QMHC_space_lease.doc

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THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF MENTAL HEALTH

RFR File Name and/Title:

Request for Response from Parties Interested in Licensing Space at the Quincy Mental Health Center, Quincy, MA

RFR File Number:

Quincy MHC Space Lease FY2011

Contact Person:

Janet Chinian

Northeast-Suburban Area

Address:

Northeast-Suburban Area Office

P.O. Box 387, Tewksbury, MA 01876 Procurement Category:

Real Property Acquisition Disposal, Space Leasing

Date of Issuance:

October 4, 2010

Table of Contents

1SECTION 1

PURPOSE OF REQUEST FOR RESPONSE

11.1 Goal of the Procurement

11.2 Quincy Mental Health Center Background

21.3 Goals for the Future Use of the Quincy Mental Health Center

31.4 Department of Mental Health Mission Statement and Priority Populations

3SECTION 2

RFR INFORMATION

32.1 Contact Person

42.2 RFR Distribution

42.3 Written Inquires

42.4 Tour of the Quincy Mental Health Center

52.5 RFR Time Table

52.6 Public Records

52.7 Reasonable Accommodation

52.8 Expenses

62.9 Bidder Communication

62.11 Minimum Response Duration

62.12 Subcontracting Policies

6SECTION 3

PROPERTY INFORMATION

63.1 Property Description

83.2 Licensee Responsibilities

9SECTION 4

RESPONSE REQUIREMENTS

94.1 Submission Format

94.2 Number of Copies.

94.3 Response Contents

12SECTION 5

EVALUATION AND SELECTION CRITERIA

125.1 Response Review and Evaluation Criteria

135.2 Recommendation for Awards

145.3 Decision and Award Notification

Appendix A - Commonwealth of Massachusetts Non-Exclusive Long Form License to Use State-Owned Real Property

Appendix B - Floor Plans

Appendix C - Business Reference Form

Appendix D - Contractor Authorized Signatory Verification Form

Appendix E - Response Cover Sheet

Appendix F - Massachusetts W-9

DEPARTMENT OF MENTAL HEALTH

Request for Response from Parties Interested in Licensing Space at the Quincy Mental Health Center, 460 Quincy Avenue, Quincy, MA 02169

SECTION 1

PURPOSE OF REQUEST FOR RESPONSE

1.1 Goal of the Procurement

The Department of Mental Health Northeast-Suburban Area, through this Request for Response (RFR), seeks to enter into one or more license(s) with a third party(ies) (Licensee(s)) for use of space it has available at the Quincy Mental Health Center, 460 Quincy Avenue, Quincy, Massachusetts. The Licensee(s) must use the space to provide mental health services that support the goals and mission of the Department of Mental Health (Subsection 1.2) and its specific goals for the property (Subsection 1.1). The Department of Mental Health seeks bidders that will facilitate the use of the site as a community mental health center that provides a full complement of mental health services to the local community. Services could include, but are not be limited to, inpatient services, ambulatory services, crisis stabilization, respite care, or aftercare. Any license awarded under this RFR will be of one year duration with four one year options to renew with the consent of the Department.

The Massachusetts Division of Capital Asset Management (DCAM) standard “Commonwealth of Massachusetts Non-Exclusive Long Form License To Use State-Owned Real Property” that is attached to this RFR, Appendix A, will be utilized by the Department for the License(s). The Department of Mental Health will not agree to any changes to the License other than those portions where input is intended. The Licensee(s) will be required to pay an annual fee for the space it uses based on square footage. A bidder, in its response, must propose an annual fee for the space that it proposes to use. The fee must be competitive, based on the market rental rates for first-class medical office and clinical buildings in the Greater Boston Area that are similar to the Quincy Mental Health Center. The fee may be paid in full upon execution of the License or in twelve monthly equal installments due the first day of each month. The bidder(s) selected for a License under this RFR will not be awarded funds for capital improvements.

The space that is available is described in detail in Section 3 of this RFR and Appendix B.

1.2 Quincy Mental Health Center Background

Quincy Mental Health Center was constructed in 1982, as a community mental health center housing both inpatient and outpatient services. The building is located on a main thoroughfare (Quincy Avenue/Route 53), and occupies a nine acre property on a rocky ledge overlooking the Fore River. There is parking for over 215 cars, with grade level entrances to three of the building’s four floors. Total gross square footage of the building is 66,891, with the locked inpatient space occupying 8,275 square feet.

