Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY& FEDERAL EMERGENCY CONTRACTING A. Must be independent of any potential supplier. Estimates may be prepared by the City, other knowledgeable person, or a third-party cost estimator. B. Should be in hand before bids or proposals are received. i. At times, Suppliers and contractors submit change order proposals that include pricing; the City will seek to avoid such situations by instructing suppliers and contractors not to include pricing with change order proposals. ii. Where a change order proposal includes pricing,the City will seek an estimate from someone without knowledge of the supplier's price proposal. C. Must be of sufficient detail to be useful. i. Estimates for items such as goods can be simply an estimated amount, e.g., a piece of heavy equipment for which there is a competitive market may have a "sticker" price. It is sufficient for the estimate to contain the purchase price without more detail. Where the equipment is custom-built, the estimate should include a build-up of labor, materials, overhead, and profit to aid in analysis of price reasonableness and contract negotiation. ii. Estimates for construction contracts should be of sufficient detail to allow for careful evaluation of bids. iii. Estimates for Construction Manager Services should be in the same detail as that which firms will be asked to base their proposals; e.g., fee for pre-construction services, General Condition's amount, fee for services. iv. FEMA has established cost curves for design and engineering services for various kinds of construction in its archived Public Assistance Guide (FEMA 322,June 2007). FEMA's current Public Assistance Program and Policy Guide does not reference these curves; however,the City may still use these older curves to develop an independent cost estimate for Architectural and Engineering services (A&E). For change order work, the City's Architectural and Engineering contracts must generally provide that A&E services may not exceed a specified percentage of the construction costs. If the percentage is within the applicable FEMA cost curve, the percentage will serve as the independent cost estimate. v. Estimates of other professional services generally should be based on estimates of hours of effort and rates for various tasks. 5.15 NON-COMPETITIVE SOLICITATIONS The City will follow 2 C.F.R. § 200.320(f) which currently states, procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply: 1) The item is available only from a single source; 2) The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; Page 28 of 57