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TO: Mayor Richard C. Irvin
FROM: Jolene Coulter, Director of Purchasing
Alex Voigt, Deputy Chief of Staff
DATE: December 3, 2020
SUBJECT:
A Resolution awarding Griffin & Strong the contract to conduct an "Availability and Disparity" study on behalf of the City of Aurora.
BACKGROUND:
In January of 2020, the City Council unanimously approved R20-010 "A Resolution Approving the Release of a Request for Proposals (RFP) for an Availability and Disparity Study on behalf of the City of Aurora". This RFP was created in response to Aurora's desire to create a Minority, Women and Disabled Business Enterprise (MWDBE) program as well as be prepared for pending State legislation mandating such a program. The memo from the January meeting is attached as Exhibit A, it includes a historical perspective on the city's earlier attempts at creating and implementing such a program.
DISCUSSION:
On January 30, 2020 staff posted the RFP on the city website, the Beacon News, Demandstar and also sent it directly to eight firms, four of whom submitted proposals. While the city website notifies the approximately 300 businesses in the professional services category, staff opted to take the extra step and send the information directly to firms known to perform this service. Those names were provided by the attorney working with us on the project as well as firms discovered in general research of other governmental units who have undergone this process. Attached for your review is the RFP and addendums (Exhibit B, B.1 and B.2), the listing of companies that viewed the RFP (Exhibit C) and the companies that submitted proposals (Exhibit D).
The applicants were evaluated using the following criteria:
1. Experience and qualifications (25%)
2. Technical approach (30%)
3. Cost proposal/budget (20%)
4. Supplier diversity MBE and WBE subcontracting plan (25%)
This was an RFP, therefore the Local Vendor Preference did not apply. The scoring recap is listed as Exhibit E. The review team consisted of members of the Finance Administration, Purchasing, Public Works/Engineering and the Mayor’s Office. Our outside Legal Counsel on the project (Rita McNeil Danish) was also present but did not fill out a scoring sheet.
The group was unanimous in their assessment of the presentations and Griffin & Strong scored the highest. Their proposal is listed as Exhibit F. The project as a whole was put on hold until now due to financial concerns related to the pandemic, but remained a priority for the 2020 year. Griffin & Strong was willing to work with the city and lowered costs significantly to accommodate the project moving forward in early 2021. Their cost proposal is attached as Exhibit G. Funds for this project have been budgeted in 215-1830-465.32-80 (Professional Fees/Consulting Fees).
This study and kick off to creating and implementing a MWDBE program in Aurora is also a timely addition to the Community Helping Aurora's Necessary Growth and Empowerment (CHANGE) Reform Initiative as we head into the 2021 year. This process signals the city's continued commitment to creating equitable processes, particularly as it relates to our purchasing and procurement procedures.
At the State level, a new bill is anticipated to be introduced in January. Our Lobby Team is monitoring and providing updates.
IMPACT STATEMENT:
The completion of an Availability and Disparity Study for the City of Aurora is a significant first step towards the creation and implementation of a comprehensive MWDBE program for the city.
RECOMMENDATIONS:
It is respectfully requested this proposal be forwarded to the Committee of the Whole for full Council review and discussion.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Awarding Griffin & Strong the Contract to Conduct an "Availability and Disparity" Study on behalf of the City of Aurora.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora has determined the need for an “Availability and Disparity Study”; and
WHEREAS, the City published a Request for Proposals January 30, 2020 with four consultants submitting responses; and
WHEREAS, the results of said study will drive the next steps in creating and implementing an MWDBE program for the city; and
WHEREAS, Funding of $250,100 has been included in the 2021 budget account 215-1380-465.32-80.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Resolution authorizing the Director of Purchasing to enter into an agreement to award the Availability and Disparity Study for the City of Aurora to Griffin & Strong, P.C., Atlanta, GA is hereby approved.