Phase II - Preliminary Design

Task No. 1 - Identify Project Team

When a project is scheduled to begin the design phase, the Project Team is to be identified by the City Engineer and/or the City Traffic Engineer, depending on the scope of the project. The purpose of this team is to provide input, information, support, and execution throughout the project planning, design, and construction. The Project Team will generally include the following members: Project Manager, Traffic Engineer, Construction Inspector, Traffic Maintenance Technician, Maintenance Representative, Engineering Technician, Contract Specialist, Law Department Representative, and Finance Representative.

Task No. 2 - Decide if City Staff to Design

The City Engineer and/or the City Traffic Engineer in consultation with the Project Team will decide whether the project will be designed by the City Staff or by a Consulting Engineer.

Task No. 3-4 - Hire Consultant

MARC's rules and regulations do not permit federal dollars to be used for project design services. Therefore, Consultant selection certification, to KDOT, is not applicable as long as this MARC rule is in effect.

NOTE: The flow diagrams included in this Manual will be provided to the Consultant during the negotiating process. When negotiating an agreement with a consulting firm a narrative of services and a fee schedule is required (examples below).

Exhibit No. II-3-4a is City Resolution No. 3506 sets forth the policies and procedures for the selection of Professional Consulting Services.

Exhibit No. II-3-4b City’s standard Engineering / Architectural services agreement for design projects.

Exhibit No. II-3-4b(1) City’s standard Supplemental Agreement for Professional Engineering Services.

Exhibit No. II-3-4c City’s standard Consultant Agreement for non-design projects.

Exhibit No. II-3-4c(1) City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.

Exhibit No. II-3-4e City’s standard Scope of Services.

BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice is to be used when writing contracts for projects involving bridge construction.

Exhibit No. II-3-4e(1) City’s standard Scope of Services for a Street Lighting project.

Exhibit No. II-3-4e(2) City’s standard Scope of Services for a Traffic Signal project.

Exhibit No. II-3-4f City’s standard fee schedule for engineering services agreement.

Exhibit No. II-3-4g is a sample RFP letter to Consulting Firms.

Exhibit No. II-3-4h is a sample Ranking Memo to Consultant Selection Committee.

Exhibit No. II-3-4i is a sample Ranking Sheet to be completed by the Consultant Selection Committee.

Exhibit No. II-3-4j is a sample Interview Memo to Consultant Selection Committee.

Exhibit No. II-3-4k is a sample of a compiled Ranking Sheet.

Exhibit No. II-3-4l is a sample letter requesting interview of short list Consulting Firms.

The selection committee shall meet after ranking sheets are completed and any interviews have been held. This meeting is to ensure consensus of the selection committee prior to letters being sent to consultants.

Exhibit No. II-3-4m is a sample letter to selected Consulting Firm.

Exhibit No. II-3-4n is a sample letter to Consulting Firms not selected.

Exhibit No. II-3-4o is a list of Consulting Firms.

Task No. 5 - Submit Project Description to Law Department

The physical location of the project and a description of what is to be constructed is to be submitted to the Law Department. A feasibility report shall include the physical location of the project, a description of what is to be constructed, a cost estimate, and other necessary information required by the Law Department. The description project centerline shall include the permanent improvements (not tapers for street projects).

An example of a project description is as follows:

The reconstruction and widening of certain portions of Nall Avenue from 369 feet south of 119th Street to 135th Street, and the reconstruction and widening of certain portions of 127th Street from Nall Avenue to 500 feet west of Nall Avenue. Construction will include a dual 28 foot roadway with a 24 foot median located in 120 feet of right-of-way, including left turn lanes at required locations, construction of a new bridge on Nall Avenue over Tomahawk Creek, street lighting, storm sewers, a 4 foot concrete sidewalk on one side of the roadway and an 8 foot asphalt sidewalk on the other side of the roadway.

Task No. 6 - Prepare Project Schedule

If a Consultant is to be hired, the anticipated construction time period shall be provided. The Consultant shall submit a schedule, using Microsoft Project, indicating the design phases, R/W / easement submittal, meetings, bid opening date and construction time period. If the City Staff is designing the project, a similar schedule shall be prepared by the City Project Manager.

Task No. 7 - Submit Cash Flow Projections (Engineering Cost)

Subsequent to executing a contract with a Consultant or when the City Staff is selected to provide engineering services, a cash flow projection for engineering services shall be submitted to the City Finance Department.

Need Link Exhibit No. II-7 is the standard cash flow form.

Task No. 8 - Execute Ordinances-Resolution

The Project Manager, in conjunction with the Law Department, will determine if all necessary City ordinances or resolutions have been executed in order to authorize the project. Examples of possible documents are:

• creating an improvement district,

• financing with the thoroughfare statute, and

• temporary bond financing.