CC Resolution 1996-080^ L RESOLUTION NO.96-80
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
QUINTA, CALIFORNIA, PRESCRIBING THE PROCEDURES,
RULES AND REGULATIONS GOVERNING THE
SOLICITATION AND SELECTION OF FIRMS AND AWARD
OF CONTRACTS FOR THE FURNISHING OF PERSONAL
SERVICES, PROFESSIONAL OR CONSULTING SERVICES,
OR OTHER CONTRACTUAL SERVICES WHICH ARE NOT
SUBJECT TO THE FORMAL BIDDING PROCEDURES
PRESCRIBED IN SUBSECTIONS 3.12.120 THROUGH
3.12.260 OF THE LA *UINTA MUNICIPAL CODE
WHEREAS, the City Council of the City of La Quinta, California, adopted Section
3.12.280 of the La Ouinta Municipal Code in 1982; and
WHEREAS, Section 3.12.280 of the La Ouinta Municipal Code provides that the
City Council shall prescribe by resolution those procedures, rules and regulations
governing the solicitation, selection and award of proposals or bids for the furnishing
of personal services, professional or consulting services, or other contractual services
which are not subject to the formal bidding procedures prescribed in subsections
3.12.120 through 3.12.260 of the La Quinta Municipal Code; and
WHEREAS, the adoption of procedures, rules and regulations governing the
solicitation, selection and award of proposals or bids for the furnishing of certain
service contracts is in the best interest of the City of La Quinta; and
WHEREAS, the City Council now desires to prescribe such procedures, rules and
regulations governing the solicitation and selection of firms and the award of contracts
for the furnishing of certain services;
NOW, THEREFORE, the City Council of the City of La Quinta, California, does
resolve as follows:
Section 1: To the extent that any prior Resolution has been adopted by the City
Council of the City of La Quinta, California, pursuant to Section 3.12.280 of the La
Quinta Municipal Code, this Resolution supersedes Resolution No.93-28.
Section 2: The procedures, rules and regulations herein prescribed shall be
applied to the selection of firms and award of contracts for services which are not
subject to the formal bidding procedures prescribed in subsections 3.1 2.1 20 through
3.12.260 of the La Quinta Municipal Code.
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Section 3: The procedures, rules and regulations herein prescribed shall have as
one purpose the obtaining of contractual services of the highest quality and at fair and
reasonable prices.
Section 4: Professional Services Registry
The City shall maintain a professional services registry the Registry") of firms
qualified to provide the services governed by the provisions of this resolution. The
Registry shall contain the names, addresses and telephone numbers provided by the
firms, the particular categories of services each firm desires to provide, and limited
documentation as may be provided by each firm in support of the firm's qualifications
and professional competence to perform the services.
The City may limit the quantity of materials that will be maintained in the Registry for
each firm.
SectionS: Annual Notice
The City Clerk shall annually publish a notice inviting firms to submit or update
their qualification. The notice shall be published at least twice in a newspaper of
general circulation. The City may prescribe a standard form with which interested
firms shall submit their qualifications.
Biannually, the City Clerk shall mail notices to firms on the Registry requesting
that they verify or update their qualifications materials. Any firm not responding to the
notice shall be removed from the Registry.
Section 6: Selection Criteria for Services Regulated by Section 4526, California
Government Code the Little Brooks Act").
In accordance with the Little Brooks Act, the selection of professional services
of private architectural, engineering, land surveying, or construction management firms
shall be on the basis of demonstrated competence and on the professional
qualifications necessary for the satisfactory performance of the services required.
A) Selection Procedure Contracts $25,000 and more.
Selection of firms for service contracts that require the expenditure of $25,000
or more shall be according to the following procedure:
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1) Notify the City Council. The City Manager or the contracting department
shall notify the City Council of the need to contract for professional services.
2) Form a Selection Committee. A Selection Committee shall be formed and
shall be composed of members competent to judge the qualifications of firms for the
specific category of services to be provided. The City Council may appoint one or two
members to participate in or observe a staff selection procedure or may elect to
function, itself, as the Selection Committee.
3) Review Qualifications. The Selection Committee shall review the
qualifications of firms offering to provide the specific category of services required.
