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HomeMy WebLinkAboutReso 2003-092RESOLUTION NO. 2003-092 RESOLUTION OF TI-IE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING REVISED CONSULTANT SELECTION PROCEDURES CONTAINED IN COUNCIL POLICY 102-5 WHEREAS, Council approved significant changes to the City's purchasing ordinance in November 1998 at which time, buying limits were increased, the consultant selection process was streamlined, surplus property disposal procedures were simplified, and language was made gender-neutral; and WHEREAS, the City's Purchasing Agent had recommended even higher buying limits and increased purchasing authority based on current trends in the public sector; however, Council was reluctant to approve all of the proposed increases at one time; and WHEREAS, staff would like to now move forward with increased buying limits and authority to further facilitate the purchasing process, as well as enable the City to become more business friendly; and WHEREAS, additional changes would allow for Intemet-based advertising and receipt of bids, and cooperative purchasing with other public agencies within the United States; and WHEREAS, in accordance with these modifications and previously authorized changes, approval of revised Council Policy 102-5 related to Consultant Services is also requested. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Chula Vista does hereby approve the revised consultant selection procedures contained in Council Policy 102-5, as set forth in Exhibit "A", attached hereto and incorporated herein by reference as if set forth in full. Presemed by Approved astoformby Maria~Kachadoorian'~ FinanCe Director Ann Moore City Attorney Resolution 2003-092 Page 2 PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista, California, this 4th day of March, 2003, by the following vote: ATI~EST: Councilmembers: Councilmembers: Councilmembers: AYES: NAYS: ABSENT: Davis, Rindone, Salas, McCann and Padilla None None Susan Bigelow, City Cl~k STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) CITY OF CHULA VISTA ) I, Susan Bigelow, City Clerk of Chula Vista, California, do hereby certify that the foregoing Resolution No. 2003-092 was duly passed, approved, and adopted by the City Council at a regular meeting of the Chula Vista City Council held on the 4th day of March, 2003. Executed this 4th day of March, 2003. Susan Bigelow, City Clerk " " SUBJECT: Consultant Services COUNCll.. POllCY CITY OF CHULA VISTA POllCY NUMBER 102-5 EFFECTIVE DATE 3/04/03 PAGE lof3 ADOPTED BY: Resolution No. 2003-092 I DATED: 3/04/03 AMENDED BY: Resolution No. (date ofresolution) . "' --. RACXCTROT /NT) The City from time to time require the services of an outside consultant to provide a cost-effective supplement to existing City staff andlor obtain expertise not available within City staff. The general philosophy is that periodic high citizen demand and heavy workloads do not necessarily justify increasing permanent staff to meet periodic demand. Council and City Management should use forethought, planning, and good judgment to determine the optimum staffing level with the appropriate, cost-effective complement of outside consultants. PTlRPOSF. The purpose of this policy is to establish a standard approach to determining the need for consultants and to ensure that when a need is determined that the best service provider is selected at a reasonable cost and within a reasonable time frame. This policy shall be followed in implementing the contracting procedures in Municipal Code sections 2.56.110. POT .TCV The City Manager shall follow the policy of careful consideration and structured review prior to initiating any contract for consulting services. The Council is primarily concerned with six aspects of consultant hiring, use and monitoring. First, that a cost comparison be completed for each request to use outside services to compare the cost of the contract services to the equivalent cost for in-house staff. Second, that pre-qua1ification lists may be established for solicitation purposes for those services that are likely to be used frequently during any given fiscal year. Third, that the process of advertising and outreach for consultants be expanded to generate the highest number