Ordinance No. 96-40 'x�tPx x `
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CITY OF TIGARD, OREGON
ORDINANCE NO. 96-LID
4t - tiv AN ORDINANCE AMENDING ORDINANCE 96-09 EXHIBIT "A" SECTION 70.020, � ' '��
k SCREENING AND SELECTION POLICY FOR PERSONAL SERVICES CONTRACTS. 3#� ,
WHEREAS, The City Council approved ordinance 96-09 on February 27, 1996 .
which established purchasing urchasin rules of the Local Contract Review Board,
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WHEREAS, Section 70.020 of such rules sets forth screening and
selection policy for Personal Services Contracts, and, f ,
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{ WHEREAS, The City Council finds it desirable to add a Direct
Appointment Process for contracts under $10,000. `
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THE CITY OF TIGARD ORDAINS AS FOLLOWS:
SECTION 1:The Tigard City Council, acting as the Local Contract Review
s Board, does hereby amend Ordinance 96-09 as shown in the
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attached Exhibit "A". rs
SECTION 2:This ordinance shall be effective 30 days after its passage by z, '
the Council, signature by the Mayor, and posting by the City r:
Recorder. ,tip
§r PASSED: By ur10AlYY1Qt(5 vote of all Council members present . '
k # after being read by number and title only, this day
< r = of M,)V_Pkh��, 1996. x .
s Catherine Wheatley, City RecOrder NjA
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APPROVED: By Tigard City Council this la day of _ ,
1996.
s Nicol', Mayor ,.
Approved as to; form: a, .-
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Attorney {
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ORDINANCE No. 96-
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EXHIBIT A 4
70.020 Screening and Selection Policy for Personal Services Contracts
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It is the City's policy to select as expeditiously as possible the best �
qualified consultant available. The City has, therefore, established the
mowfollowing selection procedures:
1. Formal Selection Procedure
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This procedure will be used whenever professional services
of the type governed by this rule are required and the nxF P.-Y
estimated fee to the consultant exceeds$25,000.Exceptionsr
to this procedure is specified under subsection(2),(3)and(4)
of this section. The City may on smaller projects elect to use
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the Formal Selection Procedures whenever it determines that { s
it would be prudent and advantageous to do so.
a. Announcement
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The City will make at least one public announcement of �V
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its need for personal services in an appropriate trade ���
periodical or newspaper of general circulation. The •, �f�, �-�-� '
announcement shall include a description of the -
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proposed project, the scope of the services required, =
project completion dates, and a description of any 43-1
special requirements, if present. The announcement
shall invite qualified prospective contractors to indicate
to the requesting department their interest in performing '
the services required. The announcement will specify a #
closing date by which the statement must be received
by the appropriate department.
b. Application & i
Prospective contractors must submit a statement which
describes their capabilities, credentials, and
performance data sufficient to establish their
qualification for the project.
EXHIBIT A -�D
ORDINANCE NO.96— { e'
Page 1 of 5
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? `-N C. Initial Screening '
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_ The, ,Department Head or deSinnae chili e�iwl�i�te the
qualifications of all applicants responding to the �{
} a announcement by the closing date, and select from
`F among the respondents a minimum of three
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4 prospective contractors whose statements evidence the
highest level of qualification. Should fewer than three i r
statements be received, then each prospective
j contractor submitting a statement which meets the { x ? N;W, `
department's minimum qualifications will be
interviewed. '
d. Final Selection Procedure � MIN�
(a) Interviews M.a '
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(i) The Department Head or designee will �¢ xf _
hold discussions with the three finalists
selected for initial screening. Applicant � a
capability, experience, and compensation res
requirements shall determine the
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department's final selections;
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(ii) Award of Contracts
J The Department Head or designee shall
make the final selection and make a M �
recommendation to the Board for award
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of the contract to the selected consultant.
2. Informal Selection Procedure
a. This procedure may be used when the estimated fee to { ;�
the consultant does not exceed$25,000. nW
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f EXHIBITA .
ORDINANCE NO.96- qU
Page 2 of 5 `
-96- r
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b. Selection
The UefJ[fI1111C11t YViil GOP-tact a liliilililulil Of three
prospective contractors with which it has had previous -
successful experience or which are known by the
department to be qualified to offer the sought-after t
services. A projected fee will be requested and a
selection made by the Department Head or designee f F
based upon the consultant's capability, experience, r
project approach,and compensation requirements. l
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3. Direct Appointment Procedure z hf f4�
a. A qualified consultant may be appointed directly from , F z
the City's current list of consultants, another public '
contracting agency's current list of consultants pursuant
to an interagency or intergovernmental agreement £"
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entered into in accordance with ORS Chapter 190; or
from consultants offering the necessary services that F°
the City reasonably can locate. Direct appointment
procedure may be used when:
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1 (1) The consultant's estimated fee does not exceed �°
$10,000;or
(2) When the project consists of work which has s ;
been substantially described, planned, or 4
otherwise previously studied or rendered in an 44M-
earlier departmental contract, provided that the t
original selection procedure used for the project 1
j was a formal procedure and the consultant's '
estimated fee does not exceed$25,000. a
i b. A direct appointment pursuant to subsection 3(a)of this
rule,shall be competitive to the extent practicable and
may be based on the consultant's availability,
capabilities,staffing,experience,compensation c�k
requirements and the project's location.
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EXHIBIT A F'
ORDINANCE NO.96-_�4L
Page 3 of 5
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-97- i
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x ? 4. Emergency Appointment Procedure
Nothing in this ruie shaii be interred to prohibit or otherwise
impede the Department Head's or designee's right to make {
a direct consultant appointments when conditions require a
prompt action to protect life or property. In such instance,the x
' recommended appointment and a written description of the
conditions requiring the use of this appointment procedure r
shall be submitted by the Department Head or designee to �sR
the City Administrator or designee for action. The City i
Administrator or designee will determine if an emergency � � .
exists, declare the emergency and, when appropriate, ���
approve the appointment.
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5. Responsible Parties'Actions
a. Professional ConsultantsMW
(1) Submit qualifications, credentials, and rfr�b
performance data relating to their capabilities to k,
the appropriate division in response to project T yf Aq
announcement. �
b. Division/Department
(1) Determine that the work on a project requires the A,
services of a consultant. F �
(2) Announce project as required by this section.
i (3) Request the City Administrator's approval of the
�j required actions.
(4) Determine appropriate selection/appointment
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3 procedure. 23
(5) Select consultant/candidates as specified under
this rule. �.
r EXHIBITA f
ORDINANCE NO.96-40
Page 4 of 5 s
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.£ selection.
(7) Execute contracts and awards to consultants, �z
with the City Administrator's prior approval. £ ; "
r (8) Maintain a file on the selection process. '
(i) The method and copy of announcement. '
(ii) The names of firms/individuals and cost 3 `
t estimates considered. �a
{ (iii) A justification of need for the contract.
(iv) The basis for selection � .
(v) Rationale by which rates were ` *?
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established.
(vi) How reasonableness of price was
determined. {
(vii) A copy of the resulting contract. ��
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C. City AdministratornY
(1) Approves each project's scope and budget as * h
necessary.
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(2) Makes direct and emergency appointments are
required. r s
(3) Approves/disapproves Personal Services Contact
and all subsequent amendments unless they
amount of the contract requires the Board's
approval.
EXHIBIT A
ORDINANCE N0.96-LID
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