HomeMy WebLinkAboutSR - '08 Mstr Consultants List - Professional SvcsCITY OF PALM DESERT / PALM DESERT REDEVELOPMENT AGENCY
/ PALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: STREAMLINE PURCHASING OF PROFESSIONAL SERVICES
BY:
1. APPROVING 2008 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; AND
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 2008 CALENDAR YEAR.
SUBMITTED BY: MARTIN ALVAREZ, REDEVELOPMENT MANAGER
DATE: DECEMBER 13, 2007
CONTENTS: 2008 CONSULTANTS MASTER LIST
Recommendation:
By Minute Motion, that the City Council/Agency Board/Housing Authority;
1. Approve the 2008 Master Consultants List appended to this report;
2. Authorize staff to negotiate agreements and contract amendments
with qualified consultants listed therein, and City Manager/
Executive Director to execute same; and
3. 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.
Staff Report
Approval of 2008 Consultants Master List/Granting Exception to Bidding Requirements
Page 2 of 3
December 13, 2007
Executive Summary:
Approval of the staff recommendation will approve the 2008 Consultant List and
streamline the process for retaining consultants to perform under contracts valued at
less than $25,000. The processes for consultant selection and contract approval for
contracts valued at more than $25,000 will remain unchanged.
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 evaluated and determined to be qualified to perform
professional services work for the City, Agency and Housing Authority. 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 staff has negotiated an agreement, it will be presented to the City
Manager/Executive Director 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/Executive Director. 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.
G:\rda\Martin Alvarez\2007 SR\121307cnsltntlst.doc
Staff Report
Approval of 2008 Consultants Master List/Granting Exception to Bidding Requirements
Page 3 of 3
December 13, 2007
2008 Consultant List
Staff has reviewed the qualifications and performance of consulting firms found on the
2007 Consultant List and has revised it accordingly. Firms deemed to be qualified are
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.
A team of City/Agency staff reviewed thirteen new consultant applications for
consideration on the 2008 Consultant List. The team reviewed each firm's qualifications
and experience, and the new pre -qualified consultants have been incorporated in the
attached 2008 Master Consultant List.
Therefore, staff recommends that the City/Agency Board/Housing Authority approve the
attached 2008 Consultants Master List and authorize the City Manager/Executive
Director to executive contracts and amendments with named qualified consultants for
professional services not exceeding $25,000.
Submitted by:
Aartin Alvarez
Redevelopment Manager
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Approval:
McCarthy, ACM Rem velopment
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Carlos L. Ortega (/
City Manager/Executive Director
CITY COUNCI�ACTION: DENIED
,APPROVED OTHER
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