of qualified respondents and to locate and encourage bidders who have the potential to stimulate the local Chula Vista economy. Fourth, when deemed appropriate by the Purchasing Agent, a 10% retention will be included in contracts for services that will be retained by the City until final acceptance of the services. Fifth, separate contracts of s~e to a single consultant shall require Council approval with the aggregate total exceeds~ annually on a fiscal year basis. Sixth, and finally, that the hourly compensation rate for former ~emPlOYeeS hired on a contractual basis subsequent to termination with the City shall be limited for e first year to a maximum rate equal to salary and benefits at the time oftermination. .\ ~k~ ~4l.)'y"a. It.-h.6 Y"ev~~.ed..-i-e TMPLF.MRNTTNGPROCF.nTJRFJ;; ""'" C 0 L ../_..:.,........ ~I~ 1F ';7~\ (!)t:)C) p-4 ~.n~ , .. The City Manager will implement an administrative procedure covering the following area: ~'rI 19~~t.o-=3. SUBJECT: Consultant Services COUNCIL POLICY CITY OF CHULA VISTA POLICY NUMBER 102-5 EFFECTIVE DATE 3/04103 PAGE 200 ADOPTED BY: Resolution No. 2003-092 AMENDED BY: Resolution No. (date of resolution) - -- -- - 1. Cost Comparison Evaluation During the annual budget review process each Department's continuing and proposed use of outside services to accomplish required work shall be evaluated based on a standard cost comparison analysis when the contract services are expected to exceed $10,000 during the fiscal year. The resulting calculations shall be reviewed by the City Manager or hislher designee prior to beginning the contracting process. I DATED: 3/04103 2. Pre-Qualification Lists At the beginning of each fiscal year, the Purchasing Agent shall review types of services required and determine for which types of services pre-qualification lists would be appropriate. A solicitation for services may be made using pre-qualified lists approved by the Purchasing Agent. 3. Expanded Advertising and Outreach Department Heads, in conjunction with the Purchasing Agent shall access all appropriate forms of media when advertising for consultant services with an anticipated cost in excess of , "50, to\) $199,966, ;0 order to obtain the highest number of qualified respondents. In soliciting bids or LproPosals, staff should be cognizant of locating and encouraging bidders who have the potential to stimulate the local Chula Vista economy. l ,flJ-r ~)1 W -Yh~..h'~Y10 ~t:J4 03 4. Contract Retention of 10% Department heads and/or the Purchasing Agent shall attempt to negotiate a 10"10 retention clause to be included in all consultant and other service contacts with an anticipated cost in 1{ SO, (fS) excess of $W9,999. ~e 10% of the contract amount will be retained by the City until final \ acceptanceoftheservl~es. ~__ U /pAt I . l ~ '-- j/-l--Y .C,oe>niLl 'T~on . ~D.Lf> to 5. Council Approval Council approval is required when separate contracts of similar scope to a single consultant service provider exceed $1 gO,(;)99 annually on a fiscal year basis..: ,_ . sOpot'J f'L..'/' uvY\~ yY\~",n ,p::a.l"q\ 6~ 6. Former Employees- Consultant Compensation Limit During the first year after termination with the City, any employee who is hired back on a contract basis shall be compensated at a maximum hourly rate equal to the salary and benefits level at time of termination. After the first year, all requests to contract with a former City employee at an hourly rate in excess of the employee's salary and benefit rate at time of termination should be brought before City Council for approval. Included in the Agenda Statement should be the compensation recommended, as well as the rate of compensation of this former employee at the point of separation from City employment. Included in the report ~hnnlt1 hp. cll~n~qinn of r.h~np'p.~ in ~t~hl~ of thiR. p,mnlnvp.p. ~lnr.p. tP.rmin:atinn Th-i~ m~v SUBJEcr: Consultant Services COUNCIL POLICY CITY OF CHULA VISTA POLICY NUMBER 102-5 EFFECTIVE DATE 3/04103 ADOPTED BY: Resolution No. 2003-092 I DATED: 3/04/03 PAGE 30r3 AMENDED BY: Resolution No. (date of resolution) include additional training or education received, changes in the labor and economic market and any administrative overhead or unusual cost which may be included in the proposed wages.