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HomeMy WebLinkAbout9780 - Procedure for Selection PW Consultantsk 0 • Am low • i. RESOLUTION NO. 9780 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH APPROVING A PROCEDURE FOR SELECTING CONSULTANTS FOR PUBLIC WORKS PROJECTS WHEREAS, the Public Works Department of the City of Newport Beach from time to time uses consultants for the purpose of augmenting and assisting its staff with respect to Public Works projects; and WHEREAS, the State of California and the Federal Highway Administration require cities that use consultants for federally funded projects to have a formal procedure for selecting these consultants; and WHEREAS, the Public Works Department of the City of Newport Beach has prepared a procedure for selecting consul- tants, a copy of which is attached hereto as Exhibit "A," and which procedure has been reviewed by the State of California and meets federal and state requirements, NOW, THEREFORE, BE IT RESOLVED that the procedure for selecting consultants prepared by the Public Works Depart- ment of the City of Newport Beach, which procedure is set forth in Exhibit "A," be and is hereby adopted as the procedure to be utilized by the Public Works Department in the selection of consultants for all Public Works projects; and BE IT FURTHER RESOLVED that the Public Works Director and the City Manager are hereby delegated the power to perform all the duties and acts required of them pursuant to this selection process. ATTEST: ADOPTED THIS 12th day of May , 1980.' � 5 V.V4 �s RHB /kv �.f AS 5/12/80 Kuly EM or THE nn op "" ._ NAW CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT PROCEDURE FOR SELECTING CONSULTANTS OT I ENGAGEMENT OF CONSULTANTS When the City staff lacks sufficient manpower or technical knowledge in specialized fields, or where time limits or other constraints require action, the City may use consultants to supplement the engineering staff Approval of the selection of a consultant by the City Council (or City Manager for informal contracts) shall be as described herein. PART II QUALIFICATIONS OF PROSPECTIVE CONSULTANTS The City encourages consultants engaged in the lawful practice of the pro- fession to submit statements of qualification and performance data for inclusion in a register of professional consultants. All consultants sub- mitting such statements shall be included on the register of professional consultants; provided, however, that the City Council may order the removal of any consultant from the register for any reason deemed appropriate. PART III REQUEST FOR PROPOSALS • A request for proposal (RFP), describing the scope of services to be per- formed, will be sent out to at least three consulting firms listed on the register of consultants. The firms selected will be determined by the Public Works staff based on their past performance with the City and /or their qualifications as listed in their statement of qualifications. Firms not receiving an RFP may request the Public Works Department to consider their firm and give reasons why their firm is particularly qualified to perform the required work. All requests of this type will be considered. The Public Works Director shall make the final determination of who is to receive an RFP. PART IV SELECTION CRITERIA Selection of consultant firms shall be based on the professional qualifi- cations necessary for the satisfactory performance of the services required, at a reasonable price, subject to the following additional considerations: A. Response to the Request for Proposal and the manner proposed by the consultant to perform the required services. B. Capability of the firm to accomplish the work in the required time • and in conformance with the specifications, conditions and other . requirements of the City of Newport Beach. C. Specialized experience of the firm in the type of work required. D. Demonstrated performance on contracts with Federal, State, County, and City agencies, and with private industry. E. Familiarity with the geographical area of the project. EXHIBIT "A" • Procedure for Selecting Consultants Page 2 RT V FINAL SELECTION PROCESS A. The Public Works Director shall appoint a selection committee whose primary function shall be to review the proposals submitted and, based upon the criteria outlined in Part IV, select at least three consultants (if that many proposals have been submitted) for further evaluation. B. The selection committee will interview the principals and /or project managers of those firms selected. C. The selection committee shall forward to the Public Works Director a listing in the order of preference of at least three consultants (if that many are found to be qualified), based upon proposed ser- vices to be performed, qualifications, availability, staffing, and professional competence. D. The Public Works Director shall review the list and select a con - sultant to be recommended to perform the proposed services. The selected consultant's name shall be submitted to the City Council • with a request for authorization to retain the consultant and to prepare and /or execute the required contractual agreement. An effort is to be made to distribute . the contracts on an equitable basis among the qualified firms on the register of professional con- sultants. PART VI INFORMAL CONTRACTS (ALTERNATE SELECTION PROCESS) When contracts for professional services have a fee under Twelve Thousand Dollars ($12,000) for City and State funded projects or Ten Thousand Dollars ($10,000) for Federally funded projects, the Public Works Director may designate a staff member to recommend the selection of a consultant, and negotiate the terms of a contractual agreement with the consultant. The Director shall approve the selection and recommend to the City Manager that the consultant be retained. The City Manager is authorized to exe- cute such agreements on behalf of the City. PART VII EXCEPTIONS This procedure shall not apply in urgency situations where, in the • opinion of the City Council, the City Manager or the Public Works Director, it is in the best interests of the City of Newport Beach to immediately retain the services of a consultant. _ APPROVED BY CITY COUNCIL DATE: 4/3/80 :0 •