DOIT AE Selection Procedure Final.docx

Illinois Department of Innovation and Technology Notice and Selection of Professional Services Process Purpose This procedure identifies the Illinois Department of Innovation and Technology Agency’s (Agency) method of securing a Firm to provide Agency Specific Indefinite Quantity Master Contract for Professional Fiber Engineering Services. The Agency will be seeking an award with one Architectural/ Engineering Firm for the duration of the subsequent contract term.

Scope This procedure applies to the selection of Firms hired to work for the Agency. Professional Service contracts are solicited and awarded in accordance with the Architectural, Engineering and Land Surveying Qualifications Based Selection Act (30 ILCS 535). Illinois Procurement Code (30 ILCS 500) and the Illinois Joint Committee on Administrative Rules (JCAR) (44 ILL. ADMIN. CODE) are applicable to the Professional Services solicitations and all applicable rights and authority vested therein to the Chief Procurement Office – General Services (CPO-GS) are specifically incorporated into all aspects of these procedures.

Definitions:

Vendor Management Office (VMO): The VMO is the Agency Procurement Office consisting of procurement staff who manage the procurement activities of the Agency and relationships with contracted Vendors.

Solicitation of the Qualifications Based Selection (QBS) and Statement of Interest (SOI) The Qualifications Based Selection (QBS) procurement method allows Agency to evaluate Architectural, Engineering and Land Surveying (AE) Firms qualifications to provide Professional Fiber Engineering Services.

1. Agency has developed a Qualification Based Selection (QBS) solicitation providing a high-level scope of services which will be provided by the AE Firm through the duration of the subsequent contract. The AE Firm will review and complete the QBS Professional Fiber Engineering solicitation which can be found as an attachment within BidBuy. The AE Firm will complete the QBS in its entirety and submit into BidBuy by the BidBuy QBS Bid Submission Due Date.

2. Statement of Interest (SOI) – The AE Firm shall also submit a Statement of Interest (SOI) expressing an interest in the QBS, see BidBuy attachments, with the QBS solicitation which will be used in coordination with QBS to evaluate individual AE Firms for award.

3. The Contract Manager submits the QBS to the Vendor Management Office (VMO) to determine the BEP goal, collate it into the procurement file, then submit to the APO and SPO for review and approval prior to publication in BidBuy. Agency BEP Coordinator will work with CMS BEP on BEP goal setting form and goal review form attaching to the BidBuy requisition. The review of the QBS and the process of determining a BEP goal can (and should) run simultaneously to reduce the total time of the procurement.

4. Upon approval of the BEP goal, the VMO Lead completes the requisition in BidBuy.

5. After approvals of the Requisition, the VMO will convert to Bid. Upon approval of the QBS draft by the APO and SPO, VMO Lead will submit the Bid for APO approval and SPO to publish.

6. VMO will publish the QBS to BidBuy along with the SOI. An email notification will be sent to AE Firms whom are registered under the BidBuy selected NIGP codes. AE Firms registered within BidBuy for those required NIGP categories will receive notification to the AE Firm BidBuy registered email from the BidBuy website.

7. Per the Procurement code (30 ILCS 535/25), the public notice must be advertised for a minimum of 14 days prior to the bid due date.

8. All questions from prospective Firms pertaining to specific work requirements are submitted to the VMO via email and delivered to the Contract Manager by VMO. Technical questions and answers will be summarized and submitted to VMO by the Contract Manager – these require SPO approval to publish. If any questions prompt changes in the QBS, a revised QBS should be prepared for publication as a part of the Q&A amendment. Procedural questions can be answered by the VMO. Upon the SPO’s approval of the questions and answers, VMO Lead will submit in BidBuy for the SPO to publish. When publishing the questions and answers, there must be a minimum of 72 hours prior to the bid due date. In the event there is not 72 hours, the solicitation due date must be extended.

9. Firms prepare their SOI per the QBS and submit via BidBuy as specified in the solicitation document. The following is a list of guidelines/requirements for SOI submittal:

a. Meet the pre-qualifications in the specific categories as identified in the QBS.

b. Demonstrate availability and appropriate qualifications of key personnel of the firms who will perform the work during the term of the subsequent contract.

c. Identify the Firm’s and /or sub-consultant’s current workload and ability to complete the work in the time required.

d. Show the firm’s financial capability.

e. Identify similar work performed by the firm and/or sub-consultants which illustrates the firm’s qualifications relevant to the specific project.

f. Show location of the firm’s and/or sub-consultant’s office(s) in relation to where the work will be performed.

QBS and SOI Scoring

1. The Review Team signs a Statement of Compliance, Confidentiality, and Conflict of Interest Statement (Attachment A) prior to receiving any QBS and SOI documents submitted in response to the QBS. The Coordinator is not involved in any sort of review of the QBS and SOI documents.

2. VMO reviews each Firm’s QBS and SOI for responsiveness.

3. VMO will complete the Summary Score Sheet (Attachment D), minus the Recommended Ranking, with the initial information found in the QBS and SOI for each responding Firm.

4. VMO submits copies of the QBS and SOIs to the Review Team as well as any other back-up information deemed pertinent at the time for each SOI assigned to the Review Team.

5. The Review Team individually and independently reviews every QBS and SOI determined complete by VMO as assigned and completes a Scorecard.

6. After scoring, the Review Team returns the completed and signed Scorecards and all evaluation materials to VMO.

7. VMO reviews each Scorecard, calculates a total score for each firm, and fills in the Recommended Rankings on the Summary Score Sheet.

Firm Selection

a) SOW, any addenda and published questions and answers.

b) Copies of the SOI (as reference material only. The CSC is not required to perform a review of the SOIs).

c) Scorecards for each Firm ranked 1 through 3.

d) Summary Score Sheet with Recommended Rankings.

Contract Negotiations

3. Upon written APO approval, the Notice of Award is published to BidBuy.

Statement of Work (SOW)

ATTACHMENT A

Statement of Compliance, Confidentiality, and Conflict of Interest form https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

ATTACHMENT B

Ballot

CSC member name: _____________________________________ CSC member signature: __________________________________ Date: _________________________________________________

ATTACHMENT C

VOTE TOTALS

ATTACHMENT D

SUMMARY SCORE SHEET

Yes ☐ No ☐ Yes ☐ No ☐ Yes ☐

Yes ☐

Yes ☐ No ☐ Yes ☐

Yes ☐

Yes ☐ No ☐ Yes ☐

Yes ☐

Yes ☐ No ☐ Yes ☐

Yes ☐

Yes ☐ No ☐ Yes ☐