Model Procurement - Jefferson County Public Schools
Model Procurement - Jefferson County Public Schools
Model Procurement - Jefferson County Public Schools
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<strong>Procurement</strong> Regulations<br />
(e) The architectural-engineering contract shall be<br />
awarded with reasonable promptness by written notice<br />
to the responsive and responsible bidder whose bid was<br />
either the lowest bid price or the lowest evaluated bid<br />
price.<br />
5.2.5 When the contract is for the rendition of professional<br />
services, and the architectural-engineering firm shall be<br />
selected on the basis of noncompetitive negotiations, the<br />
following selection procedure shall be followed:<br />
(a) The Executive Director of Facilities and Transportation<br />
shall make a written determination that competitive<br />
bidding procedures are not practicable for the selection<br />
of an architectural-engineering firm and that the procurement<br />
is for the services of an licensed professional<br />
and the grounds therefor;<br />
(b) The criteria for selection of the architectural-engineering<br />
firm shall be developed in accordance with paragraphs<br />
5.1.3 and 5.2.3;<br />
(c) The criteria for selection shall be mailed or distributed<br />
electronically, with a request for proposals, to all<br />
architectural-engineering firms which have complied<br />
with the standards set forth for prequalification in Article<br />
XII of these regulations. The criteria shall set a date<br />
and time for the submission of proposals, and no proposals<br />
shall be accepted subsequent to the date and time so<br />
designated;<br />
(d) A committee consisting of at least three persons shall<br />
be appointed by the Superintendent or his designee and<br />
shall evaluate the proposals submitted and select a list<br />
of at least three firms for each project, all of which are<br />
considered by the committee as qualified to do the work<br />
in question. The committee shall recommend to the Superintendent<br />
the firm to be awarded the contract, and<br />
shall rank the other firms in order of recommendation.<br />
Upon approval by the Superintendent, the Executive Director<br />
of Facilities and Transportation shall then enter<br />
into negotiations with the recommended firm and shall<br />
attempt to enter into a contract with the firm for the rendition<br />
of architectural-engineering services. In the event<br />
that the recommended firm does not enter into a contract<br />
with the Board, the Executive Director of Facilities and<br />
Transportation shall terminate the negotiations with the<br />
recommended firm and enter into negotiations with the<br />
next recommended firm.<br />
(e) When negotiations are completed, the proposed contract<br />
with the recommended architectural-engineering<br />
firm shall be submitted to the Superintendent for final<br />
approval.<br />
5.3 Special Approval of Selections<br />
5.3.1 When the estimated cost of a contract for architectural-engineering<br />
professional services exceeds $100,000, the<br />
selection shall require the approval of the Superintendent<br />
or his designee.<br />
5.3.2 When a firm, to which the Board has previously<br />
awarded contracts totaling over $100,000 during the current<br />
calendar year, has been selected for an additional<br />
award to be made by the same contracting office, the selection<br />
shall require, prior to negotiation with the architectural-engineering<br />
firm, the approval of the Superintendent<br />
or his designee.<br />
5.3.3 When supplemental work to be added to an existing<br />
contract will cause the total contract cost to exceed<br />
$100,000 or exceed seven percent (7%) of the total contract<br />
cost, the selection for such work shall require the prior approval<br />
of the Superintendent or his designee.<br />
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