Skip to code content (skip section selection)
A. The provisions of this chapter shall not apply to the selection of the Village Engineer who shall be appointed by the Village President, with the advice and consent of the Board of Trustees, pursuant to section 1-7-3 of this Code.
B. If it is necessary to solicit proposals for professional architectural, engineering or land surveying services, the Village shall, unless it has a satisfactory relationship with one or more firms, announce publicly all requirements for the architectural, engineering or land surveying services. In the procurement of architectural, engineering and land surveying services, the Purchasing Agent shall request firms to submit a statement of qualifications and performance data. The Purchasing Agent shall mail a notice requesting a statement of interest and in the specific project for which services are sought to all firms who have a current statement of qualifications and performance data on file with the Purchasing Agent. The Purchasing Agent shall place an advertisement in a newspaper or periodical of general circulation requesting a statement of interest in the specific project for which services are sought and further requesting statements of qualifications and performance data from those firms which do not have such a statement on file with the Purchasing Agent. The advertisement shall state the day, hour and place that the statement of interest and the statements of qualifications and performance data shall be due.
C. The Village shall negotiate contracts for professional architectural, engineering or land surveying services on the basis of demonstrated competence and qualifications at fair and reasonable prices. If the Village has not satisfactorily utilized the services of a firm in the past or if the professional architectural, engineering or land surveying cost is expected to exceed forty thousand dollars ($40,000.00) and there has been no past relationship, a Selection Committee appointed by the Village President, with the advice and consent of the Board of Trustees, or in the absence of such an appointment, a Selection Committee composed of three (3) members, including the Purchasing Agent, the Director of Public Works or another officer with appropriate professional qualifications and the project manager or head of the department in need of the architectural, engineering or land surveying services shall evaluate the firms submitting statements of interest taking into account qualifications, ability of professional personnel, past record and experience, performance data on file, willingness and ability to meet time and budget requirements, location, workload of the firm and such other factors as the Selection Committee may determine are applicable. The Selection Committee shall conduct discussions with no less than two (2) firms regarding the proposed contract and the relative utility of alternative methods of approach for furnishing the required services and any required public presentations by firms deemed to be the most qualified regarding their qualifications, approach to the project and ability to furnish the required services. If fewer than three (3) firms submit statements of interest and the Selection Committee determines that one or both of those firms are qualified, the Selection Committee may proceed to negotiate a contract as set forth below with the firm or firms determined to be qualified.
D. The Purchasing Agent, in consultation with the Selection Committee, shall negotiate a contract with the firm considered to be the most qualified for architectural, engineering or land surveying services at compensation which the Purchasing Agent determines in writing to be fair and reasonable to the Village. In making this decision, the Purchasing Agent shall take into account the estimated value, the scope, the complexity, and the professional nature of the services to be rendered. Should the Purchasing Agent, in consultation with the Selection Committee, be unable to negotiate a satisfactory contract with the firm considered to be the most qualified at a price the Purchasing Agent determines to be fair and reasonable to the Village, negotiations with that firm shall be formally terminated. The Purchasing Agent shall then undertake negotiations with the second most qualified. If unable to come to an agreement, the Purchasing Agent shall then move to the third most qualified or further until an agreement is reached. (Ord. 2019-23, 4-18-2019)