Industry sign banking illinois rfp online
okay good afternoon ladies ladies okay my name is Milton the block I'm the senior procurement specialist for Department of Human Services upstairs I'd like to welcome you on behalf for our Commissioner is Jamie we also mayor to this workshop honor our people for a shoe yes you say your question to the end of my cover what you have question about on presentation and if I don't you tell me at the end and propagated through through this as possible oh you get anyone you guys mb e WB e okay wait we encourage you to come to a proposal conferences when we have the proposal conferences because that's the way of networking with other vendors that might need sub contracts and my need em video will be e goals so it's very important that you attend those people conferences when we have attire than having something in your field of expertise we're always looking for partner and B don't make contractors for different contracts okay all right don't feed you okay do you want you from me with the RFP process you do have done any athlete proposal before no the proposal for the city okay all right basically the city of Chicago right has two main main methods on acquiring services goes on services some professional services you have a bid one RFP the difference that a bid usually specify specifically what the city wants same thing wants to acquire some shares right they will put out a bid you bid will say the color shares over black chairs metal over chairs we want share with handles one share the screws so the bill will tell your specifics or what city wants okay and then we'll be looking for the best price because we know what we want we don't know how many chair we want the color aside all that stuff right so it be will tell you all those specifics and then would put a debate and then you the vendor will respond and the wood will choose the vendor who was born with the lowest price because we know exactly what we want if you provide us what we want at the lowest possible price we will select you okay I do better our speed are a little different RFP we look the price of course for quality okay how good is your proposal compare it to other proposals so when we sit with an RFP we know what we want generally okay but we leave it to the proposal sometimes to suggest maybe you know a better way of providing accounting services or a better way of providing legal services so we'll put out an RFP we want we're gonna look at your price we're gonna look at the quality of what you offer us okay that main difference okay the bid will know exactly what we want more the best price available okay and the RFP we will want the best quality and price okay main difference between the two okay consider Chicago and it be that value over $100,000 okay and all our students are published in the Chicago sun-times so if you have a sometimes go on advertising paper look we have Italian section you see any bids that we have out that valued over $100,000 and all our fees regardless of what the value is although we publish on the Chicago sun-times okay that's what we do finally the beads and RFPs are also processed posted from the Department of Human Services website which is www.hyken.com our FPS will be www.sedar.com okay we can always find open bids and open our speeds on the city of Chicago website okay it's always available there and the other issue of a measure to you before always make sure to attend pre-proposal pre-bid conferences they're usually not mandatory but we always like vendor committed to network with each other so we can know each other you can provide you know be able to provide the best service for you that we might need it'll be okay but with an RFP I'm gonna be going okay we go into the step by step page by page on RFP okay and I've P stand for request for proposals okay I'm specific one that you have at your hand this is an RFP what is better being awarded okay this one's I have been awarded you can see exactly what is that we required these specific ones okay cover page you will tell you what the RFP is for this specific RFP was for workers compensation claim administration and consultant services so the seer was looking for a vendor we can provide workers compensation claims to administer work with compassion to claims and consort services in relation to workmen compensation this is what RFPs for and this is always at the top your IPO last are you here what is for okay for the RFP you will tell you the name of the senior procurement officer who's responsible for this RFP that becomes important because the senior officer was just me okay whose name and telephone appears here is the only person you will speak to in the department regarding this RFP okay so these are feeds publish the senior procurement officers name is here a number that's the only person you will speak to and we cauterize the inquest fuel and issues that you have you'll contact this person you don't call the commissioner's office you don't call anyone else this is person state okay that's important decision to have right and the other important thing this RFP the due date would appear at the end at the bottom here okay they do they appear at the end of the okay so you also make sure you look at the due date okay and you know who to contact with any questions it is preferable the best way to contact a senior procurement officer is to send them an email that's why be out of the office to be at the meeting so I'll send an email usual response in few hours okay so you email the senior procurement person that you would like to speak to in regard if you applied to these two RFP okay so let's try the component what is the RFP entails color page every term or contents okay go internal context so it tells you exactly what you will need to provide okay what you are super so these are three I guess a for workman's compensation okay so on the first page of the RFP page 1 you will describe for you page 1 it's like the third right you will describe for you what if the referee is looking for okay in specific language therapy you go to page one will tell you the purpose or the request for proposal what is it that the city is specifically looking for okay okay so for you will tell you what to find the RFP the internet access okay I will give you that particular