2.2.
CC Work Session
- Meeting Date:
- 05/23/2017
Information
Title:
Update on Request for Proposals (RFP) Process for Towing Contract
Purpose/Background:
Case Overview
The City of Ramsey has a contract for towing services with North Star Towing that will expire June 30, 2017. Staff reviewed the towing RFP process and made changes to the RFP document based on council work session discussion on May 11, 2017. Attached to this case is the updated towing RFP with changes highlighted--below is a summary.
RFP Process
The attached RFP allows staff to review/ evaluate proposals, and develop recommendations, from three different perspectives. Below is an outline. Price is not the sole determining factor. It is possible staff's recommendation to the Council is not for the lowest priced proposal.
The City of Ramsey has a contract for towing services with North Star Towing that will expire June 30, 2017. Staff reviewed the towing RFP process and made changes to the RFP document based on council work session discussion on May 11, 2017. Attached to this case is the updated towing RFP with changes highlighted--below is a summary.
- Updated contract term from two years to three years.
- Emphasized that towing contracts are not awarded solely on being the lowest priced proposal.
- Provided clarity on how scoring works for pricing.
- Added language further outlining that "qualitative" factors are also evaluated by the City (not just price).
RFP Process
The attached RFP allows staff to review/ evaluate proposals, and develop recommendations, from three different perspectives. Below is an outline. Price is not the sole determining factor. It is possible staff's recommendation to the Council is not for the lowest priced proposal.
(1) Minimum Basic Capabilities
Each towing company is required to meet a list of minimum service, equipment, and legal requirements (i.e. hours of operation, staffing, number and type of trucks, minimum insurance, good legal standing with the State of Minnesota, number of storage stalls, etc.). If a towing company cannot meet these minimum standards, they will not be considered by staff. Furthermore, if a towing company has capabilities above and beyond the minimum, that may be of value to The City of Ramsey, and staff may consider those items as well.
(2) Price Review
Each towing company is required to provide detailed pricing proposals for the various services required by the City. Staff uses a scoring system, outlined in the RFP, to rank the pricing proposals from each company. Pricing is graded to help staff evaluate and compare the cost of service from each company. When appropriate, the City will attempt to select lower priced proposals in order to deliver cost-effect services to residents (assuming all other things equal).
(3) Qualitative Review
Looking beyond minimum requirements and pricing, staff also reviews several qualitative factors in proposals. These include past experience with cities or large organizations, complaint history, quality of services/ equipment/ customer service/ facilities/ storage areas. Staff may complete this step by reviewing references, contacting past contract holders (including cities), inspection of the towing companies facilities/ equipment, and investigating the City's direct experience working with these towing companies.
Each towing company is required to meet a list of minimum service, equipment, and legal requirements (i.e. hours of operation, staffing, number and type of trucks, minimum insurance, good legal standing with the State of Minnesota, number of storage stalls, etc.). If a towing company cannot meet these minimum standards, they will not be considered by staff. Furthermore, if a towing company has capabilities above and beyond the minimum, that may be of value to The City of Ramsey, and staff may consider those items as well.
(2) Price Review
Each towing company is required to provide detailed pricing proposals for the various services required by the City. Staff uses a scoring system, outlined in the RFP, to rank the pricing proposals from each company. Pricing is graded to help staff evaluate and compare the cost of service from each company. When appropriate, the City will attempt to select lower priced proposals in order to deliver cost-effect services to residents (assuming all other things equal).
(3) Qualitative Review
Looking beyond minimum requirements and pricing, staff also reviews several qualitative factors in proposals. These include past experience with cities or large organizations, complaint history, quality of services/ equipment/ customer service/ facilities/ storage areas. Staff may complete this step by reviewing references, contacting past contract holders (including cities), inspection of the towing companies facilities/ equipment, and investigating the City's direct experience working with these towing companies.
Timeframe:
Funding Source:
Responsible Party(ies):
Outcome:
Consensus to move forward with the attached RFP Process for towing services.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Jeff Katers (Originator) | Jeff Katers | 05/18/2017 01:42 PM |
| Kurt Ulrich | Jo Thieling | 05/18/2017 01:56 PM |
| Jeff Katers (Originator) | Jeff Katers | 05/18/2017 01:59 PM |
- Form Started By:
- Jeff Katers
- Started On:
- 05/18/2017 08:40 AM
- Final Approval Date:
- 05/18/2017