| Event Date | Bid Status | Details |
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08/10/2011 | In Development |
Received Request to Develop Project (RDP) form from the Department of Natural Resources (DNR) for South Lake Shore Drive Landscape Maintenance. Summary of draft scope attached.
Specification number assigned.
Director of Purchasing assigned the project to an Advanced Buyer.
Awaiting developed scope, technical specifications, and cost pages.
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10/25/2011 | In Development |
Received developed scope, technical specifications, and an exhibit. Incorporating them into a Request for Proposal (RFP) document.
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11/01/2011 | In Development |
Received revisions to the above. Incorporating into document and awaiting maps.
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11/16/2011 | In Development |
Received maps. Incorporating into RFP document.
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01/18/2012 | Open |
Advertised to the public.
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01/25/2012 | Open |
Non-mandatory pre-submittal meeting. 13 people from 9 companies attended.
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01/30/2012 | In Review |
Addendum 1 and Clarifications 1 posted to website.
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02/08/2012 | In Review |
Five (5) proposals received. Responsiveness review commences.
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02/29/2012 | In Review |
First evaluation committee (EC) meeting scheduled for March 7.
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03/07/2012 | In Review |
First EC meeting, at which the evaluation process was discussed and proposals received (minus cost proposals) were distributed to EC members. Initial scoring of proposals due to Purchasing on 3/21/12. Second EC meeting scheduled for 3/26/12. Evaluation process begins.
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03/26/2012 | In Review |
Second EC meeting, at which Purchasing presented the results of the preliminary evaluation of the proposals. Pros and cons of each company's submittal were discussed, and the EC unanimously decided to invite the two highest-scoring companies in for interviews. Interviews were set for Monday, 4/2/12. Purchasing then distributed the cost proposals submitted by those two companies for evaluation by the committee. A third EC meeting to discuss the cost proposals was set for Thursday, 3/29. Later in the day, a non-voting member of the EC prepared a sample cost comparison spreadsheet, which Purchasing then distributed to all members of the EC.
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03/29/2012 | In Review |
Third EC meeting, at which the two cost proposals were analysed and discussed. Questions for the upcoming interviews were also discussed.
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04/02/2012 | In Review |
Both interviews conducted. Afterward, the fourth EC meeting was held, at which both companies' proposals, cost proposals, and interviews were discussed in detail. The EC agreed that Purchasing would prepare a final score sheet combining all three elements. Purchasing prepared and distributed that score sheet later that day, with scores due to Purchasing by 4/6/12.
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04/09/2012 | In Review |
Final scores were tabulated by Purchasing and distributed via email to the EC. The EC was asked to confirm in writing their agreement with this final scoring and their recommendation that the highest-scoring company be awarded the contract. On the same day the EC unanimously confirmed their agreement and that recommendation for award, to be presented at the May meeting of the Board of Commissioners.
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05/09/2012 | Awarded |
Awarded to Moore Landscapes at Board of CXommissioners' meeting
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05/11/2012 | Awarded |
Documents needed for contract delivered to Law.
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05/21/2012 | Awarded |
Contract to vendor for review and signature.
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05/25/2012 | Awarded |
Contract to Risk Management for review and approval.
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05/29/2012 | Awarded |
Contract to General Superintendant for review and signature.
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05/30/2012 | Awarded |
Contract executed.
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