The Committee may review materials contained in the Registry or may issue a Request
for Qualifications Statements RFQ). The RFQ, if issued, shall provide a general
description of the services required and shall request that the firms submit Statements
of Qualifications to perform those services.
4) Select Short List of Most Qualified Firms. After reviewing qualifications, the
Selection Committee shall select a short list of the most qualified firms. The short list
shall include, whenever possible, at least three firms.
5) Issue a Request for Proposals. The Committee shall issue a Request for
Proposals RFP) to the firms appearing on the short list. The form of the proposals
requested should be commensurate with the size of the project and the complexity of
the proposed scope of work. For smaller projects or projects with well-defined scopes
of work, the proposal may consist of an offer to perform the work defined in the RFP
and a schedule of performance. For larger projects or projects with poorly-defined
scopes of work, proposals should include more specific information which may include
the firm's proposed team, understanding of the project, approach, a detailed scope of
work, and schedule. The RFP may require that each firm submit a fee proposal with
its work proposal. For services regulated by the Little Brooks Act, the fee proposal,
if required, shall be submitted in a separate, sealed envelope.
6) Rank Short-listed Firms. The Selection Committee shall review the work
proposals and rank the short-listed firms according to the merits of their qualifications,
their work proposals, and other information which is or becomes available to the
Committee. If necessary, the Committee may hold informal discussions with one or
more of the short-listed firms to clarify or expand on the information available about
thatfirm.
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7) Interview Top Ranked Firms. The Selection Committee may conduct
interviews to distinguish between closely-ranked firms or to clarify information
received in qualifications statements or proposals. The Committee shall then rank the
firms on the merits of all information received, except the fee proposal, if any.
8) Notify Firms. Following the selection process, the firms on the short list
shall be notified of their positions in the ranking.
9) Open Fee Proposals. City Manager and/or representatives of the applicable
department shall open and review the fee proposals if any) to determine the apparent
fair value of the contract.
10) Negotiate with the Top-Ranked Firm. The City Manager and/or
representatives of the applicable department shall negotiate with the top-ranked firm,
if necessary, to arrive at mutually acceptable contract terms.
11) Terminate Negotiations and Begin Negotiations with next-Ranked Firm. If
an agreement cannot be reached with the top-ranked firm, negotiations with that firm
shall be terminated and shall not be reopened with that firm. Negotiations shall then
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.
b) Selection Procedure Contracts Under $25,000
Selection of firms for service contracts that require the expenditure of less than
$25,000 shall be according to the following procedure:
1) Selection of Firms. The City Manager or a designate may select and
negotiate a contract with a qualified firm from the Registry pursuant to the informal
bid procedure in Municipal Code Section 3.12.240 or may follow any or all of the
selection procedures outlined herein above.
2) Limitation of Procedure. No firm or individual may be selected by this
procedure more than once in any fiscal year without the specific consent of the City
Council if the aggregate value of contracts so awarded to that firm or individual will
exceed $25,000.
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Section 7: Selection Criteria for Services Not Regulated by the Little Brooks Act.
The selection of personal services, professional services or consulting services
not regulated by the Little Brooks Act shall comply with the provisions of Section 6
herein above except that fee proposals if any) may be opened at the same time as
work proposals and may be considered in ranking the various firms.
Section 8: The award of contracts negotiated with firms selected pursuant to
Sections 6 and 7 herein shall be by approval of the City Council.
Section 9: Exceptions to the procedures set forth herein shall be as follows:
a) Renewal of Contracts. The City Council may authorize the City Manager to
bypass competitive selection procedures in the renewal of renegotiation of existing
contracts for continuing services.
b) Exceptions Authorized by Section 3.12.270 of the La Ouinta Municipal Code.
Exceptions to the foregoing procedures shall be as set forth in Section 3.12.270 of the
La Ouinta Municipal Code.
PASSED, APPROVED AND ADOPTED this 1 * day of October, 1 996 by the
following vote:
AYES: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Holt
NOES: None
ABSENT: None
ABSTAIN: None
GLENDA L HOLT, Mayor
City of La Quinta, California
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ATT ST:
AUNDRA L. JUHOLA* City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
DAWN C. HONEYWELL, City Attorney
City of La Quinta, California
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