Chapter 3.45
ARCHITECTURAL AND ENGINEERING SERVICES
Sections:
3.45.010 Consultant roster for architectural and engineering services.
3.45.030 Procurement of architectural and engineering services.
3.45.040 Emergency and limitation.
3.45.010 Consultant roster for architectural and engineering services.
Annually, or in response to specific projects or work as set forth below, the City shall encourage, through notice published in a newspaper of general circulation, architectural and engineering firms to submit a statement of qualifications and performance data which can be used to select firms that provide services to the City. The city clerk shall maintain the consultant roster for architectural and engineering services, to be called the “consultant roster for architectural and engineering services” or such other title as may be appropriate, and shall further maintain all statements of qualifications submitted, all of which shall be available for public inspection. Alternatively, the city clerk may maintain the consultant roster by contracting with public or private entities to maintain such roster(s) on behalf of the City. The city manager shall establish procedures for the maintenance and use of the consultant roster. (Ord. 19-021 § 6 (Exh. A), 2019; Ord. 15-022 § 8, 2015).
3.45.020 Selection process – Consultant roster for architectural and engineering services for contracts up to $100,000 – Request for qualifications for contracts over $100,000.
Except as required by federal law or Chapter 3.36 SVMC, the following requirements apply:
A. For contracts up to $100,000, the City may use the consultant roster for architectural and engineering services, or may use the formal request for qualifications process pursuant to SVMC 3.45.020(B) to select a consultant.
B. For contracts over $100,000, the City shall, at least 13 days prior to contracting for architectural or engineering services, publish a notice stating the specific project or scope of work or announce generally the category or type of professional services required. The notice shall contain the name and address of a City representative who can provide information and details on the request for qualifications or request for proposals. (Ord. 23-013 § 2, 2023; Ord. 19-021 § 6 (Exh. A), 2019; Ord. 15-022 § 8, 2015).
3.45.030 Procurement of architectural and engineering services.
A. The City shall utilize the following process for procurement of architectural and engineering services:
1. If the City elects to use the consultant roster for architectural and engineering services, the City shall review the current statements of qualifications on file with the city clerk, and shall conduct discussions with one or more firms regarding anticipated scope of services and the consultant’s ability to provide such services. If the City elects to use a combination of consultants from the consultant roster for architectural and engineering services and a more formal request for qualifications process, the City shall review both current statements on file and statements submitted in response to the notice for the request for qualifications.
2. If the City elects to use the more formal request for qualifications process, the City shall review statements submitted in response to the notice pursuant to SVMC 3.45.020(B) and shall conduct discussions with one or more firms regarding anticipated scope of services and the consultant’s ability to provide such services.
3. The City may conduct interviews with the top three qualified consultants on non-federally funded projects. The City shall conduct interviews with the top three qualified consultants on federally funded projects.
B. The City shall select the most highly qualified firm to provide the services based upon the criteria set forth below and in the request. The evaluation criteria include, but are not limited to:
1. The ability of the firm to provide the requested services;
2. The scope of work or methods to furnish the services;
3. Qualifications, experience, and references;
4. Performance under previous contracts with the City; and
5. Such other information as deemed relevant.
After identification of the most highly qualified firm, the City shall request a fee proposal from the firm and thereafter proceed to negotiate a contract at a price which is determined by the City to be fair and reasonable. In making this determination, the City shall evaluate the estimated value of the services, the scope, complexity, and nature of the request. If the City is unable to negotiate a fair and reasonable price for services, negotiations shall be terminated and the next most qualified firm shall be selected.
C. When the parties have reached a fair and reasonable price, and depending upon the amount of the contract, the city manager, or when appropriate the city council, shall review and, if they so choose, authorize the contract. During the negotiation process, the selected firm shall not contact any member of the city council to discuss the fee for services unless otherwise authorized.
The City reserves the right to cancel any request for qualifications or proposals. The request for qualifications or proposals shall not be deemed an offer of contract nor shall any firm be entitled to recover any cost associated with preparing a response. (Ord. 19-021 § 6 (Exh. A), 2019; Ord. 15-022 § 8, 2015).
3.45.040 Emergency and limitation.
Nothing contained herein shall limit or prevent the City from procuring architectural or engineering services in the event of an emergency. Chapter 3.45 SVMC shall be expressly limited to the professional services identified herein. (Ord. 19-021 § 6 (Exh. A), 2019; Ord. 15-022 § 8, 2015).