Admin Order 44-23-01-F -- Final Public Contracting Rule 2022

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Exhibit A to Administrative Order No. 44-23-01-F City of Eugene Public Contracting Rules 2022 – Part 1 Page 11 E18. Personal Services for Other than Architect, Engineer, Photogrammetrist, Transportation Planner, and Land Surveying Services 1) Personal Service Contracts involving an anticipated fee of $25,000 or less per fiscal year may be direct awarded. 2) Personal Service Contracts involving an anticipated fee of more than $25,000 per fiscal year may be negotiated by: a) Request for Qualifications. Contracting Agency shall solicit at least three (3) prospective contractors who shall appear to have at least minimum qualifications for the proposed assignment, notify each prospective contractor in reasonable detail of the proposed assignment, and determine the prospective contractor’s interest and ability to perform the proposed assignment. Following a review of the qualifications Contracting Agency may begin negotiating a contract with the most suitable contractor. b) Qualified Pool. In lieu of prequalification on a contract-by-contract basis, the Contracting Agency may establish Qualified Pools that can be used on a continuous basis for the selection of contractors when direct appointment or Informal Solicitation is otherwise authorized by these regulations. A) Creation of Qualified Pool. To create a Qualified Pool, the Purchasing Agent may invite prospective contractors to submit their qualifications to the Contracting Agency for inclusion as participants in a pool of contractors qualified to provide certain types of Goods, Services, or projects, including personal services and Public Improvements. B) Advertisement. The invitation to participate in a Qualified Pool shall be advertised by any method that the Purchasing Agent deems desirable to develop a sufficient pool of qualified vendors. The advertisement shall be made at the time of initial formation and whenever the Qualified Pool contract is subject to re-opening or renewal. If the pool is open to entry at any time, and is continuously advertised on Contracting Agency’s website, no additional advertisement shall be required. C) Qualification for Participation. A Qualified Pool shall be open for entry not less than once every three (3) years. The qualifications for participation in each Qualified Pool shall be set forth in writing, but may be changed at any time, provided that all participants are notified of the change. D) Contents of Solicitation. Requests for participation in a Qualified Pool shall describe the scope of Goods or Services or Personal Services for which the pool will be maintained, and the minimum qualifications for participation in the pool. E) Use of Qualified Pools. A Solicitation Agent may use a Qualified Pool to make direct appointments as authorized in these regulations or to obtain Quotes or Proposals for an Informal Solicitation but shall not be limited to selection from a Qualified Pool. Participation in a Qualified Pool shall not entitle any participant to the award of a Contracting Agency contract. F) Amendment and Termination. The Solicitation Agent may discontinue a Qualified Pool at any time, or may change the requirements for eligibility as a participant in the pool at any time, by giving notice to all participants in the Qualified Pool.