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CC RES 1986-002RESOLUTION N0. 86 -2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES ADOPTING THE PROCEDURES FOR ENGAGEMENT OF CONSULTANTS FOR PUBLIC WORKS PROJECTS INVOLVING THE USE OF STATE AND /OR FEDERAL FUNDS. WHEREAS , the City must meet certain requirements in the use of consul- tants on projects funded by state and /or federal monies as set forth by the State of California, and; WHEREAS, the City has prepared a procedure for the selection of consul- tants on such projects, and; WHEREAS, the state has approved the City's consultant selection proce- dure. NOW, THEREFORE, the City Council of the City of Rancho Palos Verdes does hereby find, determine and resolve that: 1. The City of Rancho Palos Verdes shall follow the procedures out- lined in the "Procedure for Engagement of Consultants for Public Works Projects" attached hereto, marked Exhibit "A" and incorpor- ated herein, for the use of consultants on all future projects in- volving the use of state and /or federal funds. 2. The City Clerk is directed to forward one certified copy of this resolution to the Chief of the Local Assistance Branch, District 7, of the California State Department of Transportation. PASSED, APPROVED and ADOPTED on January 21, 1986. ATTEST: County of Los Angeles ) City of Rancho Palos Verdes ) ss MAYO i I , JO PURCELL, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 86 -2 was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on January 21, 1986. /i City Clerk,,,.,s`ity of Rancho Palos Verdes 200CP /RES1.1 CITY OF RANCHO PALOS VERDES Procedure for Engagement of Consultants for Public Works Projects Engagement of Consultants The City may retain professional consultants to augment the City's professional capabilities during peak workload or other critical periods and /or to provide specialized services not presently available to the City. The City does not maintain a full time in house engineering staff and therefore must use consultants for engineering related work. Request for Proposals (RFP) A request for proposal shall be sent out to at least five (5) consultant firms qualified to provide the services required. Reasonable requests by other consultants to compete shall be honored to the maximum extent practical and all DB /WBE solici- tation shall conform to the City's adopted program. The RFP will provide a description of the type of problem applicable to the project, the required submittals in response to the RFP, and the selection procedure. In addition, the RFP shall be made part of the public record of the local agency's governing board and shall be publicized in an approved newspaper and technical publication of "wide general distribution ", for a period of twenty -one (21) days. Minority business enterprise firms listed in the State's Department of Transportation DBE Register, shall be solicited as potential consultants. DB /WBE solicitations shall include DB /WBE organizations and clearing- houses such as Equivest, Technical Data, M.B.D.C. of Southern California and M.B.D.C. of Anaheim. The City will require that the consultant's proposal address the requirements for DB /WBE participation in the consultant contract as shown in Attachment A The City requires a standard form (SF) 254 be completed and submitted with consultants project proposal. Consultant Selection The Director of Public Works shall review all responses to the RFP and select the three (3) most qualified consultants for further evaluation and fee negotiation. The selection of the top consultants shall be based upon the following criteria: 1. The firm's experience with this type of project. 0-40%. 2. Experience of the project manager and the project team with this type of project. 0-30%* -2- Resol. 86 -2 Page Two Procedure for Engagement of Consultants for Public Works Projects 3. The firm's experience with environments similar to the Palos Verdes area. 0 -10$0 4. Time to complete the project. 0 -5% 5. Fee for required tasks. 0 -150 6. Preference shall be given to those consultants meeting the City's MBE /WBE requirements as established by the City Council and filed with the state. Pass /Fail. The following criteria shall be used in the final evaluation of the top consultants: 1. All qualifications and performance data submitted by the consultant relevant to the project team, including a verification of data and references. 0 -25 %. 2. Demonstrated understanding of the project problem as evidenced in the oral interview. 0 -10 %. 3. Consultant's demonstrated capability to develop innovative and advanced techniques or designs. 0 -100. 4. Consultant's past record of performances in similar projects related to control of costs, quality of work, meeting schedules and the number and type of construction change orders (if applicable). 0 -25 %. 5. The present workload of the firm and the availability of staff for the project. 0 -5 %. 6. Familiarity with the agency's design and construction. specifications and procedures. 0 -15 %. 7. Agency's prior experience with consultant. 0 -5 %. 8. Familiarity with the geographical area of the project. 0 -5$0 The best firm as evaluated on the above criteria will then be asked to discuss its fees with the Public Works staff. The Director of Public Works will head a board for negotiation of the work and compensation. The board will consist of one or more personnel directly involved in the project including the City's registered engineer who will be assigned to be in responsible charge of the project. City developed estimates will be used as guidelines. If fees are negotiated Caltrans shall be provided with the City's estimate of reasonable cost. The negotiated fees will be based on the following: -3- Resol. 86 -2 Page Three Procedure for Engagement of Consultants for Public Works Projects 1. The tasks performed. 2. The person hours allocated to each task. 3. A breakdown of the employees and the professional to be assigned to the tasks, the average hourly rates of each and the person -hour costs assigned. 4 . "Cost plus fixed fee i- not to exceed a specific amount ". If the negotiations do not reach agreement then the Board will close negotiations and open with the next best proposal. This procedure is continued until a satisfactory agreement is reached. After the final evaluations are complete, the Director of Public Works will make a recommendation to City Council for award of contract. -4- Resol. 86 -2 ATTACHMENT "A" DISADVANTAGED BUSINESS ENTERPRISES /WOMEN -OWNED BUSINESS ENTERPRISES (DB /WBE) REQUIREMENTS Under the provisions of Title 49 part 23 code of Federal regula- tions and City of Rancho Palos Verdes' s_ adopted DB /WBE Program, the City is required to insure that DB /WBE have had an opportu- nity to participate in contracts administered by the City and funded through Federal Highway Administration (FHWA). For Consultant Contract the City has established the following criteria to meet the above stated requirements: 1. Participation by a DBE and a WBE as a prime consultant or a subconsultant. a 2. A "good faith effort" by the respondent in trying to secure participation by a DBE or a WBE as a subconsultant. 3, Documentation of a "good faith effort" will be submitted in writing and will consist of the following: a. List of DB /WBE's solicitated. b. Efforts to identify DB /WBE's such as using Minority Assistance Center like EQUIVEST or Technical Data Corporation. C, Work made available for DB /WBE's.* d. Proposals received and reasons for rejecting them. *If the respondent can demonstrate that it is not practical to make work available to subconsultants, this can constitute a "good faith effort". -5- Exhibit A Resol. 86 -2