§ 3.24.140. Procurement of services with a value of $25,000.01 or more.

(a)

Formal Request for Proposal (RFP) Procedures. Except as set forth herein, the city shall procure consultant or professional services with a value of $25,000.01 or more following the procedure prescribed below:

(1)

Request for Proposals. The request for proposals (RFP) shall include a general description of the services to be procured, a proposed professional services agreement, and the time and place for submission of proposals. To the extent feasible, a notice inviting proposals shall be distributed to at least three consultant firms. It shall also be posted on the city's website at least ten days prior to the deadline for submission of proposals. Proposers shall submit sealed proposals and shall identify them as proposals on the envelope;

(2)

Evaluation of Proposals. All responsive proposals shall be reviewed and evaluated by the city in order to determine which proposer best meets the city's needs by demonstrating the competence and professional qualifications necessary for the satisfactory performance of the required services, and shall not necessarily be based on the lowest price or bid. The criteria by which the city shall evaluate proposals will be set forth in the request for proposals. The city reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process; and

(3)

Award of Contract. The city council shall be the awarding body for a contract for consultant or professional services with a value greater than $25,000.00.

(b)

Exceptions. The city manager or the city council (as applicable within the monetary limitations of this chapter) may dispense with the formal RFP procedure, in whole or in part, or reject any proposals received as part of any formal RFP procedure, whether the formal RFP procedure has been initiated or not, under the following circumstances:

(1)

In an emergency;

(2)

When the services can be obtained from only one source which has been reviewed and approved in writing by the city manager;

(3)

When, in the judgment of the city manager or city council (as applicable given the monetary limitations of this chapter), compliance with the procedure is not in the best interest of the city;

(4)

When processed through a cooperative purchasing agreement with another public agency whose procurement process is substantially consistent with the provisions of this chapter; or

(5)

Contracts for city-managed professional services in an amount up to $50,000.00 if the following criteria are met:

a.

A third party has entered into a reimbursement agreement, approved as to form by the city attorney, requiring reimbursement of such costs to the city;

b.

An applicant for development entitlements has deposited the full amount of the contract with the city; and

c.

The funds are to be used for development-related studies, such as an environmental impact report.

(Ord. No. 890B, § 2A.(Exh. A), 3-11-2014)