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2) If the highest ranked consultant is within budnet, but is greater than 10% of the second highest nanhedooneultant'eTota| Coet. theCh« reeerveethehght to invite the second highest ranked consultant to the Clarification Phase. 3) If the highest ranked consultant I s Total Cost is over-budget, the City reserves the right to proceed to the highest ranked consultant within the budget (or the City may seek additional funding to proceed with a Consultant that is over the budget). 4) If all of the consultants' Total [|oete are over-budget. the City may: obtain additional funds, re-scope the project, oroanoe| theproject. w |f any proposal has a Total Cost that ie greater than 1D% above or below the average Total Cost of all proposals, the City reserves the right to not consider the proposal. 4.3 CLARIFICATION PHASE Overview The Clarification Phase is carried out prior to the signing of the contract. The City's objective is to have the project completed on time, without any Respondent cost increases or de|aye, and with high customer satisfaction. At the end of the project, the City will evaluate the performance of the Respondent based on these faotore, so it is very important that the Respondent pre-plans the project to ensure there are no surprises. It is the Respondent's responsibility to ensure it understands the scope of the project and clearly identify what they are de|ivering, and to manage and mitigate the risk ofthe project. It is the City's responsibility to ensure that it conveys any potential concerns and issues before the contract is signed. The Clarification Phase provides the Respondent with an opportunity to identify "what is in^ and ^vvhat is out 55 of their proposal. This is attached with a milestone schedule and a cost. The City has the right to accept or deny this proposal. The City also has a right to identify their perceived riehe, oonoerne, and issues which it will require the Respondent to mitigate and manage. The major products of the Clarification Phase include the scope of the project, the milestone schedule, the Risk Management Plan (RMP), the cost breakout of the project, and the weekly risk report (WRR). The pre-planning should include all coordination and identification of all risks that cannot be controlled by the Respondent. In many cases, one of the Respondent'e biggest risks (in terms of delivering the service with high satisfaction) is the client. Therefore, it is in the Respondent's beet interest to identify any issues or concerns ahead of time during the Clarification Phase. The Respondent should minimize their risk by creating documentation that assists them to be proactive in mitigating risk. Pre-Planning and Coordination Respondents may be required to provide the City with supporting documentation of any information listed in their submittals before entering the Clarification Phase. Once the potential beet value Respondent is notified. the City may provide a list of risks identified by the other Respondents and a list of any City issues or concerns. The City requires that the Respondent conduct a Kick-Off Meeting to present their propoea|, the milestone eohedu|e, their risk management plan (RMP), and to seek Page 26o[4O