77371.pdf

City Of Chicago Solicitation #77371

BRANDON JOHNSON SHARLA ROBERTS

MAYOR CHIEF PROCUREMENT OFFICER

Specification Number: 166666 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

Request for Proposal Solicitation #77371 (RFP)

CDBG-DR GRANTS MANAGEMENT AND STRATEGY SERVICES

Specification Number:166666

Required for use by: OFFICE OF BUDGET & MANAGEMENT

Bid/Proposal Submittal Date and Time: 03:00 PM Central Time, 01-DEC-2026

Deadline for Questions: 04:00 PM Central Time, 13-OCT-2026 Buyer: DUARTE, PAULA Email Address: paula.duarte@cityofchicago.org Phone Number: 312-744-7971 Pre-Solicitation Conference Date and Time: 10:30 AM Central Time, 05-OCT-2026 Pre-Solicitation Conference Location: 2 N. LaSalle Chicago IL 60602, Mezzanine Conference Center M-04

Great Fire Site Visit Date & Time: N/A Site Visit Location: N/A

Please submit your response to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow 3 business days to complete registration.

Specification Number: 166666 Page 2 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

1.5 Response Rules

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

Specification Number: 166666 Page 3 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

1 Header Information

1.1 General Information

Title 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

Description CDBG-DR GRANTS MANAGEMENT AND STRATEGY SERVICES Preview Date 24-SEP-2026 11:10:10 Open Date 24-SEP-2026 11:10:20

Close Date 03:00 PM Central Time, 01-DEC-2026

Award Date Not Specified

Time Zone Central Time Buyer DUARTE, PAULA Quote Style Sealed Email paula.duarte@cityofchicago.

org Event Request for Proposal Outcome Blanket Purchase Agreement

1.2 Terms

Effective Start Date Not Specified Effective End Date Not Specified

Ship-To Address 005- CH 604

121 N. LA SALLE ST.

ROOM 604

Chicago, IL 60602 United States

Bill-To Address 005- CH 604

121 N. LA SALLE ST.

ROOM 604

Chicago, IL 60602 United States

Payment Terms IMMEDIATE Carrier FOB Freight Terms

Total Agreement Amount (USD)

Not Specified Minimum Release Amount (USD)

Not Specified

1.3 Requirements

<B>KEY RFP/RFQ PARAMETERS</B>

CONTRACT SPECIFIC GOALS: N/A

Type No Response Required FUNDING SOURCE: HUD Grant fund

Type No Response Required DPS UNIT: Professional Services

Type No Response Required CONTRACT TERM: 60 months

Type No Response Required PRE-SUBMITTAL CONFERENCE: October 5, 2026 at 10:30 am CST at 2 N. Lasalle Chicago, IL 60602, Mezzanine Conference Center M-04 Great Fire

Type No Response Required Enter the EDS number from your EDS Certificate and attach the certificate. (Go to online EDS website:

https://webapps.cityofchicago.org/EDSWeb)

Circle one from the response values below:

YES

NO

<B>PRICE SCHEDULE (RFP/RFQ)</B>

“Price Schedule” has been revised. This is a “System Required Line”. In order to be able to submit your qualifications in the e-procurement system, you must enter .01 in the “Quote Price/ Unit Price” field. This is an e- procurement system requirement. Do not enter your proposed pricing. Price will not be considered for evaluation purposes.

Specification Number: 166666 Page 4 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

<B>PRICE SCHEDULE (RFP/RFQ)</B>

Circle one from the response values below:

YES

NO

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

COVER PAGE

Circle one from the response values below:

YES

NO

TABLE OF CONTENTS

Circle one from the response values below:

YES

NO

COVER LETTER

Circle one from the response values below:

YES

NO

EXECUTIVE SUMMARY

Circle one from the response values below:

YES

NO

PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND

TEAM MEMBERS

Circle one from the response values below:

YES

NO

PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE AND LOCAL

AVAILABILITY - KEY PERSONNEL/RESUMES (FORMS A, B, C, D)

Circle one from the response values below:

YES

NO

IMPLEMENTATION MANAGEMENT PLAN (Service Delivery, Organization Chart Resources, Approach)

Circle one from the response values below:

YES

NO

COST PROPOSAL/COMPENSATION SCHEDULE (Use cost proposal template provided)(EXHIBIT 2)

Circle one from the response values below:

YES

NO

MBE/WBE COMPLIANCE PLAN (There are no MBE/WBE and VBE goals for this RFP)

Circle one from the response values below:

YES

NO

Economic Disclosure Statement and Affidavit (&quot;EDS&quot;) and Attachment A. (Go to online EDS

Specification Number: 166666 Page 5 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B> website: https://webapps.cityofchicago.org/EDSWeb)

Circle one from the response values below:

YES

NO

LEGAL ACTIONS (Material legal actions, if any, for the past 5 years)

Circle one from the response values below:

YES

NO

CERTIFICATE OF INSURANCE

Circle one from the response values below:

YES

NO

FINANCIAL STATEMENTS (3 Years)

Circle one from the response values below:

YES

NO

CONFLICT OF INTEREST

Circle one from the response values below:

YES

NO

SEXUAL HARASSMENT POLICY AFFIDAVIT (Exhibit 5)

Circle one from the response values below:

YES

NO

EXCEPTIONS TO THE SAMPLE PROFESSIONAL SERVICES AGREEMENT (EXHIBIT 6)

Provide your answer below

REDACTED COPY OF PROPOSAL

Circle one from the response values below:

