Request for Information and Review of Proposed Leases

Section 1300.4020  Request for Information and Review of Proposed Leases a)         An RFI will contain at a minimum the following information: 1)         A description of the general type of property to be leased ; 2) The proposed use of the property; 3)         The proposed term of the lease; 4)         The preferred location of the property [30 ILCS 500/40-20(b)] ; 5)         General information such as size of space, configuration desired and any other appropriate requirements; 6)         The address to which responses to the RFI may be sent; and 7)         The date on which responses are due. b)         Notice of the RFI shall be: 1)         Published at least 14 days prior to the deadline for responding in both the Illinois Procurement Bulletin and a newspaper having general circulation in the area in which the space is being sought; and 2)         Of an appropriate size to draw attention and shall be placed in the legal advertisement section. c)         The RFI response shall consist of written confirmation sufficient to show that the respondent can meet the minimum criteria set forth in the RFI.  [30 ILCS 500/40-20(d)] d)         All responses to the RFI will be publicly opened on the announced opening date.  Names of all parties submitting proposals will be made available to the public. e)         The Purchasing Officer may conduct discussions with respondents of the RFI for the purpose of clarifying the needs of the OAG and the information supplied by the respondents .  [30 ILCS 500/40-20(d)] f)         On the basis of the responses to the RFI, the Purchasing Officer shall make a written determination of which RFI responses meet the minimum criteria set forth in the RFI.  [30 ILCS 500/40-20(d)] g)         The Purchasing Officer will enter into negotiations with all qualified respondents for the purpose of securing a lease that is in the best interest of the State .  [30 ILCS 500/40-20(d)] A written record of all negotiations will be maintained by the Attorney General. h)         The Purchasing Officer shall review all relevant information and shall recommend to the CPO which proposal should be accepted. The lease shall be reduced to writing .  [30 ILCS 500/40-20(d)] i)          The OAG PPCMB shall review any proposed lease of real property of more than 10,000 square feet or any proposed lease of real property with annual rent payments of $100,000 or more.  The OAG PPCMB shall have 30 calendar days to review a proposed lease . No contract may be entered into until the 30-day period has expired, unless the CPO requests in writing that the OAG PPCMB waive the period and the OAG PPCMB grants the waiver in writing. If the OAG PPCMB does not object in writing within 30 calendar days, then the proposed lease shall become effective according to its terms as submitted. [30 ILCS 500/40-20(e)] j)          The CPO will make the final award, which will be announced in the Illinois Procurement Bulletin.  The lease shall be executed by all parties. One copy of the lease will be filed with the Comptroller .  [30 ILCS 500/40-20(d)] k) Should the lowest response by price not be selected , a written report of the negotiation shall be retained in the lease files and shall include the reasons for the final selection. The CPO shall publish notice, along with the reasons for such selection, in the next available volume of the Illinois Procurement Bulletin .  [30 ILCS 500/40-20(d)] l)          The CPO reserves the right to reject any and all proposals and to request and evaluate "best and final" proposals.  All decisions on compliance, evaluations, terms and conditions shall be made solely at the CPO's discretion and made to favor the State.