01/15/2008 Meeting Minutes - Laserfiche WebLink

Home Browse Search

Council Minutes of 1/15/2008 Limpert; Finance Director Copfer, Safety Director Thomas, and Mayor O'Grady. Agenda items: • Ordinance 2007-68, an ordinance creating new Chapter 112 of the Administrative Code entitled Personal Service Contracts in order to establish new procedures for soliciting qualifications and requesting proposals in connection with personal service contracts and repealing Sections 111.03 et seq. of Chapter 111 of the Administrative Code. This legislation had been held in committee. The Planning Director and Law Director were heard on the matter. The legislation seeks to create a new and revised mechanism for soliciting qualifications and requesting proposals for personal services contracts. Historically, personal services contracts were solicited pursuant to unwritten rules, on an as-needed basis. This is an exception to public bidding provisions. Several years ago, the Law Director established a formal RFP process that made it similar to competitive bidding. This is a revision of that process for improvement. The new scheme contemplates flexibility in submitting proposals. The director could choose to solicit a request for qualifications or a request for proposals. The director could then review and select for interview appropriate suitable respondents. After Council approval, a committee of individuals would perform the interview and then select the appropriate entity to enter into a contract. If less than $25,000, the process is less rigid, and it contemplates a process to encourage competition and objectivity. A director could use an RFQ, a request for qualifications; an RFP, a request for proposals; or some other process encouraging competition and objectivity. The Board of Control would award. If over $25,000, the process is either an RFQ or an RFP. Council approves on the front end to solicit statements of qualifications. The following illustrates the two processes: RFQ: a. Council authorization b. Director prepares Statement of Qualifications or Request for Qualifications c. Advertise RFQ d. Receive responses, Statements of Qualifications e. Selection committee of three administrative officials f. Selection committee chooses three g. Interviews of the success respondents (some give and take-they would be allowed to make modifications as long as it's fair to the other responding parties) h. Selection committee makes a ranking i. Director would negotiate contract terms j. Law director approval k. Board of Control award 4