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HomeMy WebLinkAbout88-471 - Resolutions RESOLUTION NO. 88-471 A RESOLUTION OF THE CIT~ ~OUNCIL OF THE CIT~ OF RANCHO OUCAI~DNGA. CALIFORNIA. APPROVING A ~0NSULTANT SELECTION PROCEDURE FOR F~DERALLY I~NDED PROJECTS THROUGH ~HE FEDERAL HIGHWAY ADMINIS TRATION ~HEREAS, the City of Rancho Cuca=onga desires to request federal participation in funding on certain projects; and ~ItEREAS, said proposed improvement requires a consultant selectlon procedure approved by Caltrans, the agency to administer federal funded projects. ~EREAS. a consultant selection procedures has been prepared and approved by Caltrans, by letter dated July 5, 1988. NO~, THEREFORE, BE IT RESOLVED that the City Council of the City of Rancho Cuca~onga, Callfornia, does hereby resolve as follovs: Approve and accept the attached consultant selection procedure for federally funded projects through ~HWA. PASSED. APPROVED. and ADOPTED this 20th day of July. 1988. AYES: Brown. Buquet. Stout NOES= None AB SENT ~ King, Wright Dennis L. Stout, Hayor ATTEST~ B~verly ~.-~uthelet, CitY ~lerk Resolution ~o. 88-471 Page 2 I, B~ERLY A. tU~lf~RT, t'I~/ t'~ERK of the City of Rancho Cuca~onga, ~alifornia, do hereby certify that the foregoing Resolution vas duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, California, at a regular meeting of said City Council held on the 20th day of July, 1988. Executed this 21st day of July, 1988 at Rancho Cucmonga. California. Beverly ~. luthelet, City Clerk Reaolutlon No. 88-471 Page 3 CITY OP RANCItO CIJCA~)NGA CONSULTANT SELECTION PROCEDURE FOR FEDERALLY PUNDED PROJECTS THROUGH i~IWA June, 1988 The City of Rancho Cucamonga has established the followlng procedure for the selection of consultants= 1. Consultant Need Ana17ais The City of Rancho Gucamonsa deteminee the need for consultant services and makes the flax1 deteminatlon for engase~ent of consultants based on the following~ a. Staff expertise in the technlcal area of the project. b. Projected staff work load during the project period. c. Length of project. d. Project due date in relation to ~ity's current project due dates. e. Cost effectiveness of consultant services in comparison to the use of City Staff. 2. Pce~aration of Request for PTo~osal (RFP) : The City will prepare a- Request for Proposal (RFP) which will be reviewed by Caltrans prior to distribution. The RFP will include a description of the project, the submittals required to respond to the RFP, the anticipated scope of work to be included in the project, the minilu~,requireaents of the Consultant' s proposal, any special requlrelents that will be placed on the Consultant. and an explanation of the selectlon procedure and criteria. The RFP will state the deadline and address for submission of proposals. 3. Disadvantaged Business/Woman Owned Business Enterprise (DB/WBE) During the RFP process the City of- Rancho Cucamonga will take affirmative steps to assure that DB/~BE's are utilized as consultants when possible. Caltrans approved DB/VBE lists will be used to solicit RFP* s. Where possible, total requlrelents will be divided into ~aaller tasks to permit maximum DB/~BE participation. The services and assistance of the Small Business Administration. Minority Business Develo~aent Agency of the Deparment of Co~merce and the Office of Small and Disadvantaged Business Utilization of the Department of Transportation will be used. Resolution No. 88-471 Page 4 4. Publication of Notice of Retueet for Proposals The City viii publish a notice in the newspaper of general circulation, a local newspaper and, if time pemits, in a professional publication. The City will mail notices to those consultants listed in Caltrans' Consultant register listed in the categories which may be applicable for the Project. Caltrans will furnish to the City a copy of the most current Consultant Register. 5. Selection Comi~t ee A Selection Committee of not less than three persons shall be appointed by the City Engineer to evaluate the proposals submitted. The committee shall include one person familiar with the technical aspects of the project and with the scope of services to be provided. The Committee vi11 be provided with copies of the proposals submitted. The Committee will meet to discuss the materials provided and to rank the proposals received. 6. Distribution of Proposals Within one week following the deadline contained in the R~P, members of the Selection Committee viii be furnished with copies o~ proposals that have been received. After preliminary review, the Committee will meet and evaluate the Consultants' proposals. 7. Evaluation of Proposals The Selection Committee members will review and evaluate all proposals and rank tbe~ using the Consultant Selection evaluation rom (copy enclosed). The top three consultants may be requested to attend an interview and may be asked to provide additional information or clarification of points contained in their proposals if selection is not apparent from the written proposals. Proposals shall include description of the firm's experience, qualifications and capacity for accomplishin$ the scope of work, schedule, and estimated budget. The estimated budget will not be considered in the evaluation process until the rankin$ has been completed. 8. Contract Negotiations Once the ranking has been completed by the Selection Committee, the top consultant will be notified. The City Engineer or designee will conduct negotiations with the top consultant selected by the Co~mlttee. The negotiations will result in an asree~ent and will address any modification to the scope of services described in the RYP and the method and amount of compensation. If, after a reasonable effort, asree~ent cannot be reached with the first choice Consultant of the Selection C~amittee, the negotiations will be terminated. The City Engineer or designee will then negotiate an agreement with the Selection ~o~mittee's second choice Consultant. If the negotiations Resolution No. 88-471 Page 5 With the second choice Consultant fail, the City will negotiate with other qualified consultants. 9. Retulrements Resarding the Use of Subconsultants The Consultant selected shall be required to performs professional services within its own organization and staff, together with associate consultants acceptable to the City and taltrans. The consultantts orsanization and all associate consultants shall be described and identified, if practicable, at the time of submission of a proposal. Only with prior consent by the City and Caltrans, may the consultant use firms not identified in the proposal to perform supplemental specialized services such as: Aerial and ground surveys, soll borings, exhibit preparation and other work or services up to a limit of $10,000.00. Subcontracts exceeding $10,000.00 not identified in the proposal shall contain all required provisions of the prime contract and be competitively selected in accordance with the provisions controllin$ the selection of the Consultant. 10. Approval of the Consuttln~ Agreement Once the City is satisfied that negotiations are complete and an agreement has been prepared, the agreement will be submitted to Caltrans for review. After Caltrans approval of the agreement, it will be submitted to the Rancho Cucamousa City Council for approval and execution. Action by the City Council makes the RIrP and agreement a matter of public record. 11. Consultants Contract Administration The Rancho Cucamonga Englneerin$ Division staff monitors progress of consultants completion milestone tasks as outlined in the contract agreement. The consultant is required to submit regularly scheduled reports concerning progress, problems encountered and considerations affecting the completion of tasks. All reasonable procedures are utilized by the Engineerin$ Division staff to insure that the consultant meets all contractual deadlines. If this does not occur, project files document the specific reasons. Hours and classifications of staff for this task will be determined when the project scope is available.