What to Include in a Request for Proposals

In order to receive comparable and informative bids and proposals, the township should prepare comprehensive specifications for prospective candidates. In general, a request for proposals (RFP) should ask each candidate to describe:

1. The individual or firm's municipal and township experience.
2. Specific experience with the service or project.
3. The names, credentials and references of the specific individuals who will be assigned to work with the township.
4. Specific certification, such as certified public accountant, or memberships in an appropriate association, such as the Public Law Section of the Michigan Bar Association.
5. Potential conflicts of interest, such as township property owned, interest owned in businesses located in the township, or other clients who may have interests that are potentially adverse to the township.
6. Services to be billed above the retainer amount, including the amount charged per hour, with a maximum amount for specific types of services such as additional meetings not covered under the retainer or whether the meetings are to be billed on a per diem or hourly basis.
7. The individual or firm's policy regarding reimbursement for travel time, phone bills, mileage, copying, postage and other incidental expenses.

The township's RFP should also specify the services the township requires and if those services are to be included in a retainer. The request should indicate the following items:

1. The length of the contract period.
2. Any required qualifications, such as a certified public accountant's license.
3. If attendance is required at board or other meetings, and the number of meetings per year.
4. The amount of anticipated telephone consultation time.
5. The anticipated nature and number of the activities required, such as the average number of ordinance enforcement prosecutions for an attorney, the number and type of funds to be audited for an accountant, or the number of parcels for an appraiser.
6. The titles of the township officials authorized to direct or request services.
7. Whether the activity, such as auditing or appraisal, is to be performed at the township hall. (Note, all documents and records created in a governmental function are property of the township and will be subject to the Freedom of Information Act.)

Townships are not required to advertise for professional services. However, if a township chooses to do so, the RFP and any advertisement should include the job title and description, the minimum and any preferred qualifications, pay rate or range, application method, and a statement that the township will award the contract without regard to the applicant's race, creed, color, religion, sex, national origin or disability.

To allow the board some flexibility in its decisions, the RFP and any ad should also include a disclaimer stating, "The township reserves the right to reject any and all bids."

Townships are not required to select the lowest bidder. All qualifications may be considered in selecting the consultant.

The township may want to conduct a pre-bid conference for interested individuals and firms before the final applications are accepted. During a pre-bid conference, the applicants can ask questions about the township, the services required, and the selection process. This allows all the applicants to hear the same information from the township board at the same time.