The original design of the inpatient unit on the second floor consisted of 17 single occupancy and two double occupancy bedrooms. The unit has a variety of safety and security features designed to address the needs of an acute psychiatric population, and includes a large fenced courtyard, accessible directly from the unit. There is vacant office and rehabilitation services space on the same floor as the inpatient unit, accessible through the main lobby. The Department of Mental Health, including the Department of Mental Health Quincy Site Office, will occupy the fourth floor.

The building, utilities and grounds have been maintained by qualified contractors and are in excellent condition. The facility meets all applicable Joint Commission Life Safety and National Fire Protection Association standards for a healthcare occupancy. The building also houses a large kitchen with commercial quality equipment, tray line, and a large dining area. A 125 KW Detroit diesel generator provides emergency power in the event of a system failure. Recent capital improvements include replacement of the three roof-top air handler transfer units, repaving of the main parking lot, and professional landscaping.

1.3 Goals for the Future Use of the Quincy Mental Health Center

The Department of Mental Health’s goals for the space at the Quincy Mental Health Center are to:

a. Make available within the space a comprehensive service array of essential community mental health services which include services such as acute psychiatric inpatient beds, psychiatric emergency care, crisis stabilization, specialized respite care, aftercare and community mental health support services, which are recovery oriented and strength based.

b.

Maximize its use for acute service psychiatric inpatient beds for the adult community mental health population, particularly those in the Department Northeast-Suburban Area. This was not written as a stated goal.

c.

Establish a Quincy Mental Health Center advisory board with representation from consumers and local mental health advisory boards that is active in service planning and evaluation.

d.

Provide value-added to the community through such benefit as volunteer support, free care provision, transportation shuttles and supports, job opportunities for consumers, community outreach and education.

1.4 Department of Mental Health Mission Statement and Priority Populations The Department of Mental Health’s vision and mission statements are as follows:

Vision Mental health is an essential part of healthcare. The Massachusetts Department of Mental Health, as the State Mental Health Authority, promotes mental health through early intervention, treatment, education, policy, and regulation so that all residents of the Commonwealth may live full and productive lives.

Mission Statement

The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work, and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department of Mental Health sets policy, promotes self determination, protects human rights and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

The Department has an overall goal of promoting Recovery and Resiliency through Partnership. This goal is fostered by the principles of: meaningful client and family involvement; self- and family-direction; dignity and respect; culturally and linguistically competent care; elimination of disparities; use of evidence-based practices; and operational efficiencies.

The Department of Mental Health’s priority populations are adults with serious and persistent mental illness and severe dysfunction and children/adolescents with serious emotional disturbance with substantial functional impairment and children with serious emotional disturbance in need of mental health services.

SECTION 2

RFR INFORMATION

2.1 Contact Person The Department of Mental Health contact person for this RFR is:

Janet Chinian

Northeast-Suburban Area

P.O. Box 387, Tewksbury, MA 01876 Fax# 978-863-5091

E-mail: Janet.Chinian@dmh.state.ma.us

2.2 RFR Distribution

This RFR has been distributed electronically using the Commonwealth of Massachusetts Procurement Access and Solicitation (Comm-PASS) system. Comm-PASS is the official system of record for all procurement information. It is publicly accessible at no charge at www.comm-pass.com. All records on Comm-PASS consist of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab may contain data and/or file attachments provided by the Department of Mental Health. All are incorporated into this RFR.

It is the responsibility of every bidder to check Comm-PASS for any addenda or modifications to a solicitation for which they intend to respond. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to bidders that submit a response based upon an out-of-date solicitation document. Potential bidders are advised to check the “last change” field on the summary page of solicitations to which they intend to respond to ensure they have the most recent information.

A bidder may not alter the RFR or its components except for those portions intended to collect the respondent’s response (cost pages, etc.). Modifications to the body of the RFR, specifications, terms and conditions, or any other documents that would change the intent of this RFR are prohibited. Any modifications other than where the bidder is prompted for a response will disqualify the response.

