CC Resolution 2005-096
RESOLUTION NO. 2005-096
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LA QUINT A, CALIFORNIA REGARDING SOLICITATION AND
SELECTION OF FIRMS AND AWARD OF CONTRACTS FOR
THE FURNISHING OF SERVICES AND REPEALING
RESOLUTION NO. 2003-026
WHEREAS, PURSUANT TO Chapter 3.32 of the La Quinta Municipal Code
(LOMC), 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
LOMC Chapter 3.32.
Section 2: Contracts for major services
Major services are defined as those services having an estimated value of fifty
thousand dollars or greater. The solicitation and selection of firms and award of
contracts shall conform to LOMC 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. The
City may prescribe a standard form with which interested firms must submit their
qualifications.
Resolution No. 2005-096
Selection of Firms I A ward of Contracts
Adopted: December 6.2005
Page 2
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 3.32.0208. 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 RFO 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 RFPsha11 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
consist of an offer to perform the work defined in the RFP, a schedule of performance
and a proposed fee.
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Resolution No. 2005-096
Selection of Firms I Award of Contracts
Adopted: December 6. 2005
Page 3
b) For projects with complex or poorly-defined scopes of work, proposals
should include, where applicable, specific information regarding each firm's
understanding of the project, proposed team, resources, approach, expanded scope of
work, work schedule, schedule of fees, and, if appropriate, a fee proposal.
c) Any individual or firm proposing to provide construction project
management services shall provide evidence that the individual or firm and its
personnel carrying out. onsite responsibilities have expertise and experience in the
services they are to provide.
d) Review Proposals. The Committee shall review the proposals
received and may conduct interviews or hold discussions with the proposing firms.
e) Rank Short-listed Firms. The Committee shall rank the proposing
firms according to the criteria specified in LOMC 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, negotiate 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 be 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.· 2005-096
Selection of Firms I Award of Contracts
Adopted: December 6.2005
Page 4
Section 3: Contracts for minor services
Minor services are defined as those services having an estimated value of less
than fifty thousand dollars. The solicitation and selection of firms and award of
contracts shall conform to LOMC Section 3.32.030 and the following:
A. The City Council may award contracts.
B. The City Manager may award and . execute contracts exceeding thirty
thousand dollars with the subsequent approval of the City Council.
C. The City Manager may award and execute contracts for thirty 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
five thousand dollars ($5,000) 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 advantag~ to any firm.
Section 5: This Resolution supersedes and replaces ~~solution No. 2003:026~
PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City
Council held on this 6th day of December, 2005, by the following vote:
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Resolution No, 2005-096
Selection of Firms I Award of Contracts
Adopted: December 6, 2005
Page 5
AYES: Council Members Henderson. Osborne. Sniff, Mayor Adolph
NOES: None
ABSENT: Council Member Perkins
ABSTAIN: None
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DON -ÃD ~L~
City of La Ouinta, California
ATTEST:
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E . GREEK, CMC, G' Clerk
City of La Ouinta, California
(CITY SEAL)
APPROVED AS TO fDRM:
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M. KA TH INE JENSO Ity Attorney
City of La Quinta, California
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