HomeMy WebLinkAbout0432.094•
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City of Palo Alto
City Manager's Repo~
TO: HONORABLE CITY COUNCIl,
FROM: CITY MANAGER DEPARTMENT: CITY Jl,lANAGER
."GEI'iDA DA'IE: Odober 3, 1994 CMR:432:94
SIJBJECT: Role 01 Council Standing Committees in the Selection Proceduns ror
Professional Consultants
RRQm:.sx
TI'.e Policy and Services Committee, 3t its July 19 meeting) asked for staff recommendations
~OTIcernl:)g allicnJm .. :nt of Polley and Procedures 1-10 to allow the Council standing
committees to pla)' a more substantive role in the. consultant selection procedures. Instead
of participating in the process at the point of confirmation of the recornnlended consultant,
the Committee preferred an opportunity to review the proposed scope of services before the
Request for Proposal (RFP) was issued.
RECOMMEND';"TIONS
SIaff recommelXis that Council approve the proposed amondment, ;0 Polic)' and Procedure.
1·!O and direct that the amended procedure be used for the consuUant ser ... ices already
designated iO be of ink rest to the Finance and Policy and Service, committees, Staff further
recommelXis that Council review the effectiveness of the amended procedure following the
conclusion of the current fiscal year,
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POI ICV.lMl'LlCAlIDNS
POOcy JotW:I Proctdurts \·IO ... as fonnulalrd >even! yea,.,; ago in response 10 Council's interest
ift ... ur'"" that all City ~rt!nents employ fur, equitab!c and unifcnn procedo""s when
oc:clcina. evaloating and selecting ~on&I consultanl5. Therefore, Cooncil Members' roJe
in the roMwlL'l! sclection process "'" " the !'Oint of pfOl"'sai re"kw aOO tinal selection.
The Policy 1M Seni= Committee's request will shift Council Membus' attention 10 the
CQ(.:tnt of the scope of s.e-J'yices ""'hieh 'lltill appe-1r in the RFP> in ii.eu of involvement when
F~\ICliJIYE SDl..\1."'-" L
Stair ,.:or .... i,:k~ro:l ' .. ar-:'>~l:' \4'''-:-~ fA a:.:,,>.-::nr1~(tJ:;,ting th-: P,)li(y <}J).1 Sel'"\.'jces Committee's inten:st
City', ~ ~0ftlC' mon: efficient, no( more bun:knsome. An alternative was to include
consldention of l~ s>:op:: (1f s.ervicc> :rr conjunction ~~th the budgr~t pnx'e~s. wben the project
CI" program requiring coruulLant s.ervi~ was recQmmende.d for appr'Jval; this was rejected
becau.x invlllv(.ment would bo! timited only 10 the Finance. Committee and time for review
could be sbort. II =med preferable to oootinue to review the candidate projects and
procl'&JJlS atlec ~ adoption. A signifiC&lll concern WliS thal if a sWOOing committee were
10 recommtnd subs.tantial re'.isior. of a draft ~ope of sen"ices, then review by the full
COUDcil might be appropriate, and Ihl. could add a month to the timeline for preparation of
the RFP. This sit<l&tion could be avcid<d by presenting the consultant services list to the full
Couru..il so tha: it might dct.crmiT)o;! ..... hich consuilant ~rw'ices should be \.i..'ithm the purview of
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• stsndi"l commitlte and wllkh shoohl be addressed by the full Cooncil, beca= or the size
or poIcntially controversial nature 0f the project or progrtm .
nSCAl IMPACT
'The iIem.~ appearing on the lisl of projects and programs invoh:ing C'oi15ulunl services ha.\"C'-
result in the requirement fOT:& budget a1l1tGdmef1L
Eh.'VIRQNM&,\TALASSE's~lF~,(T
No environmental ass,es.sment is requir-.:-d.
AITACHMENTS
Proposed amendments to Policy and Proc.t.dun:s ! -10, So: lectil~n PI f~.-:-eJun.:s fur Pr.Jf~~sjOilal
Consultants
PREPARED BY: Vice; Rudin, Assistant io the City M.nag<r
CITY MANAGER APPROVAL:
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A'l''I'i1.C}W.ENT
POLICY AND FROCEOoa£8 1-10
Paqe 1 of 9
REVISED: ~~~
October 199(
This statement formalize~ the policies and proced~res followed by
the city of Palo Alto in obtaining and using professional
consultants' services. It embodies the standard accepteiJ.
procedures and ethics of the national and 10ca 1 societ.ies and
organizations of those professions 'Which m"y be required to provide
services to the. City of Palo Alt.o. ConsI.llt3nts '.:ill pe used to
provide expertise in areas ",,2"lere lt is not rea~Qnable to have such
professional competence on the City's staff, to 5upple!C'ent the
Cit.yls e:xperti6~ where there is a lack of staff to perfot'e i\
necessary function, and to provide ser\,jce~ requir inq an
independent and unpiased appreisal.