YES

NO

1.4 Attachments

Name Data Type Description ATTACHMENT 01: RFP File RFP Spec 166666 CDBG-DR Grants

Management ATTACHMENT 02: PSA File

1.5 Response Rules

Specification Number: 166666 Page 6 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

Solicitation is restricted to invited suppliers Suppliers are allowed to view other suppliers' contract terms, notes and attachments Suppliers are allowed to respond to selected lines X Suppliers are allowed to provide multiple responses Buyer may close the solicitation before the Close Date Buyer may manually extend the solicitation while it is open

Specification Number: 166666 Page 7 Type of Funding: GRANT Title: 166666: GRANTS MANAGEMENT AND STRATEGY SERVICES

2 Price Schedule

2.1 Line Information

Display Rank As No indicator displayed

Ranking Price Only Cost Factors None

Line Item, Rev / Job

Target Quantity

Unit Unit Price Amount

1 NEW RFP FOR

CDBG-DR GRANT

MANAGEMENT

SERVICES -

$9,000,000.

9,000,00

USD

2.2 Line Details

2.2.1 Line 1 NEW RFP FOR CDBG-DR GRANT MANAGEMENT SERVICES - $9,000,000.

Category 00000. Start Price (USD) Not Specified

Shopping Category Not Specified Target Price (USD) Not Specified Minimum Release

Amount (USD) Not Specified

Estimated Total Amount (USD)

Not Specified

RFP for CDBG-DR Grants Management and Strategy Services Specification No. 166666

REQUEST FOR PROPOSAL ("RFP") FOR

CDBG-DR GRANTS MANAGEMENT AND STRATEGY SERVICES

Specification No. Insert 166666

RFQ # 77371

Required for use by:

CITY OF CHICAGO

DEPARTMENT OF BUDGET & MANAGEMENT

This RFP distributed by:

CITY OF CHICAGO

Department of Procurement Services

Please submit your Proposals to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow three (3) business days to complete registration.

All other communications must be addressed and returned to:

Sharla D. Roberts, Chief Procurement Officer

Attention: Paula Duarte, Senior Procurement Specialist Department of Procurement Services 121 North LaSalle Street, Suite 806

Chicago, Illinois 60602 Paula.Duarte@cityofchicago.org

Pre-Proposal Conference will be held on October 5, 2026, at 10:30 am CST at 2 N. Lasalle Chicago, IL

60602, Mezzanine Conference Center M-04 Great Fire.

Pre-Registration must be arranged in advance of the scheduled Pre-Proposal Conference Call.

Attendance at pre-proposal is not mandatory but strongly encouraged.

PROPOSALS MUST BE RECEIVED NO LATER THAN 3:00 P.M., CENTRAL TIME, ON

December 1, 2026

BRANDON JOHNSON

MAYOR

SHARLA D. ROBERTS

CHIEF PROCUREMENT OFFICER

TABLE OF CONTENTS

I. GENERAL INVITATION

A. Purpose of the Request for Proposal B. Background C. Internet Access to this RFP

II. DEFINITIONS

III. SCOPE OF SERVICES

A. Description of Services B. Contract Term

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Submission of Questions or Requests for Clarifications

2. Pre-Proposal Conference

B. Deadline and Procedures for Submitting Proposals C. RFP Information Resources D. Procurement Timetable E. Transparency Website: Trade Secrets

V. PREPARING PROPOSALS: REQUIRED INFORMATION

A. FORMAT OF PROPOSALS

B. REQUIRED CONTENTS OF PROPOSAL

1. COVER PAGE

The Proposal must begin with a cover page bearing the name and address of the Respondent and the name and number of this RFP. Any confidential, proprietary information of trade secret claims must be outlined on the cover page

2. TABLE OF CONTENTS

3. COVER LETTER

4. EXECUTIVE SUMMARY

5. PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND TEAM

MEMBERSCOMMITTED TO THE SERVICES

6. PROFESSIONAL QUALIFICATIONS, SPECIALIZED EXPERIENCE AND AVAILABILITY OF KEY PERSONNEL WHO

WILL BE DEDICATED TO THE SERVICES DESCRIBED IN THIS RFP

7. PROPOSED APPROACH, IMPLEMENTATION, AND PROJECT MANAGEMENT PLAN

8. COST PROPOSAL

9. MBE/WBE/VBE PARTICIPATION GOALS

10. ECONOMIC DISCLOSURE STATEMENT AND AFFIDAVIT (“EDS”) AND ATTACHMENT A: ONLINE EDS

ACKNOWLEDGEMENT

11. LEGAL ACTIONS

12. INSURANCE

13. FINANCIALS

14. DISCLOSURE OF CONFLICTS OF INTEREST

15. SEXUAL HARASSMENT POLICY AFFIDAVIT

16. EXCEPTIONS TO THE SAMPLE PROFESSIONAL SERVICES AGREEMENT

V. EVALUATING PROPOSALS

A. Evaluation Process B. Evaluation Criteria

1. PROFESSIONAL AND TECHNICAL COMPETENCE (WEIGHT: 50%, AS DESCRIBED FURTHER

BELOW):

2. QUALITY, COMPREHENSIVENESS AND ADEQUACY OF THE PROPOSED APPROACH,

IMPLEMENTATION AND MANAGEMENT PLAN (WEIGHT: 40%, AS DESCRIBED FURTHER

BELOW):

3. COST PROPOSAL / SCHEDULE OF COMPENSATION (WEIGHT: 10%)

4. FINANCIAL STABILITY (PASS/FAIL)

5. COMPLIANCE WITH LAWS, ORDINANCES, AND STATUTES (PASS/FAIL)

6. LEGAL ACTIONS (PASS/FAIL)

7. DEGREE TO WHICH THE RESPONDENT ACCEPTS THE CITY’S TERMS AND CONDITIONS

(PASS/FAIL)

