RES-7761 Authorizing the Regulations to Facilitate the Administering of City ContractsRESOLUTION NO. 7761
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ORANGE AUTHORIZING THE REGULA-
TIONS TO FACILITATE THE ADMINISTERING OF
CITY CONTRACTS REQUIRING SERVICES OF
CONSULTANTS.
WHEREAS, Government Code Section 37103 authorizes the city
Council of the City of Orange to contract for services which
require a special skill, expertise, or services which are not
readily or efficiently procured by competitive bidding;
and
WHEREAS, Chapter 3.08 of the Orange Municipal Code provides
a comprehensive system for centralized purchasing in equipment,
supplies and services; and
WHEREAS, Section 3.08.150 of the Orange Municipal Code
authorizes the city Council by Resolution to prescribe
procedures, rules and regulations governing the solicitation,
selection and award of proposals or bids for the furnishing of
personal services or professional or consulting services or for
other contractual services, the contracts for which may be
awarded without observing the bidding procedures provided for in
Chapter 3.08; and
WHEREAS, the Audit Management Committee of the City Council,
along with staff, have prepared regulations incorporating a
procedure for the administering of City contracts requiringcertainprofessionalservices. This procedure is contained in
Exhibit "A" attached hereto.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the
City of Orange adopts the policy and procedures contained in
Exhibit "A" as adopted and authorized by Chapter 3.08 et seq. of
the Orange Municipal Code.
ADOPTED this 19th day of February 1991.
MARILYN
J. JENSEN, CMC.City
Clerk of the City of Orange GENE
BEYER Mayor
of the City of Orange BY~~
d FRED
BARRERA, MAYOR PRO TEM ATTEST:
BY:
d~~CASSANDRA
CATHCART, CMC.,DEPUTY
CITY CLERK
I hereby certify that the foregoing Resolution was duly and
regularly adopted by the city Council of the City of Orange at a
regular meeting thereof held on the 19th day of Februarv
1991, by the following vote:
AYES:COUNCIL MEMBERS: STEINER, BARRERA, COONTZ, SPURGEON
NOES:COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: MAYOR BEYER
MARILYN J. JENSEN, CMC.,
City Clerk of the City of Orange
BY:ULlA4.Q/-A/'~CASSANDRA CATHC ,CMC. ,
DEPUTY CITY CLERK
Reso. No. 7761 2-ld
EXHIBIT A
RESOLUTION NO. 7761
PURCHASING DIVISION
GENERAL SERVICES DEPARTMENT
POLICY/PROCEDURE
f
I
PROFESSIONAL
SERVICE
PROCEDURES SCOPE All
departments.
PURPOSE Section
3.
08.100 of the Orange Municipal Code authorizes the regulations to
facilitate the administering of City contracts requiring services
of consultants. The purpose of this procedure is toestablishthepolicyconcerningtheselectionofconsultantsandother
professional service providers along with the development and administrationofprofessionalservicesagreements.POLICY This
policy
establishes the procedure for selecting and approving professional servicecontractors. This policy is also designed to protect and
insure that the City will obtain professional services at thelowestpossiblepriceconsistentwiththeprofessionalstandards.Thispolicy
does not apply to agreements requiring professional services containedinmutualaidagreementsbetweenpublicentitiesorlegal
service contracts. These contracts will be covered under a separate
procedure.This policy
is divided into four categories:1. Professional
services costing under $2,000 per fiscal year.2. Professional
services costing between $2,000 and $10,000 per fiscal year.3. Professional
services costing between $10,000 and $30,000 per fiscal year.4. Professional
services costing over $30,000 per fiscal year.I General
Issues
Aoolvina
to all Cateaories for Professional Service Contractors and Aareements1. When possible,
please use a pre-approved form agreement provided bytheCityAttorney's Office. Otherwise, please consult thePurchasingOfficer, city Manager, and/or the City Attorney toassistyouinpreparingthedraftprofessionalservicesagreement.
2. Before having the professional contractor execute the
agreement, prior approval as to form must be secured from the
City Attorney.
r.
3. The City Manager, or his designee, shall compile a monthly
report to the City Council providing a list of agreements
approved by the City Councilor City Manager which includes:
a. The contract P.O. number.
b. Name of contractor.
c. The amount of the contract.
d. The amount paid to date.
e. The appropriation account number(s).
f. The purpose of the contract.
g. The contract execution date.
h. The contract completion date, if applicable.
4. Subsequent to approval by the City Council and/or the City
Manager, executed copies of the agreement shall be sent to:
a. The City Clerk for archival purposes (signed original
copy).
b. The General Services copy for attachment to the purchase
requisition and purchase order.
c. The Finance Department for the vendor file.
d. The professional services contractor.
e. The user department.
f. The City Attorney
5. The General Services Department shall assign a purchase order
to each contract and distribute P.O. copies to all appropriatedepartments.
6. Subsequently, demands for payment from the professionalservicescontractorshallbesenttotheuserdepartment for
verification by the department head. A payment requisitionshallbeattachedtothedemandandforwardedtotheFinance
Department for payment.
7. The Finance Department shall verify that funds are available
under the appropriate expenditure account, and that the paymentdoesnotexceedtheaggregateamountauthorizedunderthe
contract, or if an open-ended amount does not exceed
the maximum amount authorized under the above category that
was used to select and approve the
contract.8. Professional service agreements which are less than $30,000perfiscalyearandwhichrequireadditionalserviceswhich
will exceed this amount than any amendment or new agreement for
the same fiscal year shall be approved by the City
Council.9. Contracts for professional and consultant services that are
to be bid will be selected by using the following
factors:a.
Cost.b. Familiarity with the City's
operations.
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unless waived by the City Manager, the director of thedepartmentprimarilyresponsiblefortheparticularproject fortheprofessionalservicesshallberequiredtosubmitawrittenproposalforserviceswhichshallprovidespecifications,conditions, or other requirements which shall include theaccountwherefundshavebeenbudgetedforthispurpose,
Professional Services Costina Over $30.000 Per Fiscal Year
1, Contracts for professional services over $30,000 shall beapprovedbytheCityCouncil, Unless waived by the CityCouncil, a request for proposal shall be a pre-conditionofapprovalforsuch
contracts,