Welcome to the City of Chicago Department of Procurement … · 2020. 3. 5. · City of Chicago Department of Procurement Services Competitive Bids Pre-Bid (could include site inspection

City of Chicago

Department of Procurement Services

Welcome to the City of Chicago


Rahm Emanuel, Mayor

Jamie Rhee, Chief Procurement Officer

City of Chicago


Doing Business with the City of Chicago

Mission Statement

Laws Governing the Procurement Process

Types of Procurement

Certification

Contract Monitoring and Compliance

Programs & Bid Incentives

Navigating the DPS Website

Q & A

City of Chicago


Mission Statement

We are the contracting authority for the procurement of goods and

services for the City of Chicago.

We pledge to work together as a team and with our customers to

guarantee an open, fair and timely process by establishing,

communicating and enforcing superior business practices.

Integrity, Public Trust and the Law are our guiding principles.

City of Chicago


Laws Governing the Procurement Process

Municipal Purchasing Act (65 ILCS 5/8-10-1 et seq.)

The state statute that governs the City’s procurement

practices

Chapter 2-92 of the Municipal Code of Chicago

The City ordinances that governs purchasing

City of Chicago


Types of Procurement

• Small Orders

• Competitive Bids

• Request for Proposals (RFP)

• Request for Qualifications (RFQ)

• Job Order Contracts (JOC)

City of Chicago


Small Orders

• Procurement of goods or services (< $100,000)

• No formal bid specifications or public

advertisement required

Quotes may be solicited by telephone, fax or written quotation

posted on DPS website

City of Chicago certified M/WBE vendors are solicited first

MBE/WBE compliance required for bids over $10,000

City of Chicago


Competitive Bids

• Formal Bid Solicitation (> $100,000)

Advertisement

Chicago Sun-Times newspaper

Daily (Classified Section)

Website www.cityofchicago.org/procurement

Bid & Bond Room, City Hall Room 103

Bid solicitation period 10 – 30 calendar days

Plan deposit may be required for some bids

City of Chicago


Competitive Bids

Pre-Bid (could include site inspection of work location after pre-

bid meeting)

• Optional

Requirements for bidding process which include:

Review of specifications

Address concerns regarding specifications

Q & A

Bidders attendance encouraged

May results in an addendum or clarification being

issued to answer questions regarding the bid documents

City of Chicago


Competitive Bids

Pre-Bid (could include site inspection of work location after pre-

bid meeting)

If there is not a pre-bid meeting, bidders are encouraged to

review the specification and contract documents during the

bid solicitation period and contact the Department of

Procurement Service – Contract Administrator identified in

the bid advertisement regarding any questions about the bid

documents.

City of Chicago


Competitive Bids

• Complete Bid Documents

1. Fill in all Required Information

2. Note: Certain bid documents must be submitted and

executed with the bid, if not, the bid could be REJECTED.

3. Sign / Execute the Document

4. Notarize Document

City of Chicago


Competitive Bids

• Bid Submittal

Include any bid deposit in the proper form (cash is not

accepted)

Bid deposit (usually 5% of the bid and normally refundable)

may be required for some bids

Bid Fee – Non Refundable may be required for some bid

submittal > $100,000

TIMELY (before 11:00 am) on the bid

opening date

City of Chicago


Competitive Bids

• Bid Opening(s)

Monday – Friday (except major holidays)

11:00 am

City Hall – Bid & Bond Room 103

1. Bids are opened and read aloud

2. Bids are tabulated

3. Bid tabulation and bid documents are reviewed for accuracy and

completeness

4. Bid tabulation can be viewed on-line at DPS website 24 hrs after bid

opening.

City of Chicago


Competitive Bids

• Award Process 1. Determination is made regarding the bidder’s responsiveness and

responsibility for award

2. Recommendation of award

3. Acceptable bid (s) are packaged

4. Bid and Contract Documents are routed through the

signature/approval process

5. Contractor’ Performance & Payment Bond, Insurance and Funding

Agency Concurrence for award (if applicable) are obtained

6. Contract awarded to the lowest responsive and responsible bidder

meeting City Specifications

City of Chicago


Request for Proposals (RFP)

Method used to solicit proposals to implement a new project

requiring Professional Services.

Used when the City doesn’t have in-house technical experts

or resources to implement project or services.

RFP defines project objectives and scope of services, but

doesn’t detail every aspect of implementing project.

Requires detailed evaluation of proposals by an Evaluation

Committee based on criteria stated in the RFP. Low price is

not the only factor.