site and in this case would be orgy - RFP okay that bid will be watch it RFP okay you'll find out on the internet what's published okay we tell you the background of the RFP we will define the terms that are described in this document okay the term that scribe or document or on page two you will tell you there okay then we'll describe to you on the next page page three the scope of services in order what is it that we're looking for and how we want it to scope what we want okay on the scope of services will also be attached to their FBI exhibit so one will be a detail specification what it is that the RFP is requesting all right so let's take a look at exhibit one here the big one will be on page page five before we get in there exhibit 1 okay Exhibit one is on page 22 I want you to look at the code you can see how detail the scope of services is okay yes we're looking for workers compensation claim administration we don't want these details so page 22 23 24 in this case 25 what it does is delineate the details of the scope of service a so when the earthmister were looking for workman's compensation claim administration he tells you exactly what we're looking for okay so you'll have to guess what we were before this is what we're looking for okay every single aspect of what we're looking for when we say okay this is an RFP for the compensation claim but this is specifically what are we looking for okay so you also go look at the scope of services so you can see the details what it is that we're buying you see this particular vine okay and that that would be you you structure your proposal in response to what ask for here in the scope of services okay okay okay that's what we have on page three you would tell you the term of the contract this particular contract was this particular RFP was it for five-year term and two years additional extension so the vendor proposal was awarded this RFP will have a contract for five years with the city okay provided they provide the services okay so five years contract and at the end of five years there might be extended additional two years maximum so this contract the awarded vendor might have this contract with total seven years that great okay so yeah so that's what's important in a proposal was responsive to this RFP they were the best qualified vendor okay the best response in 5b and they were awarded contract for five years with an option to have two additional years okay what else happens here okay on general information page two three okay and I spoke to you about this right communication which really city of Chicago and respondents the first paragraph will tell you the name again of the senior procurement specialist responsible for this RFP this is the person that you can tell you call them you email them preferably any question about this RFP okay so it tells you that all the information that you'd like to have clarification question come directly to the person responsible for this RFP but on the page talk about the pre-proposal conference you measure this a little bit before why is that important typical conference is where you want get to meet your competitors and get to meet your collaborators not only that you get to ask any questions you like okay so it is very important to attend the conference it is usually not mandatory but highly suggest that you attend people's conference if you're interested or responding to the RFP even if you might not be the main vendor okay you might be a subcontractor you might be able to meet someone a bit subcontracted specific RFP so it's a great thing to attend to those people who confesses all right what is so they're not going too fast for you guys alright okay all right well let's go to page four think about the deadlines and procedure for submitting proposals but both have to be on time don't you remember but when report will have to be on time if you submit responding to an RFP it has to be here but they do take before 4 o'clock actually we're in this room okay you submit your proposal before 4 o'clock so that's that the minimum minimum you have to be on time it tell you specifically how it has to be submitted let's go to next page which is page 5 the I'm sorry the cover page your proposal right the package as you say it should be exactly I this lay down page 5 she was a request for Proposal RFP we should be applying for write specification number we will also be on the cover page of the RFP this specific of this specification number was one two eight six seven nine soon here okay we used to meet your proposal you have to say the name respect numbers the RSV and of course the due date you'll have that will be submitted by your agency or your firm and you say how many copies you have so that you might have five five five five five copies you will be packaged one or five package one of six or maybe you have I think now we just have this to be usual Smith one USB unless I'm sorry one hardcopy on several USB or CD copies okay though you tell us on your cover page what you submitted to us how many of them okay that would be the complication here okay not important are forgetting it would be typed the timetable of the RFP on page five with this captivity if working with the city issues RFP with the date that the RFP is publish okay the city you should have a feeling they did out of peace okay if you the same day at the FP appears in B sometimes right I also be posted on a website then finishes RFP the important day did not mandatory pre-proposal conference that is the date where you get to come in to get to network with your competitors and collaborators and get to ask those questions about the RFP okay people for the conference important date then absolutely phone conference we have a period of time where you can send us questions okay and the questions will have a due date we will not accept question after that due date okay so it's a beautiful question do that timeframe that you have on this time the RF is publishes the time you can send those questions now who we won't say the questions do the senior procurement person okay so the timeframe for and for sending questions alright and what happened after that the city okay one officer would publish answer to those questions okay and that's the next day here so is it I then Dean to answer