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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