HomeMy WebLinkAboutResolutions - 1992.03.05 - 20636• March 5, 1992
If
Miscellaneous Resolution # 92027
BY: FINANCE COMMITTEE-G. William Caddell, D.C., Chairperson
RE. Department of Management & Budget/Purchasing Division-Revised
Policies and Procedures for Professional Service Contracts
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the Ad Hoc Professional Services Contract Review
Committee has completed a comprehensive review of current policies
and practices as they relate to professional services contracts
entered into by Oakland County; and
WHEREAS the results of this review process indicate that
adoption of certain policy revisions would serve to enhance the
County's practices regarding the administration of professional
service contracts from initiation of Requests for Proposals through
selection, implementation, monitoring and evaluation; and
WHEREAS the Oakland County Purchasing Division currently
operates under the administrative guidelines specified in the
Purchasing Division's Policies and Procedures Manual which includes
Qualification-Based Selection (QBS) utilized in the selection
process for professional service contracts involving architects and
engineers.
NOW THEREFORE BE IT RESOLVED that, in recognition of the•
importance that the purchasing function be conducted in a fair and
consistent manner and that one of the most important aspects of a
sound purchasing system is to have written policies and procedures,
the Oakland County Board of Commissioners adopts the following
recommendations which shall be incorporated into and made a part of
the Oakland County Purchasing Policies and Procedures Manual:
A. All Requests for Proposals (RFPs) for professional
services require inclusion of the entire scope of
services to be rendered and divided into phases, if
appropriate, such that each phase may be bid on
separately.
B. All proposals and contracts for professional services
shall specify the amounts and rates to be charged for
services rendered, as well as a maximum amount which
cannot be exceeded without further authorization.
C. All Professional Service contracts that affect services
otherwise provided by County personnel shall be reported
to the Personnel Committee.
D. All RFPs shall require that professional service
proposals and contracts clearly indicate any in-kind
services which may be necessary to the successful
completion of the contract. The County will determine
the cost of these services and shall consider this in the
proposal evaluation and selection process.
E. All Professional Service Contracts shall include a
provision that authorizes the County's Auditing Division
to perform financial and compliance audits as appropriate
with authority to access all pertinent records and
interview any of the contractor's employees throughout
the term of the contract and for a period of three years
after final payment to ensure a complete post-evaluation.
F. There shall be monthly reports to the Finance Committee
and appropriate liaison committee(s) of any contracts
which are exceptions to the policies and procedures
including sole-source, sole-vendor and caontracts awarded
to other than low bidder.
G. Within the Purchasing Division there shall be a Summary
Computer Program for all Professional Service Contracts
which are cumulatively over $5,000 annually. The
Purchasing Division will report to the Finance and
General Government Committees in thirty days regarding
the status of this program.
H. PP-200 of the Manual shall be changed by deleting the
following from the list of Divisions with purchasing
authority: (B) Oakland County Facilities Engineering, (C)
Oakland County Department of Public Works, and (E)
Oakland County Property Management.
I. PP-030, Item F, shall be amended to read: Formal
specifications are well suited to technically complex
items that cannot be accurately described by more
standard methods. Technical consultants used in
preparing formal specifications shall be precluded from
bidding on their own specifications for that job.
J. To avoid any real or perceived conflict of interest, all
proposals or contracts for Professional Services should,
to the extent possible, identify any relative (as defined
in Rule 18, Section II (A) of the Merit System) of the
contractor of his/her employees who are presently
employed by Oakland County.
K. For purposes of these foregoing policies and procedures,
the documents affected shall be those commonly known as
Professional Service Contracts, Maintenance Contracts,
independent employment contracts, consulting services and
agency-hired contractors or third parties.
Mr. Chairperson, on behalf of the Finance Committee, I move
the adoption of the foregoing resolution.
I HEREBY APPROVE THE FOREGOING RESOLUTION
Daniel T. Murphy, 06unty fxecutil Date
March 5, 1992 Resolution # q2n27
Moved by Caddell supported by Schmid the resolution be adopted.
AYES: Huntoon, Jensen, Johnson, Krause, Law, McConnell, McCulloch,
McPherson, Millard, Moffitt, Oaks, Obrecht, Olsen, Palmer, Pappageorge, Price, Schmid,
Serra, Skarritt, Wolf, Aaron, Bishop, Caddell, Crake, Ferrens. (25)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
• STATE OF MICHIGAN)
COUNTY OF OAKLAND
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing
resolution is a true and accurate copy of a resolution adopted by the Oakland County
Board of Commissioners on March 5, 1991.
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County
of Oakland at Pontiac, Michigan this 5th day af—) MARCH „:4 1992
7(5T
Lynni0. Allen, County Clerk