2.3 Written Inquires

There will be an opportunity to submit written questions about the RFR. Questions may be submitted to the Contact Person named in Subsection 2.1 by mail, fax, or e-mail. To be considered, questions must be submitted by 4 p.m. on November 1, 2010. The Department of Mental Health will review questions received before the deadline and, at its discretion, prepare written answers to questions of general interest. Written answers, if any, will be posted on Comm-PASS as indicated in Subsection 2.5. The Department is not bound by any oral comments or representations made by the Contact Person and/or any other employee of the Department of Mental Health.

2.4 Tour of the Quincy Mental Health Center

A tour of the available space at the Quincy Mental Health Center will be available on October 28, 2010 at 10:00 AM. To register for the tour, please contact Ann O’Hara at Ann.ohara@massmail.state.ma.us Each potential Licensee shall familiarize themselves with the property and the attached License prior to submitting their response. Failure to do so will not relieve a Licensee from carryout any of the provisions or obligations of the License. The property is being licensed “as is”.

2.5 RFR Time Table

RFR Release Date:

October 4, 2010 Tour of Space:

October 28, 2010, 10:00 am Written Inquiries Due:

November 1, 2010, 4:00 pm

Anticipated Answers to Written Inquiries Posted on Comm-PASS

November 8, 2010 Responses Due:

November 19, 2010, 4:00 PM

To the address specified in section 2.1

Review of Responses

November 22 - December 3, 2010 Anticipated Award Announcement

December 6, 2010 License Start Date:

January 1, 2011, or as soon as can be feasibly arranged.

2.6 Public Records

All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L. c. 66, §10, and to c. 4, §7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded.

2.7 Reasonable Accommodation

Bidders with disabilities that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the Contact Person identified in Subsection 2.1. Requests for accommodation will be addressed on a case-by-case basis. The request must state that it is based on a disability and specifically identify the accommodation desired. Although the Department of Mental Health will make all reasonable efforts to accommodate the requests of respondents and applicants with disabilities, the Department of Mental Health reserves the right to reject unreasonable requests.

2.8 Expenses

The Department of Mental Health will not reimburse or otherwise pay a bidder for an expense incurred in preparing a response. All responses submitted in response to this RFR become the property of the Department.

2.9 Bidder Communication

Bidders are prohibited from communicating directly with any employee of The Department of Mental Health except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS.

2.11 Minimum Response Duration Bidders responses made in response to this RFR must remain in effect for at least 90 days from the date of bid submission.

2.12 Subcontracting Policies

Prior approval of the Department of Mental Health is required for any subcontracted service of the contract. Licensees are responsible for the satisfactory performance and adequate oversight of its subcontractors

SECTION 3

PROPERTY INFORMATION

3.1 Property Description

3.1.1 Facility Description

a. Location:

460 Quincy Avenue, Quincy, MA. 02169

b. Building Size/Type:

Built in 1982. 66,891 Sq. Ft., basement with three stories institutional Type I construction

c. Total Available Space:

43,798 sq. ft.

d. Heat:

Natural Gas and # 2 Fuel

e. Floors:

Concrete with steel rod reinforcement

f. Electrical:

Public utilities/emergency generator

g. Security/Life Safety:

Protected by smoke, heat, and fire alarms, partially sprinkled and CCTV system on entrance doors only

h. Access:

MBTA bus stop across the street from the entrance of the building.

i. Parking:

Off street 215 spaces total of which 8 are handicapped spaces. 135 spaces will be designated for use by the Licensees.

j. Neighborhood:

Mixed Business and Residential

k. ADA Accessible:

2 Elevators and 2 ramps at front entrance.

l. The Building and Campus are Smoke Free.

m. Facility Condition:

Very good. Recent Joint Commission and Center for Medicare and Medicaid Services (CMS) accreditations.

Infrastructure has capability of sub dividing floors for multiple agencies. Building is climate controlled.

3.1.2 Space Available

a. First Floor – 5,160 sq. ft.

b. Second Floor – 19,754 sq. ft.

c. Third Floor – 18,884 sq. ft.

A bidder may propose to use any or all of the available space.