questions available that day we will answer all your questions will not answer your questions individually because we want everyone to add some information that's what we do we'll publish the answer of your question in an addendum okay I will be posted on our website okay that's addendum do question late okay and after that the proposal do take okay so these are the important dates for any given RFP all right see the issues RFP really conduct a pre-proposal conference where we invite you all to attend if you're interested then we have a date where you can submit questions via email right then sue them publish the answer to those questions okay and then the proposal will be due okay so that's the key date on a given hour three okay on the bottom of five it talks about the trade secrets what we want you to do okay one place six see describe that you have to provide us with a cd-rom of a redacted copy of the entire proposal the reason we ask you for a redacted copy doctor copy means that you extract from your proposals or the personal information okay or confidential information or trade secrets in other words the proposal my ass before proposed staffing now you put a staff members plus if staff person's name their people sometime forget they put a staff person social security number or address personal address those are information that should not be available your proposal so you a doctor proposal would have a copy of probably submit to us without personal proprietary information okay same thing about financial information that you don't want to make public about your organization that should not be included your proposal that should not be close with that the proposal okay so we want one redacted copy of your proposal that excludes personal proprietary information that you don't want anyone else to knows okay social security number bank account number people personal addresses those kind of stuff okay they don't need to be a proposal but that's what it's about okay the next step in page six is the preparation or proposal and required information we want your proposal come in a specific format we don't want anyone to send us anything that feel like whatever you know we want a specific format a specific information that has to be included in your proposal so six point one tell us about the format of the proposals they have to come in on an eight-and-a-half by eleven page listen it's this the size ok so regular size page okay we don't want it legal sighs what am i outside this page yeah that's a white you know white paper okay not blue red pink yellow white paper standard page all right for that before might have to be your proposal okay this particular fee was requiring one had a copy okay another one paper copy okay I wanted nine electronic copies okay the USB or CD ROMs for this one okay one one hard copy a nine electronic copies different our speeds would tell you how many you wanna copy they want but usually asks you for at least to be one hard copy one original copy and then the other copies can be USB CD ROMs okay that's one format 6.2 on page seven talk about the context of the proposal what has to be there okay those things are required any proposal all right a a cover letter you want to cover letter you know it tells you exactly what we wanna cover later okay you can add additional information but your cooperator has to include these particular items they have to be there okay number of years you've been a business like legal name of your business okay name enter for number of the principal or the business okay and also ask you your commitment to the MBE WBE requirements most proposal have a certain requirement a percentage of the services th
t you have to provide a professional services that have to be MBE WBE in other words if the publisher said this proposal okay it might require 25% MBE and 5% WBE so on your cover letter you have to respond if you're the main respondent that should be able to provide 25% MBE 5% of will be in order to have to agree that you have to that you comply with specific requirement for the proposal for MB WB he okay so there has to be a correlative letters look at numbers 631 on the page I found many proposal forget to do that many couple everywhere today you have to tell us that you have seen the addendum which is usually the answer to question that had been published okay before eating before a smoothie proposal your cover letter has to tell us yes we saw the addendum okay it's an important item on your cover letter all right page eight executive summary telephone the executive capacity okay who's in your organization's so that's three thank you summary usually a narrative Tainos okay this is the person that that you submit a proposal and that's what they want to do your body see again that's an extension of be professional qualifications if your proposal is save the RFP is to provide the accounting services then professional qualifications that you go submit to us go on tell us yeah we have accountants using RFP stage the field Chicago wants to purchase account services whatever we don't want you to audit your proposal to us has to tell us that you have accountants you understand that part okay so if we want a kind of services you can't say those a proposal that's still okay we have janitorial services that doesn't help you okay so whatever we're asking for now FB that's what you respond to okay so that's where the postal classification tells us there are stable company profile that's an exhibit it's a form you tell you exactly what information we want there okay and on page nine to our computer references we like usually ask for a minimum of three offices okay that should don't this work before that the other organizational advice but for you and we verify those references provide the references we ask for the phone number and the email and we'll verify we call those people up and say okay is this true okay so we verify references right so that's important on page ten okay you're putting field of expertise my require a license to do business in Illinois you will have to provide us a copy of that okay that's important on page 10 again we ask you for professional qualification and experience of your key personnel don't just your general staff but the keeper that's gonna be working on this particular