10.07.01 Procedures for Request for Proposals
Policy 10.07.01 -Request for Proposals. Page 1 of 3 CITY OF BOYNTON BEACH ADMINISTRATIVE POLICY MANUAL CHAPTER: 10 Purchasing POLICY NO: 10.07.01 SECTION: 07 Request for Proposals PAGE:
Page 1 of 3 SUBJECT: 01 Procedures for Request for Proposals (RFP) PURPOSE: When the Purchasing Agent determines that the use of competitive sealed bidding is either not practical or
not advantageous to the City, a contract may be entered into through receipt of the competitive sealed proposals. Competitive proposals may also be used for the procurement of professional
services; as allowed by Florida Statute and these policies. POLICY: 1. Request for Proposals. Proposals shall be solicited through a Request for Proposal (RFP). The RFP shall be developed
by the requesting department with the approval of the City Attorney and Purchasing Agent. Request will identify required specifications to determine the parameters for the solicitation
of bids. The RFP typically includes – A. Description of the item or service to be purchased purchased (statement of work). B. Specific criteria that will be used to evaluate the proposal
along with the stated relative order of importance (generally): (1) Managerial capability. (2) Technical acceptability and approach in meeting performance requirements. (3) Reasonableness
of price. C. Experience in the line of work being considered including references. D. Staff capabilities along with resumes of key individuals who will work on the project. E. Cost breakdown
of the proposed price. The City can negotiate with the selected firm after opening their proposal.
Policy 10.07.01 -Request for Proposals. Page 2 of 3 2. Public Notice/Request to Advertise. Public notice of the request for proposals will be given in the same manner as provided for
competitive sealed bidding. Notice will be provided in local media no later than eight (8) calendar days prior to the designated receiving date of the request for proposal. 3. Receipt
of Proposals. No proposals shall be opened until the time designated in the public notice of the request for proposals. A register of proposals in the form of a tabulation sheet shall
be prepared containing the name of each offeror. 4. Proposal Conditions and Specifications. Conditions and specifications tend to serve more as guidelines than strict standards. The
object is to allow the vendor's own expertise to design a proposal which will fulfill the City's ultimate specified result. Conditions and specifications need not be so broad as to promote
uninhibited proposals. By establishing boundaries within which to operate, and pointing the vendor toward the direction of the City's goal, the RFP seeks to elicit the best talents in
the market place to solve its problems. 5. Inquiries on RFP. All questions in regards to an RFP shall be addressed to the Purchasing Division or designated contact person. Purchasing
Division will coordinate the responses to the inquiry in the form of an addendum which alters or changes the end result of a RFP and forward copies to all known responders to the proposal.
6. Evaluation Factors. The RFP shall state the relative importance of price, if appropriate, and other evaluation factors such as: quality, delivery and service, as well as past supplier
performance, and conformance to specification and/or quotation requirements. Only criteria disclosed on the solicitation for bid may be used to evaluate the items or services proposed.
7. Review Committee. The Committee may be composed of the following representatives to review all responses to the RFP and shall short-list the candidates (three to five candidates)
and submit a recommendation to the City Commission for review. a. Representative(s) of the City Manager's Office. b. Citizen appointed by the City Commission based on their qualifications
and experience in the area of discipline. c. Representative(s) from the requesting department. d. Other representative(s) that may be deemed appropriated by the City Manager or City
Commission. 8. Discussion with Responsible Offerors and Revisions to Proposals. As provided in the request for proposals, discussions may be conducted with responsible offerors who submit
proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the solicitation requirements.
Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and
prior to award for the purpose of obtaining best and final offers.
Policy 10.07.01 -Request for Proposals. Page 3 of 3 9. Award. Award shall be made to the responsible/responsive offeror whose proposal is determined to be the most advantageous to or
in the best interest of the City, taking into consideration the evaluation factors set forth in the request for proposal. The contract file shall contain the basis on which the award
was made. PREPARED BY: Procurement Services EFFECTIVE DATE: February 1, 1998 REVISED: November 1, 2008 Kurt Bressner Kurt Bressner City Manager