Chapter 2.22
CONTRACTS FOR ARCHITECTURAL AND ENGINEERING SERVICES
Sections:
2.22.010 Notice of city’s requirements for professional services.
2.22.015 Statements of qualifications and performance data.
2.22.020 Solicitation of written proposals for services exceeding $25,000.
2.22.040 Contract negotiations.
2.22.050 Termination of negotiations.
2.22.060 Exception for emergency work.
2.22.010 Notice of city’s requirements for professional services.
The director of public works shall give notice of the city’s projected requirements for architectural, engineering and surveying services. The notice shall encourage firms engaged in the practice of engineering, surveying or architecture to submit a brief statement of qualifications, performance data and references for consideration in selection of consultants to provide services to the city. The notice shall indicate the nature and scope of the work for which services are required and the address of a representative of the agency who can provide further details, and include a statement encouraging firms to submit annually a statement of qualifications, performance data and references. The notice shall also include a statement encouraging minority and women-owned firms to submit a statement of qualifications, performance data and references. (Ord. 3-96 § 1, 1996).
2.22.015 Statements of qualifications and performance data.
The statements of qualifications, performance data and references shall be kept on file for one year at City Hall. (Ord. 3-96 § 1, 1996).
2.22.020 Solicitation of written proposals for services exceeding $25,000.
When a project is anticipated to require more than $25,000 in architectural, engineering or surveying services, the director of public works shall select the three firms which appear to be most qualified to provide the particular service required, based on the statements of qualifications, performance data and references on file with the city and other available information. The public works director shall solicit written proposals from the three most qualified firms. The written proposals shall include the following:
(1) A proposed scope of work to be provided, including anticipated concepts and the relative utility of alternative methods of approach for furnishing the proposed service;
(2) Evidence of the firm’s current ability to provide the required service, including a list of the firm’s employees expected to perform work on the project, along with a brief summary of its education and work experience;
(3) A schedule indicating the estimated duration of design engineering work, the estimated duration of construction work and the estimated date of project completion;
(4) A summary of recent projects identifying change orders and claims arising out of the projects, if any, the amount of such change orders and claims, and the resolution of the claims. The summary shall also identify the cost of the engineering for the projects, the cost of construction for the projects, whether construction costs or engineering costs were over the engineer’s estimate or under the engineer’s estimate, and the amount of the variance;
(5) The amount of liability insurance provided by the engineering firm and whether the firm will require its liability to the city to be limited to the amount of the professional services contract;
(6) Any other information the public works director deems necessary to determine the scope, complexity, and professional nature of the services. (Ord. 3-96 § 1, 1996).
2.22.030 Selection of firm.
The director of public works shall select the firm most highly qualified to provide the proposed services. Of the two remaining firms, one shall be selected as the second most highly qualified firm to provide the proposed services and the other as the third most highly qualified firm to provide the proposed services. (Ord. 3-96 § 1, 1996).
2.22.040 Contract negotiations.
The selected firm shall provide a detailed engineering estimate to the city. The estimate shall include the billing rates for every employee anticipated to work on the project, the number of hours estimated to be provided by each of the employees, and the firm’s multiplier. The city shall review the information, and, taking into account the estimated value of the service to be rendered as well as the scope, complexity, and professional nature thereof, negotiate a contract at a price which the city determines is fair and reasonable to the city. (Ord. 3-96 § 1, 1996).
2.22.050 Termination of negotiations.
If the city is unable to negotiate a satisfactory contract with the selected firm at a price the city determines to be fair and reasonable, negotiations with that firm shall be formally terminated. The firm shall no longer be deemed the “most highly qualified firm,” and instead the firm selected by the director of public works as the second most highly qualified firm, pursuant to BMC 2.22.030, shall be selected as the “most highly qualified firm.” The city will then begin negotiations in accordance with BMC 2.22.040. If the city is again unable to negotiate a satisfactory contract, the city shall again formally terminate negotiations and the third most highly qualified firm under BMC 2.22.030 shall be selected as the “most highly qualified firm.” If the city remains unable to negotiate a satisfactory contract, it shall select other firms in accordance with BMC 2.22.020 until an agreement is reached or the process is terminated. (Ord. 3-96 § 1, 1996).
2.22.060 Exception for emergency work.
This chapter need not be complied with when the city makes a finding that an emergency requires the immediate execution of the work involved. (Ord. 3-96 § 1, 1996).