proposal that you submit it to us so we want to see their qualifications okay so you can give us then also what else to guide the staffing plan now I'm missing one page okay okay on page 11 talk about the management and implementation plan okay that's what you detail to us how are you gonna provide the services that you're proposing us see how we how to okay that's for the management permutation plan says we're going to provide us again that kind of services that is asking for if that's what we're asking for the staffing plan follows on page 12 and on page 12 F talk about a compensation schedule what happened at an RFP we want to be able to compare prices for different proposals okay so we usually give you a format in which you have to submit your course okay your compensation schedule okay so either important that you follow that format because that's what will you use to compare your prices to someone else provided simple services okay so the compensation schedule important usually comments specific format that you have to follow okay you know afford to be able to compare your horse again someone is someone else's course page 13 talks about the minority and women business enterprise commitment we spoke about that the RFP does publishing that we publish will tell you the percentages that we looking for 4mb wve okay there has to be there will be there RFP and then you have when you purport you have to respond to that you have to say yes see no Chicago I'm gonna provide you with the amount of percentage of MB WBE that you requested okay that's important part also financial statements we usually want to see in an RFP in a proposal to and RFP financial statement for the last three years of your organization's okay when people have audited audited records financial records for three years okay but we want to see some form of financial records by three you want to see your financial responsibility for past three years okay prepare you prior to your proposal on page 14 they ask you for the EDF which is the economic disclosure statement and affidavit what is that the economic distortive statement tell us the usually the ownership composition of the organization who owns your company okay are you it's obvious someone else okay now we want to see the ownership okay the ownership structure of your organization it's a form that's online and then you have to use completed online and you submit to also certificate that say that you've completed that okay it's an online form and this is very detailed instruction or to complete that but it's a document that where we ask to know the ownership structure of your valuation okay the EDS what else we have we also want to known page 14 if there been any legal actions against your organization okay during the five years prior to submitting proposal so we just want to know if you've been involved in litigation with the proposal all right and finally on page 15 we want to know that you are ensure again the RFP document will tell you the level of coverage that you need to have in order to apply for the particular service that the RFP it's asking for okay so tell you exactly what are the level of course that you that you have to be able to participate in the fatigue low rfb okay so you get all this paperwork okay all the USB okay then you have you print out one main copy we should that means we're for one hard copy and then you submit tools maybe eight or nine seven whatever they are efficient for us be okay why do we need that many okay our fees are evaluated by the evaluation committee okay I don't five 10 15 hours fees we form a committee that don't really disarm fees they're gonna score you what the categories went over they're gonna evaluate them that's the reason we need to have those copies okay okay so on page 15 they're spending to you all the evaluation process what okay hold value proposal first thing that have some important one on wasted phase one first thing that happens when your proposal comes in we go to a checklist see all this thing I went over this checklist is tell us that you submitted this thing yes they have insurance yet they have a BM b WV plan okay yes this means financial statement you have the confidence compensation schedule so first take your evaluation process is the assessment okay that super portal has every single item that we asked for okay so that's what important that's what went over them we have to submit all of it okay one bad at stage one the proposal go to stage two was actually is distributed to the evaluators that's going to actually read your proposal okay first one you have everything that we asked for so you in once you in then you go to evaluation committee okay after phase two devising committee might want you to come in to do an oral presentation yeah I don't want to hear from you personally maybe they have some questions that the proposal does not answer they won't have you come in you'll be invited in okay how you'll be asked question they'll usually tell you in advance what they want to find out maybe your compensation schedule it clearly now maybe your staff and enough experience and they don't want to hear from you so they'll have you come in now for Phase three and after phase three you again will be scored on the highest scoring proposal would be invited okay to come in okay to come in for an award that's not the other process there have been negotiations there are differences between what you proposed and what the city wants even though you might be the highest-scoring okay you have coming and few negotiate with you okay to get what we want right evaluation criteria on page 16 okay again at least what will be evaluated you'll be looking at your professional and technical competence that's seven point two a II okay and we're looking at everything from a to I do you know quality of your proposed implementation we're looking at your compensation schedule be looking up on page 17 D that coming up again the MB either will be e will be looking at that looking on Liberace we're looking at F with financial stability that's what your financial report to see whether or not you're financially stable and G basically we'll get ask you that you agree to comply with all laws meaning although that applicable to your proposal or to the services obviously federal