HomeMy WebLinkAboutReso 97-023 - Amending Policy 1501 - Selection of Technical Consultants � .' � � �
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RESOLUTION NO. 97-a.Z3
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF REDDING AMENDING POLICY 1501—SELECTION
OF TEC�INICAL CONSULTANTS.
WHEREAS, on December 1, 1987, the City Council adopted Policy 1501 to provide
guidelines for the selection of technical consultants, which policy was amended on May 2,
1995; and
WHEREAS, the City Council wishes to further amend said policy;
NOW, THEREFORE, IT IS RESOLVED by the City Council that the City's Policy
1501 entitled Selection of Technical Consultants be amended as set forth in the update
attached hereto and made a part hereof.
I HEREBY CERTIFY that the foregoing resolution was introduced, read and adopted
at a regular meeting of the City Council on the �8th day ofFebruary , 1997, by the following
vote:
AYES: COUNCIL MEMBERS: R. Anderson, Kehoe and McGeorge
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: P. Anderson and McGeorge
ABSTAIN: COUNCIL MEMBERS: None
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DAVID L. McGEORGE, �Mayor
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Attest: Form Approved: �
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Connie Strohmayer, City erk W. Leonard Winga ity Attorney
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� CI TY OF REDDING, CALIFORN/A
Council Policy
SUBJECT Resolution Policy Effective
Number Number Date Page
SELECTION OF TECHNICAL
CONSULTANTS 1501 1
I. BACKGROUND
On December 1, 1987, staff submitted a policy statement regarding the selection of technical
consultants noting that this procedure will permit staff to retain consultants to assist in the solution
of short-term problems where the department does not have staff or special knowledge.
II. PURPOSE
The purpose of this policy is to establish general guidelines for the selection of technical
consultants. It is the intent of the City to make a selection on the basis of demonstrated
competence and/or professional qualifications for the services required at a competitive price.
ffi. P LI Y
Except as otherwise provided, the City of Redding will solicit competitive proposals by
releasing, when practicable, Requests for Proposal (RFP's) to perform work for which the City
does not have staff available or lacks the technical expertise required to perform a
project/program. Consultants will be individually selected for specific projects with regard to
the consultant's experience; special knowledge of the subject matter; ability to perform the
services within the time allowed; record of success on similar work; and ability to perform
effectively in the necessary discussion, presentation, coordination, and cooperation realms of the
project. While the primary goal of consultant selection is on the basis of demonstrated
competence and professional experience, the cost of providing the technical service to be
performed will also be considered. Deviation from an RFP selection process (i.e. negotiated
contracts) shall only be employed as discussed below.
IV. APPLICATION
The policy shall apply to the selection of technical consulting firms for design, review,
inspection, field supervision, contract management, feasibility studies, master planning, and
related services in connection with public improvement projects and/or governmental operations
for the City of Redding. For purposes of this policy, consulting services include, but are not
limited to, professional services which may be contracted for by the City in the following fields:
Planning (City and regional, airports, electric, potable water, and waste-water utilities,
solid-waste disposal, etc.)
Building and Landscape Architecture
� Engineering (All disciplines)
Financial
Rates and Fees
Recreation
Risk Management
Medical
Property Appraisal
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Council Policy
SUBJECT Resolution Policy Effective
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SELECTION OF TECHNICAL
CONSULTANTS 1501 2
Human Resources (Key employee recruitment, training, etc.)
Contract Management (Construction management, inspection, etc.)
Administrative Services
Legal Services
Environmental Services
Land Surveying.
The term "consultant" may include individuals, partnerships, a corporation, joint ventures, or any
other combination of firms or persons deemed by the City to be qualified to perform the required
services.
V. CRITERIA FOR SELECTION
The following general selection factors shall be considered, to the extent that each may apply, in
selecting a consultant for a particular study or project:
A. Educational and experience background of the consultant's key staff that will be
assigned to each of the primary elements of the project work as well as the
individual within the consultant's organization who will be in overall charge of the
work.
B. Necessary license or other professional credential(s) of the consultant to perform
the particular study, project, or work.
C. Demonstrated recent record of success of the consultant on work previously
performed for the City or others of a similar nature and magnitude. Key areas to
consider are the consultant's ability to deliver the required work or services in
acceptable form and detail, on schedule and within budget.
D. The consultant's documented record in delivering completed design, estimating,
construction management services, etc., of proven reliability as evidenced by the
final completion costs of previous projects of similar scope and magnitude.
E. The adequacy of the consultant's staff to perform the work within the time
allowance.
F. The method(s) proposed by the consultant for the work required; the primary
elements of the work shall be identified.
G. The ability of the consultant to make effective written reports and public
presentations of the work or design as may be required.
H. The ability of the consultant to work effectively with city staff, other public
agencies, and related parties as may be required during the course of the design,
study, or other technical services.
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SELECTION OF TECHNICAL
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I. New or innovative ideas that are presented by the consultant in the proposal which
demonstrate clear or advanced understanding of the work, its problems and
possible solutions.
