1. At Your Service: How to Prepare Successful RFPs and RFQs Iowa League of Cities Annual Conference September 25, 2014 By: Patrick Callahan Callahan Municipal Consultants, LLC www.callahanmunicipalconsultants.com

2. Overall Presentation Request for Proposal / Qualifications Solicitation of Bids Group Discussion

3. Two Perspectives on RFP’s & RFQ’s City’s perspective Vendor’s perspective Why does the city need a consultant or engineer?

4. Preliminary Assessment RFQ’s & RFP’s Define the project Goals and objectives “Quarterback” or contact person RFQ or RFP process

5. Preliminary Assessment RFQ’s & RFP’s Identify costs and funding Federal and State law Local policies

6. Request for Qualifications (RFQ) Providers who have the qualifications Solicit information Most qualified provider Negotiate the fee and contract

7. Request for Proposals (RFP) Qualitative and Quantitative Experience and expertise Determination of fees

8. Content of Request for Proposals Title or description of services Submittal requirements Evaluation process

9. Content of Request for Proposals Contact person Describe project Cost estimates

10. Content of Request for Proposals Project financing Project location Legal warnings Evaluation process

11. Content of Request for Proposals The interview process Time table Appendices

12. Interview of Process Experience with similar projects Trustworthy and reliable Produce quality project

13. Interview of Process Good listeners Overall approach to problems Sent right people

14. Interview Questions Most comparable project? Make the intended time frame? Actual people who will perform the work? Review the resumes

15. The Agreement for Services Scope of services Time table Compensation

16. The Agreement for Services Ownership of property Reproduction rights Insurance and liability

17. The Agreement for Services Tasks done by City Time extensions Termination clauses

18. The Agreement for Services General conditions Amendments Consult City Attorney

19. Federally Funded Projects – RFQ’s The Brooks Act Qualification – based selection Fee – not factor

20. Federally Funded Projects – RFQ’s Issue RFQ – Not RFP Complete review Negotiate fee

21. The Vendor’s Perspective Takes time and money As much information as possible Allow time Be honest and upfront

22. Solicitation of Bids – Reasons Why Lack of time or expertise Regulatory requirements Shift liability Considerable investment

23. Solicitation of Bids – Reasons Why Employee turn over Reduce costs Improve services

24. Solicitation of Bids – Phase One Set of specifications Required qualifications Contract – Examples of Services

25. Solicitation of Bids – Selection Process Bid Specification Responsible Responsive Lowest dollar bid

26. Contract Operations Examples Successful? Suggestions?

27. Tips & Suggestions on RFQ’s and RFP’s What has worked What has not worked

28. Tips & Suggestions on Solicitation of Bids What has worked What has not worked

29. Sources of Information City websites State websites Models and examples Publications Patrick Callahan 563-599-3708 callahan.cmc@gmail.com