Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY & FEDERAL EMERGENCY CONTRACTING B. Description of any operational concerns supporting need to proceed on an expedited timeline C. Statement and supporting documentation as to why a detailed scope of work could not be developed for the work D. Confirmation of ceiling price including support for calculation and documentation of contractor agreement E. Price analysis to support determination that the hourly rates are reasonable and justifiable under the conditions, including independent estimate and rate comparisons F. Additional documentation regarding the process used to monitor the contractor(s) and description of the type of records maintained Generally,federal funding of T&M or T&E contracts will be limited to a reasonable time based on the circumstances during which the City cannot define a clear scope of work. Accordingly, the City will ensure in these contracts that it has the unilateral right to terminate the contract for convenience so that the City can award a follow-on fixed price or cost reimbursement type contract after the exigency period has passed. 10.8 UNNECESSARY OR DUPLICATIVE ITEMS It is the City's policy to avoid the acquisition of unnecessary or duplicative items. The City will contract only for current and reasonably expected needs and avoid acquisition of unnecessary or duplicative items. Written justification for the purchase of goods or services must be documented in the Procurement File prior to the initiation of any procurement process. Consideration must be given to consolidating or breaking out procurements to obtain a more economical purchase, which is considered unbundling. Bundling is the practice of packaging many contracts together, essentially making it impossible for small businesses to compete for the work.The bundled contracts can limit competition. Unbundling requires an analysis of each procurement to document that the purpose is to avoid unnecessarily limiting small and disadvantaged business participation. However, "project splitting," breaking out a larger procurement merely to bring it under the micro-purchase or simplified acquisition threshold is not permitted. Where appropriate, an analysis shall be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. As to temporary facilities, the City must determine whether leasing, purchasing, or constructing is the most cost- effective option. As to equipment to perform emergency work,the City must consider the estimated length of the period the equipment is to be used and the extent of use within that period; cumulative rental payments for the estimated period of use; net purchase price; transportation and installation costs; maintenance and other service costs; availability of purchase options; and trade-in or salvage value. Any such analysis should be documented and maintained in the Procurement File. Page 51 of 57