Thousand Oaks Municipal Code Art. 4 Professional, Management, General or Special Services

Factors to Consider. In contracting for professional services listed in Government Code Section 4526, selection shall be based on demonstrated competence and on professional qualifications necessary for the satisfactory performance of the services and solicited through a Request for Qualification process.

In contracting for professional services (other than those professions listed in Government Code Section 4526), management, general or special services contracts should only be awarded to firms or persons who have demonstrated “adequate competence” meaning: an adequate level of experience, competence, training, credentials, character, integrity, reputation, financial responsibility, resources, equipment, staffing, and other professional qualifications necessary for more than a satisfactory performance of the services required in the time period needed and price. 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, availability, unique skills, staffing levels, timing, prior experience, familiarity with the City and other factors required by the department. The information needed for determining that level of competence other qualifications and the procedure for selecting such services shall be determined by the City department responsible for recommending the service contract.

(a) Request for Proposal/Qualifications (RFP/Q). The acquiring of services shall be procured through negotiated contract following a RFP/Q process. Contracting for services is decentralized and shall be the responsibility of the Department Head requesting the service. The Purchasing Agent may be contacted to assist in the formal RFP/Q process. Subject to Government Code 1097.6, a contractor/consultant’s ability to perform multiple phases of a project may be limited.

(b) Contracts not subject to the RFP/Q process above and less than Ten Thousand and no/100th ($10,000.00) Dollars may be awarded and executed to qualified consultants/firms by a Department Head.

(c) Contracts for an amount exceeding Ten Thousand and no/100th ($10,000.00) Dollars but not more than One Hundred Thousand and no/100th ($100,000.00) Dollars. The requesting department shall meet the following requirement unless an urgency exists pursuant to Section 3-10.205 above:

(1) Selection Process. Prepare an informal written RFP/Q and contact as many companies as necessary to receive a minimum of three (3) written responses from consultants/firms. This requirement to receive three (3) written responses may be waived for good cause in writing by the Department Head and Purchasing Agent in consultation with one another.

(2) Award. For contracts up to Fifty Thousand and no/100th ($50,000) Dollars, the Department Head shall award the contract. For contracts over Fifty Thousand and no/100th ($50,000) and up to One Hundred Thousand and no/100th ($100,000) Dollars, the City Manager shall award the contract.

(3) Contract Document. A written contract must be established and contracts for an amount of Fifty Thousand and no/100th ($50,000.00) Dollars or less shall be approved/awarded and executed by the Department Head. The City Manager or designee shall approve and execute any service contract in an amount exceeding Fifty Thousand and no/100th ($50,000.00) Dollars but not more than One Hundred Thousand and no/100ths ($100,000.00) Dollars.

(d) Contracts for an amount exceeding One Hundred Thousand and no/100ths ($100,000.00) Dollars. Departments shall utilize a Sealed Request for Proposal process essentially meeting the following requirements unless an urgency exists pursuant in Section 3-10.205 above:

(1) RFP/Q solicitation process. A formal RFP/Q document shall be developed for solicitation of professional, management, or general and special services contracts.

(2) Advertisement. The department shall advertise in appropriate publications and/or use the Professional Services Listings, as available, and post on the City’s purchasing website, during the solicitation process.

(3) Fourteen (14) Day Notice. Notice inviting RFP/Q’s shall be posted on the City’s eProcurement portal at least fourteen (14) calendar days before the due date of submission of the RFP/Q.

(4) Notice Contents. The notice shall include a description of general type of service needed, how the RFP/Q minimum Scope of Work can be obtained, any pre-proposal conferences anticipated, the requirement of a written sealed proposal, state the closing date, and place and time for submission of the RFP/Q.

(5) Solicitation Procedure. Sealed RFP/Qs shall be submitted through the City’s e-Procurement portal. RFP/Q’s need not be opened publicly. All proposals shall be analyzed by the department for compliance with RFP/Q requirements and value of the total scope of services. Follow-up interviews of the most qualified of those submitting a proposal may be held.

(6) Award. Professional, Management, General, and Special Services contracts of an amount exceeding One Hundred Thousand and no/100th ($100,000.00) Dollars shall be awarded by City Council.

(7) Contract Amendments. Contract Amendments shall be approved and executed as follows:

(i) The City Manager shall have the authority to execute contract amendments as stated in Section 3-10.108b.

(ii) If the amended contract was originally solicited through an informal process and the amended contract will exceed One Hundred Thousand and no/100th ($100,000) Dollars, City Council shall make a finding that it is in the best interest of the City to waive the formal procurement process and approve the amendment to the contract.

(iii) For a contract originally approved by City Council for an amount of One Hundred Thousand and no/100th ($100,000.00) Dollars and over, the City Manager shall have authority to execute contract amendments which do not involve additional funds beyond the amount approved by City Council. If at any time a contract amendment would exceed that amount, that contract amendment must be approved by City Council.

(8) On-Call Master Professional Services Contracts. For those professional services as defined in Government Code Section 4526, master single or multi-year contracts with several consultants with a general scope of work may be set up for a total not-to-exceed dollar amount as approved by City Council.

(i) A formal Request for Qualification process shall be used in accordance with Municipal Code Section 3-10.401(d) and awarded based on qualifications plus reasonableness of cost.

(ii) Task Orders shall be issued pursuant to Section 3-10.108c according to the process as outlined in the Purchasing Manual.

(§ 4, Ord. 1745-NS, eff. January 9, 2026)