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3.Facilitating a virtual pre-proposal meeting including preparation of a presentation for the potential proposers and facilitating a question and answer period; 4.Coordinating responses to questions received from potential proposers with City staff through the use of the RFP addenda that will be distributed by email to all interested parties and posted on the website. The budget for this Task anticipates receipt of up to fifty (50)questions from potential proposers.In the event that more questions are received,the City and HF&H may discuss dividing the work of responding to such questions,or utilizing the contingency budget described in Section 4,below. Task 3 -Evaluate Proposals Once proposals are received,HF&H will the process of evaluating those proposals and interviewing all,or a short-list,of eligible proposers.HF&H recommends that City staff perform any reference checks of the proposers.In our experience,many public agencies are reluctant to provide any qualitative references on service providers.Where agencies do provide references,we find that public agency staff tend to receive more candid responses from references than consultants do.We will work with City staff to develop a specific set of questions to be asked and a template to document the responses to those questions.This includes the following subtasks: 1.Reviewing proposals to ensure that they are fully responsive and consistent with the requirements described in the RFP; 2.Evaluating the technical merits of the proposals to establish the reasonableness of the proposers'plans for providing service and the effectiveness of each proposal in meeting the City's objectives;evaluating the cost proposals received to ensure that the proposals are reasonable and logically consistent,and to determine the relative economic benefits to the City from each proposal received; 3.Evaluating the exceptions taken by proposers to the draft agreement;and, 4.Compiling,organizing,and issuing requests for clarification to proposers for any items that were unclear,incomplete,or otherwise requiring further information; facilitating proposer interviews,which are to be held over the course a single day in the City;and,assisting the City in conducting reference checks of proposers with their local government/franchise customers. This task is intended to shortlist the proposers to no more than two for final negotiations. Our proposal assumes that this shortlisting would happen at the staff level,however if City Council or Subcommittee input is needed at that time,HF&H can be available to support such meeting on a time and materials basis. Task 4 -Negotiate Final Agreement The negotiation of the agreement will occur with up to two shortlisted contractors based on City Staffs evaluation of proposals and will be concluded prior to making a Page 7 of 8 DocuSign Envelope ID: C2D816A8-420C-4F30-B20D-84DD37439549