8. INSURANCE (PASS/FAIL)

9. CONFLICT OF INTEREST (PASS/FAIL)

VI. SELECTION PROCESS

VII. ADDITIONAL DETAILS OF THE RFP PROCESS

A. Clarifications and Addenda B. City’s Rights to Reject Proposals C. No Liability for Costs D. Prohibition on Certain Contributions - Mayoral Executive Order No. 2011-4 E. False Statements F. Title VI Solicitation Notice G. Policy Prohibiting Sexual Harassment (Section 2-92-612 of the Chicago Municipal Code) H. Protests

APPENDIX 1

EPROCUREMENT

EXHIBIT 1: SCOPE OF SERVICES

A. SUMMARY

B. ACTIVITIES

EXHIBIT 2: COST PROPOSAL/SCHEDULE OF COMPENSATION

EXHIBIT 3: ECONOMIC DISCLOSURE STATEMENT AFFIDAVIT AND ATTACHMENT A

EXHIBIT 4: INSURANCE REQUIREMENTS

EXHIBIT 5: SEXUAL HARASSMENT POLICY AFFIDAVIT (SECTION 2-92-612)

EXHIBIT 6: SAMPLE CITY TERMS AND CONDITIONS

TABLE OF EXHIBITS

Appendix 1 eProcurement

Exhibit 1 Scope of Services

Exhibit 2 Cost Proposal/Schedule of Compensation

Exhibit 3 Economic Disclosure Statement Affidavit and Attachment A

Exhibit 4 Insurance Requirements

Exhibit 5 Sexual Harassment Policy Affidavit (Section 2-92-612)

Exhibit 6 Sample City Terms and Conditions

REQUEST FOR PROPOSAL (“RFP”)

for CDBG-DR Grants Management and Strategy Services

I. GENERAL INVITATION

A. Purpose of the Request for Proposal

The City of Chicago ("City"), acting through its Office of Budget and Management, seeks Consulting Services related to a Community Development Block Grant – Disaster Recovery (CDBG-DR) award the City received.

B. Background

The Office of Budget and Management (OBM) requests consulting services to support the City of Chicago’s (“the City”) implementation of a federal award in the amount of $426,608,000 from the U.S. Department of Housing and Urban Development (HUD) for the Community Development Block Grant Disaster Recovery (CDBG-DR) Program.

The City was awarded these dollars to support its recovery from the impact of severe storm damage from three national disasters: DR-4728-IL, DR-4749-IL, and DR-4819-IL spanning from June 29, 2023 to July 16, 2024. The effective award date of these funds was January 21, 2025, with a requirement to spend the funds within six years.

The goal of the RFP is to maximize spending and the return on investment of CDBG-DR funds, while minimizing overall compliance risk. The services the City is intending to contract are the activities attached under the “CDBG-DR Grants Management Services Scope of Work Summary,” including, but not limited to helping the City establish and complete the program-specific policies and procedures to ensure compliant use of funds, and assist with implementation of programs including providing support on project management and data and reporting.

The contract will be funded on the federal CDBG-DR award and will be subject to adhering to the procurement requirements set forth in the Universal Notice (90 FR 1754) and applicable standards in 2 CFR 200.

A long-term grants management consultant will ensure that the City is able to successfully meet the requirements and deliver programming as part of the CDBG-DR award.

C. Internet Access to this RFP

All materials related to the RFP may be downloaded from the Department of Procurement Service's ("DPS") website at the following URL: http://www.cityofchicago.org/eProcurement.

Click on "Current Bids." In order to receive notice of clarifications and addenda, Respondents must log-in to iSupplier, search for the solicitation number, open the solicitation for review, and accept the disclaimer.

RFP Document Holders are listed on the Bid & Bond Room Opportunity Take Out List. The Opportunity Take Out List is public information and is posted to the DPS website at www.cityofchicago.org/TOL. To find Opportunity Take Out lists, go to “Get Started Online,” and search by the specification number.

All Respondents are responsible for obtaining all RFP materials. The City accepts no responsibility for the timely delivery of materials or for alerting Respondents on posting to the DPS website information related to this RFP.

Respondent must read Appendix I eProcurement for more details regarding electronic access to RFP abstract and documents to be submitted electronically and uploaded as attachments to your proposed submission.

II. DEFINITIONS

The following defined terms have the meanings specified below.

NOTE: If a defined term is used only once, then it may be defined within the context in which it appears in that paragraph or section.

“Addendum” means any revision(s) to the RFP Documents issued by the Chief Procurement Officer prior to the due date for submitting proposals.

“Agreement” means the City of Chicago’s Professional Services Agreement, including all exhibits attached to it and incorporated in it by reference, and all amendments, modifications, or revisions made in accordance with its terms, as attached in this RFP in Exhibit 6.

“Budget Director” or “Commissioner” means the Budget Director of the City of Chicago Office of Budget and Management seeking services under the RFP, and any representative authorized in writing to act on the City Commissioner’s behalf.

“Chief Procurement Officer” or “CPO" means the Chief Procurement Officer of the City of Chicago and any representative duly authorized in writing to act on her behalf.

“Clarification” means the City’s response to questions submitted by Respondents which do not revise the requirements of the RFP.

“Contractor” or “Consultant” means the Respondent awarded a contract pursuant to this RFP process.

