2021-12-01 P & R Packet - Laserfiche WebLink

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Following review of the proposals by the Parks and Recreation staff, only selected Contractors may be asked to make oral presentations of their proposals to City representatives. Upon conclusion of the presentations, staff will select a Contractor to negotiate a contract as follows: 1. If for any reason, a firm is not able to commence the services in that firmÓs 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 Contractor 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 Contractor 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 Contractor, the attached Agreement for Professional Services shall be entered into by the City and the Contractor. 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 Contractor shall supply the City with a fully-scanned (Laserfiche) project file upon completion. 3. If, for any reason, the Contractor 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 event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed to that point at the discretion of the Operations and Recreation Director. 4. The Contractor shall not assign or transfer any interest in the contract without prior written consent of the City. 5. The Contractor shall maintain comprehensive general liability insurance in accordance with Section 466.04 of the Minnesota Statutes.