1081 Professional Services

PURPOSE:
This Policy is to establish Adams County requirements and processes for soliciting competitive
proposals for Professional Services. For purposes of this Policy, Professional Services are
defined as those services which are essentially intellectual in character and which include
analysis, evaluation, prediction, planning, or recommendation. A Professional Service
incorporates extended analysis, the exercise of discretion and independent judgment in its
performance. In addition, it requires an advanced, specialized type of knowledge, expertise, or
training customarily acquired either by a prolonged course of study or equivalent experience in
the field. Professional Services may include, but are not limited to, those specialized services
performed by accountants, analysts, consultants, lawyers, medical services, physicians, and
planners.

ELECTED OFFICIALS/DEPARTMENTS AFFECTED: All

POLICY:

Competitive proposals are required in most instances when procuring professional services
because it allows for consideration of technical quality or other factors in addition to price.
Competitive proposals are solicited, evaluated, and awards made to the offeror whose proposal
is most advantageous to Adams County, with price and other factors (as specified in the
solicitation) considered. Either fixed-price or cost reimbursement type Agreements may be
awarded.

For the procurement of Professional Services in excess of the Elected Officials or Departments
approval authority, see Policy #1010, it is necessary to follow the procedure for Requests for
Proposals (RFP), see Policy #1070.

For Professional services within the approval authority of the Elected Official or Department
Director it is recommended that an informal proposal process be conducted when appropriate.
The Purchasing Manager, and/or their authorized designee, will make the determination as to
whether or not the professional service is appropriate for a noncompetitive award. The
Department Director or Elected Official shall use professional judgment to ensure that Adams
County is receiving the best value.

PROCEDURE:

Professional Services Purchased In Excess of the Elected Official or Director Approval

1. A Formal Request for Proposal (RFP) is required unless, in the opinion of the Purchasing
Manager, the Department Director or Elected Official requesting the service can justify the
source as being special or uniquely qualified to provide the service. In these instances the
Policy on Emergency and Single Sourcing must be followed, see Policy #1080.
2. A full documentation of the scope of services, qualifications and experience of key
personnel, project approach, references, financial information and fee requirements must
be in the file. This information is to be submitted by the contractor as a formal proposal
whether as part of an RFP or a Single Source justification, see Appendix E and Appendix F

Professional Services Purchased Within the Elected Official or Director Approval

1. The Purchasing Manager or their authorized designee will make the determination as to
whether or not the professional service is appropriate for a noncompetitive award. If so
designated, no formal competitive solicitation will be required. However, it is required that
a documented process be conducted when appropriate. The Department Director or
Elected Official requesting the service always has the option to justify Single Sourcing to
Purchasing Division, see Appendix F.
2. A full documentation of the scope of services, qualifications and experience of key
personnel, project approach, references, financial information and fee requirements must
be in the file.

In all circumstances, regardless of dollar amount, where Professional Services are procured, a
purchase order (see JDE procedure on buying) ..\JDE Rollout\SSREQ_QuickGuide_Buyer.doc and
an Agreement must be awarded. All Agreements for Professional Services must be prepared by
the Purchasing Division and approved as to form by the Adams County Attorney. Financial
approval of the Agreement with the provider depends on the value of the Agreement and must
be approved in accordance with Policy #1010.

EXCEPTIONS:

See Policy #1010 for exceptions to this and other purchasing policies for legal services for the
County Attorney’s Office and legal services for prosecutorial related cases for the District
Attorney’s Office.

Other than as described above there are no defined exceptions to this Policy