Procurements of supplies, materials, equipment and services shall be made by the competitive Bidding process set forth in this Section unless such Procurements meet the criteria for another procurement method set forth here. If a Purchase is estimated to result in a Bid Price of $150,000 or more and is to be procured by means of a Bid, the System SCM Director shall follow the procedures set forth in the CCHHS Procurement Policy below. The System SCM Director may develop additional procedures consistent with this Policy.
For additional information regarding the Cook County procurement policies please visit the Cook County Procurement website.
The System SCM Director shall publish a Bid Notice on the System website at least (5) days before the date for the submission of Bids.
Development and approval of Bid documents
The System SCM Director shall prepare the Bid documents which shall include, but not be limited to, a description of the Purchase, any minimum Bidder qualifications, Whether a conference or site inspection is required, any conditions with which the successful Bidder shall be required to comply, cost Proposal information and any other information determined necessary by the System SCM Director to prepare and finalize the Bid documents. The Using Department shall furnish the System SCM Director with information necessary to assist in preparation of the Bid documents.
Pre-Bid conference or site inspection
The System SCM Director shall include details of any conference or site inspection in the Bid documents. Any changes to the date, time or place of such conference or inspection will be communicated in writing or electronically, Where appropriate, by means of an Addendum to all Persons recorded as having requested Bid documents. Such notification shall be provided at least twenty-four (24) hours prior to the original scheduled conference or inspection date and at least two business days prior to any newly scheduled conference or inspection date.
Communications with the System regarding Bids
From the time the Bid Notice is issued until the Person from whom a Purchase will be made has been determined, all communications to the County or System related to the Bid must be directed in writing (including electronically) only to the System SCM Director. Upon receipt of such a request’, the System SCM Director will determine if a response will be provided; and any such response shall be provided in an addendum to all Persons who requested a set of Bid documents. The System SCM Director will not consider inquiries made in any other manner or to anyone else. However, the above notwithstanding, communications may be made with the Office of Contract Compliance in writing for the purpose of securing information necessary to respond to the provisions regarding minority and women owned business participation.
Communication between Bidders
Until the Person from whom the Purchase will be made has been determined, no prospective Bidder, Person who requested the Bid documents or Bidders shall communicate with any other such Person regarding the Bid, with the sole exception of communications with a minority or Women owned business enterprise to meet minority or Women owned business enterprise goals as set forth in Part IV, Minority-And Women Owned Business Enterprises, Section 4.1, of this Policy. Such communications shall not include the amount of the Bid.
No changes to Bids
No Bid may be changed, amended or supplemented in any Way after the date and time for submission of Bids, except as required by the System SCM Director to correct a technical error such as an omission of Bid Documents issued by the County or the removal superfluous material submitted with the Bid that is not part of the required Bid submission.
All Bids shall be opened and recorded at the date, time and location as stated in the Bid Notice or as prescribed in an addendum issued by the System SCM Director. All Bids shall be opened at the direction of the System SCM Director and the name of the Bidder and the total Bid Price shall be read publicly. If the Bid was submitted electronically, no public reading is required so long as a record of the Bids is publicly available within a reasonable time after the conclusion of the electronic Bidding period.
If only one Bid has been submitted, the System SCM Director will determine Whether to open the Bid or return the Bid to the Bidder via certified mail. The System SCM Director will thereafter determine Whether to reissue the Bid or use a different method to make the Purchase.
If it is determined that an error was made in announcing the Bid or there was a failure to read all Bids into the record, the System SCM Director shall notify all Bidders and reconvene the Bid opening to correct the record as soon as reasonably possible.
Evaluation of Bids
The System SCM Director shall review, evaluate and tabulate Bids. In determining the apparent lovv Responsible and Responsive Bid, the System SCM Director shall consider the Bidder’s Responsiveness in complying with the requirements set forth in the Bid Documents, the Responsibility of the Bidder and all applicable preferences and incentives provided in the Cook County Procurement Code. Once a recommendation has been determined, the System SCM Director shall post a notice of such recommendation on the System’s website.
Bid protest procedure
Any Bidder who believes that the recommended Bidder is not the lowest Responsive and Responsible Bidder, or who has a complaint about the Bid process, may submit a Bid protest, in writing, directed to the System SCM Director. Any Bid protest must be submitted no later than three business days after the date upon which the notice of the System SCM Director’s intended award or recommendation is posted. The Bid protest must specify the basis upon which the recommendation is erroneous, or the basis upon which the Bid procedure was unfair, including a statement of how the alleged error or unfairness prejudiced the protesting Bidder and the action requested of the System SCM Director. A Bid protest based upon an issue which could have been clarified through a request for clarification or information pursuant to the CCHHS Procurement Policy Part II, Procurement Procedures, Section 2.2, Bid Purchases, (d), Communications regarding Bids, will not be considered if the protesting Bidder failed to make such a request.