“Department” or “OBM” means the City of Chicago Office of Budget and Management.

“EC” means the Evaluation Committee appointed to review and assess all Proposals and make its recommendations to the Commissioner concerning its evaluations.

"iSupplier" refers to the City's eProcurement computer system for electronic bidding and providing Contractors with access to contract, ordering and payment information for their City contracts.

“Proposal” is the written content and documents submitted by a Respondent in response to this RFP.

“Respondent” means the primary entity which submits a Proposal in response to this RFP and may include subcontractors and other affiliates.

“Selected Respondent” means the awardee of the Contract from this RFP.

“Services” means performance of all tasks, activities and deliverables as described in detail in Exhibit 1, Scope of Services and performed by qualified and licensed personnel of the selected Contractor from this RFP.

“Subcontractor” means any person or entity with whom the Contractor contracts to provide any part of the goods, services or work to be provided by Contractor under the Contract, including subcontractors of any tier, suppliers and materialmen, whether or not in privity with the Contractor.

III. SCOPE OF SERVICES

A. Description of Services

The Contractor will provide the City with Consulting Service related to CDBG-DR funds. The Contractor shall assist the City to maximize spending and the return on investment of funds, while minimizing overall compliance risk.

The services that the City seeks to acquire are described in detail in the Scope of Services, Exhibit 1.

B. Contract Term Any contract awarded pursuant to this RFP shall expire on July 1, 2031, unless the date of expenditure of funds is extended, in which the agreement may also be extended.

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Submission of Questions or Requests for Clarifications

Respondents must communicate only with the Department of Procurement Services. All questions or requests for clarification must be in writing, submitted via online discussion in iSupplier and directed to the attention of Paula Duarte, Senior Procurement Specialist, Paula.Duarte@cityofchicago.org, Department of Procurement Services, Room 806, City Hall and must be received no later than 4:00 p.m. Central Time, on October 13, 2026. Respondents are encouraged, but not required, to submit questions prior to the scheduled Pre-Proposal Conference.

All questions and requests for clarification must be submitted via online discussion in iSupplier. The subject line of the iSupplier online discussion must clearly indicate that the contents are “Questions and Request for Clarification” about the RFP and are “Not a Proposal” and must refer to “Request for Proposal (“RFP”) for CDBG-DR Grants Management and Strategy Services, Specification No. 166666.” No telephone calls will be accepted unless the questions are general in nature.

2. Pre-Proposal Conference

The Pre-Proposal Conference will be conducted via an in-person meeting. Attendance at the Pre-Proposal Conference is non-mandatory but strongly encouraged. All interested Attendees must register in advance of the Pre-Proposal meeting. Same day registration is not allowed. Pre-Registration must be arranged in advance of the scheduled October 5, 2026 Pre-Proposal Conference.

Attendees must send an e-mail to Paula Duarte at Paula.Duarte@cityofchicago.org. E-mail Subject line must read: RFP for CDBG-DR Grants Management and Strategy Services. Registered Attendees will receive e-mail confirmation with directions.

The City will answer questions and clarify the terms of the RFP at the Pre-Proposal Conference. The City may respond both to questions posed on the day of the conference and to questions sent via online discussion in iSupplier prior to the conference. Anything stated at this Pre-Proposal Conference is not intended to change the solicitation document.

Any changes will be in writing in the form of an Addendum issued by the Department of Procurement Services.

B. Deadline and Procedures for Submitting Proposals

1. To be assured of consideration, Proposals must be submitted electronically to the Department of Procurement

Services no later than 3:00 P.M. Central Time on December 1, 2026. Respondents must submit all required information by uploading as attachments to the electronic RFP submission in iSupplier. iSupplier vendor portal registration is required. Allow three (3) business days to complete registration.

2. The City may, but is not required to, accept Proposals that are not received by the date and time set forth in Section

IV.B.1 above. Only the Chief Procurement Officer is empowered to determine whether to accept or return late Proposals.

3. Submit your Proposals to: http://www.cityofchicago.org/eProcurement Combining multiple PDF attachments is strongly encouraged in order to minimize the number of uploaded attachments. Only proposals submitted electronically, as described in this section, will be accepted.

C. RFP Information Resources

Respondents are solely responsible for acquiring the necessary information or materials. Information for preparing a response to this RFP can be located in the following areas of the City’s website: www.cityofchicago.org/Procurement:

• Pre-Bid/Proposal Conference Attendees

• Addenda and Exhibits, if any.

mailto:Raymond.adams2@cityofchicago.org http://www.cityofchicago.org/Procurement

D. Procurement Timetable

The timetable for the RFP solicitation is summarized below. Note that these are target dates and are subject to change by the City.

Key Activity

Target Date

City Issues RFP September 24, 2026

Non-Mandatory Pre-Proposal Conference

October 5, 2026

RFP Questions Due

October 13, 2026

Proposals Due

December 1, 2026

E. Transparency Website: Trade Secrets

Consistent with the City's practice of making available all information submitted in response to a public procurement, all proposals, any information and documentation contained therein, any additional information or documentation submitted to the City as part of this solicitation, and any information or documentation presented to City as part of negotiation of a contract or other agreement may be made publicly available through the City's Internet website.

However, Respondents may designate those portions of the Proposal which contain trade secrets or other proprietary data ("Data") which Respondents desires remain confidential.

To designate portions of the Proposal as confidential, Respondent must:

1. Mark the cover page as follows: "This Proposal includes trade secrets or other proprietary data.”

2. Mark each sheet or Data to be restricted with the following legend: "Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this RFP."

