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HomeMy WebLinkAboutB07.0 Professional Service Proposals CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: PROFESSIONAL SERVICE SECTION. B NUMBER: 7.0 PROPOSALS PREPARED BY: Administrative Services REVISED DATE: 02/01/2014 PAGE: 1 of 2 PURPOSE 7.1 The Professional Service Proposals policy is designed to standardize the process and improve the selection criteria for professional service proposals. POLICY 7.2 All service needs which exceed a budgeted estimate of$15,000 require a written Request for Proposal (RFP). It is the responsibility of the Department Head in charge of the project to see that an appropriate RFP is developed. 7.3 In order to minimize the destruction or loss of City information and reports due to fire or weather, it is important that each department include within their Requests for Proposals and agreements for professional services, a section pertaining to off-site record storage or an assurance of secure document storage on-site. 7.4 The Department Head responsible for the project should objectively review all proposals received. After review, the Department Head should recommend appointment of an in- house selection committee to the City Manager's office for approval. Membership on each committee should consist of the Department Head responsible for the project (Chairperson), a representative from the City Manager's office and two at-large employee selections. Appointments need not be limited to persons knowledgeable or involved in the project. Contact should be made with the appropriate supervising Department Heads before appointing any employee. 7.5 Following approval from the City Manager's office, the Department Head responsible for the project is responsible for contacting Committee Members and arranging a meeting schedule. A copy of the RFP and a copy of the proposal should be provided to each committee member by the Department Head responsible for the project. 7.6 Adequate, but not excessive, review time should be taken to review the proposals by each committee member. Reviews should be done independently of other committee members. It will be up to the discretion of the Chairperson to call additional meetings if they become necessary. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: PROFESSIONAL SERVICE SECTION. B NUMBER: 7.0 PROPOSALS PREPARED BY: Administrative Services REVISED DATE: 02/01/2014 PAGE: 2 of 2 7.7 Each member should independently score the evaluation using the standardized proposal evaluation scoring form. Each department shall have a copy of the standardized scoring form on file. A master copy of the standardized scoring form will be kept in the City Manager's office. Following scoring, the Chairperson should reconvene the committee and attempt to reach a consensus of the committee based on scoring. 7.8 Once the committee has recommended a firm, the Chairperson is responsible for placing the item on the agenda and writing the agenda memo and back up. Committee members' names should not be disclosed during the process or in the memo to avoid direct contact by prospective firms. 7.9 Once the item has been submitted to the City Manager as a part of the agenda process, the committee is disbanded. 7.10 For architectural and engineering proposals, price will not be required. The determination for selection must be based on the best qualified firm. Once determined,a price can then be negotiated. If an agreement is not reached on price, the second best qualified firm, etc. will be contacted for negotiation purposes.