria • Signing this statement meets RCW 39.04.350 statutory requirements • Can be signed electronically via Sno-Isle website • Must be signed and contractor status confirmed before a project is awarded • NEW REQUIREMENT – EFFECTIVE JULY 1ST, 2019: • To be a “Responsible Bidder,” you must meet one of these requirements: • A) Complete approved L&I training on public works and prevailing wages under chapter 39.04 and 39.12 RCWs, or • B) Have experience completing at least three public works projects and have maintained a business license in WA for at least three years.

7. Sno-Isle Libraries’ Requirements • MRSC Roster – Public Works, Contract Services, Vendor Services • To be considered as a qualified vendor for consideration, contractors should be registered on the MRSC roster or on an approved state/government contract listing • Roster registration required for any Public Works project • Annual registration each year – registration does expire • Free registration with limitations • Paid registrations with greater services • Apply for all areas of services you provide to be included for quote / bid invitations • Separate application for each service category under free registration • Sno-Isle Libraries entity name for MRSC roster selection = SNO-ISLE INTERCOUNTY RURAL LIBRARY DISTRICT • “Hand’s on” training will be provided today

8. Sno-Isle Libraries’ Requirements • Certifications & Assurances must be signed and received by Sno-Isle Libraries before project can be awarded • Proof of industrial insurance (certificate of insurance) must be received by Sno-Isle Libraries within 10 days of contract signing • Contractors must have a valid W-9 on record with Sno-Isle Libraries • Contractor must receive a Purchase Order from Sno-Isle Libraries before work starts • Contractor invoices must include the PO number for payment to be made

9. Certifications & Assurances • Hardcopy or electronic signature available • Electronic Signature: https://www.sno-isle.org/vendor/certs-and-assurances • All boxes must be checked • Type Name and Company • Date is auto-filled • Successful Submission when:

10. Sno-Isle Libraries • What can you find on our website? • Bid Postings • Addendums to bids • Certification & Assurances – Sworn bidder criteria statement ** • Awarded projects • Upcoming projects (in process) • Information on how to register with MRSC rosters ** • Dept. of L&I Forms (links to Intents/Affidavits and how to file) ** • Frequently Asked Questions (FAQs) ** • Vendor Orientation 2019 Presentation ** Handouts available

11. Questions?