3. Upload with your Proposal Submittal a redacted copy of the entire Proposal or Submission as one .pdf format file for posting on the City's website. Respondent is responsible for properly and adequately redacting any Data, which Respondent desires remain confidential. If entire pages or sections are removed, they must be represented by a page indicating that the page or section has been redacted. Failure to upload a redacted copy may result in the posting of an un-redacted copy.

Indiscriminate labeling of material as "Confidential" may be grounds for deeming a Proposal as non-responsive.

All Proposals submitted to the City are subject to the Freedom of Information Act. The City will make the final determination as to whether information, even if marked "Confidential," will be disclosed pursuant to a request under the Freedom of Information Act or valid subpoena. Respondent agrees not to pursue any cause of action against the City with regard to disclosure of information.

V. PREPARING PROPOSALS: REQUIRED INFORMATION

Each Proposal must contain all of the following documents and must conform to the following requirements.

A. FORMAT OF PROPOSALS

The Proposal shall be submitted as an electronic Proposal. The electronic Proposal shall be one file that is a word-searchable pdf file.

B. REQUIRED CONTENTS OF PROPOSAL

Proposal content must be clear, concise and well organized. Respondent is strongly discouraged from including marketing or promotional materials not related specifically to the focus of this RFP. Respondents are advised to adhere to the submittal requirements of the RFP. Failure to comply with the instructions of this RFP may be cause for rejection of the non-compliant Proposal. Respondent must provide information in the appropriate areas throughout the RFP. By submitting a response to this RFP, you are acknowledging that if your Proposal is accepted by the City, your Proposal and related submittals may become part of the Contract. While the City recognizes that Respondents provide costs in varying formats, compliance with the enclosed Compensation Schedule in Exhibit 2 is required to facilitate equitable comparisons.

At a minimum, the Proposal must include the following items:

1. COVER PAGE

The Proposal must begin with a cover page bearing the name and address of the Respondent and the name and number of this RFP. Any confidential, proprietary information of trade secret claims must be outlined on the cover page.

2. TABLE OF CONTENTS

A table of contents for the Proposal should follow the cover page.

3. COVER LETTER

Respondent must submit a cover letter signed by an authorized representative of the entity committing Respondent to provide the Services as described in this RFP in accordance with the terms and conditions of any contract awarded pursuant to the RFP process. The cover letter must:

a. Indicate the number of years the company/organization has been in business and provide an overview of the experience and background of the company/organization and its key personnel committed to this project.

b. Identify the legal name of the company/organization, its headquarters address, its principal place of business, its legal form (i.e., corporation, joint venture, limited liability company or partnership, etc.), and the names of its principals or partners and authority to do business in Illinois with the most recent documents filed with and obtained from the Secretary of State.

c. Indicate the name, telephone number(s) and e-mail address of the principal contact for this proposal, oral presentation or negotiations.

d. Acknowledge receipt of Addenda issued by the City, if any.

4. EXECUTIVE SUMMARY

Respondent must provide an executive summary which explains its understanding of the City’s intent and objectives and how their Proposal would achieve those objectives. The summary must discuss Respondent’s strategy and methodology for successfully implementing and managing the Project for the City of Chicago;

capacity to perform, and approach to project management, satisfying the scope of services in the RFP and any additional factors for the City’s consideration.

The summary should outline the Respondent’s overall plan from the initial contract award (or pre-award meetings) phase, to post-initial and on-going operations of contract; general approach to project management and expected deliverables and reports.

5. PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND TEAM

MEMBERSCOMMITTED TO THE SERVICES

The following information must be provided by all Respondents. If Respondent proposes that major portions of the work will be performed or provided by different team members (e.g., joint venture partners, suppliers, subcontractors, etc.), Respondent must provide the required information as described below for each such team member.

5.1 Company Profile Information

Provide a description with information and history of the company focusing on previous disaster recovery and CDBG-DR grants management experience. Include any past experiences with the relevant CFR and CDBG-DR Universal Notice requirements. Information provided should highlight any relevant experiences that relate to the City’s approved Action Plan and programs it is planning to fund.

5.2 References

Respondent must provide at least three (3) references, preferably from a municipality or government agency, related to a contract of similar scope and magnitude as described in this RFP. Experience will not be considered unless complete reference data is provided. At a minimum, the following information should be included for each client reference:

• Client name, address, contact person name, telephone, and email address

• Description of Services provided similar to the Services outlined in Exhibit 1 of this RFP.

• The date when the Service was implemented.

• The location of the project.

• Nature and extent of Respondent’s involvement as the prime Contractor (also indicate area of secondary responsibility, if applicable). Identify Services, if any, subcontracted, and to what other company.

• Contract term (Start and End date, or indicate if currently providing services)

• The total value of the Contract.

Describe the general scope provided by the Respondent in terms of grant administrator services related to HUD CDBG-DR awards supporting any referenced municipalities or clients.

Explain the difference, if any, from the requirements set forth in this RFP, or proposed in response to this RFP, compared to the deliverables provided to any referenced cities or clients.

All client reference information must be supported and verified. Reference contacts must be aware that they are being used and agreeable to City interview and follow-up.

The City may solicit from previous clients, including the City of Chicago, or any available sources, relevant information concerning Respondent’s record of past performance.

6. PROFESSIONAL QUALIFICATIONS, SPECIALIZED EXPERIENCE AND AVAILABILITY OF KEY PERSONNEL

WHO WILL BE DEDICATED TO THE SERVICES DESCRIBED IN THIS RFP.

