[CC 1984 §3.230; Ord. No. 260; Ord. No. 267, 7-17-1984; Ord. No. 527A §4, 10-5-1998]
A. 
Whenever the City is desirous of contracting for engineering, architectural or survey services, the City Clerk shall solicit proposals from all firms officing within the corporate limits of the City known to the City Clerk and all other firms expressing an interest in providing such service for the City. Such service shall be expressed in writing to the City Clerk, renewable annually.
B. 
All proposals shall contain the following three (3) items:
1. 
A resume of the firm's qualifications;
2. 
A fee structure for per hour services requested;
3. 
Agreement to purchase error and/or omission and liability insurance coverage in an amount sufficient to cover the estimated design cost of the project, contingent upon the award of the contract to the successful firm.
Any proposals received not meeting these criteria, received later than the specified deadline, or adding extra services or deleting requested services will not be considered.
C. 
The Board of Alderpersons or other person designated by it shall select the top three (3) firms submitting proposals. Representatives of the three (3) firms may be required to meet with the City to clearly establish the detailed scope of the project so that it is clearly understood by all parties. The City shall then request these three (3) firms to submit bids. When the deadline for submission has been reached, the Board of Alderpersons shall list the three (3) firms with their respective bids, commencing with the lowest bid and concluding with the highest. A copy of the list shall be furnished to members of the Board of Alderpersons and the Mayor.
D. 
The Board of Alderpersons may then select one (1) of the qualified bidding firms, taking into careful consideration the lump sum charge. If a recommendation is made by the Board of Alderpersons of a firm other than the lowest bidder, then the minutes shall indicate the reason why the employment has been made. The Mayor and City Board of Alderpersons may waive any and all aforementioned requirements in the best interest of the City in situations where the estimated cost of a given project does not exceed five thousand dollars ($5,000.00). Then the City will ordinarily contract for those services without adhering to the above-prescribed procedures.