Section 500.1020  Request for Information

a)         RFI Form

When required, an RFI shall be issued and shall include:

1)         the type of property to be leased;

2)         the proposed uses of the property;

3)         the duration of the lease;

4)         the preferred location of the property; and

5)         a general description of the configuration desired.

b)         Public Notice

Public notice of the RFI for the availability of real property to lease shall be published in the Auditor General Bulletin at least 14 calendar days before the date set forth in the request for receipt of responses and shall also be published in similar manner in a newspaper of general circulation in the community or communities where the OAG is seeking space. Notice may also be mailed to owners of property that may meet the OAG's needs after public notice has been published in the Auditor General Bulletin.

c)         Response

The RFI response shall consist of written information sufficient to show that the respondent can meet minimum criteria set forth in the RFI. All responses will be publicly opened on the announced date.  Names of all parties submitting responses will be made available to the public immediately following the opening of responses.  No other information concerning responses shall be publicly disclosed until award or other conclusion of the RFI process.

d)         Negotiation and Determination

1)         The Procurement Officer may enter into discussions with respondents of the RFI for the purpose of clarifying OAG needs and the information supplied by the respondents.  On the basis of the information supplied and discussions, if any, the Procurement Officer shall make a written determination identifying the responses that meet the minimum criteria set forth in the RFI.  Negotiations shall be entered into with all qualified respondents for the purpose of securing a lease that is in the best interest of the State.  Site visits may be made as part of the discussion and/or negotiation process.

2)         The Procurement Officer reserves the right to reject any responses and evaluate best and final offers.  Best and final offers shall be sought after a written determination is made by the Procurement Officer that it is in the best interest of the State to request best and final offers.  A best and final offer shall not be requested from any vendor deemed non-responsive or who does not meet the minimum criteria set forth in the RFI.

e)         Contract Award, Reporting and Filing

1)         The Procurement Officer or designee shall review all relevant information and recommend which response will be accepted based on an evaluation of all responsive offers.  The final award decision will be published in the Auditor General Bulletin.  Notification of award will be sent to all respondents.

2)         When the lowest response by price is not selected, a written report of the negotiation shall be retained in the lease files and shall include the reasons for the final selection. The written reasons for the selection shall be published in the Auditor General Bulletin.

f)         Emergency lease procurements may be made pursuant to Section 500.350.

(Source:  Amended at 39 Ill. Reg. 3561, effective March 1, 2015)