Respondent must provide a summary of individuals who will be dedicated to the Services described in this RFP. For each Key personal, identified, Respondent must provide the following information:

a) Key Personnel areas of expertise and areas for prime responsibility for various tasks or aspects of the Services.

b) Previous related experience and provide references including name, address, and telephone number of contact person, and brief description of work history.

c) Respondent must provide the following information:

a. Title and reporting responsibility.

b. Proposed role in this Services, including the functions and tasks for which they will have prime responsibility (also indicate areas of secondary responsibility, if appropriate)

c. Pertinent areas of expertise and past expertise

d. Base location (local facility, if applicable)

e. Resumes or corporate personnel profiles with past experience for each of the Key Personnel, including a description of their roles and responsibilities on recent projects of similar type, scope, and magnitude relating to the Scope of Services as described in this RFP.

The City reserves the right to conduct background checks on any personnel within the scope of this engagement.

7. PROPOSED APPROACH, IMPLEMENTATION, AND PROJECT MANAGEMENT PLAN

Respondent must provide a comprehensive and detailed plan which addresses requirements as outlined in Exhibit 1, Scope of Services of this RFP. The plan must demonstrate Respondent’s capacity to successfully implement and manage the Services and ability to comply with the Scope of Services and requirements as described in this RFP. The plan must address, but not be limited to, the following areas:

7.1 Proposed Approach & Implementation

Respondent’s proposal must address the following, which complies with the requirements outlined in Exhibit 1, Scope of Services. Additionally, Respondent should cite from its history and experience of providing grant administration services of HUD CDBG-DR awards when addressing and describing its proposed approach and implementation to the City’s CDBG-DR program.

• HUD CDBG-DR Experience o Experience with CDBG-DR Awards: Successful demonstration of the management of

CDBG-DR awards, where programs were implemented within the established timeline, remained in compliance with HUD regulations, reporting deadlines were met, and the award was successfully closed out.

o Compliance Monitoring and Spending: Proficiency in CDBG-DR and HUD compliance monitoring, including Davis Bacon and Section 3 requirements, and ensure that CDBG-DR program spending, both budgeted and actuals, are eligible and within compliance.

o Risk Management: Demonstration of preemptive risk management and problem solving for HUD and CDBG-DR large scale awards.

o Data and Reporting Skills: Proficiency in data collection and reporting to meet HUD requirements.

o Conducted Similar Services: Experience in managing large-scale CDBG-DR programs, especially in infrastructure and public services-focused programs

• Methodology o Clarity and feasibility of the proposed approach: This includes demonstration of implementation strategies for CDBG-DR programs and reporting and data management for a similar award size or jurisdiction.

o Alignment with proposal objectives: Alignment of the proposal with the specific programs detailed in the City of Chicago's approved CDBG-DR Action Plan.

o Best Practices and Industry Standards: Demonstration of best practices and industry standards for the implementation and closeout of CDBG-DR awards.

• Quality of Proposal or Presentation o Clarity and Organization: Clarity, structure and completeness of the proposal. The proposal should outline the approach and methodology, making it easy to understand the steps for achieving the objectives.

o Responsiveness to RFP Requirements: The proposal should fully meet the City’s specific needs, follow the guidelines outlined in the RFP and ensure that all required tasks are clearly addressed.

o Phased Approach: Proposal includes a clear phased approach to the project, demonstrating structured execution and feasibility.

o Overall professionalism: The overall tone, attention to detail and the ability to convey the value of the proposal effectively.

7.2 Project Management Plan

Respondent should describe the following:

• Project Management Capabilities o Adherence to Deadlines: Ability to manage project milestones and meet deadlines for timely execution. This includes adherence to timelines for deliverables, status updates and final reports.

o Regular Updates and Reporting: Structured approach to providing updates through weekly or bi-weekly meetings, covering progress, findings and issues o Flexibility and Adaptability: Capability to adjust to evolving project needs, address unforeseen challenges and maintain progress, especially when resolving gaps or additional data requirements.

o Consultant-Provided Portal: Provides a portal for secure information sharing, audit tracking, document management, and streamlined communication.

7.3 Organization Chart

Submit an organization chart that clearly illustrates the team structure all firms (joint venture partners, if any, subcontractors); their relationship in terms of proposed services; and Key Personnel involved.

8. COST PROPOSAL

The Respondent must provide pricing in the format and content as outlined in Exhibit 2, Cost Proposal/Schedule of Compensation in order for the Respondent’s Proposal to be considered responsive to this section. Proposals that fail to include cost proposal information in Exhibit 2 will be rejected as incomplete and deemed non-responsive.

All costs must, at a minimum, be provided as requested in Exhibit 2. An outline of cost and resource allocation for each phase of the project should be provided.

For purposes of comparing costs among Respondents, Respondent must not deviate from the format outlined in Exhibit 2. The City reserves the right to negotiate a final price, terms, and conditions with Selected Respondent.

9. MBE/WBE/VBE PARTICIPATION GOALS

There are no MBE/WBE and no VBE goals for this RFP.

