The village receives federal funds, which may be used to fund the engineering and design related consultants' services. The written policies and procedures as described herein for QBS will meet the requirements of 23 CFR 172 and the Brooks Act.
(A) Initial administration. The village QBS policy and procedures assigns responsibilities to the Village Mayor and Village Administrator within the village organization for the procurement, management, and administration for consultant services.
(B) Written policies and procedures. The village believes their adopted QBS written policies and procedures substantially follows Section 5-5 of the BLRS Manual and specifically Section 5-5.06(e), therefore; approval from IDOT is not required.
(C) Project description. The village will use the following five items when developing the project description and may include additional items when unique circumstances exist.
(1) Describe in general terms the need, purpose, and objective of the project;
(2) Identify the various project components;
(3) Establish the desired timetable for the effort;
(4) Identify any expected problems; and
(5) Determine the total project budget.
(D) Public notice. The village will post an announcement on our website calumetparkvillage.org. The item will be advertised for at least 14 days prior to the acceptance of proposals, and on continuous display on our website.
(E) Conflict of interest. The village requires consultants to submit a disclosure statement with their procedures. The village requires the use of the IDOT BDE DISC 2 Template as their conflict of interest form.
(F) Suspension and debarment. The village will use SAM Exclusions, IDOT's CPO's website and the three other state CPO's websites to verify suspensions and debarments actions to ensure the eligibility of firms short listed and selected for projects.
(G) Evaluation factors. The Village of Calumet Park allows the Administrator to set the evaluation factors for each project but must include a minimum of five (5) criterion and stay within the established weighting range. The maximum of DBE and local presence combined will not be more that 10% on projects where federal funds are used. Project specific evaluation factors will be included at a minimum in the request for proposals.
Project Approach (10-30%) | Work Capacity (10-30%) |
Firm Experience (10-30%) | Past Performance (10-30%) |
Strength of Personnel (10-30%) | Participation of DBE (10%) |
Staffing Plan (10-30%) |
(H) Selection.
(1) The Village of Calumet Park requires a minimum three person selection committee. Typically, the selection committee members include the Village Mayor, a Village Trustee, and an additional representative chosen by the Mayor. Usually the city has at least one member, but not more than three members from outside the Village. These outside members may be officials or engineers from nearby communities, county engineers, or members of the community. The selection committee members must certify that they do not have a conflict of interest. Selection committee members are chosen by the Village Mayor for each project. The Village of Calumet Park require each member of the selection committee to provide an independent score for each proposal using the form below prior to the selection committee meeting.
Criteria | Weighting | Points | Firm 1 | Firm 2 | Firm ... |
Criterion 1 | (10-30%) | ||||
Criterion 2 | (10-30%) | ||||
Criterion ... | (10-30%) | ||||
Total | 100% |
(2) The selection committee members' scores are averaged for a committee score which is used to establish a short list of three firms. The committee score is adjusted by the committee based on group discussion and information gained from presentations and interviews to develop a final ranking. If there are other firms within 10% of the minimum score, the Village Mayor may choose to expand the short list to include more than three firms.
(I) Independent estimate. The Village of Calumet Park or a government partner will prepare an independent in-house estimate for the project prior to contract negotiation. The estimate is used in the negotiation.
(J) Contract negotiation. The Village of Calumet Park requires a minimum two-person team to negotiate with firms. The team consists of the Village Mayor and an appointee. Members of the negotiation team may delegate this responsibility to staff members.
(K) Acceptable costs. The Village of Calumet Park requires the Village Mayor and any designee to review the contract costs and the indirect cost rates to assure they are compliant with Federal cost principles prior to submission to IDOT.
(L) Invoice processing. The Village of Calumet Park requires the project manager assigned to any project using federal funds to review and approve all invoices prior to payment and submission to IDOT for reimbursement.
(M) Project administration. The Village of Calumet Park requires the assigned project manager to monitor work on the project in accordance with the contract and to file reports with the Village Mayor. The Village of Calumet Park procedures require an evaluation of the consultant's work at the end of each project. These reports are maintained in the Village of Calumet Park's consultant information database. The Village of Calumet Park follows IDOT's requirements and the required submission of Form BLR 05613 to the IDOT district at contract close-out along with the final invoice.
(Ord. 20-1234, passed 5-14-2020)