Proi€!;sional consultants 11ave a \o'orking kno .... ledge of many field::> of
endeavor. They have encountered J%lany and varied proble.:ns which
provide theJII with an accunmlation of data ar.d information based on
actual experience, often in a specialized area, The payment of a
reasonable and adequate fee for such kno""ledg~ and experience
assures the recipient of a comprehensive and teclinically
fI;ao.tisfactory service, When special problems arise, the engagalOlent
of professional consultants may prove the I:Iost timely and cost
effective course of action.
Consultants will be selected on the basis of qualifications and
competence to do the desired woek. The consultant fee shall be
based, amonq other things, upon the experience of individual
professionals and of professional associations in the particular
field as well as the scope of services of the ~ork. Although tees
'Will not 00 the detenaining factor" in ,the sel~ction, each
consultant will provide an estimate of 8S~t.ated tee range.
nOCEIWiE
ExemptjODS. ~ ~e procedures are not applicable to retaining
legal counsel, or retaining experts for the purpose of litigation
or _o~el:'_"le,9~1 pr~ceedings ~,"d.!iriad:,:iri.' the _Palo Alto Municipal
~~~::-n~~~:~~:·!'2;4;~<':..:01P. ",For, legal services of an on-going nature
;t,",(9+Y!l,A9ani,@liPllild~J;..reexceedill9'$~O,OOO (e. g. bond counsel), the
Attorney's Office shall coneider all available, competent legal
counsel specializing in the needed area of expertise prior to
making a recommendation to the City Council to retain legal
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POLIC~ AND PROC~DORES 1-10
"Pa.ge 2 of 9
REVI SED: 'i1"'U~IWh~'-<1"'9"'-'
Ootob4r1119~
counsel. In addition, any consultant agreements involvinq periodic
services shall not have a term of more than three years~ The
procedures also are net applicable to environm~ntal i~pact repor~.
and ether special consultaat services deemed necessary tor the
review of private development projects Ana fur.ded wholly by private
developers :rr~:L~Qi(J:!J;3!!,.~?5J.
The followinq procedure 'Will apply t.o projects And :,prograu t~at
have a consultant fee which exceeds $25/000.
STEP r: Identification of Participation ot" Council Standing
Committees or"Ceuncil
Ea~h y~ar staff I aftel:' ,:adoption of th~ budqetl will provide the.
Pc:t-ricj elr.d Se_ vit::"e$~j tlee aid the finallce ecme-it~ Council
'"-'ith, a ,list of ,a}:}pr,oved J)roj~cts and proqrams fro)1'; the ',capital
t"P~~:::,:~t-p:':~>:'Operatinq Budget for which consultant
services are expected to exceed $25~OOO. These consultant services
are not meant to include recu~ring, routine service-related
agreements such "as t,esting, ins.pe.ctici·l~ and estimati l1 g. ,~
c .. o .... Ht_e '1'lI.oo,'t:Ounc.n will identify the protects Co".uJ,t.ant:
~~" elf e~cial int,:rest "to it and tndicat:."Whetber ,tpe.y:'ab:9ulcl
~'i;2:.t:,;n~?~<:l!i.:l~li""'F~'FinaJlCe c"",,",ittea, .bJ the .. Pol:.i.I''l:iIlId ~i;S,f'!IIii(~#,~j;~!i,Ji~}il:b."ifUJl. ,Ceunoil. eOlianl L,,\,t seie~tio" ~"i~",k~"t,f¢if'::PltQPOS4~i<RFPl for. the.e pro) eets ",11 be
refe_!re.d to ,the designated, "cOliULi,t~,ee(sj, "bOdy 'for approval before
~ final~ selection !lMi}~t,""con • .,ltal>l:$.
