REQUIREMENTS & RECOMMENDATIONS

Participants will be introduced to the key aspects of preparing a successful solicitation involving a competitive bid, request for proposal, or request for qualifications involving professional services.

Participants will learn the key components in making the proper evaluation for awarding a contract and aligning provision of goods or subsequent service.

PROJECT IDENTIFICATION

DEVELOP SCOPE

DEVELOP BID DOCUMENT

ISSUE SOLICITATION

ESTABLISH EVALUATION COMMITTEE

PRE-CONFERENCE MEETING

PRE-BID QUESTIONS DUE

PRE-BID QUESTIONS ADDENDA POSTED

PROPOSALS DUE

EVALUATION PERIOD BEGINS

SELECTION / RECOMMENDATION

CONTRACT NEGOTIATION / DEVELOPMENT BEGINS

FINALIZE CONTRACT / PRE-IMPLEMENTATION

CONTRACT START / IMPLEMENTATION

1 JAN 1 FEB 1 MAR 1 APR 1 MAY 1 JUN 1 JUL 1 AUG 1 SEP 1 OCT 1 NOV 1 DEC 1 JAN

PHASE 1

PHASE 2

PHASE 3

PHASE 4

Commodities •Building & Ground

Supplies •Clothing / Uniforms •Food & Beverage •Office Supplies

Equipment • Computer Hardware

& Software • Facility Equipment • Park Equipment • Recreation

Equipment

•Vehicles

Services •Design – Build •Human Resources •Maintenance •Professional

•Transportation

Construction •Buildings •Parks •Roads &

Infrastructure •Special Use

Understand Project Needs

Be Descriptive of Project Needs

Statutory Compliance

Appropriate Solicitation Format

Be Fair

Illinois Park District Code

(70 ILCS 1205/8.1c)

Illinois Municipal

Code (65 ILCS 5)

Industry Specific

Home Rule

Agency Specific

• Other Charter Type (County / Forest Preserve, Conservation District, Forest Preserve, Township…)

• Agency Population • $$ Threshold • Item / Service Purchased • Nature of Purchase

• Illinois Local Government Professional Services Selection Act (50 ILCS 510.01)

• Professional Engineering Practices Act (225 ILCS 325/41)

Potential Exceptions

High Level Individual

Ability Sole

Source

Printing of Certain Items*

Data Processing / Duplication Equipment

Utilities &

Telecom

Bindings, Publications, Subscriptions

Emergency Situations

Board Action

Government Reciprocity/

Federal Projects

SOLICITATION FORMATS

Competitive Bid

Request For

Qualifications

Request For

Proposals

Request For

Information

Sole Source

Master Consulting

Agreements

Multiple Vendor Pools

- Task Orders - Rotations

Specific & Detailed. Typically an apples to apples comparison. Transparent and competitive procurement method. Goal is to obtain the lowest, most competitive bid and prevent

favoritism. Bids are sealed (park / school districts) and opened at public

meeting by agency representative. Low bid receives contract unless standards are not met; be sure

to document relevant issues.

Used to solicit qualifications for companies or individuals who possess a high degree of technical expertise and knowledge in specific disciplines.

RFQ’s differ from RFP’s in that pricing information is not a factor in the award of a contract. Federally-funded contracts for architects and engineers, for instance, require that the decision to award a contract be made solely upon the qualifications of the providers (per statute).

Price and approach are negotiated subsequent to selection.

Used to solicit proposals for purchase of goods or services with the potential of different approaches.

Used to solicit proposals to implement a new project with different cost variables.

Three major elements: • How will the project or engagement be approached? • Who will perform the work and what are their qualifications and

roles? • What is the proposed price or pricing structure?

Ideal in instances where Qualifications Based Selection laws are not a factor.

Request made typically during the project planning phase where an agency cannot clearly identify product requirements, specifications and purchase options.

RFI’s clearly indicate that award of a contract will not automatically follow.

Information gathered allows agency to develop subsequent solicitation document with specifications obtained through open market input.

Used to establish a pre-existing relationship with “on-call” consultants (Architect, IT, Attorney, Appraiser) or general contractors.

Establishes general scope of work and payment parameters within in a pre-selected pool of applicants.

Specific “Task Orders” may be issued under the agreement with specific scope terms and conditions, or assignments may be rotated through the pool.

Common uses could include architectural services, computer consulting, landscaping services, playground equipment installation and transportation.

