Procurement

Responsibilities

The City of Ridgefield’s Finance Department is responsible for paying all City bills. The supplier is expected to supply items ordered at the price quoted, according to the agreed-upon terms and conditions and by the date promised.


Small Works Roster

The City allows pre-registered contractors the opportunity to bid on small public works and improvement projects with a budget of $300,000 or less. For smaller qualifying companies, the Small Works Roster may allow for expedited payment and waiver of the bid bond. This program utilizes categories under the North American Industry Classification System.

The City of Ridgefield is utilizing the Municipal Research and Services (MRSC) Small Works Roster. To be eligible to work on small works projects, you must register your company on the MRSC Rosters at www.mrscrosters.org. Any applications submitted prior to January 1, 2013 cannot be used. To remain eligible to be awarded small public works projects you must register on the MRSC Rosters and select the City of Ridgefield. Questions on the MRSC Rosters can be directed to Ellen Hutchinson, MRSC Rosters Manager, at (206) 625-1300 or via email at mrscrosters@mrscrosters.org.

Please note that except for the MRSC Roster, the City of Ridgefield does not maintain an on-going vendor or bidders list for any categories of work. Small Works Bids are sent to approved and pre-registered contractors.

Only contractors notified directly by the City regarding a specific SWR solicitation may respond to that solicitation. If you did not receive notice directly from the City regarding a particular solicitation, you are not eligible to participate.

You can view the City’s current contracting opportunities here.

A list of the contracts awarded for purchases, construction, building, renovation, remodeling, alteration, repair, or improvement of real property is available for viewing at City Hall. The list contains 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. Additionally, the list states the location where bid quotations for these contracts are available for public inspection in accordance with RCW 39.04.200

Specific questions or to view a list of projects for the City of Ridgefield Small Works program, please contact Kirk Johnson at (360) 887-3557.

To be placed on the City of Ridgefield’s supplier list for services and construction contracts, please visit the Municipal Research and Services Center.

Procurement Services obtains quotations three ways:

  1. The department may call the supplier and request a verbal quotation
  2. The department may call the supplier and request a written quotation
  3. Procurement Services may send the supplier a formal quotation request, which the supplier completes and returns to Procurement Services.

Consultant Services Roster

Thank you for your interest in doing business with the City of Ridgefield. The City of Ridgefield transitioned to the Municipal Research and Services Center (MRSC) Consultant Roster on January 1, 2013. Consultant service categories include architectural, engineering and surveying services as referenced by Chapter 39.80 RCW, as well as other personal professional consulting services. Sub-categories can be viewed on the MRSC Rosters website.

You must register your company on the MRSC Rosters at www.mrscrosters.org to be listed on the applicable category of work. Applications submitted prior to January 1, 2013 cannot be used. Questions concerning the MRSC Rosters can be directed to Ellen Hutchinson, MRSC Rosters Manager, at (206) 625-1300 or via email atmrscrosters@mrscrosters.org.


Competitive Procedures

The City solicits for quotes and proposals when the purchase exceeds:

  • $1,000 for commodity items
  • All amounts for public works (among applicable suppliers on the Small Works Roster)
  • The City will provide due diligence to ensure the best quality at a reasonable price by interviewing and/or requesting quotes from two or more firms when seeking other professional services

Formal bid procedures will be used for goods, materials, equipment and services procurements valued at more than $35,000 and for construction projects over $300,000. Bid specifications are prepared and reviewed jointly by Finance and the department. Notices are placed on the City’s website and in local and regional newspapers and business journals. Information about obtaining bid packets is available by contacting the Finance Department at 230 Pioneer Street, Ridgefield, WA 98642, or by calling (360) 887-3557. Sealed bids are publicly opened as indicated in the bid specifications. Bids will not be accepted after the public opening.


Shipping and Delivery

All proposals, quotes, and bids must include shipping costs unless the solicitation specifically states otherwise. All purchases are shipped as Free On Board (F.O.B) Destination. In the event the City agrees to pay shipping costs, the supplier shall prepay freight and add it to the invoice as a separate line item (F.O.B Destination, Freight Prepaid and Added). In such cases, the supplier shall still be responsible for ensuring the shipment is delivered in acceptable condition to the City of Ridgefield.


Payment

Submit invoicing to:

CITY OF RIDGEFIELD
Accounts Payable
P.O. Box 608
Ridgefield, WA  98642

Invoices must show:

  1. Complete description of goods or service provided
  2. Quantity
  3. Unit prices and extensions
  4. Discount terms invoice number
  5. Invoice number

Payment Terms:  The City has a net 30 payment policy.  Payment will be made within 30 days of the date of the invoice. The payment status of an individual invoice can be verified by contacting the City at (360) 887-3557.


W-9 Form

The Internal Revenue Service requires that the City maintain a current W-9 form on file for all City vendors. The form must be filled out completely and mailed to the address noted on this page. Faxed copies are not acceptable. Failure to comply may result in backup withholding or payment of invoices to be held until the W-9 is returned to us. Your help is appreciated in expediting the return of this information to update and maintain our records.


ACH Payment Option

Vendors doing business with the City have the option of using electronic fund transfer. Payments can be electronically deposited directly into a designated bank account via ACH (Automated Clearing House). A remittance detail will be provided via email advising the amount, date of payment, vouchers, and invoice number. To enroll, complete the ACH Vendor/Payee Enrollment Application.


Contracting

Procurement Services is responsible for all purchases made on behalf of the City of Ridgefield. In accordance with the City of Ridgefield’s Municipal Code, contracts and purchase orders are awarded as described in the solicitation document. The City reserves the right to cancel the invitation or reject any and all bids submitted or to waive any minor formalities if it is in the best interest of the City to do so.


Ethical Principles

The Finance Department will consider the interests of the City of Ridgefield in all transactions and will ensure compliance with all City ordinances and laws of the State of Washington. All transactions and suppliers will be treated objectively and without bias or favoritism. No gifts or other gratuities will be accepted directly or indirectly from suppliers.

The department encourages and welcomes competitive bidding in order to obtain goods and services at the lowest possible cost and to provide all interested suppliers with an equal opportunity to offer their products and services to the City of Ridgefield.


Additional Resources

Department of Labor and Industries

Industrial Insurance Construction Contractors Application for Workers Compensation

Electronic Filing of Statement of Intents and Affidavits of Wages Paid