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12 <br />LA515\1\1093668.v1 <br />State of Minnesota Bid, Quote, and Contract Requirements  <br />The Uniform Municipal Contracting Law, Minnesota Statutes Section 471.345 sets out procedures that  <br />cities must follow for contracts to sell, purchase, or rent supplies, materials, or equipment, or to construct,  <br />alter, repair, or maintain real or personal property. The estimated amount of the contract dictates  <br />which procedures apply. Of course, estimates should be reasonable. <br />  <br />Contracts estimated to have a value of over $175,000 must be made by sealed bids, solicited by public  <br />notice, and awarded to the lowest responsible bidder. Bids should be retained for the period specified in  <br />the City’s records retention schedule.  <br />  <br />The requirement that the successful bidder be “responsible” protects cities from having to choose <br />unqualified or unscrupulous low bidders. It allows a city council to consider factors such as the  <br />bidder’s financial responsibility, integrity, skill and ability, and the likelihood that the bidder will do  <br />satisfactory work. A city can even include evaluation criteria for “responsible” bidders in the bid <br />specifications.  <br />  <br />Request for Proposal (RFP) <br />State statue does not require advertisement of bids or sealed bids for professional services such as those of <br />engineers,lawyers,architects,accountants,and other services requiring technical,scientific,or professional <br />training.It is recommended that proposals be obtained through a request for proposal (RFP)process when <br />the contract is estimated to exceed $175,000. <br />The City recommends following an RFP process when soliciting professional consulting services greater than <br />$175,000. <br />The City Council must approve the standard professional services agreement. <br />Long term professional services contracts that rely on specialized expertise,institutional knowledge,and <br />continuity of service may be procured through a formal RFP or qualification based selection process not more <br />frequent than every five years. <br />Recommended sections to include in an RFP: <br />Background and scope of project. <br />Description of the scope of professional services to be provided. <br />Schedule for the delivery of services. <br />Contract terms.Include and reference as an attachment the City’s “Standard Professional Services <br />Agreement”, except when using the City’s consulting pool. <br />The last day for submission of proposals and the place where they are due.