4.4 SR 02-03-2025 - Laserfiche WebLink

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Award Criteria Issuance of this RFP does not compel the city to award a contract. The city reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The city reserves the right to request clarification or additional information. The city reserves the right to award a contract, to resolicit proposals, or to abandon the procurement temporarily or permanently. Ownership of Proposal All materials submitted in response to this RFP become public record and subject to inspection. Unrestricted disclosure of proprietary information places it in the public domain. Only submittal information clearly identified with the words “Confidential Disclosure” and placed in a separate envelope marked as such shall be considered to qualify as Trade Secret Data under the Minnesota Government Data Practices Act (MGDPA). Any material to be treated as Trade Secret Data must include a justification for the request. The request will be reviewed and either approved or denied by the city. If denied, the company shall have the opportunity to withdraw the entire proposal or to remove the confidential or proprietary restrictions. Neither cost nor pricing information nor the total proposal shall be considered confidential or proprietary. Any costs to preserve the Trade Secret data designation under the MGDPA shall be the responsibility of the company. Release of Claims, Liability, and Preparation Expenses Under no circumstances shall the city be responsible for any proposal preparation expenses, submission costs, or any other expenses, costs, or damages of whatever nature incurred as the result of a respondent’s participation in this process. The respondent understands and agrees that it submits its proposal at its own risk and expense and releases the city from any claim for damages or other liability arising out of the RFP and award process. Errors in Proposals The city shall not be liable for any errors in the respondent’s proposal. No modifications to the proposal shall be accepted from the respondent after the submittal date and time. The respondent is responsible for careful review of its entire proposal to ensure that all information is correct and complete. Respondents are responsible for all errors or omissions contained in their proposals. Withdrawing Proposals Respondents may withdraw their proposal any time before the submittal deadline by submitting a written request to the contacts for RFP inquiries indicated on the submittal guidelines page. The written request must be signed by an authorized representative of the respondent. The respondent may submit another proposal any time before the deadline. No proposal may be withdrawn after the submittal date and time without approval by the city. Such approval shall be based on the respondent’s submittal, in writing, of a reason acceptable to the city in its sole discretion. Addendums The city reserves the right to issue an addendum to the RFP at any time, for any reason. If any addenda are issued such addenda shall be issued by the city prior to the time that proposals are received and shall be considered part of the RFP.