3.1.3 Floor Plans

See Appendix B – 43,798 sq ft 3.1.4 Services Included with License

a. Heat and Air Conditioning. Temperatures will be kept in accordance with state and federal guidelines.

b. Electricity. Emergency generator – maintains life safety and emergency equipment. Fire alarm, sprinklers, exit lights, emergency lights, and emergency circuitry.

c. Water and Sewer. Public.

d. Extraordinary Maintenance and Repair of Infrastructure. This includes roof and ceiling leaks, fire protection equipment, heating, ventilation and air conditioning systems, security systems, and elevators. Licensee is responsible for repair of damage as described in the License (Appendix A). Licensee is responsible for heating and ventilation services and routine and general maintenance of Licensee occupied space. Licensee will be required to submit plans for prior approval for any alterations or modifications of licensed space. Licensee will be required to pay for alterations and modifications.

e. Use of parking lot. 135 spaces are available to Licensees.

f. Snow removal and sanding of parking lot, walkways and stairs.

g. Use of dumpster/recycling bins. Hazardous medical waste not included.

h. Use of 2 elevators.

i. Use of loading dock.

j. Pest control services.

k. Basic security services 24 hours a day 7 days a week to monitor entryways and hallways, ensure locked doors on perimeter of building, secure building after hours.

l. Housekeeping/cleaning services provided with the exclusion of any space used for inpatient purposes.

3.2 Licensee Responsibilities

The Licensee will be responsible for the following:

a. Telecommunications and computer systems and equipment

b. All installed equipment and wiring related to the telephone system

c. Any needed fax, copy and computer equipment

d. Housekeeping/cleaning services to inpatient services; and e.

Obligations as specified in the License (Appendix A) and negotiated as part of the RFR process.

In addition, the mental health services provided by the Licensee on site must meet all applicable state and federal licensing requirements and if a Licensee operates inpatient beds on site, the beds must be accredited by the Joint Commission, and CMS certified and qualify for public and private third party revenue reimbursement.

SECTION 4

RESPONSE REQUIREMENTS

4.1 Submission Format

A response shall be submitted in a package/box labeled with a copy of the completed RFR Response Cover Sheet (Appendix E). The label must be visible on the outside of the package/box. A bidder’s response must be received by the Department of Mental Health by the date and time and at the place specified in Subsection 2.5.

Under limited exceptional circumstances, e.g., state government closure due to inclement weather conditions, postal or courier service delayed due to a strike, or some other unforeseen “Act of God”, the Assistant Commissioner for Administration and Finance has the authority to approve the acceptance of a late response. It is anticipated that this will be a rare occurrence, which was out of the control of the bidder. Except as permitted by this paragraph, a response received after the due date and time will not be reviewed.

4.2 Number of Copies.

Responses to this RFR must consist of one (1) original, three (3) copies, and one (1) electronic copy on CD-ROM to be saved using Microsoft Word or Excel. Documents that require signatures are not required to be included on the CD-ROM. Other electronic media, such as videotapes and audiotapes, will not be accepted. Facsimile responses will not be accepted. Each copy of the response shall be submitted in a binder (three ringed binders are preferred), with the respective parts being separated by a tab that clearly identifies which part is behind it (e.g., Cover sheet; License, etc.). The originals and every copy must be clearly labeled and must state:

· The title of the RFR, and

· The bidding entity's legal name

4.3 Response Contents

4.3.1 Response Cover Sheet. A bidder must complete and submit a signed Response Cover Sheet which is included in Appendix E.

4.3.2 Commonwealth of Massachusetts Non-Exclusive Long Form License to Use State-Owned Real Property. A bidder must complete in full and sign the License included in Appendix A. Please note the insurance requirements on page six of the License (Paragraph 9, page 6). LICENSEE MUST SUBMIT THE REQUIRED INSURANCE CERTIFICATE(s) TO FINALIZE LICENSE AGREEMENT. In completing that License, the following instructions shall be followed:

· The bidder may not alter the License except for those portions where input is indicated. Modifications to the body of the License, specifications, terms and conditions, or any other documents that would change the intent of the License are prohibited. Any modifications other than where the bidder is prompted for a response may disqualify the response.

· Licensed Premises (License, Paragraph 2, page 2): Describe floor, square footage, and location of the proposed space. Bidders must mark the attached floor plan, as Appendix B, with the desired space.

