Agenda - Council Work Session - 07/25/2017

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(f) 3. Project timetables including: estimate of hours, breakdown of hours by phase, and the city's expectation for a completion date. 4. Designation of a firm principal who will be in charge of the project. 5. Statement that either no subcontractors are allowed or that all subcontractors will be identified and are subject to the city's approval. 6. Estimate of cost to provide the service, outline of fee schedule and payment schedule. 7. Description of city's selection process. 8. City's evaluation criteria which typically may include: i. Quality and thoroughness of the proposal. ii. Similar past experience and/or expertise. iii. References. iv. Cost estimate. 9. 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. 10 Submit deadline: date, time, project name, and addressee. 11. 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." 12. 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. Emergency purchases. Under Minnesota's Emergency Management Act, the city has the authority to enter into contracts during an emergency without following many normally required procedures. An emergency is defined as "an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring". A disaster is "a situation that creates an actual or imminent serious threat to the health and safety of persons, or a situation that has resulted or is likely to result in catastrophic loss to property or the environment, and for which traditional sources of relief and assistance within the affected area are unable to repair or prevent the injury or loss". During an emergency or disaster, the city council may waive compliance with the time-consuming procedures or formalities concerning: (1) The performance of public work. (2) Contracting. (3) Incurring obligations. (4) Renting equipment. (5) Purchasing supplies and materials. Emergency purchases will only be allowed when the mayor issues a proclamation declaring an emergency, and the steps listed in Minn. Stats. § 12.29 are completed. (g) Cooperative purchasing agreements. Where a purchase contract has been awarded by the State of Minnesota, another local government, a cooperative of local governments, or a federal agency in Page 5