Bid protest decision
When a Bid protest has been submitted, no further action shall be taken on the Bid until the System SCM Director makes a decision regarding the Bid protest. The System SCM Director shall issue a written decision on the Bid protest to the protesting Bidder and to any other Bidder affected by such decision as soon as reasonably practicable. If the protest is upheld based upon a lack of fairness in the Bid procedure, the System SCM Director shall re-Bid the procurement. If the System SCM Director determines that the recommended Bidder was not Responsive and Responsible, that Bidder shall be disqualified and the System SCM Director shall either re-Bid the Purchase or recommend the lowest Responsive and Responsible Bidder.
After disposition of any Bid Protests, if the Purchase requires System Board approval, the System SCM Director’s recommendation of the lowest Responsible and Responsive Bidder shall be forwarded to the System Board for approval of award and execution. If the Purchase does not require System Board approval, the System SCM Director shall award the Contract to the lowest Responsible and Responsive Bidder and shall thereafter arrange for execution of the Contract.
Right to reject Bids reserved
The System Board shall have the right to reject any and all Bids. The System SCM Director is authorized to exercise this right on behalf of the System Board. The System SCM Director shall include a provision in the Bid documents reserving the right to reject any and all Bids.
Bid Process for Procurements Valued under $150,000
The competitive Bidding process for procurements with an estimated Bid Price of more than $5,000 and less than $150,000 may consist of a solicitation posted on the System website. The System SCM Director shall promulgate forms, policies and procedures to implement such Procurements. The System SCM Director need not read or announce these Bids publicly, but shall select the lowest Responsive and Responsible Bid and shall post the results of the solicitation on the System Website.
Requests for Qualifications or Requests for Proposals
Criteria for use of Requests for Qualifications or Requests for Proposals
The System SCM Director may determine that it is in the best interest ofthe System to make a Purchase by a Request for Qualifications or Request for Proposals (“RFP”) because such Purchase is not readily adaptable to Bid. Examples include, but are not limited to: Purchases involving services requiring a high degree of professional skill where the ability or fitness of the Person plays an important part; Purchases where the requirements are not clearly known; Purchases where quality rather than quantity is a primary factor; and Purchases where it is not in the best interest of the System to make price a primary determinative factor.
Content of RFPs and RFQS
The System SCM Director shall consult with the Using Department in determining the form and content of an RFP or RFQ. RFPs and RF Qs shall include a provision stating that they may result in the negotiation of a Purchase with one or more Respondents or Proposers.
The System SCM Director shall issue the RFP or RFQ and shall post a notice of all RFPs and RFQS on the System’s website. The System SCM Director may also request that the County’s Chief Procurement Officer post the RFP or RFQ on the County’s website.
Opening of Proposals
Unless the Responses or Proposals are required to be submitted electronically, the Responses or Proposals shall be opened in the presence of one or more Witnesses after the designated date and time for submission. The names of the Proposers shall be open for public inspection after the Purchase has been completed.
Evaluation and Selection for Contract Negotiation
The RFP or RFQ shall include the factors to be used in evaluating Proposals and Responses. These factors may include, but are not limited to, price, experience and qualifications of the Proposer, the quality and cost effectiveness of the Proposal, and the demonstrated willingness and ability of the Proposer to satisfy the requirements of the System as described in the RFP. The evaluation shall be performed by a committee chaired by the System SCM Director or designee with representatives from the appropriate System AfÍ`1liate(s) and other persons designated by the System SCM Director. Any or all Respondents or Proposers may be requested to make presentations and/or submit clarifications or revisions to their Responses or Proposals for the purpose of obtaining best and final Responses or Proposals. The evaluation committee shall document the results of the evaluation and its recommendation. The contents of the Responses or Proposals shall not be disclosed to competing Proposers during the evaluation process.
Contract Negotiation and Approval/Execution
The System SCM Director shall oversee the negotiation of a Contract(s) with the Proposer(s) identified following the evaluation. Upon completion of the negotiation of the Contract(s), the Contract(s) shall be submitted for approval and execution as provided in Section 1.2, Purchases; Power to Act, of the CCHHS Procurement Policy.
Vendors awarded contracts will be required to carry certain levels of insurance in order to do business with Cook County. Insurance coverage required normally includes Worker’s Compensation, General Liability, Auto Liability, and in some cases, Professional Liability. The County will normally require occurrence based coverage, and in all cases, the County of Cook is required to be named as an additional insured.
Terms and Conditions
Vendors bidding/proposing on contracts will be required to comply with several standard requirements in terms of submitting bid responses, and ultimately for the performance of any contract which may be awarded to them. Cook County Health and Hospitals System Instructions to Bidders and RFP responders, General Conditions (for Supply and Service) and Execution Forms may be viewed and downloaded by clicking on the links shown below.
- Contract Instructions to Bidders and General Conditions
- Instructions to Bidders and General Conditions
- Execution (EDS) Forms