c;mly those projects so desiqnated will require YOllsultat.L seieetioh Jmt approval by a standing cOllmittee ~;,th_ ,ec~~l::-,see step YiT
W)·
Any pfoject ~~~:'::': .. ~~c,~ in, excess of $25 I 000 ,dev,eloped:
after the adoption of tl,e bo.dget taVi",,' of the ebove-descrill\><\lisit
shall be placed on the consent calendar of a cO\lncil age.nda,
recommending referral to one of the standing committees and
providing Council with the option of relllovinq the itet!t from the
consent calendar and directing one cf three other alternatives: a)
refer to the other sta.ndinq committee, b) return to the full
Council for cOlisulLa .. t $ele ... tiot{~UP ,.,.pproya,:l i c) there is no
interest in patticipatiltg in till!. cOlisuiLailC selectioll ~e\iiew.1ng' tbe
~.: "",All p,~ojec~s l1:ot requiring" cOilllJitLee p~lor involvement Qy !\¥,~~~lijJ'i·~!t"t~","i C""ti¢~.l .. can proceed with iiegotiatioii.
~lrtli>~l'·~"W""''''ttant~''l'lQl;l~n :by 'sta!'! and agreement
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appro .... ral by Council ... (see St.p VIII)."
STEP II: Letters of Interes.t
POLICY AND PROC~DVRE8 1-10
paqe J of 9
REVISED: fJfJ"dn,,"e---jcl'S9 "'9 ~
october 1l>94
Each dep&rtaent will aaintain a list o~ consultants by category who
have ex-prossed intexest in doing 'Work for the City. These lists
.. hall De 12:ltp""nded periodically through canvassing of the
COf\Sulta.~ts c.t\.p.l\-bll! of pe.t-fon=ing the d.e.si..Z'e-..-i work. The Purchasing;
Division should be used as a source of inter~sted firms and shall
~~ £ntain an update,j list of firms through periodic consultation and
inp!.lt by all City deparuents. This list rlay iDclude corlslJ.ltants
.ho hav-e pe::::-(on::'.l<,:Q pre:vlous ' ... 'ork 01' hav-e ltlaae previous -proposa \s to
the City o.r tc neighboring jurisdict ions. In addition, the
P'...l:'-Cfl<'tsir,g Dj'>'ision shall advertlse annually in appropriate
p'J.bl iea!: iOrls for n. gc-nt"ral ~'dnge of consul ta.nt services in order to
l.lp.d.~te tt,l): (:o!"lsultant list.
Staff iiill begin the process ... ith a letter. of interest to
consultants Or! the list ""ho are capable of providing services
applicable to th~ cit~ project. The letter !Jill include a general
description of tile project and reql.iest the consul tCtnt t.o respond by
&!tiraing inter-est. and by sending additional pertinent informa.tion
about the firll's <::,apabilities, if necessary. A cop)' of this letter
.. ill be sent to the Purchasing Division for its information and
will .be posted in the Council cnaml:)ers. staff 'Will review the
consultants' liter~ture.
STEP IH: Request for Proposals I\pproval by " St.ndinq Golllltitt ..
~:;eouncil
k-{01_1 Leqac3t tOt pzvposala (R:i P) shall be stellt-t-o---lhose
cOB.cltauta expressing iutu.at iii the ploject ~-who appeal
(,upable or pctfo ... :aitig---Use tequhec Set "ices a~ -ciet_twinsd _cla0ti9lt
j,.zcsczeeliilig ot---the"-leLlCl3 of lnteu.st.-st~fi: ,will :;,pr~par~ ''fi
repor:t;~ the .Policy 4IId Services COJRaittee,. ot .. tbe'i'f.n61l"" ~.~ .. j;ouncil, torwarding .,draft IU7 tor the~r·1np, .. tq~1!
~~,. The P.FP .. iil inch\de a detailed scope of sSl."vices which,
if appropriate, .... ill be divided into stages such I1S feasibility,
prelainary design, and. final design. The request will indicate
the necess~ry information to be submitted by the consultant. This
~ay include a timetable for proceeding ~ith the work/ a general
range of tile cost to periorTl'l the: work. for p\lrp')!'=es of budgeting and
gross comparisons, ~ list of anticipated subconsultants, a list ot
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?OLleY 1IXI) PJlOCZDOltZS 1-10
Paqe " of 9
RE'"vI SED! dd"'o",,'''le,---,'''9'19''''
octob«r 199.
relevant experience, Rta~~~nts of protessional liability coverage
and attiraative action co.plia-:1ce, .and t.h.e naDes al"'.od resume" of
persc>f1l1el who actually will be working on the project. The RFP
ahould indicate: what infor.ation tht! City 'Will pr-ovide to the
consultant. This aay includa aerial photographs, plana,
.. a.ur~t., pr-eparat.ion Dr as.si.tance in the preparation of an
envirorme:nt&l asselu;;:.ant. «t.e. '!'he city shall provide critical
~tes ;!too an expected CO.'Jt r.aro.ge or u.):iau= aaount tor the project.
