Finance Highlights 2007 0619 - Laserfiche WebLink

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PROFESSIONAL CONTRACTUAL SERVICES Professional services are not subject to the general competitive bidding requirements detailed in the City Mumcipal Code As such, individual departments have significant leeway in the selection of finns to undertake professional services. However, the use of professional services shall be consistent with the City's purchasing guidelines and with established practice understood by the City Council. Professional services are used to provide specialized expertise in technical areas. Also, these professionals are used for independent and unbiased appraisals of programs and projects. Finally, professional services can supplement the City's expertise where there is a lack of staff time to perfOlm a necessary function. Common uses for professional services include facility planning and engmeenng, infornlation and telecommunication servlces organization development, environmental impact reports, financial feasibility studies and traffic analysis Under no circumstances shall any individual orfinn begin work until a purchase order has been issued by the Purchasing Office. No employee has the authority to allow work to begin prior to this time Three fonns of agreements for professional services can be used: 1. LETTER AGREEMENT (For services less than $5,000): A letter from the consultant or professional firnl describing the service, how it will be accomplished, time frame and the complete cost for furnishing the service. 2. STANDARD CONTRACTUAL SERVICE AGREEMENT (For services more than $5,000 but less than $15,000): These agreements required the standard contractual service agreement fonn, including detailed scope of service, approval as to form by the City Attorney and signature by the City Manger. 3. STANDARD CONTRACTUAL SERVICE AGREE1VIENT (For services exceeding $15,000): Generally, the same as no 2 above, also requmng preparation of a resolution and approval by the City Council, in place of administrative approval by the City Manager. SELECTION PROCESS FOR PROFESSIONAL SERVICES Departments should follow fair and open processes in selecting professional providers best able to meet the interests of the City Selection of contractors for agreements valued at less than $15,000 may follow an infoilllal process. Agreements of greater value required more tOilllal selection processes, ranging from receipt of statements of qualifIcations from multiple finns, up to and including a detailed Request for Proposal and use of a selection committee.