laws state law federal on ordinances you have to be able to comply with all those laws okay that's what Jesus about okay on H we'll have we give you a set we publish a sample or the contract that you will sign if your water your contract okay once the are P is published on the website the sample also or the contract that will go the RFP so if you are wanted a contract under the RFP then the prop the actual agreement okay the contract would be there so that's why you know what you gonna have to sign so we want you to look at it before anything ever you know what you're gonna be into what you'll be signing into your contract okay so make sure you look at the RFP does publish which you look at the fan poll of the contract the PSLE professional service agreement will also be posted with the RFP make sure you look at it so you know what it entails it's a legal document okay and I would be that there's no conflict of interests you don't know your cousin for the department and you know tasteful in fact about the RFP you know no conflict of interest okay the selection process we went over there okay which is the steps of the meaning this step that's going to evaluate the proposals and this action process is that after phase 3 we have phase 1 the checklist face to your proposal is ready evaluated for 3 you come in for our presentation okay and at this point there might be two or three of you okay there are still pretty close calls okay okay so the UCD reserve the right to negotiate with one this top scorer with top tool twist fours we can negotiate with more than one Wendell concurrently okay at the end of the negotiation process then you know that water course at this point then the committee that evaluates your your proposal recommends okay to the department that's going to purchase your services how does that work say you say we pour an RFP for again account services okay the RFP is usually in requests in respond to a department that one service the windows particular services for an RFP for accounting services will say here RFP for kind of services and he was a city of Chicago rooster the department that once those particular services in this particular RFP or Department of Finance okay so the public finance wants accounting services focused on RFP you respond with a proposal okay you checked in we evaluate it you came in for your oral presentation okay and you want to be finalists okay the EC the Russian Committee will recommend to the Commissioner of the Department of Finance there's no Commission array Department of Finance in the controller okay so the EC committee will recommend to the controller okay that this vendor should be selected given award the controller department finance then we have sent an image and a memo to the Commissioner of Human Services to concur the Communists against the controller to say yes this vendor seems to meet the criteria the delft sent a letter to our Commissioner Human Services I mean Commissioner has to say okay we're going to award you're gonna select this vendor to come in for negotiations okay you have the top performer you got to stop score you value about the committee you accommodate from the committee to the commissioner to the Commissioner Department to our commissioner that's said okay you can negotiate to do with this vendor okay so that's that's where the okay the end product is and what happens the senior procurement person remember them okay we will send you okay a draft of the agreement the agreement I was from the website the PSA okay that's you you know you have a government will be sent to you okay sorry you get a letter saying you've been selected okay to come in to negotiate basically okay you've not been our water yet you've been selected to negotiate okay so you would get a copy of the agreement from our legal department but we will come from the procurement person do you okay Daniel with you okay you may negotiate you say I don't like this study in victory so you go back and forth through the procurement person with the legal department okay get back and forth to you exactly exactly what we want and exactly what you want okay then you sign it you person otto eivin your agency will sign it and it will send it back to us okay didn't have to be fine by the controller signed by commissioner somebody mayor and then you've sent a letter you'll be sent a letter saying your contract will be a proof then you get a contract okay okay before you ask you the water contract all right so oh yeah the city publishes they are free rightfully so see that I want you find that you can provide the services you will smooth the proposal right that follows exactly what the RFP asks you to do everything okay propose submit it we take it in should be everything share it with the evaluation committee they're really the score the highest score you come in for no presentation okay you a finalist okay you recommended to the commission of the controller we recommend it to all Commissioner procurement services okay do you get selection letters saying that okay you there okay and then we send you a contract that you read and find and once that is done you send back to us I'm fine by controller the Commissioner the mayor and your contract is for what is so great you have a contract of the city which might be for five years with the station's right sound very good okay okay so I know this is it's a lot of information my car is here you always call better yet you can always email me okay any question we regard to the i3 process or the specific speed that you're buying for so we'll open it for questions from the audience as I mentioned before because we are live streaming on YouTube I'll come over with the mic to make sure that your voice is heard with whoever's watching and the Milton will respond are there any questions is there always communication that a decision was made because there's many instances where we do submit information and months go on and we know nothing we checked the procurement website and we see nothing and you know a contract may even be expired and there's no updates and there's no communication with the individual that's listed whether I phone or email is it just if you don't hear no news is bad news none for fairly personal might be out first time I ever sign but so I may have a