The City of Bellingham Purchasing and Materials Management Division administers the procurement process on behalf of all City Departments. Here you will find information and opportunities to sell goods and services to City government, regulations and policies on procurement, and current solicitation listings and documents.
The City of Bellingham regulates the procurement of goods and services depending on the type of commodity or service being acquired. Listed below are the current regulations regarding procurement. Any expenditure of City funds over $2000 for goods or services requires that a purchase order be issued. The purchase order is the vendor's authorization to ship the equipment, materials or supplies, or perform the services specified. It constitutes the agreement between the City and vendor. A purchase order is the vendor's only guarantee of payment. (BMC 4.80, BCC 5.03, RCW 35.22) Any purchase where the vendor's total invoice cost is expected to exceed $30,000 is required to be preceded by a formal bid process except where the purchase can be considered a public work or service. Any public work or improvement (including supplies, materials and equipment) requires a formal bid when the cost exceeds $30,000 if a single craft or trade is involved, and $50,000 if more than one craft or trade is involved. The term "public work" is defined as all work, construction, alteration, repair or improvement. Services require a formal solicitation process depending on the type and extent of the service.
The City of Bellingham has established a Small Works Roster to expedite the solicitation and award of bids on small public work projects up to $200,000.00. Public Work include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City, or which is by law a lien or charge upon City property.
The purpose of the Small Works Roster is to form a pool of contractors for various small construction projects. The projects will require in general that:
The City of Bellingham has established a Small Works Roster to expedite the solicitation and award of bids on small public work projects up to $200,000.00. Public Work include all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City, or which is by law a lien or charge upon City property.
The purpose of the Small Works Roster is to form a pool of contractors for various small construction projects. The projects will require in general that:
When the need to have a small public work performed is identified, at least five vendors on the Small Works Roster in the appropriate category or categories shall be invited to bid. Any bidder who does not respond to a small works roster invitation to bid will be removed from that category or categories of the Small Works Roster. A written response of "No Bid" shall be sufficient response to retain a vendor on the Small Works Roster.
Attached is a small works roster application. If you have an interest in being placed on the roster please complete the form and all requirements. Return the form to the Purchasing Office. The application can be faxed to (360) 778-7706.
On-call rosters for architects, engineers, and other professional services. Do not send in your statement of qualification until a request for proposal or request for qualifications has been issued.
For some classes of services, the City can enter into an On Call Agreement. On Call Agreements can be used for projects less than $50,000. Projects over $50,000 are required to have a formal Request for Qualification or Request for Proposals issued by the Purchasing Division.
The number of consultants selected may vary each year and will be based on the quantity of work anticipated for each given year. Categories may be added or deleted yearly from the roster based on the quantity of work required for that year.
We do not guarantee work to consultants who are accepted for the roster. Departments are encouraged to rotate through the consultants within a category although departments will always select the best-suited consultant for the work.
To be included on the list all consultants must be properly licensed and insured (including a City of Bellingham Business Registration).
Architects and Engineering’s contracts are issued yearly if needed for the following types of services:
Firms and Individuals are evaluated, scored and ranked using the following:
Other professional services contracts are issued biennially if needed for the following types of services:
Firms and Individuals are evaluated, scored and ranked using the following criteria:
Although the thought is greatly appreciated please do not give or leave Purchasing staff anything of monetary value, which includes but is not limited to hats, mugs, donuts, and promotional items. Products, which are for evaluation purposes, are generally all right, however please first contact the Division Superintendent.
Per Bellingham Municipal Code and Washington State Law:
"City employees shall not accept directly or indirectly any gift, favor,
loan, retainer, entertainment or other thing of monetary value from any person,
firm, or corporation having dealings with the City when such acceptance would
conflict or create the appearance of a conflict, with the performance of the
employee's duties."
Employees who are engaged in buying or contract negotiations are held to additional regulations per Washington State Law.
Any vendor found disregarding this law may be banned from doing business with the City and/or prosecuted.