The UP should clearl,)' nane the Clty1s project dir.ector, the
criteria for c ... ·alu;tJting proposals, ard the procedurE's to 'be used
for sel~ctin~ thp successful fir~.
ut..~r C~it~ cor council appC'~ ... !!;l is obt..tinad., th~ to~l RFP
shall Pc. a-ant. 1;.0 t..1.cs:.e cor,nu.~'t:.ant. 'Who e,:;.;-pres::i i.nrer~st ill the
prcject and ~o a~~r cap4~le of ~r!~~ing tn& re~Ji~e~ services
•• "tersLru!d through the pC2$c.["ee.n.ing ot t.he letter. of intent ..
STEP IV: p-r-"screenir.9 of Respoitses to the R~ql.!est [or Proposals
(RFPs)
Staff shall Gcreen ,,1) rrspondintj consultants by reo ... ie .... lng their
qualification" and sul'-nittals. in afls .... er-to the Rf'P and by checking
their refer~nces. The follo~inq criteria u~y be considered:
1. Specialized experience-in the type o! ..... ork required.
2. Re.cord of the. [irs in accc&plishing ... ork. on other
projects in the required ti.e.
3. Geographic loca~ion of the fira relative to the project
location.
4. Q'.lality of wer):. ?:reviCi'.l.sly perfon~ed by the finn for the
Clty.
5. EVidence of any atte-!l:pt to avoid responsihi lity for
evident design failures.
6. Recent experience showing acc'.lr2!lcy of cost estimates and
3bility to meet deadlinfrs.
"]. C~lJ.J.""\ity relations, including evidence of sensitivity to
citizen concerns.
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POLICY AND 'ROC&DURZS 1-10
Page 5 af 9
REVISED: ~3ttu",,,,,e~199"99"'.
i)ctobftr 199"
completeness in answering the RFP.
9. projected staLf involvement in assisting the con9ul~ant
teaa.
10. The ~ake-up of the consult~nt te~~.
11. The proposed tee relative to the service~ to be provid@d.
After review of the con.'!Iult:ants l responses to the t.:FP, fir-~s .tlich
are not .among the final candidates .. ·ill be notif)E"i il'" "'Titin:o and
thanked t'or their 't"esponsF)s. Candjljates e I ir.:ir"lC".t'S"j t f":;::. ('..!r tiler
consideration should have clearly det!',onstrat!:c! ~ d"8"t'icienc.'j' in C;'le
or aore <:)f thEt. ahove crite.ri.a.,
In more complex projects, a pre-slJb::.ittdl r-.8et-ing -;""('1:: t-: :::'_<h€'d~j~f>d.
At this mee.ting the general Zl5p~Ct::; 0f H,e p'.-c ~ 2"ct. 'f<')' l.l .be
describc-d by City Rtaff. 'I'he roeetinq ..... ill be devot€d ~"'~O;;:,l)' to the
discussion of the project itself and not involve thE! qualific6tions
of th.e consultants to bE considerod, staff' .... .::.11 dE!t.er~ine the
necessity or hold.ing such a meeting and this "Will be based 'oJpon the
complexity and value of the consultant ~gree~ent and/or the i~p~ct
uPO!"'. the pub lie.
STEP V: Formation of a Selection Advisory Co:mittee
The ~or.mation of an advisory committee aay not be necessary on non
controver~ial or routine consultant work as deter~ined by the City
Manaqer. The final selection may be made by the project director
with department head approval after revit',w of the response&. t.o the
RFP. Any projects to be sabaitLed to t:h~ Pol-ie, a •• d s_zy":'ces
e:..,_~t_,~eE __ CIt, _' Ule _ ,P~lIatJCe eouittee designa.ted for ecw,cU ,.or
~1M:'W(I.il~!'PiU:t1cipe.tian sholl re".ire a Selection Advisory
Co_ittee.
A Selection Advisory Co:tU!littee shall be composed of a J:linimUlt of
three persons. 'They. ill t'ecOAUtlead uie eOli_ult:l:Ints "eo be
wus:idw:zec1 by WIE euwkCil standing cOlIWliLtee (5) • The c01l'ilftittee lIay
~ drawn fro. the City statf itself when competent ~rsonnel are
available. It is de3irable to have the project director as well as
a staff :aember from the affected departlnent on the com..mitteE-.