· Term and Permitted Hours (License, Paragraph 5, page 3): This should be specified as one year. Licensee may request additional one year extensions up to four years. Each extension is subject to the approval of the Department of Mental Health and DCAM. Occupancy dates to be arranged as soon as feasible after the award of License to Occupy.

· Consideration (License, Paragraph 6, page 4): A bidder must state a yearly license fee for the space it proposes to use as described in paragraph #2. As stated in Section 1 of the RFR, the License Fee must reflect market rental rates for first-class medical office and clinical buildings in the Greater Boston Area that are similar to the Quincy Mental Health Center.

4.3.3 Narrative of Proposed Mental Health Use. A bidder must submit a description of the mental health services it plans to provide in the space for which it is submitting a response. The description must be in the following format:

· Type-written 12 point Times New Roman font

· 8 ½ x 11 inch paper

· Double-sided

· Fully justified (print fully abuts to both margins)

· One-inch margins

· Single-spaced

· limited to twelve (12) pages (plus specified attachments).

The bidder must adhere to the page limit. All pages in excess of the stated limit will be removed from the bidder’s response prior to the response being forwarded to the Review Committee. They will not be reviewed or considered in making any recommendation or award relative to this RFR. Similarly, attachments must be limited to those specifically requested in the RFR. All other attachments will be removed and not considered.

The Narrative must contain the following information in the order that it is asked:

a. Specific details as to the proposed mental health services to be provided. Include nature of the operation; hours of operation; parking requirements; number of employees; expected number of beds if inpatient is being proposed, or expected number of clients per day; and any other information that would help the Department understand the nature of the proposed use.

b. A description of the intended target population for the services.

c. Indicate if the services will be provided directly by the bidder or through other entities. If provided by other entities, identify the potential service providers, the service each will provide and if applicable submit a copy of their M/WBE certification.

d. A general description of how the space on which you are bidding will be utilized by the services you are proposing. Mark on the floor plan (Appendix B) the space the response is covering and how the space will be utilized, (e.g., reception area, conference room, etc.) and attach such with your response.

e. Explain how the services to be provided will facilitate the goals and mission of the Department of Mental Health generally (Subsection 1.2) and specifically with regards to the Department's desired use of the Quincy Mental Health Center. (Subsection 1.2)

f. Include information regarding your organization’s values, mission and principles and how those correspond to the Department’s.

g. Outline how your program will ensure community engagement and provide added benefit to the local community. Provide details of how your organization will work with the Department of Mental Health and consumers regarding collaborative planning for the Quincy Mental Health Center.

h. Describe your organization’s history and work experience (include number of years) as it is relevant to providing the services described in your response. Identify the length of time your organization has served adults with serious mental illness and identify the types of services provided. In addition, identify other similar programs or services that you currently operate and the funding sources for those programs and services. If unable to provide this information, describe why you feel your organization is qualified to operate the service described in your response. Describe other qualifications the organization has that the Department of Mental Health should consider.

i. Provide an implementation schedule and proposed time frame for the commencement of the identified services at the site.

j. Identify the licenses that will be required to operate the services and if applicable, the proposed plan/timeframe for obtaining such licenses.

k. Attach an organizational chart that shows the location of the proposed service within your organization.

l. A concluding statement as to how your response meets the best interests of the Department as described in Section Five.

4.3.4 Business Reference Form. A bidder must complete the Business Reference Form that is set forth in Appendix C. A reference and/or other entity known to the Department as having done business with the bidder, may be called with regards to the bidder’s experience in providing mental health services and/or the bidder’s financial stability.

4.3.5 Financial Statements. A bidder’s most current audited financial statements and an executed Massachusetts Form W-9 (Appendix F). The Department may request a bidder to furnish supplementary information as is sufficient, in the opinion of the Department, to assure the Department that the bidder’s business organization and financial resources are adequate to successfully provide the services as set forth in the response.

4.3.6 Proposed Annual fee. The bidder must set forth its proposed annual fee (including dollar per square foot) for the use of the space and provide an explanation of how it derived that fee. The bidder should attach any information that it used in determining the proposed annual fee that could help the Department of Mental Health understand how the fee was determined.

4.3.7 Contractor Authorized Signature Verification Form. A completed Contractor Signature Authorization Form. (Appendix D)

4.3.8 M/WBE Certification. If a bidder is a Minority Owned Business or a Woman Owned Business certified by the State Office of Minority and Woman Business Assistance (SOWA), the bidder should submit a copy of its SOMWA issued MWBE Certification.

