6. EDSR 07-15-2013 - Laserfiche WebLink

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percentage of the contract that is complete in relation to the contractor's bond and the increase in the contract price. Professional Services Contracts for professional services such as those provided by engineers, attorneys,architects, accountants, and other services requiring technical, scientific or professional training are exempt from competitive bidding requirements. However, the goals to secure professional services remain the same: to ensure all purchases are consistent with Minnesota statutes, to establish internal controls, to maintain the appropriate documentation, and to ensure the best value for the public money. The following chart identifies the required procedures for professional services contracts. •At least two written quotes shall be obtained where there is more $0- Department than one feasible source. Quotes $24,999 Director • In cases where the city has established a pool of qualified consultants,the consultant may be selected from the existing pool. • When there is more than one feasible source,the city shall request written price quotations in the form of a Request for Proposal from at $25,000 least two sources. Council •The quotes shall be submitted in written format. and Above City Council Approval •The standard contract shall be awarded to the service provider with the best qualifications and proposal for the specific project. Total cost shall not be the only consideration,but must be included in the analysis of the proposals. 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. Stat. § 12.29 are completed. Financial Management Policies Page 18