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<br />· Typical information to address in RFP's includes: <br />o Background and scope of the project. <br />o The project's budget to ensure that the proposals stay within that range. <br />o Proposal requirements should include adequate information to allow for proper review and <br />evaluation including: <br />· Description of firm and qualifications, including any specialized experience related to the <br />project. <br />· A list of similar projects the firm has completed. <br />· Project timetables including: estimate of hours, breakdown of hours by phase, and the <br />city's expectation for a completion date. <br />· Designation of a firm principal who will be in charge of the project. <br />· Statement that either no subcontractors are allowed or that all subcontractors will be <br />identified and are subject to the city's approval. <br />· Estimate of cost to provide the service, outline of fee schedule and payment schedule. <br />· Description of city's selection process. <br />· City's evaluation criteria which typically may include: <br />. Quality and thoroughness of the proposal. <br />. Similar past experience and/or expertise. <br />. References. <br />. Cost estimate <br />· The following statement must be included: The city reserves the right to reject any and <br />all proposals, waive all technicalities and accept any proposal deemed to be in the city's <br />best interest. <br />· Submit deadline: date, time, project name, and addressee. <br />· Statement: "Proposers are solely responsible for delivery of their proposals to the city <br />before the deadline. Any proposal received after the deadline will not be considered and <br />will be returned." <br />· Information about where questions should be directed. <br />NOTE: Staff should make sure that all proposers are given the same information. <br /> <br />Attach a copy of the agreement proposed to be used for the project, including the city's insurance <br />certificate. The agreement includes provisions to which the firm must agree, so it is important that <br />they see the agreement up front. It is suggested that the RFP be submitted to the city attorney for <br />review prior to distribution. <br /> <br />4.6 Emergency Purchases <br /> <br />Emergency situations may arise where the normal purchasing process cannot be followed for the procurement <br />of goods and services. An emergency must be a situation that arises suddenly and unexpectedly which requires <br />speedy action essential to health, safety, and welfare of the community, and not just an inconvenience. <br /> <br />4.7 Cooperative Purchasing Agreements <br /> <br />Where a purchase contract has been awarded by the State of Minnesota, another local government, a <br />cooperative of local governments, or a federal agency in compliance with applicable State Statutes, and where it <br />is legally permissible for the City of Ramsey to participate, a purchase may be though the vendor named in that <br />contract without advertising for bids or obtaining quotes. <br /> <br />4 <br />