Elk Grove Municipal Code Art. III Consultant and Professional Services

The City Manager and the department heads are each authorized to enter into a contract for consultant or professional services in accordance with the limits on their authority in Article II of this chapter. “Consultant or professional services” is defined in EGMC Section 3.42.030(C).

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

For procurement of services with a value of Twenty-Five Thousand and no/100ths ($25,000.00) Dollars or less, the procurement procedures shall be established by an administrative regulation of the City Manager.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013)

A. Informal Request for Proposal (RFP) Procedure. Except as set forth herein, the procurement of consultant or professional services with a value from Twenty-Five Thousand and 01/100ths ($25,000.01) Dollars up to Fifty Thousand and no/100ths ($50,000.00) Dollars shall be made following the procedure prescribed below:

1. Solicitation of Proposals. The department may solicit proposals by written (including e-mail) or verbal request to prospective consultants. Informal requests for proposals shall, whenever feasible, be based on at least three (3) proposals and shall be awarded to the best qualified and most responsible proposer, which may not necessarily be the lowest priced proposal. The dollar amount of the proposal shall be considered but the award need not be made to the lowest dollar proposal.

2. Retention of Proposal. The department shall retain all proposals in accordance with the City Council-approved retention schedule.

3. Award of Contracts. The City Manager is authorized to award a contract pursuant to this section.

B. Exceptions. The City Manager (within the monetary limitations of this chapter) may dispense with the informal RFP procedure, in whole or in part, or reject any proposals received as part of any informal RFP procedure, whether the informal RFP procedure has been initiated or not, for the reasons set forth at EGMC Section 3.42.140(B).

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013; Ord. 14-2024 § 3 (Exh. A), eff. 10-25-2024)

A. Formal Request for Proposal (RFP) Procedures. Except as set forth herein, the City shall procure consultant or professional services with a value of Fifty Thousand and 01/100ths ($50,000.01) Dollars or more following the procedure prescribed below:

1. Request for Proposals. The request for proposals (RFP) shall include a general description of the services to be procured, a proposed professional services agreement, and the time and place for submission of proposals. To the extent feasible, a notice inviting proposals shall be distributed to at least three (3) consultant firms. It shall also be posted on the City’s website at least ten (10) days prior to the deadline for submission of proposals. Proposers shall submit sealed proposals and shall identify them as proposals on the envelope;

2. Evaluation of Proposals. All responsive proposals shall be reviewed and evaluated by the City in order to determine which proposer best meets the City’s needs by demonstrating the competence and professional qualifications necessary for the satisfactory performance of the required services, and shall not necessarily be based on the lowest price or bid. The criteria by which the City shall evaluate proposals will be set forth in the request for proposals. The City reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process; and

3. Award of Contract. The City Manager is authorized to award a contract for consultant and professional services with a value equal to, or less than, One Hundred Thousand and no/100ths ($100,000.00) Dollars. The City Council shall be the awarding authority for a contract for consultant or professional services with a value greater than One Hundred Thousand and no/100ths ($100,000.00) Dollars.

B. Exceptions. The City Manager or the City Council (as applicable within the monetary limitations of this chapter) may dispense with the formal RFP procedure, in whole or in part, or reject any proposals received as part of any formal RFP procedure, whether the formal RFP procedure has been initiated or not, under the following circumstances:

1. In an emergency;

2. When the services can be obtained from only one (1) source which has been reviewed and approved in writing by the City Manager;

3. When, in the judgment of the City Manager or City Council (as applicable given the monetary limitations of this chapter), compliance with the procedure is not in the best interest of the City;

4. When processed through a cooperative purchasing agreement with another public agency whose procurement process is substantially consistent with the provisions of this chapter; or

5. Contracts for City-managed professional services in an amount up to Two Hundred Thousand and no/100ths ($200,000.00) Dollars if the following criteria are met: a) a third party has entered into a reimbursement agreement, approved as to form by the City Attorney, requiring reimbursement of such costs to the City, b) an applicant for development entitlements has deposited the full amount of the contract with the City, and c) the funds are to be used for development-related studies, such as an environmental impact report.

(Ord. 9-2008 § 2, eff. 5-9-2008; Ord. 7-2009 § 3, eff. 5-1-2009; Ord. 21-2013 § 2 (Exh. A), eff. 11-22-2013; Ord. 18-2023 § 3 (Exh. A § 3(a)), eff. 10-13-2023; Ord. 14-2024 § 3 (Exh. A), eff. 10-25-2024)