[R.O. 2008 §130.010; Ord. No. 353 §1, 12-12-1983]
The following terms as used in this Chapter shall have these prescribed meanings:
FIRM
Any individual, firm, partnership, corporation, association, or other legal entity permitted by law to practice architecture, engineering, or land surveying in the State of Missouri, or to provide professional services as described herein.
PROFESSIONAL SERVICES
Those services within the scope of practice of architecture, engineering, or land surveying, as defined by the laws of the State of Missouri, or those performed by any architect, professional engineer, or registered land surveyor in connection with this professional employment or practice. The term "professional services" as used in this Chapter may also encompass the services provided by planning consultants, accountants, and other persons or firms providing consulting services.
[R.O. 2008 §130.020; Ord. No. 353 §2, 12-12-1983]
The City Clerk shall maintain a roster, classified by category of professional service, of qualified firms interested in performing professional services for the City. Names of firms will be placed on the roster upon their request, or at the request of the Mayor, members of the Board of Aldermen, or department heads. Publications by professional organizations which list the qualified firms in a specific field may be incorporated in the roster.
[R.O. 2008 §130.030; Ord. No. 353 §3, 12-12-1983]
A. 
Projects will normally be divided into two (2) classes as follows:
1. 
Class A. Services for projects where fees will exceed ten thousand dollars ($10,000.00). Two (2) members of the Board of Aldermen appointed by the Mayor, the Mayor, and the department head having responsibility for the project will act as the Screening and Selection Committee.
2. 
Class B. Services for projects where fees will not exceed ten thousand dollars ($10,000.00). The firm will be selected by a staff committee who will recommend the firm and appropriate contract to the Board of Aldermen for their approval.
B. 
It may be necessary on some projects to appoint persons to the Selection Committee from outside City Government who are experts in a particular field and who are disinterested parties in the project at hand. If a project involves a department advised by a citizen commission, it may be desirable to include a representative from that commission on the Selection Committee. The Mayor may appoint these persons to either class of committee, with the approval of the Board of Aldermen.
[R.O. 2008 §130.040; Ord. No. 353 §4, 12-12-1983]
A. 
Project Initiation. When a department of the City identifies a project for which professional services will be necessary, the department will draft a scope of services for the specific project. This scope of services will be presented to the Mayor and Board of Aldermen for authorization to initiate the project and a determination as to which type of screening and selection committee will be required. The scope of services should include the following:
1. 
A description of the work required and its objectives.
2. 
The nature of specific tasks and services to be accomplished.
3. 
The type and amount of assistance to be given by the City department involved.
4. 
Required time frame.
5. 
Financial conditions or limitations; grant programs involved.
B. 
Expressions Of Interest. After authorization, the administering department will contact those firms on the roster and those firms responding to advertisements for a written expression of interest in the specific project. The request should invite comment as to the special experience in the project being considered, describe previous experience with similar projects, and the availability of the firm to provide required services within any time limitations.
C. 
Initial Screening And Requests For Proposals.
1. 
The expressions of interest will then be presented to the appropriate screening and selection committee for initial screening. Factors to be determined in the initial screening will include:
a. 
Specialized experience in the type of work required.
b. 
Records of the firm in accomplishing work on other projects in the required time.
c. 
Quality of work previously performed by the firm for the City.
d. 
Recent experience showing accuracy of cost estimates.
e. 
Community relations, including evidence of sensitivity to citizen concerns.
f. 
Geographic location of the office of the firm which would serve the project.
2. 
The Screening Committee will designate at least three (3) firms who will be requested to present detailed proposals on the project.
D. 
Detailed Proposals. Firms submitting detailed proposals will be asked to provide the following:
1. 
A resume of the firm principal who will be responsible for the project;
2. 
A resume of the proposed project supervisor;
3. 
Resumes of key project personnel;
4. 
A statement of the ability of the firm to meet required time schedules;
5. 
A description of how the project would be conducted;
6. 
A schedule of hourly rates for various services offered and a proposed project fee range;
7. 
A list of municipal references for similar types of projects; and
8. 
Any other pertinent information the firm wishes to present.
E. 
Interview And Selection. Upon receipt of the detailed proposals, the Selection and Screening Committee will be convened to review the proposals, interview the prospective firms, and make the final selections as to the firm for the project. Written interview and selection criteria utilizing a point system that has been agreed upon by the Committee shall be established prior to receiving detailed proposals on a project. The prime factors to be rated in the final screening are the firm's:
1. 
Management capabilities;
2. 
Technical capabilities;
3. 
Approach to the project;
4. 
Understanding of the City's objectives;
5. 
Proposed work schedule;
6. 
Staff to be assigned;
7. 
Fee and/or schedule of hourly rates;
8. 
Knowledge of local situation;
9. 
Ability to communicate;
10. 
Presentation and attitude; and
11. 
Confidence factor.
F. 
Contract Negotiation. The selected firm will then be requested to come in for a final conference with the Screening and Selection Committee to define precisely the scope of service to be provided and to finalize the compensation requirements for the work. A contract is prepared and submitted to the Mayor for review, and then submitted to the Board of Aldermen for approval. If, after reasonable effort, a contract cannot be negotiated, the negotiations with the designated firm shall be terminated, and negotiations shall be started with the next firm recommended.
G. 
Exceptions.
1. 
In view of the fact that special conditions will occasionally arise that make use of this Chapter impractical, there can be exceptions made. Reasons for exceptions may include an emergency situation which precludes a selection time frame of at least two (2) months, or an extremely specialized need in which there is only one (1) feasible source of expertise. If it appears there is a need for an exception to this Chapter, the Mayor will inform the Board of Aldermen to allow said Board the opportunity to deny the exception.
2. 
If the number of firms willing and available to perform a specific task is small, the step involving the initial screening may be skipped, and the selection process will go directly into detailed proposals.
[R.O. 2008 §130.050; Ord. No. 353 §5, 12-12-1983]
A. 
This amount will include all services to be rendered to the City by the firm, with the exception of certain pass-through expenses that will be identified by the contract, if applicable, and it will be calculated by one (1) of the following methods, at the preference of the City.
1. 
Lump sum or fee;
2. 
Cost per unit; or
3. 
Hourly basis with total not to exceed a fixed amount.
[R.O. 2008 §130.060; Ord. No. 353 §6, 12-12-1983]
A. 
Each contract entered into by the Board of Aldermen shall contain a prohibition clause against contingent fees as follows:
"No firm shall retain a person, to solicit or secure a City contract for professional services upon an agreement or understanding for a percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business."
B. 
For the breach or violation of the foregoing provision, the Mayor and Board of Aldermen shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift, or consideration.
[R.O. 2008 §130.070; Ord. No. 353 §7, 12-12-1983]
The Mayor and Board of Aldermen may waive any and all aforementioned procedural requirements in the best interests of the City.