HomeMy WebLinkAboutSR - 2007 CONSULTANTS MASTER LISTCITY OF PALM DESERT / PALM DESERT REDEVELOPMENT AGENCY
/ PALM DESERT HOUSING AUTHORITY
REQUEST:
SUBMITTED BY:
DATE:
CONTENTS:
Recommendation:
STAFF REPORT
STREAMLINE PURCHASING OF PROFESSIONAL SERVICES
BY:
1. APPROVING 2007 CONSULTANTS MASTER LIST OF
QUALIFIED PROFESSIONAL SERVICES CONSULTANTS;
2. AUTHORIZING THE CITY MANAGER / EXECUTIVE
DIRECTOR TO EXECUTE AGREEMENTS AND CONTRACT
AMENDMENTS WITH NAMED QUALIFIED CONSULTANTS
FOR SERVICES VALUED AT LESS THAN $25,000;
3. GRANTING APPROVAL TO STATED SELECTION PROCESS,
AS PROVIDED FOR BY SECTION 3.32.090 OF THE
MUNICIPAL CODE, FOR PROFESSIONAL SERVICES
CONSULTANTS PERFORMING WORK OF LIMITED SCOPE
DURING THE 2007 CALENDAR YEAR.
LAURI AYLAIAN, REDEVELOPMENT MANAGER
DECEMBER 14, 2006
2007 CONSULTANTS MASTER LIST
By Minute Motion, that the City Council / Agency Board / Housing
Authority approve the 2007 Master Consultants List appended to this
report, authorize staff to negotiate agreements and contract amendments
with qualified consultants listed therein, and City Manager / Executive
Director to execute same, and approve the proceedings for selection and
award of contracts as set forth in this Report authorized by Section
3.32.090 of the Palm Desert Municipal Code.
Executive Summary:
Approval of the staff recommendation will streamline the process for retaining
consultants to perform under contracts valued at Tess than $25,000. The processes for
consultant selection and contract approval for contracts valued at more than $25,000
will remain unchanged.
Staff Report
Approval of 2007 Consultants Master List/Granting Exception to Bidding Requirements
Page 2 of 3
December 14, 2006
Discussion:
Retention of architects, engineers, appraisers, construction managers, and other
consultants who perform professional services is not done through bidding. In
accordance with State public contract code and City ordinance, consultants are selected
on the basis of qualifications and costs. This results in a cumbersome two-step process
wherein a short list of consultants is developed by consideration of qualifications, and
then a cost proposal is requested from the best -qualified firm. If an agreement cannot
be negotiated with this firm, negotiations are terminated and a cost proposal is
requested from the second -ranked firm.
When professional services are required for small projects or limited -scope issues, the
selection of a consultant can take almost as long as it takes to actually do the work.
Consequently, Agency and City staff have teamed together to prepare a list of
consultants who have been determined to be qualified to perform professional services
work for the City and Agency. This list was developed based upon consideration of:
qualifications of the firms and their key personnel; expressed interest in working for the
City; the quality of work (if any) previously performed for the City and Agency;
references from other governmental agencies; and reasonableness of rates.
Approval of this list of qualified consultants will complete the first of the two steps
required to procure professional services. The next step will be accomplished on a
case -by -case basis as the need arises. After identifying a particular need, staff will
select a firm from the master list and request that the firm submit a cost proposal for
performing the required work. Consideration will be given to the amount of work given
to each consultant, so that no single firm is selected for all work of a particular type.
Once an agreement has been negotiated by staff, it will be presented to the City
Manager for approval and execution. Contract amendments, if any, that do not bring
the total amended contract value above $25,000 will also be reviewed and, if
acceptable, approved by the City Manager. Any contract amendment that would bring
the cumulative contract value to over $25,000 will be brought to the City Council /
Agency Board for consideration.
Staff will review the qualifications and performance of consulting firms on an annual
basis, and will revise the Master List accordingly. A firm deemed to be qualified would
be considered qualified for three years, unless there are changes in key personnel or
the firm performs substandard work. In either case, it will be removed from the list of
qualified consultants until or unless it resolves these issues and is approved at a future
date by the City Council / Agency Board. Approval of additions or changes to each
year's Master List will be sought from the City Council/Agency Board on an annual
basis.
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Staff Report
Approval of 2007 Consultants Master List/Granting Exception to Bidding Requirements
Page 3 of 3
December 14, 2006
Consultant contracts for large capital improvement projects and all other work efforts
needing professional services valued at more than $25,000 will follow the standard two-
step process for procurement.
Submitted by:
Lauri Aylaian
Redevelopment Manager
mh
Approval:
—r
Justin cCarthy, ACM Redevelopment
Carlos L. Ortega
City Manager/Executive Director
ZITY COUNCIL ✓ ION:
APPROVED , DENIED
RECEIVED OTHEF
MEETIN DATE _ t=;; / 4--00;
AYES:
ROES:
ABSENT:
'ABSTAIN:
'ERIFIED BY: /// 1fi /// )
)riginal on File r Yth City Clerk's Office
* Approved the recommendation with the
revised Consultant List that was presented
at the meeting. 5-0
Department Head:
--'Dave Yngoy
Director edevelopment/Housing
Paul S. Gibson, Director of Finance
44--d-ped BY RDA
ON O r1 6Ce
VERIFIED BY / /
/) l 1)
Original on file with City Clerk's Office
OPer BY HOUSG AUTH
ON -"Li- (
VERIFIED BY: /4- /J)3O)
Original on file with City Clerk's Office
G:\RDA\Maria Hunt \WPDATAWYLAIAN\STFRPTS\1214O6cnsItntlst.doc