2012/03/14 Council Agenda Packet

6 I PURCHASING AND SURPLUS PROPERTY GUIDELINES The Cit will ne!otiate a contract with the most •ualified firm at a •rice that the Cit determines is fair and reasonable. In making its determination, the City will take into account the estimated value of the services to be rendered as well as the scope. complexity. and professional nature of the services to be provided. If the City is unable to negotiate a satisfactory contract with the firm selected at a price that is determined to be fair and reasonable. negotiations with that firm will be terminated in writing. Another firm will then be selected and the process continued until an agreement is reached or the process is terminated. The professional services agreement must be approved by the City Council, signed by the Mayor. attested by the City Clerk, and approved as to form by the City Attorney. 4.2 — Non-Architectural and Engineering Services In general a competitive process, generally competitive negotiation, is encouraged, but not required, for the City's procurement of professional or personal services which are not classified as architectural or engineering services. Where a competitive process is utilized, it should be administered by Purchasing, if feasible, and should comply with the City's competitive negotiation requirements, specified in Section 7. Otherwise. procurement and administration of such contracts are usually the responsibility of the Mayor/designee or the department director. Regardless of the process utilized, care should be taken to assure that the selected provider is responsible under the factors established in Section 2.2.2(3). The City Attorney should be consulted prior to contracting to determine whether a particular procurement requires approval by the City Council. When City Council approval is not required. the Mayor shall sign professional or personal service contracts where sufficient funding exists in the annual budget or plans and systems ordinance. SECTION 5M—PROCUREMENT OF INSURANCE OR BONDS The City procures insurance and bonds through the use of an insurance or bond broker. For more information on the procurement of insurance, contact the City's Risk Manager. For more information on the procurement of bonds, contact the City's Finance Manager. SECTION 6.0— COMPETITIVE BIDS FOR EQUPMENT, MATERIAL, SUPPLIES, AND SERVICES (OTHER THAN PROFESSIONAL SERVICES)BIDDING The competitive bidding method is the preferred method to acquire equipment, material, supplies, and services (other than public works projects and professional cervices).and personal services). Where competitive bidding is utilized, the City will select the lowest responsive and responsible bidder. Page 17 of 39 63/142 84