Prequalification Process

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PLEASE NOTE: IF YOU ARE LOOKING FOR LOCAL BIDDER APPLICATION. IT IS AT BOTTOM OF PAGE. Financial Prequalification and Local Bidder Prequalification are two different things.

Financial Prequalification

Certain Public Works projects may require prequalification. If that is the case it will be stated on the bid documents. Public Works Contracts for the most part require Illinois Department of Transportation (IDOT) or Capital Development Board (CDB) Prequalification. These two types of prequalifications MUST be submitted to the Purchasing Division either by email at purchasing@jolietcity.org or by Mail at City of Joliet Purchasing Division, 150 W. Jefferson St., Joliet, IL 60432 PRIOR to the bid opening. Bids that require prequalification will not be opened unless the proper prequalification is received prior to the bid opening.

Some Utilities contracts might only require a City of Joliet financial prequalification. If a contract only requires City of Joliet prequalification, you can download those documents below.

City of Joliet financial prequalification MUST be renewed yearly. The current price for City of Joliet prequalification is $175, which offsets the costs for independent auditor review of the documents. Those documents are to be submitted to the Purchasing  Division, City of Joliet, 150 W. Jefferson St., Joliet, IL 60432 at least 6 days prior to the bid opening and must be accompanied by $175 and need to be updated annually.  It is the vendor's responsibility to ensure that their prequalification documents are up to date.  If the vendor would like to check when their prequalification expires, please email purchasing@jolietcity.org.

 

Local Bidder Prequalification

TO BE CONSIDERED A LOCAL BIDDER FOR BIDDING PURPOSES, BE SURE TO READ ALL OF THE FOLLOWING.

 Local bidder as defined by Section 2-444 (b) of the City of Joliet’s Code of Ordinances states.

(1)    For bids in excess of twenty thousand dollars ($20,000.00), if the lowest qualifying bid is submitted by a non-local qualified bidder ("non-local qualified bidder") and a local qualified bidder ("local qualified bidder") submitted a bid that is within two (2) percent of the lowest non-local qualified bidder (up to a maximum of twenty thousand dollars ($20,000.00)), the local qualified bidder shall be the lowest responsible bidder, so long as the local qualified bidder match the bid price of the non-local qualified bidder, and shall be given written notice by the City of Joliet to that effect. The local qualified bidder shall be provided the opportunity, within three (3) business days from the date of such notice to provide written confirmation to the city that the local qualified bidder will match the bid price of the non-local qualified bidder. Where the bid is an aggregate of separate price components, the local qualified bidder shall reduce the price of sub-components of its aggregate bid to match the aggregate bid of the non-local qualified bidder. Should the local qualified bidder fail to provide such confirmation within the time allowed, the bid shall be considered as originally submitted.

(2)    When more than one (1) local qualified bidder is within two (2) percent of the lowest non-local qualified bidder (up to a maximum of twenty thousand dollars ($20,000.00)) of the non-local qualified bidder, only the local qualified bidder submitting the lowest bid shall be given the opportunity to match the bid of the non-local qualified bidder. Under no circumstance will any contract be awarded to a local qualified bidder when the local qualified bidder's bid exceeds the non-local qualified bidder by more than twenty thousand dollars ($20,000.00). This policy shall only apply if formal notice of the aforementioned criteria is provided as part of the bid specifications.

(3)    This sub-section shall not apply to a bid if the funding source prohibits it through law, rule or regulation or in any situation where any portion of the contract amount is being paid with funds other than city funds. Specifically, this sub-section shall not apply in any situation where the city has received a grant or otherwise received a source of funds other than its own funds.

(4)    In the event of a dispute about the application of the provisions of this sub-section, the decision of the purchasing director for any purchase or contract work which the purchasing director is authorized to make shall be deemed final and the decision of the mayor and city council for any purchase or contract work which the mayor and city council are authorized to make shall be deemed final.

  

Section 2-444 (a) (11) also states that award of contracts are made to the lowest responsible bidder; One of those factors for determination of "lowest responsible bidder" is whether the bidder has prequalified as a local bidder ("local qualified bidder") prior to the opening of the bid.

  

Further Section 2-447 (g) states that in order to be prequalified as a local bidder, you must do the following:

Prequalification; local bidder.

(1)    If an interested bidder would like to qualify as a "local bidder", such bidder shall complete and submit the prequalification application along with supporting documentation and the applicable fee as set by the city council, to the finance department, as follows:

a.    Whether the bidder has established and maintained a physical presence in Will County or Grundy County or Kendall County, by virtue of the ownership or lease of all or a portion of a commercial building for a period of not less than twelve (12) consecutive months prior to the submission of the prequalification application; and

b.    Whether the bidder is legally authorized to conduct business within the State of Illinois and the city, and has a business license to operate in the city if required; and

c.    Is not a debtor to the City of Joliet. For purposes of this subparagraph, a debtor is defined as having outstanding fees, water bills, sales tax or restaurant/bar tax payments that are thirty (30) days or more past due, or has outstanding weed or nuisance abatements or liens, failure to comply tickets or parking tickets that are not in dispute as to their validity and are not being challenged in court or other administrative process.

(2)    Within twenty-one (21) days after submittal, after review of the prequalification application and supporting documentation by the finance department, the finance department will notify the bidder on whether the bidder qualifies as a local qualified bidder. A bidder aggrieved by the decision of the finance department in the failure to qualify as a local bidder shall have the right of appeal to the city manager or designee (who shall not a member of the finance department). The appeal shall be taken by filing with the city clerk, within fourteen (14) days after notification of the bidder of the failure to qualify as a local bidder, a written statement setting forth fully all of the grounds for the appeal with all supporting documentation. The city manager or designee shall set a time and place for a hearing on the appeal and notice of the hearing shall be given to the bidder in writing not less than five (5) days before the date set for hearing. The decision of the city manager or designee on the appeal shall be in writing within a reasonable period of time. If qualified as a local qualified bidder, said prequalification shall be valid following the date of certification by the finance department.

(3)    If qualified as a local qualified bidder, the bidder shall be required to keep current any information submitted in the prequalification application and/or supporting documentation.

(4)    If a bidder submits a bid and indicates on the bid documents that said bidder is qualified as a local qualified bidder and it is subsequently determined that said bidder is: a) not qualified as a local qualified bidder for failing to keep current any information submitted in the prequalification application and/or supporting documentation, or b) falsified any information in the prequalification application or supporting documentation, said bidder shall not be provided the opportunity to match the bid price of the non-local qualified bidder as set forth in section 2-444(b) and shall not be awarded any bids by the City of Joliet for a period of three (3) years.

 

       Please note that for (1) c. above the City of Joliet will verify internally that your company does not have any outstanding fees.  Your company should make sure that to the best of its knowledge all bills are current.

Therefore, if you wish to be considered as a local bidder, please fill out the form and return it to City of Joliet Purchasing, 150 W. Jefferson St., Joliet, IL 60432.   Please be sure that all of your backup information is included with this document as it will be rejected if all necessary documentation is not attached.

 

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