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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 ...
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