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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MAY 3, 2010 <br />TITLE: <br />POLICY FOR ISSUANCE OF REQUESTS <br />FOR PROPOSALS /REQUESTS FOR <br />QUALIFICATIONS <br />Cl-K MANAGER <br />RECOMMENDED ACTION <br />Receive and file. <br />DISCUSSION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 151 Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />In an effort to improve current practices and procedures, the City Manager's Office proposes that <br />a formal policy be implemented regarding the issuance of Requests for Proposals (RFPs) and <br />Requests for Qualifications (RFQs) as it relates to certain professional services contracts or <br />development solicitations that are associated with major city projects. Typically, the responsible <br />agency will draft the scope of services and distribute the RFP /RFQ to firms who have expressed <br />an interest in the project or who are determined by staff to be qualified to undertake the work. <br />Interviews are then conducted by a panel convened by staff, and a recommendation for selection <br />and award of the agreement is forwarded to the City Council for final approval. <br />To ensure that the City Council is aware of the overall scope of the project and associated time <br />frames, the policy shall provide for the following: All proposed RFPs /RFQs for large contracts <br />and consultant services shall be reviewed by the Executive Management Team (EMT) prior to <br />their circulation to prospective vendors, consultants, developers. The detailed scope of work <br />(including all exhibits and attachments) and the intended selection process will be placed on a <br />City Council public meeting agenda for review and approval a minimum of two weeks prior to the <br />issuance of the RFP /RFQ. This will allow the City Council an opportunity to provide input, <br />recommend changes and understand the scope and time frames of major project initiatives. <br />The proposed policy will become effective immediately following the City Council's action to <br />receive and file. <br />A ILS <br />