8.5. SR 12-07-2015 - Laserfiche WebLink

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c. Reimbursable costs including detail of service or item and applicable charge per unit. Proposals that do not include a `Not to Exceed' cost will be disregarded without further consideration. It is the responsibility of the proposing firm to accurately predict the amount of time they require for services. 9. Insurance Certificate Indicate ability to provide all necessary insurance certificates. Section 5 Consultant Selection Proposals will be reviewed and evaluated by City staff and based on the following criteria: 1. Consulting firm and key project staff experience. 2. Proven track record in successfully completing similar projects on time and within budget. Successful experience of the firm and the individual team members will be considered. 3. Proposed approach to completing the project. 4. Proposed project schedule. 5. Proposed consultant cost. 6. References. Following review of the proposals by the Parks and Recreation staff, only selected Consultants may be asked to make oral presentations of their proposals to City representatives. Upon conclusion of the presentations, staff will select a Consultant to negotiate a contract as follows: 1. If for any reason, a firm is not able to commence the services in that firm's proposal within 30 days of the award, the City reserves the right to contract with another qualified firm. 2. The City shall not be liable for any expenses incurred by the Consultant prior to the signing of a contract including, but not limited to, the Proposal preparation, attendance at interviews, and/or final contract negotiations. 3. The Proposal must be signed in ink by an official authorized to bind the Consultant to its provisions that will be included as part of an eventual contract. The proposal must include a statement as to the period during which the proposal remains valid. This period must be at least 90 days from the date of the submittal. 4. The City reserves the right to reject any and all proposals or to request additional information from any or all of the proposing firms. Section 6 Contract Terms and Conditions Upon selection of a Consultant, an Agreement or Contract for Services shall be entered into by the City and the Consultant. The standard City contract is attached. It is expected that the contract will provide for compensation for actual work completed on a not to exceed basis, with the following conditions. Deletions of specific components, such as individual project meetings, will be at the discretion of the City. Payment or reimbursement shall be made based on actual tasks completed on the project plus necessary subcontractor work (as applicable) and out-of-pocket expenses. Billing that exceeds the not to exceed amount will not be compensated unless a contract extension has been approved in advance by the City Council. 2. The City shall retain ownership of all documents, plans, maps, reports and data prepared under this proposal. In addition to being provided hard copies and digital documents throughout the project, the consultant shall supply the City with a fully -scanned (Laserfiche) project file upon completion.