CITY OF MANHATTAN, KANSAS

Subject Policy Number Effective Date____________

Selection of Engineering and April 5, 2005

Architectural Consultants

A. BACKGROUND:

Technical aspects of City Government are more complex than ever with accountability as a primary consideration measuring the complex relationships between Architectural/Engineering (A/E) firms and the City. More and more, A/E firms are competing strongly for any professional design work that is available. Therefore, it has become increasingly necessary to establish specific guidelines for the procurement of A/E Services.

From a practical standpoint, the selection of an A/E firm should not be compared to a “bidding” process, because a set of specifications cannot be written for a design. A design is not a commodity, but rather a creation developed in concert with Client input. It depends on the designer’s experience, imagination, and research into alternative approaches, which most effectively address the requirements of each particular project. When professional services are chosen on the basis of price alone, it limits the flexibility for exploring innovative ideas, which might reduce construction, maintenance and life cycle costs. It should be recognized, however, that when the client is a municipality the design parameters of many projects are rather straight forward and predetermined by establishing standards.

B. PURPOSE:

The purpose of this policy is to outline the procedures for hiring A/E firms to perform services for the city of Manhattan so that:

1. A consistent and equitable set of procedures is developed to solicit, identify, and secure the most competent, cost effective and professional services to the City;

2. A/E firms interested in work with the City of Manhattan can understand the selection process;

3. The Governing Body and City Staff can have a definite set of guidelines to follow when it becomes necessary to hire an A/E firm.

C. POLICY:

1. The City Staff shall have responsibility for the design of all improvements that become the obligation of the City to maintain.

2. Under circumstances where the magnitude or complexity of a project, or work load of City Staff, are such that the City Manager requests that an A/E firm be hired to do the design, an outside firm may be selected following the appropriate steps outlined in this policy statement.

3. It shall be the policy of the City of Manhattan to obtain necessary A/E services on the basis of demonstrated competence and qualifications for the type of service needed at fair and reasonable prices.

4. A Selection Committee will be assembled to review proposals received by the City and to recommend the most qualified firm for the type of service required.

5. Price shall not be the principal factor on which A/E services are selected.

6. Preferences shall be given to qualified A/E firms having a principal office within the Manhattan City limits, recognizing the benefits to our local economy realized through spending local dollars locally.

7. In the case where the City and/or a private developer have invested time and money in a project for which an A/E firm has already been involved in preliminary work, the City Commission may select that firm on the basis of City Staff’s recommendation or a developer’s request, assuming a reasonable fee can be negotiated. In such cases, the procedures outlined in this policy may be waived.

8. All contracts for A/E services, which exceed $10,000, shall be approved by the Manhattan City Commission. Those for $10,000 or less may be executed by the City Manager and does not require a formal selection process. The Manager shall report to the Governing Body at any time such a contract is executed.

9. Once the most qualified firm has been identified, City Staff will commence scope and fee negotiations with that firm. If negotiations are not successful due to reasons such as the inability to agree upon the scope of work or fees, negotiations will commence with the next most qualified firm, or additional proposals will be sought. City Staff will report on fees and scope at the time a contract is brought to the City Commission for approval. City Staff will utilize guidelines for fee negotiations and report to the Commission how a proposed fee relates to the guidelines at the time of consideration. The guidelines will take into account the complexity of the services to be procured. The guidelines may not be relevant to certain contracts, such as those that procure services to develop cost estimates or master plans.

D. PROCEDURE:

In order to carry out the foregoing policy statement, an outline describing the selection process for each project will be presented to the City Commission at the time City Staff requests authorization to solicit design services. The outline will include items such as:

1. Title of project.

2. Abbreviated Scope of Services.

3. Method of solicitation, including publications in which an advertisement will appear, and names and addresses of firms to be personally contacted. The method of solicitation may differ from project to project, depending upon the nature and scope of the project.

4. Timetable allowed for selection process.

5. Interview process. (e.g. Composition of Selection Committee, and anticipated time to be allowed each firm that is interviewed.)

6. Criteria for recommendation.

Any items proposed in the outline may be modified by the City Commission before the actual selection process begins.

E. REPEAL:

Resolution No. 060193-B of the City of Manhattan, Kansas be and the same is hereby repealed.

PASSED BY THE GOVERNING BODY OF THE CITY OF MANHATTAN, KANSAS, ON THIS 5^TH DAY OF APRIL, 2005.

ATTEST:

_______________________________ ______________________________

GARY S. FEES, CMC, CITY CLERK BRAD EVERETT, MAYOR