Agenda - Council Work Session - 04/03/2012

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