The document outlines the procurement process for an Illinois park district. It includes phases for project identification, developing scope and bid documents, issuing a solicitation, establishing an evaluation committee, and contract negotiation. Various solicitation formats like competitive bids, requests for qualifications and proposals are described. Requirements for advertising bids and considerations for evaluating submissions are also provided.

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3. 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

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

6. Illinois Park
District
Code
(70 ILCS
1205/8.1c)
Illinois
Municipal
Code
(65 ILCS 5)
Industry
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)

7. Potential
Exceptions
High Level
Individual
Ability
High Level
Individual
Ability
Sole
Source
Sole
Source
Printing of
Certain
Items*
Printing of
Certain
Items*
Data
Processing /
Duplication
Equipment
Data
Processing /
Duplication
Equipment
Utilities
&
Telecom
Utilities
&
Telecom
Bindings,
Publications,
Subscriptions
Bindings,
Publications,
Subscriptions
Emergency
Situations
Emergency
Situations
Board
Action
Board
Action
Government
Reciprocity/
Federal
Projects
Government
Reciprocity/
Federal
Projects

8. 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
Master
Consulting
Agreements
Multiple
Vendor
Pools
- Task Orders
- Rotations

9.  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.

10.  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.

11.  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.

12.  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.

13.  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.

14.  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.

15. 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.

16. General
Information
General
Conditions
Special
Conditions
Bidder
Information
Project Scope
Compensation
Schedule

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23. 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

24. AdvertisementAdvertisement
Issue Bidding
Documents
Issue Bidding
Documents
Pre-Proposal
Conference
Pre-Proposal
Conference
Addenda PostedAddenda Posted
Proposals
Submitted /
Bid Opening
(if applicable)
Proposals
Submitted /
Bid Opening
(if applicable)
Evaluation
Phase
Evaluation
Phase
SelectionSelection
Contract
Negotiation /
Preparation
Contract
Negotiation /
Preparation
Contract
Award
Contract
Award

25. 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

26. • 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

28. 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

30. 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

31. 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

32. 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.

33. 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

34. 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