The procurement of accounting, architectural, auditing, engineering, financial, legal, data processing, medical services and independent consultant services for personnel, insurance and actuarial planning and management, human resource and public relations, may be accomplished using the following procedures:
(A) Professional services $25,000 or less. The purchasing agency may solicit one or more proposals for the procurement of professional services at a fee which is deemed fair and reasonable. The purchasing agency will document the basis of the procurement in the project file. In no case shall more than three awards be made to the same vendor in any 12 months without the prior written notification to the Finance Officer.
(B) Professional services greater than $25,000. A formal request for proposal process shall be used. The purchasing agency shall develop a request for proposals to include terms, conditions, scope of service, desired results, end product and consultant qualification. Selection criteria and the method of determining a final fee by the city will be included in the request for proposals. This process can be accomplished in a request for qualification phase and a request for proposals phase. The request for proposal process shall include the following:
(1) Adequate public notice of a minimum of ten business days prior to the date established for the receipt of qualifications and/or proposals shall be provided. Such notice shall include as a minimum, publication in a newspaper of general circulation.
(1) Adequate public notice of a minimum of ten business days prior to the date established for the receipt of qualifications and/or proposals shall be provided. Such notice shall include as a minimum, publication in a newspaper of general circulation.
(2) A minimum of three proposals, if available, shall be evaluated and selection made based on demonstrated competence, qualifications and project approach for the services required. Where applicable to a particular project, factors such as the following shall be used in tentatively selecting a firm:
(a) Specific experience with similar projects.
(b) Specific experience with earlier phases of the same project.
(c) Background and experience of staff members who would be assigned to the job.
(d) Availability.
(e) Locality of firm.
(f) Ability to communicate ideas.
(g) Ability to supply all of the major disciplines necessary to perform the work.
(h) Qualifications of subcontractors/ subconsultants.
(i) Conceptual design/project approach.
(j) Accuracy of the firm in estimating time and cost requirements.
(k) Responsiveness to require-ments contained in the RFP.
(l) Financial capabilities of the firm.
(3) The purchasing agency may interview one or more of the proposers in order to clearly understand the proposers qualifications and the submitted proposal.
(4) Selection criteria may be established in order to determine the best overall proposal. The criteria may incorporate a weighting system for the proposals received.
(5) Fees for professional services are an important consideration, which must not be taken lightly. However, selection shall be ultimately based on demonstrated competence, qualifications and project approach at a reasonable fee. Depending on the complexity of the project, the purchasing agency may utilize one of the following procedures to determine a fee:
(a) The fee can be requested as part of the requested proposal and considered in imitatively selecting a firm.
(b) A multi-step sealed procurement can be requested where the sealed fee is not opened until a proposer has been tentatively selected.
(c) A fee can be negotiated after a proposer has been selected and a final scope of services has been determined.
(6) If necessary, the purchasing agency may negotiate with one or more responsive firms in order to make a tentative selection. Once a tentative selection has been made, a final scope of services and fee shall be negotiated with the selected firm in order to enter into a contract deemed to be in the best interest of the city.
(7) On award, all contracts for professional services shall be formalized in awritten agreement signed by the applicant and the purchasing agency.
(Ord. passed 5-3-05)