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HomeMy WebLinkAboutCity Council - 5544 RESOLUTION NO. 5544 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH APPROVING CONSULTANT SELECTION PROCEDURES FOR FEDERAL HIGHWAY PROJECTS RESOLVED by the City Council of the City of Huntington Beach that the FAU Consultant Selection Procedures, attached hereto and incorporated by reference, are approved for use only in connection with Federal highway projects. FURTHER RESOLVED that the City Clerk shall furnish copy of this resolution to the Federal Highway Administration. PASSED AND ADOPTED ab� the ity Council of the City of ed Huntington Beach at a/regular meeting thereof held on the 6th day of August 1985. Mayor ATTEST: APPROVED AS TO FORM: GAIL HUTTON, City Attorney By City Clerk Deputy City r y REVIEWED AND APPROVED: INITIATED AND AP ED: City Administrat Director of Public Works ahb;7/8/85 0651L/3635 CITY OF HUNTINGl'ON BEACH PUBLIC WORKS DEPARTMENT FAU CONSULTANT SELECTION PROCEDURES I. Professional Consultants These consultants are retained by the Public Works Department to augment the department's professional capabilities during peak work- load periods or other critical periods and/or to provide specialized services not presently available to the department. II. Invitation - Standard The City shall invite a minin n of three well-qualified and available consultants to submit proposals for professional services required for a particular project. A file of consultants' qualifications, special- ties, past experience with the City, and outside references shall be maintained for this invitation process. The City shall include Dis- advantage Business/omen Business Enterprise in this process whenever possible. Consultants are also requested to utilize Disadvantage Business/Wcmen Business Enterprise as Subconsultants whenever possible. The consultants shall document, in writing to the City, the efforts made to obtain Disadvantage Business/Women Business Enterprise Subcon- sultants. Consultants shall be encouraged to file their qualifications with the department. The City Staff, at the direction of the City Council, shall use the open-selection method including advertising per Federal Highway require- ments. III. Request for Proposals (R.F.P.) A Request for Proposal shall be prepared which defines the scope of the project, identifies the various project components and phases, outlines the services required of the consultant and services provided by the City. The Request for Proposal shall explain the factors, as shown in Section 6, which will be considered in the selection process. The Request for Proposal shall be approved by the City Engineer and sent out to the consutlant pursuant to the invitation process above. IV. Consultants Proposal The consultant must submit a proposed schedule as part of the proposal. Each consultant is required to submit in a separate sealed envelope a proposed fee for services. A separate envelope, with Consultants' Time Schedule, a discussion and description of previous related experiences, the proposed project staffing, with resumes of key people, and other data pertinent to the project. The department, in all but exceptional cases, requires that fees be submitted as "not-to-exceed" amounts for all professional services. The submittal must include hourly rates and other cost information as supporting data. If the project is such that a "not- to-exceed" proposal is not readily obtainable, then sane other method of fee proposal such as hourly or percentage may be allowed by the Request for Proposal. V. Consultant Evaluation Standard Projection An Evaluation Ca mittee consisting of the City Engineer (or his designee) , a Section Manager, and the Project Engineer will evaluate the proposals received from the consultants. The cam-attee's selection will be approved by the Director of Public Works and recommended to the City Council for their final approval for services costing more than $2500.00. For services $2500.00 or under, the Director and City Administrator may approve the award. The factors to be considered by the camuttee in the review of the consultant proposals include, but are not limited to, the following: a. Consultants understanding of project scope b. Consultants past performance on similar projects c. Consultants present work load and ability to meet proposed project schedule. -2- d. Familiarity with department standards, construction specifi- cations and procedures e. The City's prior experience with the consultant f. Involvement of Disadvantage Business/Women Business Enterprise in the proposal g. Consultants efforts in soliciting Disadvantage Business/Wdnen Business Enterprise h. Any other circumstances pertinent to the project i. The "Top Three' consultants will be invited for an oral inter- view. j. The consultant's fee will be the start of negotiation. If no satisfactory agreement can be reached, the second consultant will be asked to negotiate. If no satisfactory agreement can be reached, the third consultant will be asked to negotiate. If no satisfactory agreement can be reached, the City will re- advertise the project. VI. Procedure From time-to-time, these procedures may be amended by the Director of Public Works. Amendments shall be forwarded to the City Administrator for his approval. VII. R.F.P. Review Procedures * Maximum Items Possible Points ** Consultant Score 1 2 3 4 5 a. Proposed Scope of Services 5 consistent with R.F.P. b. Ability of consultant to 3 meet project schedule c. Past performance on similar 3 projects d. Familiarity with departmental 3 procedures in specification preparation -3- * MaximuYn Items Possible Points ** Consultant Score 1 2 3 4 5 e. Past performance on City 3 contracts f. D.B./W.B.E. Involvement 3 ***g. Effort by consultant to solicit 3 D.B./W.B.E. participation Pass/Fail h. Other pertinent items Weight assigned/ per project * Based upon relative importance of item as determined for each specific project. ** Consultant key 1. 2. 3• 4. 5. *** No effort eliminates consultant -4- Res. No. 5544 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, ALICIA M. WENTWORTH, the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of more than a majority of all the members of said City Council at a regular adjourned meeting thereof held on the 6th day of August , 19 85 , by the following vote: AYES: Councilmen: Kelly, MacAllister, Mandic, Bailey, Finley, Green, Thomas NOES: Councilmen: None ABSENT: Councilmen: None City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California