Request for Information / Proposal / Qualifications

Operational Standard/Purpose

Purchases of any goods or services over $25,000 require an official Invitation to Bid, a Request, or Sole-Source Justification. A Request for Information (RFI), Request for Proposal (RFP), or Request for Qualifications (RFQ) should be used when price is only one of the criteria that is needed in evaluating the responses to the request. An Invitation to Bid is used when there is no significant difference among the products or services that meet specifications so that the only difference among bid proposals is price. An Invitation to Bid is used when you know “what” and “how.” An RFI/RFP/RFQ may be used when you know “what” but not “how” or “how” may vary from one vendor to another. Requests are to be used when performance or characteristic specifications are not easily defined. A “need” is stated and the bidders respond with a product or service to meet the need. Sole-source procurement is permissible when a requirement is available from only a single supplier or contractor. All purchases must be presented to the Board of Trustees for approval.

Illinois Central College promotes competitive and unbiased purchasing and contracting practices and follows all applicable rules and regulations as outlined in Section 3-27.1 of the Public Community College Act and applicable sections of the Illinois Governmental Ethics Act. Per the Act, it is the responsibility of the College to purchase the correct item of the desired quality at the best possible price. However, many complex products and services cannot be obtained by conventional bidding based solely on price. An RFI/RFP/RFQ is another form of procurement to use in soliciting proposals from vendors for products and services that cannot be evaluated by cost alone.

Illinois Central College further recognizes the importance of increasing the participation of businesses owned by minorities, females, and persons with disabilities in public contracts. It is the College’s policy to promote the economic development of businesses owned by minorities, females, and persons with disabilities as outlined by the Business Enterprise for Minorities, Females, and Persons with Disabilities Act, 30 ILCS 575/0.01 et seq.

The Purchasing Department monitors and reviews the College’s compliance with said acts and provides purchasing and contracting guidelines. (You can review or download the ICC Purchasing Guidelines from ICCNET).

Scope/Applicability

An RFI/RFP/RFQ is used when purchasing goods or services that exceed $25,000 and cannot be obtained by an Invitation to Bid or Sole-Source Justification.

Procedures

1. The requesting department shall draft a formal Request for Information/Proposal/Qualifications by completing the Request for Proposal Template Form. Contact the Purchasing Department to obtain the Request for Proposal Form. Items to be filled in or completed by the requesting department are highlighted in red in the template. At a minimum, the RFI/RFP/RFQ should:
   • State your need using clear and well-thought-out specifications that are not overly restrictive
   • Specify the anticipated terms and conditions of the contract
   • Provide information that the respondent must include in its proposal
   • Identify each factor that you will use to evaluate the proposals and award the contract
2. Purchasing should review the final RFI/RFP/RFQ draft for completion and approval.
3. The requesting department shall work with Purchasing to identify a vendor distribution list that helps promote the economic development of businesses owned by minorities, females, and persons with disabilities as outlined by the Business Enterprise for Minorities, Females, and Persons with Disabilities Act, 30 ILCS 575/0.01 et seq. Purchasing will search for vendors in its minority compliance management system, ePrismSoft, and also can identify certified vendors using the Illinois Central Management Services BEP Certification Compliance Portal.
4. The final RFI/RFP/RFQ draft and vendor list should be submitted to your appropriate Cabinet member for approval.
5. Once approved, the requesting department shall distribute the RFI/RFP/RFQ to the approved vendors list and forward the final request to Purchasing for public announcement on the ICC purchasing website and local news sources as deemed necessary.
6. The requesting department shall form a screening committee to evaluate the proposals based on the criteria outlined in the RFI/RFP/RFQ. The screening committee must include a purchasing representative and also must include diversity in terms of gender, ethnicity, and age.
7. The requesting department shall prepare a summary and recommendation for award and present to Cabinet for approval.
8. The ICC President will determine how the approved proposal will be distributed to the Board of Trustees.
9. All original vendor responses should be returned to Purchasing for filling.
10. Vendors are typically given up to three weeks to respond to requests.

Additional Provisions/Information

1. Unlike an Invitation to Bid, an RFI/RFP/RFQ allows ICC to negotiate with respondents to its solicitation and thus provides more flexibility in awarding of the contract. Purchasing and/or the Executive Vice President of Administration and Finance should be used as a resource when necessary to negotiate.