SECTION 5

EVALUATION AND SELECTION CRITERIA

Responses to this RFR will be evaluated by a review committee (Review Committee) appointed by the Department’s Northeast-Suburban Area Director, the Awarding Authority.

5.1 Response Review and Evaluation Criteria 5.1.1 Initial Review. All Responses will be initially reviewed to determine if they meet the minimum submission requirements. The minimum submission requirements are as follows:

a. The proposed license fee is based on a competitive fair market rate as described in Section 1.

b. The response contains the following:

· A completed and signed Response Cover Sheet (Appendix E)

· A completed and signed License (Appendix A)

· A narrative of proposed mental health use in the style specified in Subsection 4.3.3

· A completed Business Reference Form (Appendix C)

· Financial Statements

· Contractor Authorized Signature Verification Form (Appendix D) 5.1.2 Review. The Review Committee will qualitatively rate each Response for comprehensiveness, appropriateness, reasonableness, feasibility, clarity, effectiveness and responsiveness to the needs of the Department of Mental Health.

5.1.3 Noncompliance. The Department of Mental Health reserves the right to reject a bidder’s response at any time during the evaluation process if the bidder:

· Fails to meet the minimum submission requirements.

· Rejects or qualifies its agreement to any of the mandatory provisions of the RFR or the License.

· Submits a response that is determined not to be comprehensive, appropriate, reasonable, effective or feasible.

The Review Committee may determine non-compliance with an RFR requirement is insubstantial. In such cases, the Review Committee may seek clarification, allow the bidder to make minor corrections, apply appropriate penalties in evaluating the Response, or apply a combination of all three remedies.

5.1.4 Clarifications. The Review Committee may determine some element of a bidder’s response requires clarification to verify its responsiveness to the RFR or facilitate a fair comparison with competing responses. In such cases, the Review Committee may seek clarification from the bidder. All bidders will be accorded fair and equal treatment with respect to any opportunity for clarification.

5.2 Recommendation for Awards

After the Review Committee completes its evaluation of all of the responses, the Review Committee will make a recommendation to the North-Suburban Area Director, the Awarding Authority for this RFR, regarding what bidder or combination of bidders should be awarded a License or Licenses. The Review Committee shall recommend only bidders that submitted responses determined by the Review Committee to be appropriate, reasonable, effective and feasible from both a service and financial perspective. In recommending a single bidder or multiple bidders for the award of License, the Review Committee shall consider (1) the qualitative rating given to the responses and (2) the best value to the Department based on the following criteria. The criteria are listed in the order of priority with the highest priority being listed first.

a. Making available at the Quincy Mental Health Center a comprehensive service array of essential community mental health services which include services such as acute psychiatric inpatient beds, psychiatric emergency care, crisis stabilization, specialized respite care, aftercare and community mental health support services, which are recovery oriented and strength based.

b.

Maximizing acute service psychiatric inpatient beds for the adult community mental health population, particularly those in the Department Northeast-Suburban Area.

c.

Maximizing net revenue generated for the Commonwealth based on the proposed license fee.

d.

Maximizing use of the Site; and e.

Maximize the use of W/MBEs.

Upon receipt of the Review Committee’s recommendation, the Northeast-Suburban Area Director will determine the bidder or bidders that will provide the best value to the Department. The Area Director is not bound by the evaluations or recommendations of the Review Committee; however, she must review them and give them some consideration. The Area Director will document within the procurement file the reasons for any decision to make an award of a License or a combination of Licenses, if based on other than the evaluations and recommendations of the Review Committee.

The award of a License is contingent upon successful negotiation of the License. The Area Director, or designee, and selected bidder may negotiate a change in any element of License or cost identified in the original RFR or the selected bidder’s response that results in lower costs or a more cost-effective or better value than was presented in the selected bidder’s original responses.

5.3 Decision and Award Notification

To award or not award a License is the decision of the Awarding Authority. All bidders that submitted a response to the RFR will be notified in writing of the decision to award any Licensers and notice will be provided on Comm-PASS. The Department makes no guarantee that a License or Licenses will be awarded as a result of this RFR.

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