9.3. SR 11-21-2016 - Laserfiche WebLink

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Plans and Specifications Pinewood Golf Course Page 5 of 15 Section 9 — References: Provide three references from similar municipalities, organizations and/or entities with which the firm has provided similar services. Section 5: Consultant Selection Proposals will be reviewed and evaluated by city staff and based on the following criteria: 1. Background and experience in operating a golf course. 2. Proposed terms of agreement being sought that includes a management contract, lease, purchase agreement or a combination thereof. 3. Length of terms of the management contract and/or lease. 4. Understanding of maintenance standards and use of equipment. 5. Organizational structure and staffing levels. 6. Business plan. 7. Proposed capital improvements to the course and their costs. Following review of the proposals, selected firms may be asked to make oral presentations of their proposals and upon conclusion of the presentations one firm will be selected to negotiate a contract as follows: 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. 2. 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. 3. 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 firm, an agreement or Contract for Services shall be entered into by the city and the firm. It is expected that the contract will provide for compensation for actual work completed on a not to exceed basis, with the following conditions. 1. 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. 3. If, for any reason, the firm is unable to fulfill the obligations under the contract in a timely and proper manner, the city reserves the right to terminate the contract by written notice. In this September 23, 2016