TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 21, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Ponder Diversity Group, LLC for Contract 23-RFP-07R, Small Business Program in an amount not to exceed $75,000.00, Account 101-15000-612430, Requisition 1596936
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Ponder Diversity Group, LLC for the design, creation and implementation of a Small Business Enterprise Program.
The purpose of this agreement is to design, create and implement a Small Business Enterprise (SBE) Program for the District. Per the recommendation made from the conclusions of the Disparity Study in February 2022, the District eliminated the SBE element of Revised Appendix D and opted to create a separate SBE Program to allow smaller contracts to be available for bidding by SBEs as prime contractors. SBE programs can be especially useful for those industries that do not operate on a prime vendor subcontractor model such as consulting services. An SBE recruitment program reduces the need to set contract goals to ensure equal opportunities, and is an approach specifically approved by the courts. Thus, the District requires assistance in developing, enhancing, and implementing an SBE recruitment program to ensure it is in full compliance.
Contract 23-RFP-07R was advertised on July 31, 2024. Proposals were received on August 23, 2024 from the following five (5) firms: EAC Consulting Incorporated, Electronic Knowledge Interchange Company D/B/A Quant 16, INDEP Chicago, LLC, Ponder Diversity Group, LLC and Roads Consulting Group.
Five District employees participated in evaluating the proposals: two from the Diversity Section, one from General Administration, one from the Law Department, and one from Procurement and Materials Management. The evaluation criteria, outlined in Contract 23-RFP-07R, included understanding of the project, approach to the work, technical competence, and cost of services. Following the initial evaluation, four proposers were invited to participate in finalist interviews.
Finalist interviews were held on September 24 and September 27, 2024. On October 8, 2024, a solicitation was sent to the finalists requesting an unqualified “best and final” offer. The “best and final” offers were returned to the Director of Procurement and Materials Management on October 11, 2024. One vendor was deemed non-responsive.
Based on the evaluation of the proposals using the criteria described above, along with the pricing submitted in the “best and final” offers, the Diversity Section recommends Ponder Diversity Group, LLC for the design, creation and implementation of a Small Business Enterprise Program. Ponder Diversity Group brings extensive expertise in government procurement processes, minority, women, and veteran-owned business support, as well as in-depth knowledge of compliance and affirmative action legal requirements.
Appendix A and Appendix V goals were not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
Ponder Diversity Group, LLC is registered to do business in, and is in good standing with, the State of Illinois.
In view of the forgoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue Ponder Diversity Group, LLC a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $75,000.00.
Funds for the 2024 expenditures in the amount of $75,000.00, are available in Account 101-15000-612430.
Requested, Richard L. Martinez, Jr., Acting Diversity Administrator, PCS
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for November 21, 2024