Goleta Municipal Code Art. IV Professional Services

A. Factors to Consider. In contracting for those professional services, such contracts should only be awarded to firms or persons who have demonstrated "adequate competence" meaning: an adequate level of experience, competence, resources/equipment, staffing and other professional qualifications necessary for more than a satisfactory performance of the services required in the time period needed. Once the department requesting the service has determined a firm has an adequate level of competence, the cost of the service may be considered, however, the lowest cost may not be the sole factor in deciding which firm or who shall be awarded the contract. It may be in the City's best interest to award the contract to a higher priced contractor based on the scope of services available, unique skills, staffing levels, timing, prior experience, past working relationship, and other factors required by the department or proposed by that contractor. The information needed for determining that level of competence, other qualifications and the procedure for selecting such services shall be determined by each City department responsible for recommending the professional service contract.

B. Request for Proposal/Qualifications. The acquiring of professional services shall be procured through negotiated contract and may include requests for proposals/qualifications. Contracting for professional services is decentralized and shall be the responsibility of the Department Head requesting the service. The Purchasing Officer may be contacted to assist in the formal request for proposal/qualification (RFP/Q) process.

C. Services Up To $2,500.00. A department director may award professional service or consulting services/contracts up to $2,500.00 with qualified consultants/firms on file with the City. If no qualified consultants/firms are on file with the City, the requesting department should contact a minimum of three consultants/firms.

D. Contracts Over $2,500.00 and Up To $10,000.00. A department director and the Purchasing Officer may award professional service or consulting contracts over $2,500.00 and up to $10,000 with qualified consultants/firms on file with the City. If no qualified consultants/firms are on file with the City, the requesting department should contact a minimum of three consultants/firms.

E. Contracts Over $10,000.00 and Up To $45,000.00. The requesting department should contact a minimum of three consultants/firms. Unless the City Council authorized the entering into or the award of a specific service contract, the City Manager shall have the authority to award and execute the contract.

F. Contracts Over $45,000.00. Departments shall utilize a sealed request for proposal process essentially meeting the following requirements:

1. RFP/Q Solicitation Process. A formal Sealed Request for Proposal Qualification (herein "RFP/Q") document should be developed for solicitation of professional services contracts over $45,000.00.

2. Advertisement. The department should advertise in appropriate publications and/or use the professional services listings, as available, during the solicitation process.

3. Fourteen-Day Notice. Notice inviting RFP/Qs should be posted at the City Hall and on the City's website at least 14 calendar days before the due date of submission of the RFP/Q.

4. Notice Contents. The notice shall at least describe the general type of service needed, how the RFP/Q minimum scope of work can be obtained, the requirement of a written sealed proposal, state the closing date, place, and time for submission of the RFP/Q.

5. Solicitation Procedure. Sealed request for proposals/qualifications should be submitted to the department. RFP/Q need not be opened publicly. All proposals shall be analyzed by the department for compliance with RFP/Q requirements, value of the total scope of services and a recommendation made to City Council for selection, or for follow up interviews of those submitting a proposal,

6. Award. Professional service contracts over $45,000.00 may only be awarded by the City Council.

7. No Proposals Received. In the event no proposals are received, the department director requesting the professional service shall have the option of any of the following:

a. Abandoning the solicitation;

b. Rebidding the solicitation; or

c. The department director may request the City Council to allow the obtaining of the professional service on a direct negotiated contract basis.

(Ord. 09-12 § 3; Ord. 11-07 § 2; Ord. 12-14 § 2; Ord. 20-06 § 1; Ord. No. 24-07, 12/17/2024)

A. The purchasing requirements of Section 3.05.250 shall not apply to the purchasing of any professional service which the Purchasing Officer decides to obtain with another government entity. If the Purchasing Officer determines it to be in the best interest of the City, the Purchasing Officer is authorized to "piggy-back" onto or join another government entity's written purchase contract, which contract was obtained through a procurement process required by that government agency. The City Council shall approve any professional services contract with an amount that is over $45,000.00.

B. The purchasing requirements of Section 3.05.250 shall not apply to the purchasing of any professional service which the Purchasing Officer decides to obtain directly from another public agency. The City Council shall approve any professional services contract with an amount that is over $45,000.00.

(Ord. 09-12 § 3; Ord. 11-07 § 2; Ord. 12-14 § 2; Ord. 20-06 § 1; Ord. No. 24-07, 12/17/2024)