Respondents do not need to submit any documents for MBE/WBE/VBE goals in their Proposal

10. ECONOMIC DISCLOSURE STATEMENT AND AFFIDAVIT (“EDS”) AND ATTACHMENT A: ONLINE EDS

ACKNOWLEDGEMENT

Respondent shall complete an Economic Disclosure Statement and Affidavit, Attachment A: Online EDS Acknowledgement. See Online City of Chicago EDS Instructions and Attachment A: Online EDS Acknowledgement, in Exhibit 3. If Respondent is a business entity other than a corporation, then each member, partner, etc., of Respondent must complete an EDS, as applicable, per the instructions on the EDS form. In addition, any entity that has an interest in Respondent or in one or more of its members, partners, etc., and is required pursuant to the Municipal Purchasing Act for Cities of 500,000 or More Population (65 ILCS 5/8-10-8.5) or Chapter 2-154 of the Municipal Code of Chicago to provide a disclosure must submit a completed and executed EDS as an “entity holding an interest in an Applicant” as described in the EDS. All affidavits must be notarized. Upon completion of Online EDS, Respondent shall upload a copy of 2 documents with their Proposal: 1) Certificate of Filing printed from system and 2) a copy of the executed Attachment A, Online EDS Acknowledgement form.

The Respondent submitting as the prime must submit the above referenced EDS documents with its Proposal. Subcontractors may be asked, at the City’s discretion, to provide an EDS during the evaluation process.

11. LEGAL ACTIONS

Respondent must provide a listing and a brief description of all material legal actions, together with any fines and penalties, for the past 5 years in which (i) Respondent or any division, subsidiary or parent entity of Respondent, or (ii) any member, partner, etc., of Respondent if Respondent is a business entity other than a corporation, has been:

a) A debtor in bankruptcy; or

b) A plaintiff or defendant in a legal action for deficient performance under a contract or violation of a statute or related to service reliability; or

c) A respondent in an administrative action for deficient performance on a project or in violation of a statute or related to service reliability; or

d) A defendant in any criminal action; or

e) A named insured of an insurance policy for which the insured has paid a claim related to deficient performance under a contract or in violation of a statute or related to service reliability; or

f) A principal of a bond for which a surety has provided contract performance or compensation to an obligee of the bond due to deficient performance under a contract or in violation if a statute or related to service reliability; or

g) A defendant or respondent in a governmental inquiry or action regarding accuracy of preparation of financial statements or disclosure documents.

The City reserves the right to request similar legal action information from Respondent’s team members during the evaluation process.

12. INSURANCE

Respondent should include a statement that they can comply with the City’s insurance requirements. Prior to contract award, the Selected Respondent will be required to submit evidence of insurance in the amounts specified in the attached Exhibit 4.

13. FINANCIALS

Respondent must provide a copy of its audited financial statements for the last 3 years. Respondents that are comprised of more than one entity must include financial statements for each entity. Upload into your Proposal one (1) complete copy of the requested financial statements marked and separated by year for the requested period. The City will not accept a web link. Respondents are required to provide required financial statements in sufficient detail for the City to assess its financial condition as part of their proposal submission.

The City reserves the right to accept or reject any financial documentation other than the financial statements requested by this section.

If Respondent is unable to provide audited financial statements, state the reasons in your Proposal response and provide financial documentation in sufficient detail to enable the City to assess the financial condition of your company.

Sufficient alternate documentation would be un-audited financial statements from those Respondents not required to have their financial statements audited. At a minimum, included in the financial statements needs to be balance sheets and income statements (or equivalent) for the requested three years. Assets/liabilities and income/ expenses must be presented in adequate detail for the City to assess the financial condition of the Respondent.

14. DISCLOSURE OF CONFLICTS OF INTEREST

The City expects that the Respondent will not have any conflicts of interests (including, but not limited to, any conflicts based on Respondent’s participation in other City contracts). The Respondent, and to the best of its knowledge, its subcontractors if any, shall presently have no interest and will not acquire any interest, direct or indirect, in any enterprise, project or contract which would conflict in any manner or degree with the performance of the work, services or goods to be provided hereunder. Without limiting the foregoing, Respondent shall have no direct or indirect interest in, or be under common control with respect to, any entity that is an applicant with respect to any program for which Respondent is performing services for the City under the Agreement awarded under this RFP. In the performance of the Contract, no person having any such interest will be employed, either by Respondent or any subcontractor, to perform any work or services under the Contract or have access to confidential information. Respondent should include in its Proposal a description of any actual or potential conflicts of interest.

15. SEXUAL HARASSMENT POLICY AFFIDAVIT

Respondent shall, as prescribed by the Chief Procurement Officer, attest by affidavit (in the form of the “Sexual Harassment Policy Affidavit” Exhibit 5 attached hereto) that Respondent has a written policy prohibiting sexual harassment that shall include, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment; and (iii) the legal recourse available for victims of sexual harassment.

16. EXCEPTIONS TO THE SAMPLE PROFESSIONAL SERVICES AGREEMENT

Respondent must identify any exceptions or objections it has to the City’s sample Professional Services Agreement ("PSA"), a copy of which is attached hereto as Exhibit 6. The City may from time to time revise the PSA. The City will not accept or entertain any exceptions or objections to the PSA at any time after Proposal submittal except and only to the extent the City subsequently makes a material change to a substantive provision of the PSA.

V. EVALUATING PROPOSALS

A. Evaluation Process

The Department of Procurement Services and an Evaluation Committee (“EC”,) which will include the representatives from the Department of Budget and Management, the Department of Procurement Services and may include representatives of other departments of the City will review and evaluate the Proposals, as described below.

The City of Chicago seeks to prevent all Conflicts of Interest regarding procurement decisions. Conflicts of Interest arise when an EC member participates personally and substantially in official matters where they have a financial interest. No member of the EC is permitted to have any personal interest, direct or indirect, in the contract arising from this RFP. If an EC member believes a Conflict of Interest exists, they should immediately notify DPS and recuse themselves from all procurement decisions.

In evaluating Proposals, during Phase I, the Department of Procurement Services will first consider the completeness and responsiveness of the Respondent’s Proposal. After Phase I, the Proposals will then move to the EC for further evaluation.

