2.60.280 Informal written solicitations.
An informal written solicitation process may be used for personal services when the contemplated contract price is less than $125,000. An informal written solicitation shall solicit proposals from at least three qualified providers. If the City Manager determines three qualified providers are not reasonably available, fewer shall suffice if the reasons three providers are not reasonably available are documented in the procurement file.
(1) The solicitation document shall include:
(a) The date, time and place that proposals are due;
(b) A description of personal services sought, or the project to be undertaken;
(c) Any statement of the time period for which proposals must remain firm, irrevocable, valid and binding on the offeror. If no time is stated in the solicitation document, the period shall be 30 days;
(d) Any required contract terms or conditions; and
(e) Any required bid form or proposal format.
(2) Selection and ranking of proposals may be based on the following criteria:
(a) Particular capability to perform the personal services required;
(b) Experienced staff available to perform the personal services required, including the proposer’s recent, current and projected workloads;
(c) Performance history;
(d) Approach and philosophy used in providing personal services;
(e) Fees or costs;
(f) Geographic proximity to the project or the area where the services are to be performed; and
(g) Such other factors deemed appropriate, including a desire to ensure an equitable distribution of work among highly qualified contractors.
(3) The City Manager shall maintain written documentation of the solicitation, including solicitation attempts, responses and provider names and addresses in the procurement file.
(4) Amendments. Personal services contracts procured by informal written solicitations pursuant to this section may be amended, provided the amendment is within the scope of the original contract and the cumulative amount of the amendments does not increase the total contract price by more than 25 percent over the original contract price; or the amendment is necessary to complete the work being performed and it would be unreasonable or impracticable to seek another provider within the time frames needed to complete the work.
(5) Public Notice. No public notice of personal services contracts procured by informal written solicitations pursuant to this section is required. (Ord. 135 § VII(D), passed 3-13-2018)