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City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 3C: Review by the City Attorney and City Staff, Revise RFP and Agreement up to Three Times , We will submit the draft RFP and agreement to City staff and the City Attorney for review. After City staff has reviewed the documents and provided us with their written comments, we will confer with City staff and make appropriate revisions to these documents up to three times. The draft agreement are included in the RFP as attachments. The City Attorney is requested to make any changes directly to the documents in a strike -and -replace format. The City Attorney will be responsible for confirming that proposed city fees comply with applicable legal statutes such as Proposition 218 and 26. Subtask 3D: Attend City Council Meeting to Approve RFP Package HF&H will attend one City Council meeting at which the City Council will approve the RFP and draft agreement. We will assist City staff with the preparation and presentation of the RFP process and key contracting terms to be requested. Subtask 3E: Solicit Proposals Once the RFP and draft agreement have been approved by the City Council, they can be distributed to potential proposers. We can provide the City with a recommended list of potential proposers to whom the City may send the RFP. Alternatively, to avoid the time, expense and environmental impact of production and mailing of multiple copies of a large document, we recommend that HF&H or the City e-mail the RFP document to all potential proposers and the local waste haulers' association, and other interested parties, We can provide the City with a list of recipients for City records. By e -mailing the document, proposers are immediately notified of its availability, can immediately review the document to determine their level of interest without having to print it out, and can forward it to the appropriate parties within the firm immediately without having to print extra copies. As we regularly distribute our RFPs this way, we may have all or most of these key individuals already on our e-mail distribution list. Subtask3F: Prepare for and Conduct Proposers' Conference We will schedule, along with City staff, a proposers' conference to be conducted shortly after release of the RFP. Potential proposers will have an opportunity to receive clarification of any issues and ask questions at this conference. We will also accept written requests for clarification until a set deadline. We recommend that contact between proposers and the City be controlled and will suggest methods to do so, based on City staff and City Council's desired level of interaction with proposers. Subtask 3 G: Prepare Addenda We will prepare written responses to questions posed at the proposers' conference, or submitted in writing, and prepare any necessary addenda arising from issues posed at the proposers' conference. All questions and responses shall be made available to all proposers in attendance at the conference. TASK 4. Review and Evaluate Proposals Subtask 4A: Review Proposals for Completeness We will perform an initial review of each proposal submitted for compliance with the City s RFP requirements and consult with City staff regarding the handling of incomplete proposals. April 4, 2018 Page 14 HF&H Consultants, LLC 60D-65