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(f) <br />9. The following statement must be included: The city reserves the right to reject any and all <br />proposals, waive all technicalities and accept any proposal deemed to be in the city's best <br />interest. <br />10. Submit deadline: date, time, project name, and addressee. <br />11. Statement: "Proposers are solely responsible for delivery of their proposals to the city <br />before the deadline. Any proposal received after the deadline will not be considered and <br />will be returned." <br />12. Information about where questions should be directed. <br />Note: Staff should make sure that all proposers are given the same information. <br />Attach a copy of the agreement proposed to be used for the project, including the city's insurance <br />certificate. The agreement includes provisions to which the firm must agree, so it is important that they <br />see the agreement up front. It is suggested that the RFP be submitted to the city attorney for review <br />prior to distribution. <br />Emergency purchases. Under Minnesota's Emergency Management Act, the city has the authority to enter <br />into contracts during an emergency without following many normally required procedures. An emergency is <br />defined as "an unforeseen combination of circumstances that calls for immediate action to prevent a disaster <br />from developing or occurring". A disaster is "a situation that creates an actual or imminent serious threat to <br />the health and safety of persons, or a situation that has resulted or is likely to result in catastrophic loss to <br />property or the environment, and for which traditional sources of relief and assistance within the affected <br />area are unable to repair or prevent the injury or loss". <br />During an emergency or disaster, the city council may waive compliance with the time-consuming <br />procedures or formalities concerning: <br />(1) The performance of public work. <br />(2) Contracting. <br />(3) Incurring obligations. <br />(4) Renting equipment. <br />(5) Purchasing supplies and materials. <br />Emergency purchases will only be allowed when the mayor issues a proclamation declaring an emergency, <br />and the steps listed in Minn. Stats. § 12.29 are completed. <br />(g) <br />Cooperative purchasing agreements. Where a purchase contract has been awarded by the State of <br />Minnesota, another local government, a cooperative of local governments, or a federal agency in compliance <br />with applicable state statutes, and where it is legally permissible for the City of Ramsey to participate, a <br />purchase may be though the vendor named in that contract without advertising for bids or obtaining quotes. <br />(h) Credit card use. According to Minn. Stats. § 471.382, the city council may authorize the use of a credit card <br />by any city officer or employee otherwise authorized to make a purchase on behalf of the city. <br />(1) Authority for credit card holder. City staff having authority to make certain purchases will be eligible <br />credit cardholders. A department director may request a credit card for city authorized purchasers <br />when there is a demonstrated efficiency to be gained. The assistant finance director must review and <br />approve each request before the card is issued. Before any credit card is issued, the authorized <br />cardholder will be required to acknowledge and agree to the terms of use by signing the form entitled <br />"Terms of the City of Ramsey MasterCard". <br />(Stipp. No. 14, Update 2) <br />Created: 2025-06-25 08:17:41 [EST] <br />Page 3 of 5 <br />