Title
AUTHORIZATION TO ENTER INTO CONTRACTS WITH FIRMS FOR INCLUSION IN THE ARCHITECTURE AND ENGINEERING SERVICES PRE-QUALIFIED POOL
SPECIFICATION NO. P-22018
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or the designee enter into individual contracts with 68 pre-qualified firms for inclusion in the Architecture and Engineering Services pre-qualified pool. The pre-qualified firms were selected pursuant to a publicly advertised Request for Qualifications. No minimum amount of work is required or guaranteed to the firms in the pre-qualified pool. Each firm must execute a contract for inclusion in the pre-qualified pool, and once in the pool, no work may commence and no payment shall be made until a firm is award a project and an executed Notice-to-Proceed for the respective project is issued
II. Award Information
Contractors: Sixty-Eight (68) pre-qualified firms as listed on Exhibit A (attached and incorporated by this reference)
Contract Type: Term Agreement
Contract Term: Five (5) year contract term expiring on December 31, 2028 with one (1) additional one (1) year extension
Contract Amount: Funding shall be based upon annual appropriations
Scope of Services: Design and Engineering Services district wide in five (5) categories of service: Architecture, Engineering: Civil, Structural & MEP; Landscape Architecture and Urban Planning; Environmental Engineering; and Ecological Restoration Services. (See Exhibit B for a list of contractors by category.)
Affirmative
Action Goals: The Request for Qualifications (“RFQ”) included a Compliance Affidavit which for inclusion in this pre-qualified pool.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: CAPITAL AND/OR OPERATIONAL
Fiscal Year: VARIES
IV. Procurement Information
Specification Number: P-22018
Date Issued: December 15, 2022
Number of Qualifications Received: Sixty-Eight (68)
Date Proposals Due: Initial March 10, 2023. The RFQ remains publicly advertised until December 31, 2027 so that any firm can submit its qualifications package at any time until this final due date. The goal is to review all qualification packages received on a quarterly basis. Once a firm is included in the pool, they will not have to resubmit their qualification package during this time.
Number of Qualification Packages Received: 68
Qualification Packages Evaluation Detail:
Acceptable qualifications most advantageous to the Chicago Park District (“CPD”). This contract was advertised as an RFQ, there were five (5) categories of service and firms could submit their qualifications for one, some, or all categories. Sixty-eight (68) qualification packages were received on the initial due date. Accordingly, sixty-eight (68) qualification packages were reviewed by Purchasing and found to be both responsive and compliant.
The Evaluation Committee (“EC”) was comprised of eleven (11) voting members, all CPD employees. The EC reviewed all the qualification packages. Their evaluation found the qualifications of sixty-eight (68) firms to be most advantageous to the CPD and recommend them for inclusion in the Architecture and Engineering Services pre-qualified pool of responsible firms eligible to provide services to the CPD.
V. Explanation
The Chicago Park District (“CPD”) is establishing this pool of pre-qualified firms to provide Architecture and Engineering Services. Through the Request for Qualifications (“RFQ”) process, a pre-qualified pool of responsible firms eligible to provide design and engineering services to the Chicago Park District (“CPD”) for future projects will be established. The RFQ does not (i) guarantee any firm in the pool future project awards, (ii) discuss a specific project but instead describes in general terms the type of services that will be involved in future projects, and (iii) seek specific project fees. Establishing a pre-qualified pool of firms is one opportunity that provides the CPD a way of procuring these types of services. Pursuant to the “Local Government Professional Services Selection Act” 50 ILCS 510, throughout the contract period, when the need for services arises, the CPD will identify a firm from the pre-qualified pool for the specific project.
Accordingly, the RFQ does not include the MBE/WBE Schedules wherein firms and contract dollar amounts and percentages of their participation for a specific project would be disclosed. The RFQ included a Compliance Affidavit which for inclusion in this pre-qualified pool, required the firms to commit to: (i) meeting the 25% Minority Business Enterprise (MBE) and 5% Women Business Enterprise (WBE) goals for each project; and (ii) submitting completed MBE/WBE Schedules, which will be provided at the time of each individual project bid. Additionally, any project award that exceeds $400,000.00 will be presented to the Board of Commissioners for their approval. Of the 68 firms selected for pre-qualification, 27 firms are MBE and/or WBE certified. (See Exhibit A)
All of the firms have the experience and ability to provide these services as specified and to meet or exceed the standards of the CPD. Therefore, it is in the best interest of the CPD to award these firms contracts for inclusion in the Architecture and Engineering pre-qualified pool.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4) Economic Disclosure Statement (“EDS”): Contractors have submitted a full and complete.