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HomeMy WebLinkAboutReso 95-113 - Amending its Policy No 1501 on the selection of Technical Consultants RESOLUTION NO. 95-_ZZ�3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING AMENDING ITS POLICY NO. 1501 ON THE SELECTION OF TECHNICAL CONSULTANTS. WHEREAS, on December 1, 1987, the City Council of the City of Redding adopted a Policy, numbered 1501, outlining the methods , and criteria to be used to . select technical consultants, which has been amended from time-to-time; and WHEREAS, the City Council wishes to further amend Policy No. 1501 as outlined in the accompanying Report to City Council; NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Redding that the City' s Policy No. 1501 pertaining to the selection of technical consultants be amended as set forth in Exhibit A 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 2nd day of May , 1995, by the following vote: AYES: COUNCIL MEMBERS: P. Anderson, R. Anderson, McGeorge, Murray and Kehoe NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None DAVID KEHOE, Ma or City Redding V ATTEST; , FO7APOVED: CONNIE STROHMA ; - W. LEONARD WI GATE �U City Clerk City Attorney SELECTION OF TECHNICAL CONSULTANTS 1501 BACKGROUND On December 1, 1987 , Direetor -ef Publie ``'erks Arnesss a 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 depart- ment does not have staff or special knowledge. PURPOSE The purpose of this policy is to establish general guidelines for the selection of technical consultants and, by se deing, sery-;. es e f highly__qu-alified chid'-eefflpetent firms and/eindividuals J L 1 to do the werk at a eempetitive eest. It is not the intenti-e-n of the City to make a selection t-cehrrr - ' serviees '; i f��h ' -� ever-all ^�- on ;the base ©f demon t, ted eornpet.en and Qr gr4 mss an ) qua11f: sexv Ges >rer fired at camget3t�.vt� price POLICY 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 due regard f-er the-west- er fees—fer t = 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 We the pmay gca of .consultant selection: �s ern the basis t� der ons ra.. gortpeter�ce � �d p ofe s nn` al experi encet the cast v prav�d n.g the techn a ser ace to be performed wr}l also bt; considered Deviation from ari RF`1� selection process (i .e. Negotiated Contracts) shall only be employed in unusual or extenuating circumstances as requested by the department head O�X&ot§g and determined by the City Manager and/or City Council as appropriate. APPLICATION The policy shall apply to the selection of technical consulting SELECTION OF TECHNICAL CONSULTANTS 1501 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 e-€ 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 wastewater utilities, solid waste disposal, etc. ) Building and Landscape Architecture Engineering - (All disciplines ) Financial Rates and Fees Recreation Risk Management Medical Property Appraisal Human Resources (Key employee recruitment, training, etc. ) Contract Management (Construction management, inspection, etc. ) Admiritrative Sevices 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 . 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: 1 . 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 consult- ant 's organization who will be in overall charge of the work. 2 . Necessary license or other professional credential( s ) of the consultant to perform the particular study, project, or work. 3 . 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 SELECTION OF TECHNICAL CONSULTANTS 1501 form and detail, on schedule and within budget. 4 . 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. 5 . The adequacy of the consultant 's staff to perform the work within the time allowance. 6 . The method(s ) proposed by the consultant for the work required; the primary elements of the work shall be identified. 7 . The ability of the consultant to make effective written reports and public presentations of the work or design as may be required. 8 . 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 . 9 . 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 . 10 . Whether the consultant has adequate knowledge of local condi- tions . 11 . The consultant' s past record of continued interest in the success, efficiency, and workability of the program of services previously delivered. 12 . 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. 13 . The ability of the consultant to provide errors and omission insurance and other insurance as may be required by the City Attorney andj r Z sly Managap. 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 SELECTION OF TECHNICAL CONSULTANTS 1501 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/manhour of each employee classification to be used, anticipated total project manhours 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. 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 $5, 000 to $200, 000 and five (5) for services estimated to cost more than $200, 000 . For ,RMF' e t! €ated...tc ev ................. ................................................................................ Mdtq.itha Z5,t30QF the initiating department will request Council approval `prior to release of RFP's and will provide Council with a list of recommended recipients at that time. The City Manager and City Council may direct that additional firms be added to the field of firms to be sent RFPs . When appropriate, qualified local firms (within Shasta County) will be sent RFPs . For unusual or extraor- dinary 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 qual fi firms to be sent RFP's . Recognizing that the development and presentation of a profession- al proposal is often expensive, it is the City's position to request a proposal from a firm only when the firm will be serious- ly considered for the program, project or work. SELECTION OF TECHNICAL CONSULTANTS 1501 SELECTION The review procedure for the selection of professional service contracts shall be as follows : SHORT-TERM SUPPLEMENTAL SERVICE CONTRACTS COSTING LESS THAN $5,000 r( t?b ...............:........:: .......................... Request for professional services shall be initiated by the requesting department head direct©' The department head ditectEor, may waive the formal RFP process and interview one or more consultants which the department head directo "believes is/are qualified to perform the work. The departinent `head d1f::ect will then select a consultant and forward a recommendation to seclude :an xp-a I I a-I V ca on for l ;Y Pa s rig a c mpetit ue px ccs � to the City Manager for 'issuance of a contract/purchase order. Where consistent with budget limitations, the Finance Director may approve the professional service request and enter into a contract with the consultant on behalf of the City. PROFESSIONAL SERVICE CONTRACTS COSTING MORE THAN $5,0000­06 The responses received to an RFP will be evaluated by a re- view/selection team C.0� *e t� which shall provide a recommendation of a specific consultant for Council 's consideration. The re- view/selection team gdmmzttee shall normally consist of requesting department staff members appointed by the requesting department head ir`ect�r. 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 a-& part e-f ori the review/selection team 0rm�ztte Viae re>v� vse tiro committee; wi1:3 deemineh*6* ranking of thegnsuant; ;. Final recommendation will then be presented to Council for its 'consider- ation of contract award. 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 . SELECTION OF TECHNICAL CONSULTANTS 1501 FINAL SCOPE OF WORK: The final contract of work may vary somewhat from that originally contemplated in the RFP, if the review/selection teacomm t 'ed determines that additions, deletions, or corrections are necessary to properly describe the work.