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MINUTES <br />CITY COUNCIL <br />NOVEMBER 10, 2010 <br />The City Administrator reported that RFP's will be sent to several <br />planning firms as well as will be posted on the League of MN Cities web <br />site. <br />The Council and Planning Commission reviewed the draft RFP in detail. <br />The suggestion was made that while the RFP provides some information <br />on how planning services are currently being provided, it should also <br />indicate that the City is open to considering alternate service models. <br />Knudsen suggested that the RFP request information about how a new <br />firm, if chosen by the City, would get up to speed, and what the cost <br />would be of doing so. Knudsen also suggested that firms provide their <br />complete scope of services, grant permission to contact current clients, <br />provide tenure of staff, as well as information on the size of the clients <br />they serve. <br />The Council and Commission then discussed the process. It was the <br />consensus of those present that the firms submitting proposals be required <br />to do so in both paper and electronic format. Depending on the number of <br />proposals received, the entire group would review the proposals submitted <br />and would rank their top selections. For example, if 10 or less proposals <br />are received, the group would rank their top 3; if more than 10, the group <br />would rank their top 5 choices. <br />The City Administrator suggested that at the point that individual rankings <br />are completed, it may be appropriate to have a workshop to review these <br />rankings and determine which firms would be brought in for interviews. <br />While representatives of the Council and Commission would likely form <br />the interview group, all would be welcomed to observe the interviews. <br />The goal would be to have interviews conducted in January, with a <br />selection made some time in February. <br />The City Administrator indicated that he would finalize the RFP, taking <br />additional input from the Council and Commission through Friday. The <br />final document will be submitted to the Council and Commission. The <br />RFP would then go out to prospective firms on Monday. <br />There being no further business, the workshop meeting was adjourned at <br />7:20 p.m. <br />Joel Hanson, City Administrator <br />2 <br />William Blesener, Mayor <br />