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Transcript of solicitation presentation
NOTE: LINKS HAVE BEEN DISABLED IN PDF VERSION - PLEASE CONTACTAUTHOR FOR ADDITIONAL INFORMATION
PROJECTIDENTIFICATION
DEVELOP SCOPE
DEVELOPBID DOCUMENT
ISSUE SOLICITATION
ESTABLISH EVALUATIONCOMMITTEE
PRE-CONFERENCEMEETING
PRE-BIDQUESTIONS DUE
PRE-BID QUESTIONSADDENDA POSTED
PROPOSALS DUE
EVALUATION PERIODBEGINS
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 & GroundSupplies
•Clothing / Uniforms•Food & Beverage•Office Supplies
Equipment• Computer Hardware
& Software
• Facility Equipment
• Park Equipment
• RecreationEquipment
•Vehicles
Services
•Design – Build
•Human Resources
•Maintenance
•Professional
•Transportation
Construction
•Buildings•Parks•Roads &
Infrastructure•Special Use
Illinois ParkDistrictCode
(70 ILCS1205/8.1c)
IllinoisMunicipal
Code
(65 ILCS 5)
IndustrySpecific
• Other Charter Type (County / ForestPreserve, Conservation District, ForestPreserve, Township…)
• Agency Population
• $$ Threshold
• Item / Service Purchased
• Nature of Purchase
• Illinois Local GovernmentProfessional Services SelectionAct (50 ILCS 510.01)
• Professional EngineeringPractices Act (225 ILCS 325/41)
PotentialExceptions
High LevelIndividual
Ability
High LevelIndividual
Ability
SoleSourceSole
Source
Printing ofCertainItems*
Printing ofCertainItems*
DataProcessing /DuplicationEquipment
DataProcessing /DuplicationEquipment
Utilities&
Telecom
Utilities&
Telecom
Bindings,Publications,Subscriptions
Bindings,Publications,Subscriptions
EmergencySituationsEmergencySituations
BoardActionBoardAction
Government
Reciprocity/FederalProjects
Government
Reciprocity/FederalProjects
SOLICITATION
FORMATS
SOLICITATION
FORMATS
Competitive
Bid
Competitive
Bid
Request
For
Qualifications
Request
For
Qualifications
Request
For
Proposals
Request
For
Proposals
Request
For
Information
Request
For
Information
Sole
Source
Sole
Source
MasterConsulting
Agreements
MultipleVendorPools
- 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 preventfavoritism.
Bids are sealed (park / school districts) and opened at publicmeeting by agency representative.
Low bid receives contract unless standards are not met; be sureto document relevant issues.
Used to solicit qualifications for companies or individuals whopossess a high degree of technical expertise and knowledge inspecific disciplines.
RFQ’s differ from RFP’s in that pricing information is not a factorin the award of a contract. Federally-funded contracts forarchitects and engineers, for instance, require that the decisionto award a contract be made solely upon the qualifications of theproviders (per statute).
Price and approach are negotiated subsequent to selection.
Used to solicit proposals for purchase of goods or services withthe potential of different approaches.
Used to solicit proposals to implement a new project withdifferent cost variables.
Three major elements:
• How will the project or engagement be approached?
• Who will perform the work and what are their qualifications androles?
• What is the proposed price or pricing structure?
Ideal in instances where Qualifications Based Selection laws arenot a factor.
Request made typically during the project planning phase wherean agency cannot clearly identify product requirements,specifications and purchase options.
RFI’s clearly indicate that award of a contract willnot automatically follow.
Information gathered allows agency to develop subsequentsolicitation document with specifications obtained through openmarket 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 apre-selected pool of applicants.
Specific “Task Orders” may be issued under the agreement with specificscope terms and conditions, or assignments may be rotated through thepool.
Common uses could include architectural services, computer consulting,landscaping services, playground equipment installation andtransportation.
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 publicallyannounce the solicitation.
Should go through a negotiation process and contain standardterms and conditions as with other agency contractualagreements.
Procurement Method Use When Advantages Disadvantages
Competitive Bids(Invitation for Bids)
Lots of competition exists.
The product or service is availablefrom more than one source.
Award process is simpler.
Award is typically made to thelowest responsive, responsiblebidder providing the best value tothe Agency.
Defined specifications may bedifficult to develop.
Does not encourage innovativesolutions.
Competitive Proposals(Request for Proposals,Request for Offer)
When factors other than price areevaluated.
When negotiations are desired.
Vendor is expected to provideinnovative ideas.
Allows factors other than price to beconsidered.
Allows for customized proposalssuggesting different approaches tothe same business need.
Allows for negotiations in order toobtain the best value for theAgency.
Lead times for procurement aremuch greater.
Evaluations are more complex andsubjective.
Request for Qualifications[This method is usuallyrequired by statute (e.g.Professional Services)]
Selection is made solely on the skillsand qualifications of the contractor.Price is not a factor until after avendor is selected.