()ther non-staff members with particular expertise .c:.~y be included.
final approval of the cOl'lmittee make~up shall be !!lade by the
department head.
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POLrcr ABD P20CEDURZS 1-10
Page 6 of 9
REVI S ED: ai1"arri"le.--l~9't'l9~i
~Oher 1994
STEP VI: Conaul tant Intervie'W ...rth and Final selection by the
Sel~ction Advisory committee
Based upon review of the responses to the RFP. at least three
firms, if available~ 'Will be invited to an oral intervie'W, The
consultant firm. will be expected to maxe a presentation of its
proposal describing how work yill be conducted in connection with
the project. It is d.esir.flble to have the consultant include the
project team at the meeting. A letter shall be sent to t-he
consul tant advising the: time. and location of the ~·eeting I e.s ',:ell
as indicating the areas to be discuss~d. Discussion topics should
be related. to the criteria reguestE·d in the RFP and may include
~e':S,tions generat.ed. from a review of the responses to "t-ne RFP.
Staff shall prepare a questionndire to be distr ibut.ed to th~
mem:ber.s of the committee which includes. questions covering e~'::i"<. of
the areas of concern. In addition/ a rating sh~et shall be
prepared which indicates criteria to be judged as ",,('!ll as a space.
for score and comm.ants by the cOlmrli ttee, Ea.ch cOmJ:li t.tee c::.e!nber
will receive a copy of the responGe to the RFP for e5ch consultant,
pertinent brochures/ a refarence checK I a timetable for the
int.srview, sample list of ques"t.ions and a rating sheet. 'I'he
committee .ill meet prior to the first interv~e", to discuss the
types of questions, ratings procedure I and any concerns that may be
expressed by l!Iembers of the cOin!llittee. Generally all consultants
should .be reviewed prior to any co1Mtittee discussion of tt,e
consultants 1 presentations. A ranklnq of all consultants will be
made at the conclusion of the interview proces~.
An oral interview may not be necessary on non-controversi~l
consultant work. as d.e.termined by the City Manager. The final
selection can be made lJ.:t the Se.lecti.on Advisory Committee after
review of thP. ret:lponses to the RFP. MIl' plojects ... 0 be sabmitted
to U:e PoliO) dlld. SUL .i?cs eomaittee Ot Ute Fiudilce eommittee slaal·l
... eqazzc ali olal lutet "l::eN."
S!"EP VII. Final Selectio" by a eOWitcil Statiding eonanitlee
'file Seiect:ioli Ad .. isOlj eommittee 'ill fox.aid the top Unee c).oices
Lo U.e Foxict and Services eommittee or tilt! I i .. unce -Committee WiUi
Q zccomaeudat-ion. Scaff will PZCPl1tE i!I lepolt Lo the cOIfllaittce
illdicl1Lihg the pzccedUle used for selcet:i:oil , the films ilit€1 .. ~e.ed/
-emd Uusit qaaiificat";'olls. IIIppto9ai of Lhe coutllliLLee flill :be sought
to plocecd with Ilegotiations with Lite first tanked fi-r.o:-alia Lo
ucyotiale WiUi tile aecOlld zsadred firm, in tile C9c!tt--an--·ag .. ecmetit is
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po~rcy ANP PROCEDURES 1-10
Page 7 of 9
REVISED: ,,"ulle 1!H12
October 199*
.. oL zeached: 4ith the fitst taaxed _ohsullalil.
STEP Y'f"H nt-: Negotiations
A preliainary .eetinq bet~een etatf anct the con~ultant should be
held to discuss itellls to be incorpora,ted into the tina} agl.·eement~
Such itos lIl.ay include, among ether things, the various phases of
","ork lrnd their timing I the amount of coordinati"n necessary in
public ~etings, the itelt.S that definitely \jill be perfo~ed by the
city, items that a,r:'I; excluded from the agreetl1ent but will need
further negotiation at the tir:.e they occur I and the r.u'llber ci
Caur,eil or Planning COrm1ission meetings needing consultant
att.er,d~nce. Var 101.1.'3 itetc:s to he aware of duril".tj negot.iations ar-e
atta~hed ii,5 £xhJb:lt. A.
