Agenda - Council - 12/08/2020 - Laserfiche WebLink

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4.4 Other Contracts: Pertaining to such contracts as professional, personnel, technical services, noncompetitive, or unique contracts which are not defined under MN Statute 471.345. Contracts under this category shall be made as follows: • Through a competitive solicitation process (such as a request for proposals) when practicable, or • By direct negotiation in the open market, or • Through the State of Minnesota Cooperative Purchasing Venture (CPV). The city retains outside professional services in the area of: • Legal • Planning • Auditing • Assessing • Engineering • Banking • Towing 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. • An RFP will be solicited every three to five years. 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 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. 5