The URL can be used to link to this page

Home My WebLink AboutProcedures/Federal Contracts ~ ', '?RocED~RES FOR SELECTION OF CONSOLTANTS _ ' ~RAC~S ~NVOLVING FEDERAL PARTICIPATION ~Purpose, '9o-pre'~d~ibe the proc'edures of the City of carmel, Indiana. APPROVED AS TO FORM h~reinafter ~all'ed ~h~ LPA L6tal Public Agency , applicable Eo the retaining of "donSdl~Ant~ on con~racss involvihg federal participacfo~' so uhht these ~6cedures~ are dompatible with appropriate regdlations and guidelines of the U.S..D~partment of Transporsau~on. ' ~L.~~ ~ecessit~ for"~s~ ~f Cohsultant ~he' ser%ices of s consultant may be requesfed for'a pro3ec5 where: :. al .the ~h~o~se capabilities of the LPA a're insufficzenu mo ~' . .acdomplish the projecE ~ithin the desirable ~lme; or .~ c ' b) the' complexity or naEure of the p~o]ecu.requmres specialized " expertise: or c~ bt is ~ore ec6ndmical Eo engage such services; or d) it i~ o'tt~erwis~ mn the public znneresu. _ .~: ~]-~i. ,~Auth~orizati0n for Empl0yThent of a Cdnsulnann '·' ~hen determined' at a regular meeting of the LPA that consulting services · . .~ ar~ uo be use'd,. ~He minutes shall show that. the LPA h_as decided~co use the - services of s consultant. ' IV: -Record of Consultants .., .The LPA will maintain files and records of consultants who have expressed · -~ ~' ', interest ~n providing professional services and who have submitted ~ · information as ~o the qualifications of ~heir firm. .~ The record of consultants will be based upon information provided by each - : c~nsultant ~n ~ manner which may be prescribe supplemented wit~ shch ,--~'j~ "~''~'"" oth%r informatioh as ~s considered necessary no provide current data about ~ -~'the firm The inf~rma~zon shall include the name, address, li~t of · ~ - ~ "~ principals list of professional-technical-supportive' staff· ~he ~,~.~ ... ~.[ ,,qualifications and experience of individuals,~ the his'tory and experlenc~ ~ .~"U~! .'·bf the ~ir~ the extent of involvement in'nofewo~thy projects and - " technical and ~lnanclal references. From time to t~me supplemental .i~fo~matio~ may be submitted by the consultant Eo keep their file current. .j ~ - -~ ~e record gf listing of consultants will include the firms previously and -~.;,,,. ~"%~.c6Yrently satisfactorily employed b~ the County, and all DBE i'~ ,'.%-' .(pis~dvannaged'Business Enterprises; firms currently listed in a directory · , "I~ ~.', .· 'on fi/=~ wifh the Indiana DeparEmen5 of Administration Minority Bus~nes's '- · D~velopmen~ Division. The tabulation should produce a listing of f~ur uo eigh~ firms for each 5ype of work. V. S~lecti6n of Consu]uanEs The s~l~dtio~ of ~onsultants for specific pro3eccs will be made by ma]'orlt~ 'd~dision of the LPA. VI~ Reqh~st for P~o~osals ~P~io~ to,the consultant selection, the LPA will prepare a notice 6f pro[ed[~ for which consultaht proposals are being requested that will .include a scope of the work that reflects a clear, accurate ahd detailed description of the technical requzremenns for the services to be r&n~eted A' l~st identifying 'the evaluation factors and their ~els~mve mmpornanc~ jmu~t' be included The listing is ~o be po~ted for 30 days mn tH~ Office of the LPA. ~h~ n6t~ces will be~sen~ no all firms that have men the requirements outlined in Section IV of these procedures, and which have requested in writing'that notices covering specific types of prolects be sent no them ~ith th~ firm's request being renewed annually. ~h%' ~PA and or INDOT will provide s cost e~timate before negotiations .of fee~ f~r the proposed work, considering like projects, risk and c6m~lefity except for contracns awarded under small purchase prodedures. TH,isles no be used during negotiations. ryI, I.~Sub~ittal of proposals Any d~nsultanK having on file mn the LPA s Office or submitted with the lp~6~o~sal~ curreht information on the fi~m,s qualifications may submit '~pposal{s ~or, ~te~s n~ned ~n the no~ce of reques~ for propo~Jls du~ing '-~t~~ perio~ ~f ~ime specified ~n the non,ce. The prop6sal must in~de: descript,i~h of the prdposed pro]ect: and (1 description of anticipated work elements; and ~ (c proposed st~ffing for the work including designation of proje~ct manager; and (d - proposed sdhedule of work: and (e information concerning curren~ overhe'ad rate as prepared by or registered accountant or as approved by the INDOT. 'VIII~ ~eiection.of Consultant The LPA, after a review of the proposals received for a project, will dec~d~ which firm the LPA in its opinion has found most suitable for ' employment for that project. In kee~ing with the intent of Indiana's Affi~ma%ive' Action Plan and Federal Regulations concerning employment of DBE firms, the greatest possible consideration for use of these firms will be ~i~n during the selection process. , ~he' minutes of the LPA meeting will note the reasods for selection of the recommended consultant. Upon the LPA's approval, the proposal received from the selected' consultant together with any.necessary added information of breakdown of scope, schedule, and proposed compensation with man-hour estimates - overhead rate - direct costs - etc., will undergo a furfher technical ~. review by ~he'LPA.' As required, preliminary discussions between the consultant and the LPA will take place during these.assessments. In those instances, where 23 CFR 172.5(c) (1) requires pre-award audit evaluation on selected consultants which are expected to exceed $250,000, or insufficient knowledge of the consultant's accounting system or the contract involves procurement of new equipment, said financial review w~ll be made by the LPA in conjunction with INDOT's Accounting and Control DiviSion. Negotiations for Contract When~:(he assessment of the Consultant's proposal has been completed, n~goti&tions 'of the contract for the work will take place with the LPA in group negotiating the contract with documentation of the use of the ,evaluations during negotiations and a preliminary agreement developed and submitted from any necessary reviews and approvals. Upon receipt of needed approvals including local, LPA and INDOT approvals, a final contract will be executed. If agreement cannot be reached during negotiations of a contract with' r~asonable efforts to reach an agreement, either the LPA or ConsultAnt.may terminate the'discussions. In such event, the selection and negotiations with an alternate firm may then be undertaken. ..X. Exceptions to Procedure In accordance with 23 CFR 172.7(b) (c) exceptions to the procedures are provided when the project related expenses do not exceed $25,000, or When specialized qualifications of a single consulting firm are required for the prgject, or when the project is considered to be an emergency, a ~articular consultant may be selected with concurrence.of the INDOT. The /LPA will prepare and submit a preliminary agreement to the INDOT for review and approval. NotiCe to Pr6ceed with Work When approvals have been received by the INDOT on the contract along with "Authorization to Proceed", a written notice to proceed with the.wor~ will be given'to th% Consultgnt by the LPA. NO compensation will b~ made for work undertaken prio~ to such notice to proceed. Mayor, with (Board of Publi'c Works) or (Town Council) or (Board of Commissioners) Signature Type or P~nt.Name & Title Type or'tint Name & Title Ty]pe or Print Name & Title Date~/~ /~· Approved and adopted this II ?h day of CARMEL BOARD OF PUBLIC WORKS AND SAFETY By: / Ja~'s'~rainard, P_r e qd/il}g Mary Ann~u~ke, Mejnber ~ Loft S. Watsorl, MemXoe~t p(ana L. Cord_rayt IAi._ ,,ffAerk-Treasurer ,2005.