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.
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.
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.
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.
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.
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.
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.
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.
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".
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.
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".
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".
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.
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.
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:
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.
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.
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.
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.
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.
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."
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.