(A) Public announcement. It is the policy of the county to announce publicly all requirements for professional services and to negotiate the contracts on the basis of demonstrated competence and qualifications at fair and reasonable prices. In the procurement of professional services such as architect, engineer, land-surveying services, and other similar professional services, the Purchasing Director may request firms to submit a statement of qualifications and performance data, or other information relating to the training, competence, and experience of the provider of the services.
(B) Selection process. A selection committee composed of 3 members, including the Purchasing Director, the Administrator, or designee, and the head of a using agency in need of the architect-engineer or land-surveying services, or other professional services shall conduct discussions with 3 or more firms, whenever possible, regarding the proposed contract and the relative utility of alternative methods of approach for furnishing the required services and shall select from among them no less than 2 of the firms deemed most qualified to provide the required services. The selection shall be made in order of preference, based on criteria established and published by the selection committee. Provided, however, in the event that the County of Newberry has an ongoing professional relationship with a provider of those services required by the county, the County Administrator, in his or her discretion, may negotiate with the provider for the provision of the required services. Provided further, the County Administrator may select the provider of professional services in any event if the anticipated cost is $25,000 or less and not included with the current budget year, or $50,000 or less if the amount is included in the current budget year. For services in excess of $25,000 when not included with the current budget year, or $50,000 or less if included in the current budget year, the County Council shall select the provider of the services.
(C) Negotiation. Except as provided in division (B) above, the Purchasing Director shall negotiate a contract with the advice and consent of the Administrator or his or her designee, with the firm so selected to be the most qualified for architect-engineer, land surveying, or other professional services at compensation, which the Purchasing Director determines in writing to be fair and reasonable to the county. In making this decision, the Purchasing Director shall take into account the estimated value, the scope, the complexity, and the professional nature of the services to be rendered. Should the Purchasing Director be unable to negotiate a satisfactory contract with the firm considered to be the most qualified at a price the Purchasing Director determines to be fair and reasonable to the county, negotiations with that firm shall be formally terminated. The Purchasing Director shall then undertake negotiations with other firms as selected by the committee in the order selected until an agreement is reached. At the completion of negotiations, a tabulation of fees proposed by the organizations solicited will be prepared and mailed or delivered to all interested parties.
(D) Competitive bidding. If the County Administrator determines that competitive bidding should be used in the selection of the professional services, the process may be used in lieu of the procedures set forth herein, and in accordance with the bidding procedures set forth elsewhere in this chapter.
(Ord. 01-02-04, passed 1-7-2004; Am. Ord. 10-42-06, passed 11-15-2006; Am. Ord. 5-14-2022, passed 7-6-2022)