CC Resolution 1998-015^#RI RESOLUTION NO.98-15
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 96-80
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 with 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 desires to provide and limited documentation as may
be 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. The City may prescribe a standard form
with which interested firms must 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.
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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 is 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 Statements 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
consist of an offer to perform the work defined in the RFP, a schedule of performance
and a proposed fee.
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.
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6. Review Proposals. The Committee shall review the proposals received
and may conduct interviews or hold discussions with the proposing firms.
7. Rank Short-listed Firms. The Committee shall rank the proposing firms
according to criteria specified in LQMC Section 3.32.010.
8. Notify Firms. Following the selection process, firms on the short list
shall be notified of their positions in the ranking.
9. 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.
1 0. 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 top-ranked firm
to arrive at mutually-acceptable contract terms.
11. 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.
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 with 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 ten thousand
dollars with the approval of the City Council.
C. The City Manager may award and execute contracts for ten thousand dollars
or less, and may waive competitive bidding requirements if in the best interest of the
City, provided there are adequate unencumbered appropriations in the fund accounts
against which the expenses are to be charged.
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D. Department Directors may award and execute contracts for services of two
thousand five hundred dollars 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.
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 judgement 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 are received
may waive irregularities in the cost proposals provided that such waiver is in the best
interest of the City and does not result in unfair advantage to any firm.
**5: This Resolution supersedes and replaces Resolution 93-28.
PASSED, APPROVED and ADOPTED this 3rd day of March, 1 998 by the following
vote:
AYES: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Pena
NOES: None
ABSENT: None
ABSTAIN: None
JOHN*AQ***&
City of La Quinta, California
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ATTEST:
AUNDRA L. JU OLA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
DAWN C. HONEYW*LL, City Attorney
City of La Quinta, California
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