The Proposal evaluation process is organized into three phases:

Phase I - Preliminary Proposal Assessment Phase II - Proposal Evaluation Phase III - Site Visits, System/Product Demonstrations and/or Oral Presentations (if necessary)

Phase I - Preliminary Proposal Assessment

Phase I will be completed by DPS and will involve an assessment of the Respondent’s compliance with and adherence to all submittal requirements requested in Section V. B, Required Content of the Proposal. Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the EC, be rejected from further consideration due to “non-responsiveness” and rated Non-Responsive. Proposals providing responses to all sections will be eligible for detailed analysis in Phase II, Proposal Evaluation.

As part of this evaluation, DPS will determine whether Respondents have passed or failed any evaluation criteria designated as pass/fail. These criteria include, but are not limited to, the following: compliance with Economic Disclosure Statement and Affidavit, Conflicts of Interest, Financials, and Legal Actions.

Phase II - Proposal Evaluation

In Phase II, the EC will evaluate the extent to which a Respondent’s Proposal meets the requirements set forth in the RFP.

Phase II will include a detailed analysis of the Respondent’s qualifications, experience, proposed implementation and management plan, cost proposal, and other factors based on the evaluation criteria outlined in Section VI. B, Evaluation Criteria.

As part of the evaluation process, the EC will review the information required by Section V, for each Proposal received.

The EC may also review other information gained by checking references and by investigating the Respondent’s financial condition.

The City reserves the right, after advertisement of the RFP, to refine the Scope of Services, with appropriate notice. Further, if, upon receipt of Proposals, the City wishes to make refinements to the Scope of Services, it may, depending upon the circumstances, provide the revision to all Respondents and invite revised proposals from the Respondents based upon the revised Scope of Services.

The City reserves the right to seek clarification of any information that is submitted by any Respondent in any portion of its Proposal or to request additional information at any time during the evaluation process. Any material misrepresentation made by a Respondent may void the Proposal and eliminate the Respondent from further consideration.

The City reserves the right to enlist independent consulting services to assist with the evaluation of all or any portion of the Proposal responses as it deems necessary.

B. Evaluation Criteria

In Phase II, the Evaluation Committee will review the Respondent's Proposal to determine overall responsiveness and completeness of the Proposal with respect to the components outlined in the RFP using the following criteria as applicable:

1. PROFESSIONAL AND TECHNICAL COMPETENCE (WEIGHT: 50%, AS DESCRIBED FURTHER BELOW):

a) Respondent’s ability (as an organization) to provide the service requirement described in the RFP, including capacity to perform the Scope of Services described in Exhibit 1 of this RFP. WEIGHT: 20%

b) Professional Qualifications and Specialized Experience of Respondent and its Team Members on projects of similar scope and magnitude (e.g., specifically with respect to large organizations, and government agencies).

Must describe projects of similar scope that are in alignment with proposal objectives and incorporate best practices and industry standards. WEIGHT: 20%

c) References / 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. The Committee may solicit from current and/or previous clients including the City of Chicago, other government agencies, or any available sources, relevant information concerning the Respondent’s record of performance.

WEIGHT: 10%

2. QUALITY, COMPREHENSIVENESS AND ADEQUACY OF THE PROPOSED APPROACH, IMPLEMENTATION

AND MANAGEMENT PLAN (WEIGHT: 40%, AS DESCRIBED FURTHER BELOW):

The EC will consider the quality, comprehensiveness and adequacy of the Proposed Approach, Implementation Plan, and Management Plan including ability to perform the services, and capacity to support the project based on staffing plan including supervisory key personnel who will manage and oversee the Assessment.

The Evaluation Committee will review each Proposal for the Respondent’s understanding of the objectives of the Services and how these objectives may be best accomplished. Each Respondent will be evaluated on their overall strategy, methodology and approach to meeting the City’s needs.

The EC will consider the following factors:

a. Thoroughness of Approach (WEIGHT: 10%)

The level of detail and completeness the Respondent provides in response to proposed Implementation Plan Timeline and Detailed Implementation Plan.

b. Demonstrated Understanding (WEIGHT: 10%) The extent to which the Respondent demonstrates its understanding of the City’s intent, objectives, and deliverables. The proposal outlines the approach and methodology, making it easy to understand the steps for achieving the objectives. The quality of the Proposal demonstrates clarity, organization, phased project plan and overall professionalism.

c. Management Plan and Staffing (WEIGHT: 10%) The management approach and experience, skills, location, and credentials of the team proposed by the Respondent to support the City’s successful implementation of its CDBG-DR award. The proposal demonstrates experience with management of large-scale CDBG-DR programs, especially in infrastructure and public services-focused programs. Details how organization will handle compliance monitoring and spending as well as Risk Management. Lists any data and reporting tools that would be used to track for this project.

d. Project Management Capabilities (WEIGHT: 10%) The adherence to deadlines and structured approach to maintain progress updates and feedback via reporting. The level of flexibility to adapt to the project’s needs. Provides a portal to be used for secure information sharing, track audit progress, document management, and streamline communication.

3. COST PROPOSAL / SCHEDULE OF COMPENSATION (WEIGHT: 10%)

The City will consider the reasonableness and competitiveness of Respondent’s cost proposal in Exhibit 2.

While Respondent’s Cost Proposal is important, it will not be the only factor in the selection process. The City will review breakdown of costs with justifications and overall value provided in relation to cost.

4. FINANCIAL STABILITY (PASS/FAIL)

The EC will consider the financial condition of the Respondent.