Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY & FEDERAL EMERGENCY CONTRACTING technical design,technical approach, length of delivery schedules, past performance, and quality of proposed personnel. c. The City must solicit responses from an adequate number of qualified sources and provide them with reasonable response time before the date set for receipt of proposals. An adequate number is a minimum of three sources, although more may be appropriate depending on the facts and circumstances of the procurement. d. The City must award the contract to the responsible firm whose proposal is the most advantageous to the City with price and other factors considered. The City may award a contract to the offeror whose proposal offers the "best value" to the City, provided that the solicitation informs potential offerors that the award will be made on a "best value" basis and includes a statement that the City reserves the right to award the contract to an offeror other than the lowest priced offeror. e. Any response to publicized RFPs must be considered to the maximum extent practical. E. Evaluation of Proposals. Prior to issuing the RFP,the Contract Manager must ensure that the written method for conducting technical evaluation of the proposals received and for selecting offeror(s) is included in the Procurement File. The City must consider all evaluation factors specified in the solicitation documents and evaluate offers only on those factors. Evaluation factors may not be modified after proposals have been submitted without re-opening the solicitation. If a contract will include options, the City must evaluate proposals for any option quantities or periods contained in the solicitation if it intends to exercise those options after the contract is awarded. F. Special Considerations for Architectural & Engineering Professional Services. The City may use competitive request for qualifications procedures for qualifications-based procurement of architectural &engineering (A&E) professional services whereby competitors' qualifications are evaluated, and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A&E professional services. It cannot be used to purchase other types of services though A&E firms are a potential source to perform the proposed effort. If failing to agree on a fair and reasonable price,the City may conduct negotiations with the next most qualified offeror. If necessary, the City will conduct negotiations with successive offerors in descending order until a contract award can be made to the offeror whose price is fair and reasonable. 10.4 RESPONSIBLE SUPPLIER See Section 2 definitions of Responsible Supplier. The City may award contracts only to responsible suppliers or contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. For each contract subject to Part B, the City will make a documented determination that the prospective supplier or contractor qualifies as responsible and will set forth the basis for that determination in the Procurement File. Page 47 of 57