AgdaPkt 2018-10-22 Joint SA PFA - Laserfiche WebLink

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• Make the selection based on its sole discretion; 6.1.C. - Page 20 • Reject any and all proposals; • Issue subsequent Request for Proposal; • Postpone contract start date for its own convenience; • Remedy technical errors in the RFP process; • Approve or disapprove the use of particular sub -consultants; • Negotiate with any, all or none of the Proposers; • Accept other than the lowest offer; • Cancel the RFP and reject any and all quotations in whole or in part when it is in the best interest of the City; • Waive informalities and irregularities in the proposals; • Accept, modify, or reject any items of the proposal; • Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City; and, or • Enter into an agreement with multiple Proposers for different portions of work as outlined. An agreement shall not be binding or valid with the City unless and until it is executed by authorized representatives of the City and of the Proposer. 9. Contract Type, Term and Method of Payment It is anticipated that the contract resulting from this RFP, if awarded, will be a not -to -exceed budget contract for repairs, based upon the hourly costs of labor in conjunction with the cost of any necessary parts and supplies, and a flat rate contract for preventative maintenance. The first term of the contract shall be for one year, with an option to extend the contract up to two additional two- year terms for a total of five years. Rates may be reviewed each term by the successful proposer and the City, and rate increases may be requested in writing with detailed justification. Nevertheless, the maximum increase in labor and/or equipment costs in any calendar year shall be three percent (3%) or the most recent proceeding increase in the Consumer Price Index (CPI) for the West Coast published by the United States Department of Labor, Bureau of Labor Statistics, whichever is less. Exceptions related to equipment costs shall be justified in letter format to the City with supporting information. A Sample Agreement is provided as Attachment D. The method of payment to the successful Proposer shall be a flat fee for preventative maintenance and an hourly with a maximum "not to exceed" fee for repairs as set by the Proposer in the Proposal, or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. The City requires the successful Proposer to submit detailed monthly invoices as described in Attachment A — Scope of Services. Monthly invoices should be sent to the City after the completion of the task. Invoices are customarily paid on a net 30 -day basis. 10. Review and Selection Process City staff will evaluate the proposals based on the following criteria: PUBLIC WORKS SERVICES DEPARTMENT FY2017-18 STORM PUMP PM AND ON-CALL REPAIR RFP 7 of 23