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SW0501-CS070122HP LaserJet 3330 HP LASERJET 3200 Jan -22 -2007 11:46AM Fax Call Report Job Date 34 1/22/2007 OD [a . i n v e n t So OS -o/ Time Type Identification Duration Pages Result 11:44:52AM Send 2146536517 1:32 4 OK T H■ C r y y- 0 COPPELL Ph— (MPD4 -76g6 Fa l MAN -7041 ' t ' 7 4 a lea ENGINEERING DEPARTMENT FAX COVER SHEET To: Rachel Bmwn Flom: Keo Gr1ft P.F Dlreelorefffm&erht Fax p: 214 -6517 D.W. 1/22,07 PhoneM Papa: 4 (including cover ahel) Re: Pages hmn P—Amnt M— CC: () Urtemd () Far Review () Ple C—t () PWMRq* (:) Aa Regoeand ommenta: IF YOUDO NOT RECEFVEALL OF THE PAGESPLEASE CALL (972) 30¢3686 CrrY OF COPPELL PURCHASING MANUAL • After Proposals are received, the government may enter into negotiations with as many vendors as have submitted feasible Proposals in order to arrive at the best possible Proposal for each Vendor. C. PROCUREMENT OF PROFESSIONAL SERVICES a. Definition Professional services are those services performed by an individual or group of individuals where education, degrees, certification, license and/or registration is required for qualification to perform the service. The service is usually based on intellectual qualification as opposed to craftsmanship. 1. This act states that contracts for the procurement of defined professional services may not be awarded on the basis of bids. Instead, they must be awarded on the basis of demonstrated competence and qualifications, so long as the professional fees are consistent with, and not higher than the published recommended practices and fees of the various professional associations and do not exceed any maximums provided by state law. 2. Professional services are defined as those performed by a certified public accountant, licensed architect, physician, optometrist, surgeon, registered surveyor, engineer or any group or association thereof. c. Procurement of Architectural - Engineering Services (VTCS Article 664-4) 1. When procuring architectural or engineering services, the entity shall use a two - step selection process. First, the entity shall select an individual or firm capable of performing the service, on the basis of demonstrated competence and qualifications. The entity shall then enter into negotiations on a contract at a fair and reasonable price. 2. If the entity is unable to negotiate a satisfactory contract with the most highly qualified individual or firm, it shall formally end negotiations with the person or firm, and then proceed to the next most highly qualified and repeat the process. Negotiations are carried on in this sequence until a contract is made. 3. If any agreement or contract is entered into with one of the above mentioned professional on the basis of a competitive bid, it is contrary to public policy and is void. PM - 40 CITY OF COPPELL PURCHASING MANUAL d. Procurement of Architectural or Engineering Services - Fees Estimated to be Under $25,000 per Year The Purchasing Department shall solicit proposals from qualified professionals and the using department will select an individual or firm capable of performing the service, on the basis of demonstrated competence and qualifications. The Purchasing Agent and department director will enter negotiations with the selected individual or firm and follow the procedures established by the ACT, above. e. Procurement of Architectural or Engineering Services -Fees Estimated to be $25,000, or More per Year 1. An advertisement shall be placed with a newspaper, normally used for legal advertising soliciting Statement of Qualifications from all qualified professionals interested in providing the needed services. The advertisement shall be run in one edition of the selected newspaper, at least one week prior to the date Statements of Qualifications are due. 2. The Request for Qualifications (RFQ) shall contain sufficient information to inform potential architects and/or engineers as to the type of project, scope of services to be performed, and the selection criteria to be used. The RFQ will give the relative importance, or weighing, assigned to each of the criteria to be used in the selection process. The following criteria shall be used, but the RFQ is not necessarily limited to these criteria; • The firm's experience in successfully performing similar assignments, scope and size, for others. • The firm's current staff, both in size and related experience, is qualified to provide the desired services. • Previous clients, for similar projects, express satisfaction with the firm's work. • The firm's response, as perceived by City staff, is complete and of acceptable quality. 3. An engineer or architect may be selected after the evaluation of Statements of Qualifications or it may be necessary to interview several of the firms and further evaluate them on the basis of the interview or a presentation, narrowing the field until one firm is selected for negotiations. 4. When negotiations are successfully concluded, recommendation will be made to the City Council that a contract be awarded to the chosen firm. f. Procurement of Personal and Professional Services, Other Than Those Exempted From Competitive Pricing PM -41 CITY OF COPPELL PURCHASING MANUAL 1. Professional services, other than those named in the ACT, may be contracted through the use of Request for Proposals (RFP) and selection should be made on the basis of criteria similar to those for Engineers and Architects; however, cost should be an additional criteria, in addition to those criteria used for Engineers and Architects. 2. Services with fees under $25,000 per year may be solicited, evaluated, and awarded by City staff and the using department's director, similar to the selection process for Engineers and Architects. 3. Services with fees of $25,000 or more shall be advertised in two editions of the newspaper, one week apart, the last advertisement to run at least one week prior to the due date for RFP's. The selection process will be similar to that used for Engineers and Architects, and after negotiations are successfully concluded the City Council shall be asked to award a contract. Below are some of the services held to be professional service in Texas cases or Attorney General Opinions: Abstracters, Appraisers, Artists, Attorneys, Auditors, Construction Manager Consultants, Coordinators of Criminal Investigation, Financial Services Advisors, Fiscal Agents, Law Enforcement Consultants, Map Makers, Models, Plat Book Preparers, Private Consultants, Property Tax Consultants, Scientists, Supervisors of Public Construction Projects, Teachers, and Third Party Administrators. D. INVITATIONS TO BID (ITB)IREQUESTS FOR PROPOSALS (RFP Invitations To Bid (ITB) and Requests For Proposals (RFP) are the means for notifying vendors that the City has specific requirements for goods/services and that they are being offered an opportunity to fulfill those requirements. The documents are designed to solicit Bids or Proposals from well - qualified vendors. They are usually sent to vendors known to provide the particular commodity, or who are on a list of vendors as providing that particular commodity. The ITB /RFP is also advertised in the official local newspaper according to statutory requirements. The system should be simple and practical, and the Bids must be advertised as widely as possible for competition to work. Complicated Bid Invitations or Requests for Proposals discourage competition and drive up prices. PM - 42 HP LaserJet 3330 HP LASERJET 3200 Jan -22 -2007 11:12AM Fax Call Report Job Date 33 1/22/2007 Time Type 11:12:01AM Send J i n v e n t Identification Duration Pages Result 2146536517 0:50 2 OK T V• o P L C dr aw COPPEL f x A * F (972)304-x41 FeK (972)304-7041 6 ENGINEERING DEPARTMENT FAX COVER SHEET To: Rechrel Bmwn From: Km GriIDp, P. &., Dlmfor ofRughxerlug Fu e: 2146536517 pot. 1f22A7 Phow#: Pqq: 2 (ochab4g cave abet) Re: Agteeaeu4 wS,111m &Cn fmd CC: () Uegeot () Far Review () Pleue Cowmeat (/ Pkam Reply (x) Aa Requeeled C ommenti , Survey agreement attached IF YOUDO NOTRECEIYEALL OF THE PAGESPLEASE CALL (972) 304 -3686 "tom afCopHYEwBbtisr fag—�yadencrljDpgw"