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HomeMy WebLinkAbout40-81 RESOLUTION• • • RESOLUTION NO. 40-Ri A RESOLUTION APPROVING A PROFESSIONAL CONTRACT POLICY FOR THE CITY OF FAYETTEVILLE, ARKANSAS. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: That the Board of Directors hereby approves the Professional Contract Policy attached hereto marked Exhibit and made a part hereof. 1IA1t PASSED AND APPROVED this aid day.of Q00 -c;/) , 1981. ,,ATT --ES At.ppr 4,4i Lituthia ��C.ITY'GIERKa_ APPROVED: • CITY OF FAYETTEVILLE PROFESSIONAL CONTRACT POLICY (Adopted April 21, 1931) The following are the guidelines to be followed in obtaining all professional contracts over 55,000 (see note 1) for the City of Fayetteville excluding Community Development. The City Board may waive submission of proposals under this policy by a majority vote. 1. Scope of Work The staff shall develop or procure professional help to develop the scope of the project. The scope will be developed in such a manner that proposals for the project may be requested from professional organizations. If the City staff must procure professional help to develop the scope, the involved City Department Head(s) and City Manager shall choose the most advantageous professional firm after receiving rate quotations and negotiations of the price. Contract will then be reviewed by the City Attorney and Finance Director and recommended to the Board. 2. Proposals Proposals shall be solicited from an adequate number of qualified sources to permit reasonable competition. Proposals will be made only on the scope developed and shall include the following: A. Qualifications in Relation to Specific Project to be Performed - Information reflecting qualifications of the firm. Indicate specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. B. Experience, Competence, and Capacity for Performance - Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. C. Proposed Method of Doing Work - A proposed work plan (description of how the project would oe conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of the work. Include with this the amount of work presently underway. D. Past Performance - Previous evaluations (as set forth in number 5) shall be considered a significant factor. If previous evaluations with this City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. (Later information to be used only until .evaluation system has had time to be developed.) Firm will provide list of similar jobs performed and person whom we can contact for information. • 3. Proposal Evaluation and Negotiation Proposal evaluation and negotiation shall consist of three steps: STEP A - Selection of top qualifying firms: Description A. Qualifications in relation to specific project to be performed 25 B. Experience, competence, and capacity for performance 20 C. Proposed method of doing work 20 D. Past Performance 10 Maximum Points Sub -total points 75 Proposals will be reviewed by the selection committee using the above selection criteria. Each member of the committee will assign points to each criteria based on the content of the proposal. The three firms receiving the highest accumulated sub -total points, as rated by the selection committee, will move on to step B. All other firms submitting proposals will be notified in writing and thanked for their interest in the project. STEP B - Selection of the top rated firm: The three firms receiving the highest accumulated sub -total points. will be asked for the following information: Description Maximum Points E. Price - Total estimated price of your professional services for this project. The total estimated price must be reasonably accurate. Also, maximum cost for "maximum not to exceed" clause and additional service rates information shall be given. 25 Total points 100 The selection committee will rate this criteria (as in Step A above) awarding up to a maximum of 25 points. These points will be combined with the assigned points in Step A to arrive at "Total Points" (maximum of 100). The firm receiving the highest accumulated "total points" will move into Step C. STEP C - Negotiation The selection committee will then negotiate to achieve the most advantageous contract for the City starting with the selected firm (firm with the highest accumulated "total points" from Step B). OP .1i If, after reasonable effort, a contract cannot be negotiated within available funds, the negotiations with the selected firm shall be terminated. The firm will be requested to submit in writing a best and final offer and the selection committee will move negotiations to the next highest accumulated "total points" firm. This will continue until a mutually satisfactory contract is achieved. At this time the other two firms from Step B will be notified in writing and thanked for their interest in the project. The selection committee's membership will consist of the City Manager (or representative), the Finance Director, the involved department heads, any board members wishing to serve, and any other persons not involved in any way with any organizations submitting proposals (whe are appointed by the Board). The selection committee membership may be changed by the Board of Directors. 4. Contract Award and Details: The selection committee will recommend, after negotiations and review by the City Attorney and Finance Director, the most advantageous contract to the Board for awarding. If the scope of the project is substantially chanced, a new proposal will be solicited before any additional work is performed. The "maximum not to exceed clause" will then be amended on the contract after approval by the Board. 5. Professional Project Evaluations: Upon completion or termination of a contract, the department head responsible for the project will submit a summary evaulation of the pro- fessional firm's handling of the project to include the following data: (a) name of professional firm (b) date of contract and date of completion (c) cost as stated in initial contract, amount paid, and reason for any difference (d) special strengths exhibited by professional firm (e) problems or weaknesses in professional firm's handling of the project (f) adherence to time schedule by the professional firm (g) names of key personnel working on the project and comments on their adequacy - The summary evaluation will be submitted to the City Kanager for review and comments and then filed in the City Clerk's records. A copy will be sent to the professional firm. Written comments received from the professional firm regarding the evaluation will be filed in the City Clerk's records. NOTE 1: Minor contracts, 55,000 and below, shall have the involved Department Head and City Manager choose the most advantageous organization after receiving price quotations and negotiations of the price. Contract will then be reviewed by City Attorney and Finance Director and recommended to the Board.