[CC 1974 §2-301; Ord. No. 1209 §2, 3-21-1984]
A.
The
term "professional services" shall mean those services
within 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. The term
"professional services" may also encompass the services provided by
planning consultants and other persons or firms providing consulting
services.
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 or to provide professional services as described herein.
[CC 1974 §2-303; Ord. No. 1209 §2, 3-21-1984]
A.
Projects
will normally be divided into two (2) classes as follows:
1.
Class A. Services for projects where fees will exceed
ten thousand dollars ($10,000.00). Two (2) members of the City Council
appointed by the Mayor, the City Administrator and the department
head having responsibility for the project will act as the screening
and selection committee.
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 who will recommend the firm and appropriate contract
to the City Council for their approval.
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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.
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[CC 1974 §2-304; Ord. No. 1209 §2, 3-21-1984]
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:
1.
A description of the work required and its objectives;
2.
The nature of the specific tasks and services to be accomplished;
3.
The type and amount of assistance to be given by the City department
involved;
4.
Required time frame; and
5.
Financial conditions or limitations; grant programs involved.
B.
Expressions Of Interest. After authorization by the City
Council, the administering departments will contact those firms on
the roster and those firms responding to advertisements for a written
expression of interest in 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.
Initial Screening And Requests For Proposals. The expressions
of interest will then be presented to the appropriate screening and
selection committee for initial screening. Factors to be determined
in the initial screening will 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; and
6.
Geographic location of the office of the firm which would serve the
project.
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The screening committee will designate at least three (3) firms
who will be requested to present detailed proposals on the project.
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D.
Detailed Proposals. Firms submitting detailed proposals
will be asked to provide 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; and
8.
Any other pertinent information the firm wishes to present.
E.
Interview And Selection. Upon receipt of the detailed proposals,
the selection and screening committee will be convened to review the
proposals, interview the prospective firms, and make the final selections
as to the firm for the project. Written interview and selection criteria
utilizing a point system that has been agreed upon by the committee
shall be established prior to receiving detailed proposals on a project.
The prime factors to be rated in the final screening are the firm's:
1.
Management capabilities;
2.
Technical capabilities;
3.
Approach to the project;
4.
Understanding of City's objectives;
5.
Proposed work schedule;
6.
Staff to be assigned;
7.
Fee and/or schedule of hourly rates;
8.
Knowledge of local situation;
9.
Ability to communicate;
10.
Presentation and attitude; and
11.
Confidence factor.
F.
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 to the City Counselor for review and then
submitted to the City Administrator for presentation to the Mayor
and City Council 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.
G.
Exceptions:
1.
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 City
Council to allow them the opportunity to deny the exception.
2.
If the number of firms willing and available to perform a specific
task is small, the step involving initial screening may be skipped
and the selection process will go directly to detailed proposals.
[CC 1974 §2-305; Ord. No. 1209 §2, 3-21-1984]
A.
This
amount will include all services to be rendered to the City by the
firm, with the exception of certain pass through expenses that will
be identified by contract, if applicable, and it will be calculated
by one (1) of the following methods, at the preference of the City:
[CC 1974 §2-306; Ord. No. 1209 §2, 3-21-1984]
A.
Each
contract entered into by the City Council for professional services
shall contain a prohibition against contingent fees as follows:
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"No firm shall retain a person to solicit or secure a City contract
for professional services upon an agreement or understanding for a
commission, percentage, brokerage or contingent fee, except for retention
of bona fide employees or bona fide established commercial selling
agencies for the purpose of securing business."
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B.
For
the breach or violation of the foregoing provision, the Mayor and
City Council 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.
[CC 1974 §2-307; Ord. No. 1209 §2, 3-21-1984]
The Mayor and City Council may waive any and all aforementioned
procedural requirements in the best interests of the City.