change but generally what happened I just went through the process with you guys it takes a while for the process to work itself out okay and we won't tell you anything until we awarded the contract we can say yes you have a contract and you guys don't have any contracts so we can't tell you anything until the process runs through once the contract is awarded is also posted on the on a website so it might be a target date six months from out or the contract and they happen all the way the insurance from the Craig ETF not right and something happen ago she ation with the selected vendor to that point so therefore we cannot tell you anything on to the particular contracts awarded okay because we haven't worried only that we might know even on what the contra the person might this is very sad okay we don't want to do is sit anymore or they don't comply what we need oh I have to go to the second vendor the second listed or the turn listed welcome to the seventh listed but but that's that reason my spent months time frame befor
you can hear back or tailor contracts awarded okay we don't inform people where they are because we don't know okay I'll tell the final decision is made okay so that dumb I believe limit could it be more than nine months could be a year could be yes because so there might be the what happens to the enforce contract it has an expiration date what if this person did over contract yeah like if you are on the procurement awarded contract is it it'll say expiration 731 17 okay so it would be an assumed extension service station okay the the department that's that's handling which you have contact with will inform you whether or not they want to extend your contract if I want to inspire there I have to tell you who want to extend it okay you can call the department to finance the hey guys it's inspiring I mean you don't want to send me what do you want to do okay they will be told as an extension okay it's okay to contact the person listed after well you contact the department called the person is the procurement person we in the process okay the department is the one that's going to use the services okay so maybe Department of Family Services the proper fine and apartment you know citation Water Management the person the contact person has to be at the department they're the one that actually do the day-to-day monitoring of the contract so even if fire contract was gonna inspire it I would call him I say hey you know or you guys don't do this aspire you know I'll call him and ask him that okay so that's that's the department we'll know whether or not they're gonna continue the program or the process okay so they will have to know they'll have to notify you proprietary information where they ask that that be held confidential does that include like the pricing no cause you're some video pricing okay so the pricing would be the price it would be no compensation schedule your your financial documents you might have you might have information that you don't want to share that those might be you know I do want to disclose or inform you guys about the big tracker module that we have on our website so if you go to the WWE city of Chicago orgy and in the search bar all the way on the top right just enter bid be ID tracker tra cker and the first result that pops up usually is the bid tracker module you click on that if you have the spec number for the RFP RFQ or bid that you submitted it for they should tell you it gives you a little flow chart that tells you where in the process that bid is so it'll tell you if it's in bid opening evaluations oral presentations the bid tracker should be able to tell you where in the process it is if you're unable to speak to the designated senior procurement officer so go to the city of Chicago dot orgy and on the search bar all the way on the right that's the fastest way that I have to find it otherwise it's a really long URL and just do bid tracker and that's a really good way to any other questions hello two questions insurance so since I'm new to the game for new people if you get an insurance amount is it should you just wait until you get a contract or at least get a letter to say what you can get up to say two million or is a million an average because I'm an IT consultant or should you wait for to look each RFP honey handle that okay basically your broker can give you a certificate okay that will comply what we are for and always we have to be sure that you're able to get that insurance at the time to apply okay so your certificate of insurance would tell us okay five hundred thousand dollars for automobile insurance okay so your broker should be able to list that in this particular insurance okay you you don't have to get that insurance until your water the contract the date your contract start you must have that insurance okay but you typically insurance from a broker will tell you would give us the amount that are required okay so we know that you able to get that insurance coverage okay but your coverage should not be effective not until your water contract did date your contract thought your contract start date okay and then now with in terms of financials so if you're new you don't what are you giving your personal tax information you knew that's that if you're an individual consultant thing that's the only way you get your personal information right so if they're looking for financials from a previous contract or the client you don't have that then they would have to look at your individual tax returns that would be a financial document yeah there will be an asset to a full financial document if we have no other and you a new all an individual right contractor yes yes your tacit term would be yeah we need the thing the last three years good turn yes yes that would be acceptable I'm sorry a good question maybe we'll take your personal or your your the officer company you will take your financial information now three years or the first of all the company's personal financial mission for a year maybe the company for next two years so we need a three year window to see what you know what your financially and it does say in this particular RFP if the respondent is unable to provide audited financial statements state the reasons in your proposal response and provide financial