C. Procedures for the Purchase of Professional Services ("Consultants"):

1. Professional services are services where technical expertise or knowledge of a specialized field is critical to the performance of that service. Examples include, but are not limited to, accountants, appraisers, architects, auditors, engineers, financial advisors, information technology specialists, legal counsel, and planning consultants.

2. Procedures and dollar levels matrix: Procedures and dollar levels for purchasing professional services ("consultants") are outlined in the matrix below. RFPs and RFQs are generally always acceptable when purchasing professional services.

Dollar Level	Procedures -- Purchase of Professional Services ("Consultants")
Professional services less than or equal to $10,000	General: The appropriate Management Team member may select a consultant based on the consultant's expertise, previous performance, and readiness to provide the service to the City. Purchasing Cards: Purchasing cards may be used for purchases equal to or less than $2,500 (unless a purchasing card limit adjustment has been approved as described above). Accounts Payable: If a purchasing card is not used, payment will be issued through the accounts payable system. For accounts payable transactions, an invoice or check request with supporting documentation (including contract, if applicable) signed by the appropriate Management Team member or designee is required. Invoices and check requests should be coded for payment from the appropriate account and forwarded to the Finance Department.
Professional services of $10,000.01 to $50,000	General: The City Administrator, upon recommendation from the appropriate Management Team member, may select a consultant based on the consultant's expertise, previous performance, and readiness to provide the service to the City. Upon selection of a consultant, the Management Team member shall forward the recommended purchase to the City Administrator or an Assistant City Administrator for approval. Upon approval by the City Administrator or Assistant City Administrator, a purchase requisition is authorized by the appropriate Management Team member. Supporting documentation (including the contract, if applicable) should be forwarded to the Finance Department. A purchase order is created by the Finance Department if sufficient budget authority is available.
Professional services greater than $50,000	General: Purchases will be made after a selection process and approval of a contract by the Governing Body, unless waived by the City Administrator as provided herein. Upon Governing Body approval, a purchase requisition is authorized by the appropriate Management Team member. Supporting documentation (including the contract) should be forwarded to the Finance Department. A purchase order is created by the Finance Department if sufficient budget authority is available. Selection Process -- Capital Project Activities: The selection of a consultant will generally be based upon use and evaluation of a RFQ or RFP process. This process can either be done on an annual basis to address various capital projects for the year, or on a project-specific basis. As part of the process, the appropriate Management Team member, with input from the City Administrator, will assemble a selection committee. City staff will solicit general qualification proposals and letters of interest from consultants relative to the project. Upon review of the materials submitted by the responding consultants, and, if applicable, interviews, the selection committee will select a consultant. The appropriate Management Team member shall submit the committee recommendation to the City Administrator for approval to negotiate with the selected consultant. Upon the City Administrator's approval, City staff will negotiate contract scope and fees with the consultant. The contract, upon review by the Legal Department, will be submitted to the Governing Body for consideration. The City Administrator may waive the selection process if the waiver is in the City's best interest. A description of the selection process or the basis of the waiver shall be included in the documentation submitted to the Governing Body for consideration of the item. Selection Process -- Other Activities: The selection of a consultant will generally be based upon use and evaluation of a RFQ or RFP process. As part of the process, the appropriate Management Team member, with input from the City Administrator, will assemble a selection committee. City staff will solicit general qualification proposals and letters of interest from consultants relative to the service. In addition, interested consultants should submit cost proposals under a separate cover. Upon review of the materials (including cost proposals) submitted by the responding consultants, and, if applicable, interviews, the selection committee will select a consultant. Cost shall be only one factor, and not the deciding factor, in the selection of a consultant. The appropriate Management Team member shall submit the committee recommendation to the City Administrator for approval to negotiate with the selected consultant. Upon the City Administrator's approval, City staff will negotiate contract scope and fees with the consultant. The contract, upon review by the Legal Department, will be submitted to the Governing Body for consideration. The City Administrator may waive the selection process if the waiver is in the City's best interest. A description of the selection process or the basis for a waiver shall be included in the documentation submitted to the Governing Body for consideration of the item.