Timeline

1. City posts Request for Qualification (RFQ)........................October 7, 2021

2. RFQ due to City of Burnsville ......................October 29, 2021 by 4:00 p.m.

3. Review of RFQ is completed..........................................November 10, 2021

4. Notification to firms of interview schedule.................November 12, 2021

5. Interviews ....................................................................November 22, 2021

6. Decision Made.............................................................November 24, 2021

7. Contract negotiation completed..................................December 7, 2021

8. Contract consideration by City Council.....................December 21, 2021

9. New contract begins...........................................................January 1, 2022

NOTE: ALL RFQS MUST BE RECEIVED BY OCTOBER 29, 2021 AT BURNSVILLE CITY HALL NO LATER THAN 4:00 P.M.

RFQ CONTENT

During the evaluation process, the City of Burnsville reserves the right to request additional information or clarifications from a consultant or to allow corrections of errors and/or omissions.

The following material is required to be received at Burnsville City Hall by 4:00 p.m. on October 29, 2021 for a proposing firm to be considered:

A. Cover Letter/Title Page

Title page showing the following: request for qualification's subject; the consultant's name, firm/business name, address, telephone number and e-mail address of the contact person; and the date of the RFQ.

B. Transmittal Letter

A signed letter of transmittal briefly stating the consultant's understanding of the work to be performed, the commitment to perform the work within requested time periods, a statement why the consultant believes that it is best qualified to perform the services and a statement that the RFQ is a firm and irrevocable offer.

C. Statement of Qualifications

The RFQ for technical qualifications (items 1 thru 5 below) shall be limited to seven pages except resumes, references, and supplemental information.

The purpose of the technical RFQ is to demonstrate the qualifications, competence and capacity of the consultants. The substance of the RFQs will carry more weight than form or manner of presentation. The technical RFQ should demonstrate the qualifications of the consultant and of the particular staff to be assigned to this engagement.

1. Consultant Profile
   1. Provide summary of the firm including staffing levels, areas of interest, number of clients and a list of all Minnesota municipal clients.
   2. Provide a brief description of the planning services, specifically related to municipal government, which the consultant is capable of providing, together with an explanation of how these services might best assist the City of Burnsville.
   3. List of relevant experience, especially any experience in a City of similar size or with similar land uses.
   4. Relationship of team members or sub-contractors. If the Statement is from a team, it should indicate the legal relationship among team members (joint ventures, sub-contractors, etc.) and indicate the experience of the team members working together.
   5. Name, address, and contact information for the principal-in-charge of this project for the consulting firm.
   6. Describe use of technology to enhance client services or reduce costs including how the consultant(s) leverages technology.
   7. Describe research capabilities and references utilized.
   8. Provide a statement of workload, availability, and priority. The statement should indicate the present and planned workload of the firm and the key personnel and their relative ability and what priority Burnsville would be given including capability to maintain reasonable response times.
   9. If the firm or any of the employees, principals, partners, etc. of the firm have ever been sued by government agencies or other clients please provide information about the nature of the incident, the dates of when the matter began and was concluded, and the results of the situation.
2. Personnel Qualifications- Resumes
   Identify specifically those personnel most likely to work directly with the City. For each member of the professional staff identified please provide the following information:
   1. A brief resume of the professional experience and qualifications of the individual.
   2. An outline of the proposed function of the individual as well as their experience in that specific assigned function.
   3. A description of the accessibility and availability of the individual during the course of the contract.
   4. The office location to which the individual is assigned.
3. References- minimum of five, including at least two familiar with the work of each member of the team.
   1. Include a list of municipal clients where related services were provided by the professional staff proposed along with the name and telephone number of a person who may be contacted at that municipality.
   2. Include a list of previous or current services provided to the City of Burnsville.
   3. Include a list of private clients for whom work has been or is being performed within the City of Burnsville, the type of project, the specific activities performed, and the name of a person who may be contacted at the private client.
4. Compensation/Fee Schedule
   1. Include a fee structure with the chargeable hourly rate specific to all individual personnel.
   2. Provide fee schedule for incidental/disbursement services and any other costs the city will be charged in addition to those noted in 4a.
   3. Include a sample bill and information on the consultants billing process. The City requires electronic detailed monthly billing statements which shall include dates or service, professional and support staff hours identified, description of services, charge for each service, and department or project code to assign the expense to, if applicable.
5. Supplemental Information
   1. Provide a copy of Malpractice/Liability Insurance Certificate in a minimum amount of $2,000,000
   2. Provide recent audit or financial report of the firm.

V. AFFIRMATIVE ACTION

The City of Burnsville requires affirmative action and, therefore, the consultant(s) selected shall not discriminate under the contract against any person in accordance with federal, state and local regulations. The City of Burnsville does not discriminate on the basis of race, color, national origin, sex, religion, age, sexual preference, disability or any other basis protected by law in the admission or access to, or treatment or employment in, its programs, activities, or services.

VI. CONTRACT

A. Negotiations and Contract Execution

The City reserves the right to negotiate the final terms and conditions of the contract to be executed. Should the City and a consultant be unable to mutually agree upon the entire contract, the City reserves the right to discontinue negotiations, select another consultant or reject all of the RFQs. Upon completion of negotiations agreeable to the City and consultant, a contract shall be executed. It is anticipated that the City will establish a relationship with a selected firm or firms for five years. A contract for one year with annual renewal is expected. Each party may terminate the contract with 90 day notice.

B. Contract Ethics

1. No elected official or employee of the City of Burnsville who exercises any responsibilities in the review, approval, or implementation of the RFQ shall participate in any decision which affects their direct or indirect financial interests.
2. It is a breach of ethical standards for any person to offer, give, or agree to give any city employee or Council person, or for any city employee or Council person to solicit, demand, accept, or agree to accept from another person or firm, a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group or corporate desire to obtain special, preferential, or move favorable treatment than is normally accorded to the general public.
3. The firm shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City.
4. The firm shall not accept any private or other public client or project which, by nature, places it in ethical conflict during its representation of the City of Burnsville.
5. The City requires affirmative action and, therefore, the firm selected shall not discriminate under the contract against any person in accordance with federal, state and local regulations.