documentation in sufficient detail to enable the city to assess the financial condition of your firm so if you do not have the three years there's still financials that you can provide with enough sufficient detail for us to assess the financial stability of your company and then as far as the insurance I know that usually what they do ask for is a statement I just saw it in here so there's a statement that you can send that shows that you can comply with the city's insurance requirements but then prior to the contract award if you are selected as a selected respondent then prior to the award you are required to submit evidence of insurance and the amounts that are specified so prior to you being awarded if you have just like Milton said a statement of some sort from your insurance agent that you can comply with all the insurance requirements that potentially could be sufficient enough but prior to the award if you're selected that is when you will need to provide your official seoi the earth we also have usually a format a sample certificate of insurance okay and that was referring to and most insurance brokers will fill it out for you okay they will fill out the information that's needed based on requests so yeah you know tell us whether or not you qualify you'll be able to get an insurance if your water the contract any more questions kind of question also I'm also sort of starting out as a new business and I'm an architect and I have a lot of experience with other firms but I'm trying to launch my own company so the one of the requirements is that you have to have reference for projects of similar type okay so if I as a firm I don't have that experience although my personal experience as an architect I have that experience I have worked on CDOT projects and things like that so how do you reply or how do you respond to that will be the same response you give the information on the reference because we are going to verify the reference he tells information and if it's correspond to what we need you know if you done I don't know buildings I would tend story you know who I'd that requirement previous experience yes that definitely cop only again will check all the references so yes that would double count okay can verify from the verifiable information that you provide we can verify it and that would be acceptable and followers yes and to piggyback on her question about references so say you respond to five RFPs and a month and we're using the same references do you guys call all the references again every hit four five times in one month or do you create a file or if you're different rfp's we will call them again and again five times okay cuz each other's people have different requirements okay and you're referencing we have to respond to advance those requirements in the RFP so if you have whatever I feel used to meet Jo proposal for whatever reference you list there we will call him he doesn't matter for the same reference the recording with reference to this particular village we applying for yeah and then if you're a more seasoned contractor do you guys have like a file with that company like I can't imagine vendors who have been doing business with you guys for five or ten years still going through the same process is that true yeah if we are distinct and different that's why I take two three six months a year to do every single RFP okay it's different so it doesn't matter you're competing with vendors that been around for a while but they still have to submit the same information so you want an even stand-in when you start okay every proposal that comes in we don't know the evaluation committee doesn't know who's been there five years ten years okay they look at your references that you got your record they look at your plan your proposal are you be evaluated for this RFP not the one you did five ten years ago I want you to do five ten years from now the corrals people see each of these different evaluation committee okay different criteria and you evaluated based on the information that you provide in response to the particular RFP not what happened before okay I have two more questions so what's your thought or recommendation on hiring an RFP consultant like normally they're former employees of the city or you know the entity hiring confront in terms of well yeah like there's services we're consultants approach you and say that they can help you know elevate your proposal or have it you know structured in a way that there's many we don't we don't recommend that because right because you will know your organization better than any I'm certain you will know your capacity what you can do you know qualification yours and your staff so you know much more than any consultant can do and not only that this might be run against you when if you get to be the type of the finest and then you have to come in for the oral presentation what the evaluation committee is gonna ask you questions which you might not be able to answer because someone else prepared your your proposal okay I'm not telling what you do what not to do I'm just saying those considerations have to be in your mind when you apply for respond to an RFP what if in the in the skull in your response you have extra services that are a component of that is that does that help position you or that's irrelevant that are not required that are not asked for indirect see if they're an enhancement and you think they might help I mean I can I have to be a case-by-case Udell when it hangs what you're gonna be provided to us I don't see it probably mention it I don't know if it's gonna get us two points but but it's something that in the same variant what we're asking for will enhance what we were asked for I don't you know I don't want to included is fine okay any last questions okay great okay guys again thank you for being here but it's the wrong information and the important things is that as we go through it through the documents and RFP you're gonna have questions always keep in mind and always always the question there's no don't question whatever question your hands you can always ask it and every other beat has a personal attached to it name and always use that an asset question might have okay all that the questions okay good thing good luck you guys okay great great great
