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CC Work Session 2. 2. <br />Meeting Date: 05/23/2017 <br />Information <br />Title: <br />Update on Request for Proposals (RFP) Process for Towing Contract <br />Purpose/Background: <br />Case Overview <br />The City of Ramsey has a contract for towing services with North Star Towing that will expire June 30, 2017. Staff <br />reviewed the towing RFP process and made changes to the RFP document based on council work session <br />discussion on May 11, 2017. Attached to this case is the updated towing RFP with changes highlighted --below is a <br />summary. <br />• Updated contract term from two years to three years. <br />• Emphasized that towing contracts are not awarded solely on being the lowest priced proposal. <br />• Provided clarity on how scoring works for pricing. <br />• Added language further outlining that "qualitative" factors are also evaluated by the City (not just price). <br />If there are no additional concerns, staff will be publishing the RFP and sending it to previous RFP submitters on <br />May 24, 2017. Review of the proposals will be completed by staff and a recommendation on a contract will come <br />before the council on June 27, 2017. <br />RFP Process <br />The attached RFP allows staff to review/ evaluate proposals, and develop recommendations, from three different <br />perspectives. Below is an outline. Price is not the sole determining factor. It is possible staffs recommendation to <br />the Council is not for the lowest priced proposal. <br />(1) Minimum Basic Capabilities <br />Each towing company is required to meet a list of minimum service, equipment, and legal requirements (i.e. <br />hours of operation, staffing, number and type of trucks, minimum insurance, good legal standing with the <br />State of Minnesota, number of storage stalls, etc.). If a towing company cannot meet these minimum <br />standards, they will not be considered by staff. Furthermore, if a towing company has capabilities above and <br />beyond the minimum, that may be of value to The City of Ramsey, and staff may consider those items as well. <br />(2) Price Review <br />Each towing company is required to provide detailed pricing proposals for the various services required by <br />the City. Staff uses a scoring system, outlined in the RFP, to rank the pricing proposals from each company. <br />Pricing is graded to help staff evaluate and compare the cost of service from each company. When <br />appropriate, the City will attempt to select lower priced proposals in order to deliver cost -effect services to <br />residents (assuming all other things equal). <br />(3) Qualitative Review <br />Looking beyond minimum requirements and pricing, staff also reviews several qualitative factors in <br />proposals. These include past experience with cities or large organizations, complaint history, quality of <br />services/ equipment/ customer service/ facilities/ storage areas. Staff may complete this step by reviewing <br />references, contacting past contract holders (including cities), inspection of the towing companies facilities/ <br />equipment, and investigating the City's direct experience working with these towing companies. <br />Timeframe: <br />