1\ copy of the city I s stand3rd agce.ement and insm:ance requirements
should De given to the consultan~ ~t this tine. Typically, the
cons\llt~nt can attach a refined scope of services to the City
Agreement fOn:l as an :fEx.h.ibit."1 A second meeting ";.Iil1 be held wi tb
the consultant at which ne90tiations of the scope and fee will
occur. 1-,.11 llgreements should he. approved by the department. head
prior to s'o.l.b:nittal for review by the city Attorney_ When all
per-tii • .ent :natters such as the scope of services, sche.du.les, and
co&pensation s:checiules have been determined, the formal agreement
will be revie'JIed by the City Attorney. 'I'he agreement .. ill be
.~b.itted by the city Manager to the City Council for approval.
STEP fie ;r,q;~: Approval
'I'be agreement may either be approved., disapproved, or re.ferred baCK
to the partie.s involved for renegotiat.ion. Reasons for non
approval should be stated clearly. After the final selection has
been made and an agreement has been r~ached with the consultant I
the unsuccessful candidates who attended ora,l int.er ..... ie ...... s ....... ill be
notified in writing and thanked for su~itting proposals,
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STEP .. g: Special CircuaJitances
POLICY UID PROCED!1RB8 l-1e
Page B of 9
REV! S El): iJiJ"Qi"'le~!"9"9"'!
Orc;:tObW'1lJ1i
At ttae. it .ay be neceaa&ry, due to eaerqency situations, for the
City llanaq.r to select a consultant. In such event, the city
wan.qer ahall obtain official approval ~t the next reqular meetinq
ot the C.c~c i 1.
Attachment: Exhibit. A -Contract Neq-:.tiation Gui.j~lines
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-POLICY un PllOCEDUl(EB 1-10
page 8 of 9
REVISED: June 1992
EXHIBIT ,..
COffTP..ACT NEOOT!A'T'ION GJi_i~EL~~~$_
The project director sh.all represent the Cit'j in negotiations
of the fee., Affected departesnts can t'hVle repres.ent.~t.ion in
the negotiations to ~dvise on the scope of serYi~es.
Statt shall receivl!' instn.lction in contract negotiating and be
aliar-e of negotiating tec'hniq\Jes .by attending se:lin~rs offered:
.in this field.
All final decisions en fees shall
appropriate depart~er.t he?d t,:,!,
reCCmIN!nd~t.ior) to C(}\H'''':-~ 1 .
the
to
A pre-negotiation ~2eti~g shall b0 held ~o re·.'je~ and discuss
the scope of servic~s. IGblic/C0~~~il in\'DL\'e~erlt ~~d \'isual
presEntations Cdn grea~l~' atte~~ B ~cnswtt~~p tee Jnd shall
t,it~retCln: be defined .\;0 thi~'-;.'3;;;tir.(;I.
5. Fees stlall be identifhd 101:' e~cil dlSCernif}le: part of the
&greement. The agr~e~ent shall be flexib~e. ~ith the ability
to r.edllce Ol' add services -,.'i tho\.lt H!!'1<;,_got iat ior..
6.
7.
Tr-e agreement sh~ll specifJ..cally list ite:"'s or 'Ioo'crK or
material to be sllpplied by the Cily. (.'unsultant exclusions
shall be listed and a cost indis3ted in the EYent the City
lat,er elects to use these services. (additional services).
A contingency shall not b·€ designed Into 3~ly one phase of
services.
8. The. agree-:t'..ent for a long-ten: multiphase contract: !!:'lay De
neqotiated indicating a fee and scope for the first stage,
such as feasibility, but only a general scope for further
:;:;taqe:s. The. feo'?: will be negotiated at a late.r date when the
~or~ proceeds to a pOint whe~e d refined scope can be
identified. This eliminates the need [or a 5epcrate s.election
process at a later date.
9. 'I'he City'S st.aTlcard agreement. fOrIil shall ~ used 'Whene"lier
possible, with an attached exhibit of the project/s scope of
services. The standard form needs to be-re,viewed for
ad.aptation to the ir.dividual project. For .lnstance, in ::io:;;.e
cast:os it is appropriate that the agre~!'".:ent allo,.; the City the
option t.o tercinate t,~IE? serVlce at the end at a P~"1dS(!. (This
is not contained in the standard agree~ent form, and it should
be modified accordingly_)
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POLl CY AND PROC£OtJ'R £8 1-110
page 9 of 9
REVISED: June 1992
10. The terms of payment shall ne. negotiated carefully. Lump SWI!J
cost plus fixed fee, or Multiplier of payroll costs can be
used.
11. If the project is funded totally or partially by a grant! lh~
terms ot the qrant shall w reviewea carefully prior to
neqotiations to assure that the agree~ent is conaiste~t vith
the t'equire1!lents of thE!: grant.
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