Emphasizes the competency of theproposed contractors.
Contractor is selected before priceis negotiated.
Request for InformationThere is insufficient information towrite specifications for anyprocurement method.
Provides information to prepare acomplete bid or proposal document.
Allows the business community tohave input into the agency’ssolicitation document based oncurrent industry practices andmarket factors.
Informs agency of any potentialproblems early in the procurementprocess.
Lengthens the procurement process.
GeneralInformation
GeneralConditions
SpecialConditions
BidderInformation
Project Scope
Compensation
Schedule
Representation
• Relevant Professionals for Guidance• Stakeholders• Past Solicitation Experience
TimeCommitment
• Review Submissions• Attend Interviews & Presentations• Consistent Presence
Member
Duties
• Evaluate & Rank Proposals; Analyze Proposals; Vote• Specialized Tasks
• Review Financials• Review References• Review Technical Components
AdvertisementAdvertisementIssue BiddingDocuments
Issue BiddingDocuments
Pre-ProposalConferencePre-ProposalConference
Addenda PostedAddenda Posted
ProposalsSubmitted /Bid Opening
(if applicable)
ProposalsSubmitted /Bid Opening
(if applicable)
EvaluationPhase
EvaluationPhase
SelectionSelectionContract
Negotiation /Preparation
ContractNegotiation /Preparation
ContractAward
ContractAward
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
Park Development 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 & ParksDepartment
• South Suburban Special RecreationAssociation
• State of Idaho
• State of Illinois
• Tinley Park Park District
• Western DuPage Special RecreationAssociation
• West Suburban Special RecreationAssociation
• Winnetka Park District
Advertising
Requirement
Public Notice
(required)
> $10K
10 Day AdvancedNotice
English Language;General
Circulation
Detail Plans &Specifications
Date, Time &Location
Subsequent BidAcceptanceRestriction
Other Notice
(optional)
Posted
Notice
SupplementalJournal / Govt
Posting
Outreach
Critical ConsiderationsCritical Considerations
ConformanceConformance
General RequirementsGeneral Requirements
Legal RequirementsLegal Requirements
Service RequirementsService Requirements
CompatibilityCompatibility
Cultural & PersonalCultural & Personal
Prior RelationshipPrior Relationship
ReferencesReferences
CostsCosts
Economic
Value
Economic
Value
IntangiblesIntangibles
TangiblesTangibles
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, principalplace of business, contact info, etc.
5.2.1
3 Cover Letter: Statement of any objections or Comments regarding terms andconditions 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 TeamMembers1. Company Profile (Exhibit 1)
5.2.3
7 *Company References/Client Profile Information (Exhibit 2). Minimum 3references
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 Plan1. Approach to Implementing Services2. Implementation Plan3. Organization Chart4. 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 Qualified3.0 – 4.0
Exceptional personnel, excellent capacity and high level ofexperience in delivering services. Approach exceeds the basicrequirements of the RFQ.
Qualified2.0 – 2.9
Qualified personnel, adequate capacity and relevantexperience in delivering services. Approach meets the basicrequirements of the RFQ.
Less Qualified1.0 – 1.9
Insufficient qualifications, experience and/or capacity toprovide services. Approach does not address or satisfy thebasic requirements of the RFQ.
Non-Responsive0 – .9
Response missing required key components. Respondent failedto answer questions appropriately, response was incomplete.As a result, evaluator cannot make a determination ofcapability.
Optional Weighting1 – Standard Requirement2 – 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 – 4.0Qualified = 2.0 – 2.9
Less Qualified = 1.0 – 1.9Not Responsive = 0 – 0.9
Required Content Section Weight Score Total Notes/Comments
1 Professional and Technical Competence.Overall ability to provide the Servicesdescribed in the RFQ.
5.2.15.2.25.2.65.2.75.2.95.2.10
2 Professional Qualifications andSpecialized Experience of Respondent andits Team on projects of similar scope andmagnitude (e.g., specifically with respectto large organizations, and governmentagencies) for the specific Service Area.
5.2.3
3 Professional Qualifications andSpecialized Experience of Respondent’sKey Personnel (and Team Members) andLocal Availability of Key Personnelcommitted to the City of Chicago for thespecific Service Area.
5.2.4
4 Past and Current Performance of theRespondent (and Team members) onother contracts in terms of quality ofservices, operating within budget andcompliance with performance schedules.
5.2.3.B
5 Quality, Comprehensiveness andAdequacy of the proposed Approach,Strategy and Methodology forImplementing Engagements within thespecific Service Area.
5.2.5
Announce Finalistto Authority /Permission to
Proceed
Notify FinalistConduct FinalNegotiations
Make ContractOffer
Prepare ContractDraft
Attorney ReviewCollaborative
Contract Review /Approval
Contract Award /Pre-
Implementation
Notify AllRespondents ofContract Award
PublicAnnouncement
of ContractContract Start