Used when there is only one known, qualified provider / vendor. Statement of justification should be prepared and reviewed /

approved by an attorney. Although unnecessary, it is a good practice to publically

announce the solicitation. Should go through a negotiation process and contain standard

terms and conditions as with other agency contractual agreements.

Procurement Method Use When Advantages Disadvantages

Competitive Bids (Invitation for Bids)

Lots of competition exists. The product or service is available from more than one source.

Award process is simpler. Award is typically made to the lowest responsive, responsible bidder providing the best value to the Agency.

Defined specifications may be difficult to develop. Does not encourage innovative solutions.

Competitive Proposals (Request for Proposals, Request for Offer)

When factors other than price are evaluated. When negotiations are desired. Vendor is expected to provide innovative ideas.

Allows factors other than price to be considered. Allows for customized proposals suggesting different approaches to the same business need. Allows for negotiations in order to obtain the best value for the Agency.

Lead times for procurement are much greater. Evaluations are more complex and subjective.

Request for Qualifications [This method is usually required by statute (e.g. Professional Services)]

Selection is made solely on the skills and qualifications of the contractor. Price is not a factor until after a vendor is selected.

Emphasizes the competency of the proposed contractors.

Contractor is selected before price is negotiated.

Request for Information There is insufficient information to write specifications for any procurement method.

Provides information to prepare a complete bid or proposal document. Allows the business community to have input into the agency’s solicitation document based on current industry practices and market factors. Informs agency of any potential problems early in the procurement process.

Lengthens the procurement process.

General Information

General Conditions

Special Conditions

Bidder Information

Project Scope

Compensation Schedule

Invitation to Bid Purpose of Goods or Services Availability of Bid Documents / Addendums Contract Term Limit (if any) Authority / Contact Information Submittal Instructions & Format Evaluation Procedures Pre-Bid Conference

Agency Requirements Legal Requirements Ethical Standards Insurance Requirements Statement of Agreement or Exceptions to

Terms & Conditions Bid Bond / Performance Bond (if applicable) Economic Disclosure Statement (if applicable) Financial Statements (if applicable)

MBE / WBE Commitment Inclusion of Local Purchase of Goods / Services Environmental / Green Technology Minimum Wage Provision Sub-Contractor Payment Provision

Team / Qualifications Project Approach Implementation Plan Similar Experience References

Project Scope

Specifications

Substitutes

Optional Items

Standardize Include Allowance for all Cost Components

• Base Costs • Variable Costs • Optional Costs

Include All Contingencies Include All Exclusions Change Order Restrictions

Representation

• Relevant Professionals for Guidance • Stakeholders • Past Solicitation Experience

Time Commitment

• Review Submissions • Attend Interviews & Presentations • Consistent Presence

Member Duties

• Evaluate & Rank Proposals; Analyze Proposals; Vote • Specialized Tasks

• Review Financials • Review References • Review Technical Components

Advertisement Issue Bidding Documents

Pre-Proposal Conference

Addenda Posted

Proposals Submitted / Bid Opening

(if applicable)

Evaluation Phase

Selection Contract

Negotiation / Preparation

Contract Award

BID DOCUMENTS Urban Forestry Work General Contractor Master Plan Services

Baseball Infield Materials GENERAL DOCUMENTS RFP DOCUMENTS Needs Assess/Strategic Plan

Court Repair & Renovation Bid Procedures Aquatic Maintenance Service Vehicle Purchase

Dance Floor Installation Buying Plan (Document) Architect Services RFQ DOCUMENTS

Demolition Services Clarification Samples Auditor Services Aquatic Facility Design

Engineering (Park) Services Current Opportunities (Web) Auditor Services Design Services

Interior Renovations Developing Specifications Auditor Services Construction Management

Lake Area Paving (IL) Municipal Purchasing Act Banking Services Financial Advisor

Landscape Maintenance (IL) PD Code Section 8-1(c) Beverage Services Provider SOLE SOURCE

Native Seed Procurement Fundamentals Concessionaire Runway Friction Justify

Playground Installation MCA/POOL DOCUMENTS Construction Manager Software Support Justify

Playground Installation Bus Transportation Service Design Services Distance Education Contract

Provision of Sporting Goods

Training Programs Fireworks Software Tools Contract

• Addison Park District • Boone County Conservation District • Champaign County • Champaign Park District • Chicago Park District • City of Chicago • Frankfort Square Park District • Glenview Park District • Hoffman Estates Park District • Mundelein Park District • Palatine Park District • Park District of Highland Park