J. Whether the consultant has adequate knowledge of local conditions.
K. The consultant's past record of continued interest in the success, efficiency, and
workability of the program of services previously delivered.
L. The ability of the consultant to furnish effective construction supervision services,
where such services are an inherent part of a "package" of services for which the
consultant is employed.
M. The ability of the consultant to provide errors and omission insurance and other
insurance as may be required by the City Attorney and/or Risk Manager.
Each of the above listed general selection criteria factors may typically be employed in the
evaluation of any proposal. To this list may be added any specific or unusual evaluation criteria
necessary because of any special work, process or service required. Each selection criteria factor
may be weighted according to its overall, perceived importance against the project whole.
While price may not be the singular guiding issue in selecting a consultant, the consultant's
proposal shall include the "fixed" or "not to exceed" cost (whichever is required by the RFP).
The proposal should also include any required supporting data in the form of cost/man-hour of
each employee classification to be used, anticipated total project man-hours for each
classification, overhead costs, expenses, etc. (Note: If a "not to exceed" cost is required by the
RFP, the final cost of the service(s) shall be the consultant"s actual cost incurred or the agreed
upon "not to exceed cost," whichever is less.)
The consultant's proposal will be reviewed for any deviations and exceptions taken, work not
included, or any other inconsistency between the City's RFP which details the "work required"
and the consultant's proposal which details the "work offered." The consultant shall explain the
reasons for the deviations and exceptions in the proposal. Deviations and exceptions which
demonstrate clear benefit or advantage to the City may receive special consideration.
VL SELECTION PROCESS - GENERAL GUIDELINES
Firms that have been determined, by the department most familiar with the project or program, to
be actively in the business of providing the required service will be invited to submit proposals.
When possible, the minimum number of firms requested to submit a proposal in response to an
RFP shall be three (3) for services estimated to cost from $25,000 to $200,000 and five (5) for
services estimated to cost $200,000 or more. When appropriate, qualified local firms (within
Shasta County) will be sent RFP's. For unusual or extraordinary consulting services, Request for
Qualifications (RFQ's) will be sent to selected firms. The RFQ's will be reviewed and evaluated
to narrow and finalize the field of qualified firms to be sent RFP's.
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Council Policy
SUBJECT Resolution Policy Effective
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SELECTION OF TECHNICAL
CONSULTANTS 1501 4
Recognizing that the development and presentation of a professional proposal is often expensive,
it is the City's position to request a proposal from a firm only when the firm will be seriously
considered for the program, project or work.
VII. SELECTION
The review procedure for the selection of professional service contracts shall be as follows:
A. SHORT-TERM SUPPLEMENTAL SERVICE CONTRACTS COSTING
I.ESS ��IAN $25,000:
Request for professional services shall be initiated by the requesting department
director. The department director may waive the formal RFP process and
interview one or more consultants which the department director believes is/are
qualified to perform the work. The department director will then select a consultant
and forward a recommendation, to include an explanation/justification for
bypassing a competitive RFP process, to the Purchasing Officer for issuance of a
contract/purchase order.
B. PROFESSIONAI, SERVICE CONT�iACT5 COS�ING MORE THAN
$25,000:
1. . REVIEW/SELECTION COMMITTEE:
The responses received to an RFP will be evaluated by a review/selection
committee which shall provide a recommendation of a specific consultant
for Council's consideration. The review/selection committee shall normally
consist of requesting department staff inembers appointed by the requesting
department director. For projects of particular interest, complexity, or
controversy, the City Manager may designate additional staff from other
departments and/or request Council or others to participate on the
review/selection committee. The review/selection committee will
determine the ranking of the consultants. Final recommendation will then
be presented to Council for its consideration of contract award.
2. DEVIATION FROM RFP PROCESS:
Upon the request of the department director and/or the City Manager, the
City Council may, by majority vote, waive the RFP process when:
a. There is an emergency as discussed below;
b. There is only one available source which can supply the subject
matter of the contract;
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Council Policy
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SELECTION OF TECHNICAL
CONSULTANTS 1501 5
c. The contract is for personal services of such a nature as not to be
customarily subject to a competitive bid process; or
d. The contract is for legal services or architectural, landscape
architectural, engineering, environmental or land surveying services
as those terms are used in section 4525 of the Government Code.
VII. EMERGENCY PROCEDURES:
When conditions arise requiring immediate action, the City Manager, with concurrence of the
City Council, may retain the services of a consultant on a time and material basis for the duration
or portion of the duration of the emergency situation.
All of the above is to be in accordance with the Government Code requirements.
IX. FINAL SCOPE OF WORK:
The final contract of work may vary somewhat from that originally contemplated in the RFP, if
the review/selection committee determines that additions, deletions, or corrections are necessary
to properly describe the work.
Revised on May 2, 1995 by Resolution No. 95-113.
Revised on , 1997, by Resolution No. 97-
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