[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.
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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.
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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.