Agenda - Council Work Session - 04/11/2017

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Those contracts for professional services which are included in the City's General Fund Budget will be approved annually with formal adoption of the City's Budget. 4.5 Request for Proposals (RFP) • RFP's will generally be used to solicit proposals for professional services. • An RFP will automatically be solicited for those services that exceed a City cost of$15,000 or have a value to the solicitor in excess of$15,000 (ex: towing contract). • An RFP will be solicited every three years (for standard city services such services as legal and towing)to five years (for banking and auditing). City Council may, at its discretion, formally extend a current standard services contract upon the recommendation of city staff. • Authorization by City Council will be given to staff to issue a RFP. • All RFP's will be advertised in the city's official newspaper and on the city's official website. • City Council must formally approve the proposal. • 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 proj ect. ■ 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, waive all technicalities and accept any proposal deemed to be in the city's best interest. ■ 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 attorney for review prior to distribution. 4