[CC 1988 §38.010]
As used in this Article, the following terms shall have these
prescribed meanings:
Committee of the entire Board of Aldermen.
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 or to provide professional
services as described herein.
Those 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 this professional employment
or practice. Furthermore, the term "professional services" shall encompass the services provided by planning consultants, insurance
consultants, computer consultants, accountants, and other persons/firms
providing consulting services.
The City Administrator, Director of Public Works, and the
department or division head having jurisdiction of the involved project.
[CC 1988 §38.020]
The City Administrator or designated staff will maintain a roster,
classified by category of professional service, of firms interested
in performing professional services for the City. Names of firms will
be placed on the roster upon their request or when recommended by
City departments or the City Administrator.
[CC 1988 §38.030]
A.
Projects
will be divided into two (2) classes as follows:
1.
Class A. Services for projects where fees will exceed
ten thousand dollars ($10,000.00). Three (3) members of the Board
of Aldermen, appointed by the Mayor, will act as the screening and
selection committee along with the City Administrator and the department
head having responsibility for the specific project. Advertising for
this class of project is required.
2.
Class B. Services for projects where fees will not
exceed ten thousand dollars ($10,000.00). The firm will be selected
by a staff committee which will recommend the firm and appropriate
contract to the Mayor and Board of Aldermen for their approval. Advertising
for this class of project is required only in special instances, such
as when highly specialized services are required.
B.
It
may be necessary on some projects to appoint persons to the selection
committee from outside City Government who are experts in a particular
field and who are disinterested parties in the project at hand. If
a project involves a department advised by a citizen commission, it
may be desirable to include a representative from that commission
on the selection committee. The Mayor may appoint these persons to
either class of committee at the request of the City Administrator.
C.
The
Board of Aldermen may direct Class A projects to the staff for the
selection process if the Board of Aldermen feels the type of project
does not want Board participation until actual selection is being
considered. This delegation will be made by motion of the Board of
Aldermen. The Board of Aldermen may also direct that representatives
of the Board of Aldermen be included during the selection process
for Class B projects if they feel there is a need for such inclusion.
[CC 1988 §38.040]
A.
Project Initiation. When a department of the City identifies
a project for which professional services will be necessary, the department
will draft a scope of services for the specific project. This scope
of services will be submitted to the City Administrator for authorization
to initiate the project and a determination as to which type of screening
and selection committee will be required. The scope of services should
include the following:
B.
Request For Proposals. After authorization, the administering
department will contact those firms on the roster and those firms
responding to advertisements for a written proposal regarding the
specific project. The request 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 limitations.
C.
Review Of Proposals. Proposals shall be reviewed by the
appropriate committees or a specially assigned committee. Factors
that will be examined in the selection process will include the following:
1.
A resume of the firm principal who will be responsible for the project.
2.
A resume of the proposed project supervisor.
3.
Resumes of key project personnel.
4.
A statement of the ability of the firm to meet required time schedules.
5.
A description of how the project would be conducted.
6.
A schedule of hourly rates for various services offered and a proposed
project fee range.
7.
A list of municipal references for similar types of projects.
8.
Specialized experience in the type of work required.
9.
Quality of work previously performed by the firm for the City.
10.
Recent experience showing accuracy of cost estimates.
11.
Community relations including evidence of sensitivity to citizen
concerns.
12.
Geographic location of the office of the firm which would serve the
project.
13.
Any other pertinent information the firm wishes to present
D.
Interview And Selection. Upon receipt of the detailed proposals,
the selection and screening committee will be convened to review the
proposals, interview one (1) or more selected firms, and make the
final selections as to the firm for the project. Written interview
and selection criteria utilizing a point system shall be established
prior to receiving detailed proposals on a project. A copy of the
system shall be placed on file with the purchasing officer. Similar
systems for rating shall be used on similar projects and will be standardized
where possible.
E.
Contract Negotiation. The selected firm will then be requested
to come in for a final conference with the screening and selection
committee to define precisely the scope of service to be provided
and to finalize the compensation requirements for the work. A contract
is prepared and submitted by the City Attorney for review and then
submitted to the Mayor and 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.
F.
Exceptions. In view of the fact that special conditions
will occasionally arise that make use of this policy impractical,
there can be exceptions made. Reasons for exceptions may include an
emergency situation which precludes a selection time frame of at least
two (2) months or an extremely specialized need in which there is
only one (1) feasible source of expertise. If it appears there is
a need for an exception to the policy, the City Administrator will
inform the Mayor and Board of Aldermen to allow them the opportunity
to deny the exception.
[CC 1988 §38.050]
A.
The
procedures described herein shall be used in all projects requiring
outside professional services. Exceptions to this policy shall be
as follows:
1.
After the City has used this process to select a firm with specialized
expertise that is available to do similar required work in that field
of expertise which would fall under Class B type projects, if new
contracts can be negotiated, the firm can be retained for additional
projects requiring that expertise for a period of no longer than three
(3) years. After three (3) years, this procedure shall be used again
for selection of professional services.
2.
If, after project completion by a firm already selected by the City
through this process to do a major project, the City requires professional
services on an ongoing consultant basis on that project, the City
may retain the services of that firm on a consultant basis for a period
of three (3) years. After that period of time, the City shall use
this procedure again to select ongoing consultant services.
[CC 1988 §38.060]
The Mayor and Board of Aldermen may waive any and all aforementioned
procedural requirements in the best interests of the City.
[CC 1988 §38.250]
A.
All purchases of supplies and contractual services, and all sales of personal property which has become obsolete and unusable for which competitive bidding is not required by Section 135.070 of this Chapter shall be made in the open market, without newspaper advertisement and without observing the procedure prescribed by Section 135.070 for the award of formal contracts.
1.
All open market purchases shall, when over one thousand dollars ($1,000.00) in amount, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder in accordance with the standards set forth in Section 135.110.
3.
The City Clerk shall keep a record of all open market orders and
the bids submitted in competition thereon, and such records shall
be open to public inspection.
