[R.O. 2011 §15.010]
A. 
The term "professional services" shall mean services within the scope of practice of architecture, engineering, or land surveying, as defined by the laws of the State of Missouri, or those performed by any architect, professional engineer, or registered land surveyor in connection with his/her professional employment practice.
B. 
The term "firm" shall mean any individual, firm, partnership, corporation, association or other legal entity permitted by law to practice architecture, engineering or land surveying in the State of Missouri.
C. 
The term "City Engineer" shall mean a firm designated by the Board of Aldermen of the City of Savannah, Missouri, to act as City Engineer under contract with said City of Savannah subject to other provisions of this policy.
[R.O. 2011 §15.020]
A. 
The City Clerk/Treasurer will maintain a roster, classified by category of professional service, of qualified firms interested in performing professional services for the City. Names of firms will be placed on the roster upon their request; at the request of members of the Board of Aldermen; or when recommended by City departments. Each firm meeting the minimum qualifications of the City.
1. 
Duly authorized to conduct business in the State of Missouri in their particular profession.
2. 
Professional registration by the State of Missouri.
3. 
At least one (1) staff professional assigned to each project. Adequacy of personnel will be determined on a contract-by-contract basis against the City's estimate of manpower required to perform the work in the desired time frame.
B. 
Resumes And Data. Each person or firm listed on the roster shall be responsible for maintaining a current resume describing their qualifications and experience with the City Clerk/Treasurer's office.
Data which should be included is as follows:
1. 
Firm name, address, telephone numbers.
2. 
Year established and former firm names.
3. 
Types of services for which it is qualified.
4. 
Names of principals of the firm and States in which they are registered.
5. 
Names of key personnel, with experience of each and length of time in the organization.
6. 
Number of staff available for assignment.
7. 
Outside consultants and associates, usually retain.
8. 
List of completed projects on which the firm was principal engineer.
9. 
Current projects underway and estimated cost of each.
10. 
Data gathering methods (if appropriate).
11. 
Evaluation techniques (if appropriate).
[R.O. 2011 §15.030]
A. 
The Board of Aldermen may, at its sole discretion, appoint a firm to act in the capacity of "City Engineer".
B. 
The "City Engineer" shall be appointed on the basis of the following:
1. 
Qualifications and experience in the type of engineering projects commonly encountered by City departments.
2. 
The number and type of staff which would be available to the City of Savannah upon request for engineering services.
3. 
The firm's geographic location in relation to the City of Savannah.
C. 
The Board of Aldermen may appoint the "City Engineer" to serve the City under a three (3) year contract.
D. 
The contract with the "City Engineer" shall specifically delineate the scope of services to be performed and a schedule of hourly charges for performing professional services.
E. 
The "City Engineer" shall agree to purchase error/omission or liability insurance coverage in an amount sufficient to cover the estimated cost of providing engineering services to the City of Savannah and shall furnish the City an insurance certificate of same.
[R.O. 2011 §15.040]
A. 
Projects will be divided into two (2) classes as follows:
1. 
Class A. Services for projects where the estimated professional services cost is less than five thousand dollars ($5,000.00). At the discretion of the Board of Aldermen all projects with an estimated professional services fee of under five thousand dollars ($5,000.00) may be performed by the "City Engineer".
2. 
Class B. Services for projects where estimated professional services cost exceed five thousand dollars ($5,000.00). The members of the Board of Aldermen will act as screening and selection committee to appoint a firm and develop an appropriate contract for the City for said services. The firm selected may or may not be the "City Engineer" but shall be determined on the basis of the provisions set forth in this policy for the hiring of a firm.
[R.O. 2011 §15.050]
A. 
Project Initiation. When a department of the City identifies a project for which professional services will be necessary, when said project has an estimated professional services cost of less than one thousand dollars ($1,000.00), the Board of Aldermen may authorize the work to be performed by the "City Engineer".
B. 
When a department of the City identifies a project for which professional services will be necessary, when said project has an estimated professional services cost in excess of one thousand dollars ($1,000.00) but less than five thousand dollars ($5,000.00), the Mayor and the department head will draft a scope of services for the specific project. This scope of services will then be submitted to the Board of Aldermen for their approval of the work by the "City Engineer".
C. 
When a department of the City identifies a project for which professional services will be necessary, at an estimated professional services cost in excess of five thousand dollars ($5,000.00), the Mayor and the department head will draft a scope of services for the specific project. This scope of services will then be submitted to the Board of Aldermen to act as a screening and selection committee for the retention of professional services.
D. 
Expression Of Interest. The City Clerk/Treasurer will contact those firms on the roster for a written expression of interest in a specific project. Requests should invite comment as to the special experience in the project being considered, describe previous experience with similar projects, and the availability of the firm to provide required service within any time limitation.
E. 
Initial Screening And Requests For Proposals. Expressions of interest will then be presented to the Board of Aldermen for initial screening. Factors to be determined in the initial screening are to include:
1. 
Specialized experience in the type of work required.
2. 
Record of the firm in accomplishing work on other projects in the required time.
3. 
Quality of work previously performed by the firm for the City.
4. 
Recent experience showing accuracy of cost estimates.
5. 
Community relations including evidence of sensitivity to citizen concerns.
6. 
Geographic location of the principal offices of the firm.
The Board of Aldermen will designate at least three (3) firms who will then be requested to present detailed proposals on the project.
F. 
Detailed Proposals. Firms submitting detailed proposals will be asked to provide a resume of its proposed project supervisor; the name of the principal who will be responsible for the work; the amount of work presently underway; the ability of the firm to meet required time schedule; and the description of how the project would be conducted as well as other facts they wish to present in favor of their firm.
A contract form will be provided by each firm as to provide a detailed proposal so that the City and the firm can be fully informed of the parameters of the proposed project and general City contracting policies. A contract form will be prepared by the firm and reviewed by the Board of Aldermen and the City Attorney.
G. 
Interview And Selection. Upon receipt of the detailed proposals, the Board of Aldermen will interview the perspective firms, and make the final selection as to the firm for the project.
H. 
Contract Negotiation.
1. 
The selected firm will then be requested to come in for a final conference with the Board of Aldermen to define precisely the scope of service to be provided and to submit a proposal covering the compensation requirements for the work. The fee is then negotiated for the project, which is fair and reasonable.
2. 
A contract is prepared and submitted to the City Attorney for review, and then submitted to the Mayor for presentation to the Board of Aldermen for approval.
3. 
If, after reasonable effort, a contract cannot be negotiated, the negotiations with the designated firm shall be terminated and negotiations shall be started with the next firm recommended.
[R.O. 2011 §15.060]
A. 
Each contract entered into by the Board of Aldermen for professional services shall contain a prohibition against contingent fees as follows:
"The architect, engineer or land surveyor (as applicable) warrants that he/she is not employed or retained by any company or person other then a bona fide employee working solely for the architect, engineer or land surveyor, to solicit or secure a person, company, corporation, individual or firm other than a bona fide employee working solely for the architect engineer or land surveyor, any fees, commission, percentage, gift or any other consideration contingent upon our resolving from the award or making of this agreement."
B. 
For the breach or violation of the foregoing provision, the Board of Aldermen shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration.
[R.O. 2011 §15.070]
The Board of Aldermen in its whole and absolute discretion may waive any and all aforementioned procedural requirements.