CC Resolution 2003-026 RESOLUTION NO. 2003-026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LA QUINTA, CALIFORNIA REGARDING SOLICITATION
AND SELECTION OF FIRMS AND AWARD OF
CONTRACTS FOR THE FURNISHING OF SERVICES AND
REPEALING RESOLUTION NO. 98-15
WHEREAS, PURSUANT TO Chapter 3.32 of the La Quinta Municipal Code
(LQMC), the City Council desires to prescribe specific procedures and rules
governing the solicitation and selection of firms and award of contracts for
services;
NOW, THEREFORE, the City Council of the City of La Quinta, California,
does resolve as follows:
Section 1: Applicability
The procedures and rules herein prescribed shall apply to the solicitation and
selection of firms and award of contracts for the furnishing of services pursuant to
LQMC Chapter 3.32.
Section 2: Contracts for major services
Major services are defined as those services having an estimated value of
twenty-five thousand dollars or greater. The solicitation and selection of firms and
award of contracts shall conform to LQMC Section 3.32.020 and the following:
A Contract Services Registry
1. Establishment. The City shall maintain a Contract Services
Registry (the Registry) of firms providing commonly required services. The Registry
shall contain the names, addresses and telephone numbers provided by the firms,
the particular categories of services each firm provides, and limited documentation
provided by each firm in support of qualifications and professional competence to
perform the services.
2. Annual Notice. The City Clerk shall annually publish a notice
inviting firms to submit or update their qualifications. The notice shall be published
at least twice in a newspaper of general circulation during the month of January.
Resolution No. 2003-026
Selection of Firms / Award of Contracts
Adopted: May 20, 2003
Page 2
The City may prescribe a standard form with which interested firms must submit
their qualifications.
During the month of January of even-numbered years, the City Clerk shall
mail notices to firms on the Registry requesting that they verify or update their
qualification materials. Any firm not responding to the notice shall be removed
from the Registry.
B Selection Procedure
Except as hereinafter provided, the selection of firms for major
services shall conform with LQMC Section 3.32 and the following'
1. Form Selection Committee. The Selection Committee (Committee) shall
comply with LQMC Section 3.32.020B. The City Council may authorize the
retention of a private consultant to function as the Selection Committee.
2. Review Qualifications. The Committee shall review the Registry for
qualifications of firms, which offer the required services. If an insufficient number
of qualified firms are found in the Registry, the Committee shall issue a Request for
Statements of Qualifications (RFQ). The RFQ shall provide a general description of
the services required and shall request that firms submit Statement of Qualifications
to perform those services.
3. Select Short List of Most Qualified Firms. The Committee shall select
a list of the most qualified firms (the "short list"). The short list shall include,
where possible, at least three but normally not more than five firms.
4. Issue Request for Proposals. The Committee shall issue a Request for
Proposals (RFP) to the firms appearing on the short list. The RFP shall contain, at a
minimum, a project name, a detailed scope of services to be provided and the date
and time by which proposals must be submitted.
5. Form of Proposals. The form of the proposals requested should be
commensurate with the category and scope of the services desired and may require
sealed fee proposals.
a) For projects with well-defined scopes of work, the proposal may
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consist of an offer to perform the work defined in the RFP, a schedule of
performance and a proposed fee.
Resolution No. 2003-026
Selection of Firms / Award of Contracts
Adopted: May 20, 2003
Page 3
b) For projects with complex or poorly-defined scopes of work,
proposals should include, where applicable, specific informatio~ regarding each
firm's understanding of the project, proposed team, resources, apF.roach, expanded
scope of work, work schedule, schedule of fees, and, if appropriatE~, a fee proposal.
c) Any individual or firm proposing to provide constru~:tion project
management services shall provide evidence that the individual or firm and its
personnel carrying out onsite responsibilities have expertise and ~xperience in the
services they are to provide.
d) Review Proposals. The Committee shall revi~ w the proposals
received and may conduct interviews or hold discussions with the ~roposing firms.
e) Rank Short-listed Firms. The Committee shall rank the
proposing firms according to the criteria specified in LQMC Section 3.32.010.
f) Notify Firms. Following the selection process, firms on the short
list shall be notified of their positions in the ranking.
g) Open Fee Proposals. Once firms have been notified of their
positions in the ranking, the City Manager or representatives of the Department
shall open and review the fee proposals (if any) to determine a range of apparently
fair and reasonable value of the services to be performed.
h) Negotiate with the Top-Ranked Firm. After firms on the short list
have been notified of their positions in the ranking, the City Manager and/or
representatives of the contracting department shall, if necessary, n~;gotiate with the
next firm to arrive at mutually-acceptable contract terms.
i) Terminate Negotiation and Begin Negotiation with Next-Ranked
Firm. If an agreement cannot be reached with the top-ranked firm, negotiations
shall begin with the next firm in the rankings. This process shall )e repeated until
negotiations are successfully concluded or until the list of qualified firms submitting
proposals is exhausted and an agreement cannot be reached.
Resolution No. 2003-026
Selection of Firms / Award of Contracts
Adopted: May 20, 2003
Page 4
Section 3: Contracts for minor services
Minor services are defined as those services having an estimated value of
less than twenty-five thousand dollars. The solicitation and selection of firms and
award of contracts ' shall conform to LQMC Section 3.32.030 and the following'
A. The City Council may award contracts.
B. The City Manager may award and execute contracts exceeding fifteen
thousand dollars with the approval of the City Council.
C. The City Manager may award and execute contracts for fifteen
thousand dollars or less, and may waive competitive bidding requirements in the
best interests of the City, provided there are adequate unencumbered
appropriations in the fund accounts against which the expenses are to be charged.
D. Department Directors may award and execute contracts for services of
two thousand five hundred dollars ($2,500) or less with or without competitive
bidding provided there are adequate unencumbered appropriations in the fund
accounts against which the expenses are to be charged.
Section 4: Exceptions to the procedures specified herein shall be as specified in
LQMC Section 3.32.040 and as follows'
A. For services other than those requiring the professional judgment of
private architectural, landscape architectural, professional engineering,
environmental, land surveying, and construction project management firms, fee
proposals need not be sealed and may be opened and considered prior to the
ranking of short-listed firms.
B. The authority awarding any contract, for which cost proposals have
been received, may waive irregularities in the cost proposals provided that such
waiver is in the best interests of the City and does not result in an unfair advantage
to any firm.
Section ,5: This Resolution supersedes and replaces Resolution No. 98-15.
Resolution No. 2003-026
selection of Firms / Award of Contracts
Adopted: May 20, 2003
Page 5
PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta
City Council held on this 20t' day of May, 2003, by the following vote:
AYES' Council Members Henderson, Osborne, Perkins, Sniff, Mayor Adolph
NOES: None
ABSENT: None
ABSTAIN: None
DON AI~OLPH?Mayor
City of La Quinta, California
ATTEST:
JUNE S. GREEK, CMC, City Clerk
City of La Quinta, California
(CITY SEAL)
APPROVED AS TO FORM'
M. KATHERINE JL~SON, Ci~/'Attorney
City of La Quinta, California