05-12-26 City Council Workshop Packet

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20 | Page Professional services and their expenses that total under $3,000 may be procured without a contract for professional services. The department may create a contract if it chooses. Professional services engagements totaling $3,000 or greater require a contract for professional services. Units must ensure that all contracts for professional services: • comply with IRS requirements for defining employees and independent contractors. • comply with special requirements of projects supported by sponsored funds. • include a complete statement of work including any deliverables. • include either the City's standard Contract for Professional Services (CPS) terms and conditions, OR use terms and conditions that have been reviewed and approved by city Attorney • do not conflict with other City policies. • are fully approved and the contract is issued to the contractor before any work begins. • All professional services and expenses may NOT be purchased using the City’s procurement card (PCard). • Per IRS regulations, City employees may NOT pay for any professional services and expenses out-of-pocket using their own funds. These expenses are always unallowable and non-reimbursable. • For purchases totaling less than the formal bid threshold, a competitive proposal process is not required. However, the department may request that Purchasing Services conduct a competitive bid process • If the City uses a consultant to prepare or assist in the preparation of a Statement of Work or a Request for Proposals, that consultant shall not be permitted to submit a proposal. Deviations from this policy require the approval of the City Manager. Statement of Work: The Statement of Work is the most important document of a professional services contract, as it: • Provides management with an outline of the project, the work to be done in-house and the work to be done by the proposer. • Provides the basis for soliciting proposals. • Provides the basis for the administration and management of the resulting contract. General Requirements The Statement of Work must: • Outline the nature of the work and the level of effort that will be required of the consultant. • Specify the anticipated results of the contract. • Specify the services and information that will be provided by the City. • Be prepared in a manner that assures that all proposals can be prepared on a common basis. • Identify the goals, objectives, criteria and issues associated with the project. If they are to be developed as part of the project, describe how they are to be finalized and by whom. • Describe work tasks to be accomplished during the conduct of the project by the proposer, City staff or other party and a time schedule for completion of each task. • Describe the proposed budget and proposed hours that will be required to complete each work task.