Award is made to the highest rated and ranked Respondents

City of Chicago


Method used to solicit qualifications from companies who possess a

high degree of technical expertise and knowledge in specific

disciplines.

City “pre-qualifies” companies to build a vendor pool to respond to

future Task Orders (individual projects).

Evaluation/selection is based on qualifications and technical

competence.

For A & E RFQ’s, there is no cost proposal. Fee schedule is negotiated

later as part of the Master Agreement.

Most commonly used for A & E Design contracts and certain categories

of consulting.

Request for Qualifications (RFQ)

City of Chicago


Job Order Contracts (JOC)

JOC is a firm, fixed price, competitively bid, indefinite quantity

contract specifically designed for each Department’s construction

program.

Method used to solicit qualifications from companies who possess a

high degree of technical expertise and knowledge in specific

disciplines.

Method is used to accomplish small to medium size projects.

Instead of bidding every small or medium construction job and

developing plans and technical specifications, Department’s can use

JOC.

General Contractors are solicited to respond to an advertised JOC

specification which contains a unit price book (various construction

tasks) with description, unit of measure and unit price for each task.

City of Chicago


Job Order Contracts (JOC)

• JOC continued

Award to the General Contractor offering the most

favorable adjustment factors against the price book (Worked Performed During Normal Working Hours and Work Performed other than Normal Working Hours).

Value of JOC contract depends upon Departmental

needs and budget.

City of Chicago


Certification

FIVE (5) TYPES OF CERTIFICATION

1.MBE: Minority-Owned Business Enterprise

2.WBE: Women-Owned Business Enterprise

3.BEPD: Business Enterprise owned by People with Disabilities

4.DBE: Disadvantaged Business Enterprise

5.ACDBE: Airport Concession Disadvantaged Business Enterprise

BASIC ELIGIBILITY REQUIREMENTS

Businesses must be at least 51% owned and controlled by a minority, women

or other disadvantaged individual.

Under the BEPD program, businesses must be at least 51% owned and

controlled by an individual with a disability.

City of Chicago



Monitor the actual utilization of MBEs, WBEs and DBEs that have been listed as subcontractors on

a compliance plan.

Ensure compliance with Chicago Residency Ordinance (CRO) requirements, and Equal

Employment Opportunity (EEO) commitments.

_________________________________________________________________________

CHICAGO RESIDENCY ORDINANCE

Contract must be estimated at 100,000 or more and funded by the City of Chicago.

50% of the total work hours must be performed by actual residents of the City of Chicago.

EQUAL EMPLOYMENT OPPORTUNITY

In order to promote equality of opportunity for minority and female personnel on City Funded

construction projects an Award Criteria Determination (Canvassing Formula) must be inserted into

each contract specification that is estimated at $100,000 or more.

Bidders are invited to propose the minority and female employee utilization goals.

City of Chicago



Ways to Achieve Compliance:

The prime is an MBE/WBE or DBE

Joint Venturing with MBEs/WBEs or DBEs

Subcontracting a portion of the work to one or more MBE/WBE or

DBE

Purchasing materials that are used in the performance of the

contract from one or more MBE/WBE or DBE

City of Chicago



REPORTNG REQUIREMENTS

Prime Contractors are responsible for submitting: Monthly Subcontractor Payment Certification Forms Weekly Certified Payrolls Waivers of Lien

City of Chicago


Programs & Bid Incentives

Programs for:

Small Business Initiative (SBI) Construction Diversity Credit Program Mentor/Protégé

Bid Incentives for: Small Business Enterprise Veteran-Owned Business Enterprise Business Enterprises Owned by People with

Disabilities City-Based Manufacturers City-Bases Businesses Apprentice Utilization Alternatively Powered Vehicles

City of Chicago


DPS Website

Awarded Contracts and Modifications

Payments

Bid Tabulations

Weekly Bid Opportunities

Searchable M/WBE Directory

Bid Incentives

Regulations

www.cityofchicago.org/Procurement

City of Chicago


DPS Website

City of Chicago


DPS Website

City of Chicago


DPS Website

City of Chicago


DPS Website

City of Chicago


DPS Website

City of Chicago


DPS Website

City of Chicago


www.facebook.com/ChicagoDPS / www.twitter.com/ChicagoDP

• Will post bid advertisements and

addenda, upcoming workshops and

events, and new policies and

procedures that affect vendor

community

http://www.facebook.com/ChicagoDPS

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City of Chicago



Thank you for visiting the


Bid and Bond Room

City of Chicago



For more information visit: www.cityofchicago.org/procurement

City of Chicago


121 North LaSalle Room 806

312-744-4900

Jamie Rhee

Chief Procurement Officer