HomeMy WebLinkAboutB 7.0 Professional Service Proposals 1993-09-01 i � .
�
CITY OF GRAPEVINE SECTION B
�� ADMII�ISTRATIVE POLICY NUMBER �.o
sua.iecT: PROFESSIONAL SERVICE PROPOSALS PAGE 1 OF 2
PREPARED BY: FIf18IlCeIPU1'CF18SIt19 EFFECTIVE DATE 09-01-93
PURPOSE
This policy is designed to standardize the process and improve the selection criteria
for professional service proposals.
PROCEDURE �
A. All service needs which exceed a budgeted estimate of 515,000 require a
written Request for Proposal (RFP). It will be the responsibility of the
Department Head in charge of the project to see that an appropriate RFP is
developed.
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.
6. 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.
C. 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.
•
I
CI'T� C�F GRAPEVII�TE ���T�a� g
� AD1VIIl'�ISTItATIVE PQLICY N�M��� 7.0
sua.�ECT: , pROFESSIC?NAL SERVlCE PRC?POSALS PAGE 2 pF 2
PREPARED BY: Finance/Purchasing EFFECTIVE DATE Q�-01�,�3
D. 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
af the Chairperson ta call additional meetings if they become necessary.
E. Each member should independently score the evaluation using the
standardized praposal evaluatian scoring form. (Each department sha11 have
a copy af the standardized scoring form on fils. A master copy of the
standardized scoring form wil( be kept in the City Manager's office.}
Fo!{owing sco�ing, the Chairperson should reconvene the committee and
attempt to reach a consensus of the committee based on scoring.
F. Once the committee has recommended a firm, the Chairpersan is responsible
for placing the item an the agenda and writing the agenda mema and back
up. Committee members' names shou(d not be disciosed during the process
� o� in the mema to avoid direc# contact by prospective firms.
G. Once the item has been submitted to the City Manager as a part of the
agenda process, the committee is disbanded.
H. For architectural and engineering proposals, price will not be required. The
determination for selection must be based on the best qualified firm. {Jnce
determined, a price can then be negotiated. If an agreement is not reached
an price, the second best qc�alified firm, etc. will be contacted far negotiatian
purposes.