• Park Forest Recreation & Parks Department

• South Suburban Special Recreation Association

• State of Idaho • State of Illinois • Tinley Park Park District • Western DuPage Special Recreation

Association • West Suburban Special Recreation

Association • Winnetka Park District

Advertising Requirement

Public Notice (required)

> $10K

10 Day Advanced Notice

English Language; General

Circulation

Detail Plans & Specifications

Date, Time & Location

Subsequent Bid Acceptance Restriction

Other Notice (optional)

Posted Notice

Supplemental Journal / Govt

Posting

Outreach

Critical Considerations

Conformance

General Requirements

Legal Requirements

Service Requirements

Compatibility

Cultural & Personal

Prior Relationship

References

Costs

Economic Value

Intangibles

Tangibles

Respondent: Service Area:

Evaluator:

Required Content Document Responsive? Notes/Comments

Ref # Yes No

1 *MBE/WBE Certification, in area of expertise 5.2.6

2 Cover Letter: Company overview, Legal name, headquarter address, principal place of business, contact info, etc.

5.2.1

3 Cover Letter: Statement of any objections or Comments regarding terms and conditions in sample Professional Services Agreement

5.2.1

4 Cover Letter: Acknowledgement of Addendum 5.2.1

5 Executive Summary 5.2.3

6 *Professional Qualifications and Specialized Experience of Respondent and Team Members 1. Company Profile (Exhibit 1)

5.2.3

7 *Company References/Client Profile Information (Exhibit 2). Minimum 3 references

5.2.3

8 Capacity to Perform City Project 5.2.3

9 *Business License/Authority to do Business in Illinois 5.2.3

10 Professional Qualifications, Experience of Key Personnel 5.2.4

11 Project Management/Implementation Plan 1. Approach to Implementing Services 2. Implementation Plan 3. Organization Chart 4. Dedicated Resources

5.2.5

12 Financial Statements - 3 years 5.2.7

13 Economic Disclosure Statement 5.2.8

14 Statement of Legal Actions 5.2.9

15 Insurance 5.2.10

* Potential Disqualifiers

Composite Score Definition

Highly Qualified 3.0 – 4.0

Exceptional personnel, excellent capacity and high level of experience in delivering services. Approach exceeds the basic requirements of the RFQ.

Qualified 2.0 – 2.9

Qualified personnel, adequate capacity and relevant experience in delivering services. Approach meets the basic requirements of the RFQ.

Less Qualified 1.0 – 1.9

Insufficient qualifications, experience and/or capacity to provide services. Approach does not address or satisfy the basic requirements of the RFQ.

Non-Responsive 0 – .9

Response missing required key components. Respondent failed to answer questions appropriately, response was incomplete. As a result, evaluator cannot make a determination of capability.

Optional Weighting 1 – Standard Requirement 2 – Critical Requirement

Area is a general component of project requirements. Area is a critical component of project requirements.

Respondent: Service Area:

Evaluator: Highly Qualified = 3.0 – 4.0 Qualified = 2.0 – 2.9

Less Qualified = 1.0 – 1.9 Not Responsive = 0 – 0.9

Required Content Section Weight Score Total Notes/Comments

1 Professional and Technical Competence. Overall ability to provide the Services described in the RFQ.

5.2.1 5.2.2 5.2.6 5.2.7 5.2.9 5.2.10

2 Professional Qualifications and Specialized Experience of Respondent and its Team on projects of similar scope and magnitude (e.g., specifically with respect to large organizations, and government agencies) for the specific Service Area.

5.2.3

3 Professional Qualifications and Specialized Experience of Respondent’s Key Personnel (and Team Members) and Local Availability of Key Personnel committed to the City of Chicago for the specific Service Area.

5.2.4

4 Past and Current Performance of the Respondent (and Team members) on other contracts in terms of quality of services, operating within budget and compliance with performance schedules.

5.2.3.B

5 Quality, Comprehensiveness and Adequacy of the proposed Approach, Strategy and Methodology for Implementing Engagements within the specific Service Area.

5.2.5

Announce Finalist to Authority / Permission to

Proceed

Notify Finalist Conduct Final Negotiations

Make Contract Offer

Prepare Contract Draft Attorney Review

Collaborative Contract Review /

Approval

Contract Award / Pre-

Implementation

Notify All Respondents of Contract Award

Public Announcement

of Contract Contract Start